Duties

• Serve as the principal Executive Officer of the PTO.

• Supervise, facilitate and direct all activities of the organization, subject to the control of the Executive Board and the direction of the membership.

• Prepare meeting agenda and facilitate each meeting.

• Contribute to the Principal’s Newsletter, Facebook page, school & PTO website.

• Renew and manage all memberships and insurance.

• Sign as a signatory on the PTO bank account.

• Review all payment requests for approval prior to check issuance.

• Check email weekly..

• Coordinate with the Principal for a time for school staff to “Meet the PTO” 

Time Commitment

• Two Year Term

• Weekly - check for items in need of review, approval, etc.

• Monthly – facilitate Executive Board and General Membership meetings. 

• Annually (during summer break) - meet with the Principal and Treasurer to finalize budget and calendar, prepare materials for Volunteer/Room Parent training, make sure position binders are up to date with current forms and materials

• As Needed – step in to assist with events, posting to Facebook page/website, money counting, and any other duties as needed

Duties

• Serve as an aide to the President.

• Perform the duties of the President in the inability of that officer to act.

• Attend all Executive Board and General Membership meetings.

• Serve as the primary contact for all Committee Chairs. Meet with them regularly to make sure they have received required assistance, are on time, and staying within their assigned budget.

• Review and approve all committee flyers and obtain approval from Principal prior to distribution.

• Sign as a signatory on the PTO bank account.

• Review payment requests for approval prior to check issuance, as needed.

• Check Vice President’s folder weekly for items in need of review, approval, etc.

Time Commitment

• Two Year Term

• Weekly - check folder for items in need of review, approval, etc.

• Weekly – respond to emails and phone messages as needed

• Monthly – attend Executive Board meetings and General Membership Meetings 

• As Needed – step in to assist with events, posting to Facebook page/website, money counting, and any other duties as needed

Duties

• Serve as an aide to the President.

• Perform the duties of the President in the inability of that officer to act.

• Attend all Executive Board and General Membership meetings.

• Chair the bylaws committee and review bylaws annually.

• Responsible for updating and distributing job descriptions in accordance with the bylaws.

• Maintain and update all master PTO forms and documents in accordance with bylaws.

• Assist the PTO with designing flyers, handouts, & order forms for various events.

• Give necessary parliamentary procedure advice when needed.

• Coordinate the election process.

• Sign as a signatory on the PTO bank account.

• Review payment requests for approval prior to check issuance, as needed.

Time Commitment

• Two Year Term

• Weekly – respond to emails and phone messages as needed

• Monthly – attend Executive Board meetings and General Membership Meetings 

• As Needed – step in to assist with events, money counting, and any other duties as needed

Duties

• Keep accurate minutes of all formal Ysabel Barnett PTO meetings.

• Attend all Executive Board and General Membership meetings.

• Send email reminders for each Executive Board and General Membership meeting three to four days prior to the meeting.

• Maintain the Google Drive, containing copies of all minutes, correspondences, bylaws, procedures, Treasurer’s Reports, budgets, PTO Contact Sheet and any other materials distributed at meetings.

• Check email at least three times a week and forward them to the appropriate party for follow-up.

• Order paper supplies, such as letterhead, thank you notes, business cards, etc.

• Send thank you notes to donors and volunteers when requested by the President.

• Sign as a signatory on the PTO bank account.

• Review payment requests for approval prior to check issuance, as needed.

Time Commitment

• Two Year Term

• Weekly - check emails and forward them to the appropriate party for follow-up

• Monthly –Executive Board and General Membership meetings; take minutes and attendance

• As Needed – step in to assist with events, posting to Facebook page/website, money counting, and any other duties as needed

Duties

• Be responsible for all Accounts Receivable and Accounts Payable for the Ysabel Barnett Elementary PTO. This includes keeping copies of receipts, deposit slips, refund requests, cash box requests, and any other financial records.

• Maintain QuickBooks or other accounting software and reconcile accounts.

