PTO Positions
BOARD POSITION - PRESIDENT: The President shall set the agenda and preside at all meetings of the organization and executive council and shall perform such duties as may be prescribed in the by-laws or assigned by the organization or by the executive council, and shall coordinate and support the work of the officers and committees so that the objectives may be promoted. Attendance at all executive board meetings and general meetings is expected unless providentially hindered. President shall work with school administration and district to assess needs and PTO responsibilities. Weekly Time Commitment: Varies (some weeks will be busier than others, but 4-5 hours per week on average)
BOARD POSITION - 1ST VICE PRESIDENT: The 1st Vice President shall act as an aide to the president and shall perform the duties of the president in the absence or inability of that officer to serve. He/she will oversee all non-fundraising activities and programs (events planned during the course of the year). 1st VP would oversee the Volunteer Coordinator and all Event Chairs. Weekly Time Commitment: Varies depending on events but 2 hours per week on average
BOARD POSITION - 2ND VICE PRESIDENT: The 2nd Vice President shall act as head of all fundraising events (Fund Run and Membership/Invest in Me). He/she will evaluate and oversee current and perspective fund-raisers. The 2nd VP will oversee the Fund Run Chair and the Director of Membership and Recruitment. Weekly Time Commitment: Varies depending on events, but 2 hours a week on average if positions are filled. This position will see the most time commitments at the beginning of the school year (August - October)
BOARD POSITION - PARLIAMENTARIAN: The Parliamentarian shall serve as advisor to the President and nominating committee. He/she shall serve as a guide to proper parliamentarian procedures at meetings. When by-laws are to be reviewed or amended he/she shall serve on the by-laws committee. Parliamentarian will also assist the 1st and 2nd VPs in event planning and execution if needed. Parliamentarian will oversee all Spirit Chairs (Spirit Wear, Spirit Rock, Spirit Nights) and Staff Appreciation Chair. Weekly Time Commitment: 1 hour per week
BOARD POSITION - TREASURER: The Treasurer shall manage all funds for the PTO. He/she will have direct access to bank account to reconcile all credits and deposits. Responsible for reimbursements, collection of income and annual taxes. Treasurer will deposit all income into bank account and cut checks to all vendors. Weekly Time Commitment: 1 hour per week
BOARD POSITION - SECRETARY: The Secretary works with the President and other Board Members to set the PTO Monthly Meeting Schedule and Yearly Event Calendar. The Secretary is responsible for taking notes during PTO meeting and distributing an electronic copy of minutes to the Publicity Chair to be published on the website. The Secretary can also maintain an optional quarterly newsletter. Secretary will oversee the Publicity Chair. Weekly Time Commitment: 2 hours per month
DIRECTOR OF MEMBERSHIP & RECRUITMENT
VOLUNTEER COORDINATOR
SPIRIT WEAR CHAIR:
Work with printing company and designer to develop new spirit wear
Keep inventory of existing Spirit Wear (update online shop if necessary)
Fulfill all Spirit Wear orders
SPIRIT NIGHTS CHAIR:
BUSINESS PARTNERSHIP CHAIR:
Maintain relationships with Business Partners while activity recruiting additional partners. Facilitate all print work for banners and flyers (if needed). Solicit Fund Run basket, Spring Fling basket and Silent Auction donations from Business Partners and outside vendors.
Time Commitment: Varies on time of year and event. On average 1 hour per week. 5 - 10 hours at the beginning of the year.
STAFF APPRECIATION CHAIR:
Plan and execute all Staff Appreciation events and quarterly gifts. Facilitate back to school breakfast and end of year lunch along with start of school year gift cards.
Time Commitment: Varies depending on activity. On average 1 hour per week.
ROOM PARENT CHAIR:
Build relationship with Room Parents. Advise them on all upcoming events and solicit classroom information for PTO newsletter.
Time Commitment: 2 hours per month on average
SPIRIT ROCK CHAIR:
PUBLICITY CHAIR:
FUND RUN CHAIR (planning starts in June):
Recruit Committee and create a theme for Fund Run. Research/purchase prizes associated with the donation amount ($ levels, Field Trip, Free registration gift). Plan Pep Rally/Field Trip and schedule all events and timetables related to Fund Run. Print and distribute all collateral along with prize distribution reports. Coordinate with outside vendors for online donation options.
Time Commitment - 30 - 40 hours from planning to execution. Most efforts will be in October.
