The following pages are an example of a Rockwood PTO and how they develop job descriptions for each PTO officer:

Transcription

1 The following pages are an example of a Rockwood PTO and how they develop job descriptions for each PTO officer: ROLES OF PTO BOARD MEMBERS: The governing body of the PTO is the By-laws and the policies within. However, the job duties and responsibilities are not clearly identified within the By-laws. Attached is the job description for your position. Please take a moment to review. Let me know of any changes or additions you d like to make.

2 SECRETARY ROLE DESCRIPTION Record Board meeting minutes at each meeting; distribute to Board members for review within one week of meeting Prepare monthly updates on PTO Page and distribute school-wide no later than the 3 rd Friday of each month (Updates to be provided by each committee chair, co-chair and/or VP) Partner with School Ambassador as PTO Public Relations liaison updating district communications department on school PTO events Keep in a bound book a correct record of all general meetings and the Executive Committee sessions In partnership with President sign all contracts and obligations on behalf of the PTO when authorized by the Executive Committee Handle all correspondence pertaining to the PTO Create School Calendar of Events each school year to be distributed in the Chesterfield School Packet prior to the start of the academic year Update the PTO News Board monthly with the PTO page Partner with the school webmaster in monthly updating the PTO Website with the PTO page Other duties as determined

3 TREASURER Maintain balance of PTO budget Determine, along with PTO Board, committee annual budgets. Prepare and distribute to committee chairs as part of Chairperson s Packet. Prepare a statement of account at every PTO meeting and other times as requested by Executive Committee. Include expenses, income, anticipated expenses and actuals to budget each month. Be available to committee chairs for purchases Prepare quarterly statistics for Q Review and forward appropriately Partner with VP s in evaluating pay out of committee expenses throughout the year, reconcile with VP s any discrepancies. Receive all monies of the organization Keep an accurate record of receipts and expenditures and pay out local funds. Deposit income to pay out Expenses Reconcile monthly bank statements Maintain and update financial computer software Prepare IRS Form 990 at end of fiscal year Coordinate annual audit of all records Other duties as determined

4 VP SCHOOL PROJECTS committee chairs and Treasurer to resolve. Update Board at monthly meetings on upcoming events, potential issues and or changes. Represent committees at Back to School Coffee Communicate as appropriate with committee chairs/co-chairs

5 VP SCHOOL SUPPORT committee chairs and Treasurer to resolve. Update Board at monthly meetings on upcoming events, potential issues and or changes. Represent committees at Back to School Coffee Communicate as appropriate with committee chairs/co-chairs

6 VP SCHOOL EVENTS committee chairs and Treasurer to resolve. Update Board at monthly meetings on upcoming events, potential issues and or changes. Represent committees at Back to School Coffee Communicate as appropriate with committee chairs/co-chairs

7 VP FUNDRAISING committee chairs and Treasurer to resolve. Update Board at monthly meetings on upcoming events, potential issues and or changes. Represent committees at Back to School Coffee Communicate as appropriate with committee chairs/co-chairs

8 PRESIDENT Partner with Principal and teacher representative in meeting the Mission and Purpose of the PTO Organization Conduct and/or attend all Board meetings and other PTO sponsored functions as determined Attend President Forum meetings VP s and Treasurer to resolve. Update Executive Board at monthly meetings on upcoming events, potential issues and or changes. Represent Board at Back to School Coffee Represent Board at K Sneak a Peak Orientation Prepare updates to By-laws on an on-going basis; present for approval Prepare and distribute Chesterfield School Packets Prepare and distribute Chair people packets. Conduct Chairpersons committee meeting. Prepare and distribute S.T.A.R Packets Communicate as appropriate with Executive Board and VP s