• Secure two authorized signatures on all checks.

• Establish money handling procedures and ensure that they are communicated and followed.

• Present a written Treasurer’s Report & updated budget at each Executive Board and General Membership meeting.

• Ensure that Committee Chairs are staying within their assigned budgets. Alert the Vice President of Committees when it appears that a committee may exceed their budget.

• File all required tax and business registration forms with the government. Respond to any inquiries filed by a government entity.

• Order all necessary banking supplies.

• Keep financial transaction forms available for all volunteers.

• Make sure cash counting box is stocked with coin rolls, adding machine tape, rubber bands, envelopes, etc.

• Follow up on all returned checks and collect repayment with fees.

• Notify all Committee Chairs of parties on the Check Exceptions List (people we no longer accept personal checks from due to unpaid returned items). 

• Maintain a current record of all financials, including but not limited to Library Funds and Event Profit Details. Present these reports at each Executive Board Meeting.

• QuickBooks and Accounting experience preferred but not required.

• Responsible to hold all gift cards with cash value still on them.  Committee members to turn in any gift cards with cash value to the Treasurer. 

Time Commitment

• Two Year Term

• Weekly - monitor incoming folder for checks to be issued. Checks need to be issued within two to three days of receiving all approvals.

• Frequent trips to the bank for deposits & cash box during periods of high activity (mostly in the Fall & Spring). Sometimes this can be twice a week or more. This tapers off to weekly, then less often during periods of slower activity.

• Weekly – cut checks, make bank deposits, general bookkeeping & filing (approximately 1-2 hours per week).

• Monthly – reconcile accounts; update all financial reports & budgets; attend Executive Board and General Membership meetings - present budget, Treasurer’s Report and financial tracking reports

• Bi-Annually (over winter & summer breaks) – present books to Auditor for biannual audits

• Annually (during summer break) – file taxes and business registrations; meet with President and Principal to finalize next year’s budget; close books & prepare QuickBooks for new year

• As Needed – step in to count money for deposit

Duties

• Plan and coordinate grade level field trips/programs with Lead Teacher(s) for each grade. Programs should be age appropriate and educational.

• Provide a list of all scheduled programs and estimated costs to the Executive Board at a meeting.

• Maintain records of all costs associated with all programs and stay within assigned budget.

• Submit payment requests to Treasurer to pay vendors in a timely manner.

• Report on status/results of events at Executive Board Meetings, as needed.

Time Commitment

• Two-year term

• Weekly - check email weekly; respond to emails and voicemails

• Monthly – attend Executive Board & General Membership meetings 

• As Needed – Secure programs; communicate with vendors; submit payment requests

• Annually (during summer break) – start planning programs for the next year; secure dates with vendors, obtain cost estimates, meet with Principal regarding calendar & program suitability

Events

• Grade level programs throughout the school year.

• Assist with school-wide assemblies as needed.

Duties

• Select, coordinate and oversee all aspects of fundraising events.

• Facilitate the annual UNFundraiser. This can include, but is not limited to, choosing a company, coordinating a kickoff event with the vendor, distributing all materials, tracking orders, resolving parent concerns, answering questions, distributing incentives, taking orders, counting money, tracking individual & class sales, placing orders, & distributing complete orders.

• Meet with vendors to select profitable and successful fundraising avenues for the PTO.

• Present fundraising options at Executive Board meetings for vote.

• Promote all events to the BES community.

• Organize and execute the annual Fun Run event in the spring, including designing t-shirts, ordering & distributing t-shirts, tracking pledges, soliciting donations for prizes, etc., while staying within the assigned budget.

• Work with the Volunteer Coordinator to recruit volunteers.

• Ensure that there are enough fundraising events to accommodate projected budget revenues.

• Report on status/results of events at Executive Board Meetings, as needed.

Time Commitment

• Two Year Term

• There is a large time commitment during the annual UNFundraiser. This is our largest fundraising event & requires many hours to coordinate, oversee and run the event. The event runs approximately two to three weeks and requires daily management. The Fun Run event, although not as large scale as the Fall Fundraiser, also requires a substantial time commitment.