BOARD POSITION - 1ST VICE PRESIDENT: The 1st Vice President shall act as an aide to the president and shall perform the duties of the president in the absence or inability of that officer to serve. He/she will oversee all non-fundraising activities and programs (events planned during the course of the year). 1st VP would oversee the Volunteer Coordinator and all Event Chairs. Weekly Time Commitment: Varies depending on events but 2 hours per week on average
BOARD POSITION - 2ND VICE PRESIDENT: The 2nd Vice President shall act as head of all fundraising events (Fund Run and Membership/Invest in Me). He/she will evaluate and oversee current and perspective fund-raisers. The 2nd VP will oversee the Fund Run Chair and the Director of Membership and Recruitment. Weekly Time Commitment: Varies depending on events, but 2 hours a week on average if positions are filled. This position will see the most time commitments at the beginning of the school year (August - October)
BOARD POSITION - PARLIAMENTARIAN: The Parliamentarian shall serve as advisor to the President and nominating committee. He/she shall serve as a guide to proper parliamentarian procedures at meetings. When by-laws are to be reviewed or amended he/she shall serve on the by-laws committee. Parliamentarian will also assist the 1st and 2nd VPs in event planning and execution if needed. Parliamentarian will oversee all Spirit Chairs (Spirit Wear, Spirit Rock, Spirit Nights) and Staff Appreciation Chair. Weekly Time Commitment: 1 hour per week
BOARD POSITION - TREASURER: The Treasurer shall manage all funds for the PTO. He/she will have direct access to bank account to reconcile all credits and deposits. Responsible for reimbursements, collection of income and annual taxes. Treasurer will deposit all income into bank account and cut checks to all vendors. Weekly Time Commitment: 1 hour per week
BOARD POSITION - SECRETARY: The Secretary works with the President and other Board Members to set the PTO Monthly Meeting Schedule and Yearly Event Calendar. The Secretary is responsible for taking notes during PTO meeting and distributing an electronic copy of minutes to the Publicity Chair to be published on the website. The Secretary can also maintain an optional quarterly newsletter. Secretary will oversee the Publicity Chair. Weekly Time Commitment: 2 hours per month
DIRECTOR OF MEMBERSHIP & RECRUITMENT
- Execute Invest in Me & CCE strategy Create envelope and distribute to classrooms
- Collect envelopes and record new data
- Create and maintain Excel Spreadsheet for new members
- Plan and execute 2 recruitment events per year (beginning of the year/ end of year) - optional
- Collaborate with Volunteer Coordinator to keep membership info up to date
- Plan Open House/Meet & Greet booths with Spirit Wear Chair - optional
VOLUNTEER COORDINATOR
- Maintain Student and Parent Volunteer lists in Sign Up Genius
- Create volunteer opportunities for PTO events and school functions in Sign Up genius
- Work with Director of Membership and & Recruitment to add contacts to volunteer lists
- Coordinate volunteers at all major PTO events (assign chief volunteer at smaller school functions to oversee volunteers if not able to attend)
- Work with Event Chairs to determine volunteer needs
SPIRIT WEAR CHAIR:
Work with printing company and designer to develop new spirit wear
Keep inventory of existing Spirit Wear (update online shop if necessary)
Fulfill all Spirit Wear orders
- Answer all Spirit Wear emails
- Work with graphic designer to create Spirit Wear Flyer and distribute to classes
- Run Spirit Wear booths at Open House/Teacher Meet & Greet/ Light the Night/Spring Fling - optional
- Coordinate with Director of Membership and Recruitment for Open House/Teacher Meet & Greet - optional
SPIRIT NIGHTS CHAIR:
- Access partnerships with local restaurants
- Coordinate with restaurants to plan Spirit Nights (at least 4 per year and 10% return)
- Plan activity at Spirit Night and host event
- Work with graphic designer to create Spirit Night flyers and distribute to classes
- Follow up with restaurants to coordinate for following year or ensure ROI.
BUSINESS PARTNERSHIP CHAIR:
Maintain relationships with Business Partners while activity recruiting additional partners. Facilitate all print work for banners and flyers (if needed). Solicit Fund Run basket, Spring Fling basket and Silent Auction donations from Business Partners and outside vendors.
Time Commitment: Varies on time of year and event. On average 1 hour per week. 5 - 10 hours at the beginning of the year.
STAFF APPRECIATION CHAIR:
Plan and execute all Staff Appreciation events and quarterly gifts. Facilitate back to school breakfast and end of year lunch along with start of school year gift cards.
Time Commitment: Varies depending on activity. On average 1 hour per week.
ROOM PARENT CHAIR:
Build relationship with Room Parents. Advise them on all upcoming events and solicit classroom information for PTO newsletter.
Time Commitment: 2 hours per month on average
SPIRIT ROCK CHAIR:
- Maintain Reservation Calendar (online)
- Market with flyers when needed
- Design Rock for PTO events
- Maintain Rock when needed
PUBLICITY CHAIR:
- Maintain Facebook Account (posts, events, etc.)
- Coordinate with Event Chairs to determine online marketing efforts
- Update website with PTO info
- Coordinate with PTO President and Teacher/Admin liaison for school information
FUND RUN CHAIR (planning starts in June):
Recruit Committee and create a theme for Fund Run. Research/purchase prizes associated with the donation amount ($ levels, Field Trip, Free registration gift). Plan Pep Rally/Field Trip and schedule all events and timetables related to Fund Run. Print and distribute all collateral along with prize distribution reports. Coordinate with outside vendors for online donation options.
Time Commitment - 30 - 40 hours from planning to execution. Most efforts will be in October.