Kerby School PTO. PTO Job Descriptions for Executive Board Members

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1 Kerby School PTO PTO Job Descriptions for Executive Board Members The following provides a detailed explanation of each board position on the Kerby PTO. Each position includes a voting privilege, with the exception of the President. The PTO President may only vote in the case of a tie. Because these positions include a vote, it is important that each board member attends monthly PTO Executive Board meetings in order to exercise that right. The duties of each position are subject to change and may include more duties than listed. Position: President Description: The President will be the chief executive officer of the Corporation. He/she will preside at the meeting of the executive board directors. She/he will prepare agenda for monthly PTO meetings, assist to the Treasurer in finalizing the yearly budget, and serve as liaison and ex-officio member of all committees except the Nominating Committee. The President will execute all authorized conveyances, contracts or other obligations in the name of the Corporation. The President shall NOT vote at any meeting of the Directors unless there is a tie vote. Other duties include: Attend monthly PTO meetings Sit with principal and set meeting dates, fundraiser and family fun night dates and times. Will also set PTO Pointes newsletter dates for the year, along with Communications Chair. Prepare school-wide letter, due in June for August s Registration packet In June, work with Treasurer to establish/set the preliminary budget for following school year In September, write "Welcome Back" letter to parents for beginning of school Speak at First Day of School Coffee for parents -- hello and welcome to Kerby Prepare and present Welcome and Introduction Speech at Back to School Night (Both nights) On a monthly basis, write President's letter for PTO Pointes newsletter Create and distribute agenda for monthly PTO meeting Check PTO mail in the office As needed: set board work agendas and meetings

2 Preside over monthly PTO meetings Serve as member of all PTO committees (except Nominating Committee) Provide all official signing/authorization for contracts, Michigan lottery application, etc. Maintain open and frequent communication with school Principal, keeping Principal informed of all PTO activities/ideas Oversee and help advise all areas of the PTO Position: Vice President Description: The Vice President will in the absence or disability of the PTO President perform the duties and exercise the powers of the President. She/He also will perform any other duties prescribed by the Board of Directors or the President. Other duties include: Attend monthly PTO meetings In conjunction with the Communications Chair, the Vice President will help in creating and distributing school publicity and keep parents informed of the business of the Board of Directors. The VP also will chair the Nominations Committee and oversee PTO nominations process, including forming committee, at annual election time. Position: Secretary Description: The Secretary will attend all meetings of the Board of Directors. She/He will also: Attend monthly PTO meetings Record the minutes of all proceedings Provide support in writing thank you letters or other PTO correspondences in tandem with Communications Chair, as needed Ensure the approval of all minutes per a vote of the Executive Board of Directors Provide approved minutes to Kerby s webmaster to post on the PTO page on Kerby s website Give notice regarding all meetings of PTO Executive Board of Directors, for which a notice is required (e.g. Annual Meeting)

3 Assist Communications Chair in coordinating, producing, writing or editing PTO Pointes monthly newsletter. Position: Assistant Secretary Description: In the Secretary s absence, the Assistant Secretary will perform the duties and exercise the power of the Secretary. She/He also will perform any other duties prescribed by the Executive Board of Directors. She/he will also attending monthly PTO meetings. Position: Treasurer Description: The Treasurer is the PTO s Chief Financial Officer. She/he is responsible for: All PTO book keeping, including creating and maintaining annual budget All PTO financial records Writing and signing all PTO checks Completing all tax filings Position: Assistant Treasurer Description: The Assistant Treasurer is primarily responsible for cash collection of monies raised or owed to the PTO. Also supports the Treasurer as needed, including: Collecting and depositing the collection of all funds raised by the Kerby PTO, and providing said deposit information to the Treasurer. Attending all major fundraising efforts in order to assist the event chairpersons in the collection and receipt of monies owed to PTO Position: Communications Description: The Communications Chair is responsible for the following: Producing monthly publication, PTO Pointes. This includes coordinating story log, designing, writing, editing paper.

4 Garners approval from PTO President and Kerby s Principal before publishing PTO Pointes. Providing copy of PTO Pointes to Kerby s webmaster to post on PTO page of school s site Reviews and provides writing and editing expertise on all flyers, memos, promotions or communications materials for events that are staffed by or benefit the PTO Reviews and provides writing and editing expertise on all news articles, press releases, photos or photo cut lines that involve a PTO fundraiser or function. Position: Volunteer Chair and Assistant Volunteer Chair Description: The Volunteer Chair and the Assistant Volunteer Chair are responsible for the following: In the spring, review the Kerby PTO Volunteer Opportunities Form to confirm volunteer vacancies/needs. The principal and PTO President must review and approve form. Office must receive updated form in early June to include in registration packets for following school year. During Summer and Fall, the Volunteer Chairs need to contact prior year Parent Volunteer Chair positions to verify if they will chair the following school year. If not, the Volunteer Chairs need to recruit new parent volunteers to staff positions for the following school year. The Volunteer Chairs update and maintain a spreadsheet database with the completed Kerby PTO Volunteer Opportunities Forms (returned by families during the Fall of following school year). Volunteer Chairs provide list of all volunteers to each Parent Volunteer Chair for the new school year. Position: Fundraising and Assistant Fundraising Chair Description: The fundraising chairperson and assistant chairperson are responsible for researching and providing recommendations on various fundraising ideas to determine which will best fit Kerby School. The duties include:

5 Coordinating fundraising events and/or appointing other volunteers to head the event. Integrating dates of fundraisers into the Kerby school master calendar Seeking potential sponsors for various fundraisers when appropriate Position: Spirit Wear Chair Description: The spirit wear chairperson is responsible for providing students, families and staff with Kerby clothing ( spirit wear ) and accessories for purchase, the proceeds of which benefit the PTO. Duties include: Choose and purchase merchandise Coordinate volunteers to sell merchandise at school functions Create and continuously update display for showcase outside of the office Collect cash payments for deposit with Treasurer Position: Teacher Representative Description: The Teacher Representative provides the PTO with information, concerns, kudos or feedback from the teaching staff. In this role, she/he also: Attends monthly PTO meetings Serves as a liaison between teachers and the PTO Can present a Request for Funding on behalf of a teacher, should the teacher be unable to present request in person Position: PTO Council Description: One representative is elected from each of the PTO and booster groups across the district, including Kerby, to serve on the PTO Council. General responsibilities include:

6 Attending a monthly PTO Council meeting and acting as a conduit of information to and from their group. Activities and ideas are shared between the groups and districtwide plans are formulated for special projects. Attending the monthly PTO Council meeting as well as the monthly Kerby PTO meeting. PTO Council meetings are typically held at 7 p.m., the first Tuesday of the month during the school year. (To request an item be added to the agenda, please contact current PTO Council President Kim Clexton.) Position: Board Observer Description: Similar to the PTO Council, Board Observers are key communicators in the district and for the Kerby PTO Board. They maintain a dialogue between the organization they represent and the Board of Education. Requirements of the position include: Attending monthly Kerby PTO Meetings to share information from that month s Board of Ed meeting Meeting a half hour before the regular Board of Education meeting each month, most often at 5:30 p.m. Participation in these face-to-face meetings is crucial Becoming familiar with the Board of Ed meeting agenda and packet of support materials for the month, and gathering relevant information from the Board meetings to report on decisions and provide updates on district activities to Kerby Board Observers also share updates from their perspective and provide the Board with invaluable feedback. (BOE meetings can be seen on the local cable Comcast Channel 20/902, AT&T Channel 99, our phanfare site or use the podcasts linked from the district website.) Position: Principal Term: On-going Description: The Principal will attend all monthly meetings of the PTO Board of Directors. She/He also will: Work collaboratively with parents, staff and community members as we consistently seek to provide the best environment in which students thrive academically, socially and emotionally

7 Provide information on building/district achievement as well as long range goals/instructional plans Provide information on building/district budget as well as long range goals/instructional plans Provide budgetary input to PTO Executive Board Members with respect to building needs/programs Bring forth ideas to enhance/enrich the educational setting in line with the building s Mission Statement Written and approved by Kerby PTO, May 2012