• Weekly - check/respond to emails & voicemails

• Monthly – attend Executive Board and General Membership meetings - report on status/results of fundraising events.

• As Needed – meet with vendors, answer/resolve fundraising issues

• Annually (during summer break) – meet with vendors to explore fundraising options for the following year

Events

• Unfundraiser – Fall Semester

• Fun Run –Spring Semester

Duties

• Verify that all checks written during the year are accounted for, approved, signed, substantiated, and not defaced, and that they have been posted to the proper budget category. 

• Verify that all deposits made during the year have been logged accurately and assigned to the proper budget category. 

• Review the bank statements for any unusual fees or withdrawals. Verify proper recordkeeping for these items. Ensure the account was reconciled each month. 

• Verify that IRS Form 990 and any state forms (incorporation renewal or state tax forms, for example) have been filed as necessary. 

• Verify that the Treasurer Reports add up from month to month. 

• Complete a biannual Audit Report that summarizes the year's financial activity, including beginning cash balance, total receipts during the audit period, disbursements, and ending cash balance, among others.

• Suggest improvements to internal controls such as record-keeping and cash-handling, if needed. 

Time Commitment

• Two Year Term

• Monthly – attend Executive Board meetings – present Audit Reports at the first Executive Board Meeting (report on January through June books) and the January meeting (report on July through December books).

• Biannually (during winter & summer breaks) – audit the Treasurer’s books for the prior six months; prepare a written report to be presented at the next Executive Board meeting

Duties

• Recruit and maintain a list of people interested in volunteering, both in general and for specific events.

• Manage the scheduling of parent volunteers for help in the classroom, teacher prep assistance, office help, traffic control, and any other general parental volunteer duties.

• Provide a list of volunteers to Committee Chairs.

• Maintain a list of Room Parents.

• Work closely with Room Parents to ensure they are kept informed of all PTO events.

• Maintain a list of unsuitable volunteers. Communicate bad experiences with high school volunteers to the high school authority. Communicate bad experiences with parent volunteers to the President and Principal.

• Attend annual Volunteer Training at the beginning of the year and assist with training parent volunteers on office equipment.

• Attend annual Tissues and Tea event with the Kindergarten parents on the first day of school to recruit volunteers.

• Attend Room Parent Orientation.

• Schedule volunteers for Pioneer PAL (mascot) and maintain PAL's costume.

Time Commitment

• Two Year Term

• Weekly – check PTO email for items to be followed up on; respond to emails and voicemails; communicate with event Chairs and office staff to ensure volunteer needs are being met

• Monthly – attend Executive Board and General Membership meetings – report on status; offer assistance to Committee chairs for upcoming events; recruit volunteers at General Membership meetings

• As Needed – recruit volunteers; schedule volunteers for events; manage schedules and fill in gaps where needed

• Annually – attend annual Volunteer Training at the beginning of the year & assist with training parent volunteers on office equipment; attend annual Tissues & Tea event with the Kinder parents on the first day of school to recruit volunteers; man a table at Back to School Night in the fall and Open House in the spring to answer questions & recruit volunteers

Duties

• Contact local vendors on behalf of Committee Chairs and the PTO to solicit donations to be used in the execution of PTO events.

• Maintain records of all donation requests for each Executive Board member and Committee Chair. This includes date of request, source, contact information, amount or item donated, event, itemized list and refused donations, if applicable.

• Decide whether or not to approve each donation request made by Executive Board member or Committee Chairs.

• Distribute donations as necessary and keep detailed records of which event each donation went to.

• Maintain a record of gift cards donated and amounts and provide the list to the treasurer and the gift cards.  

Time Commitment

• Two Year Term

• Weekly – check email for items that require review and/or follow-up and respond

• Monthly – attend Executive Board and General Membership meetings to report on status of donations

• As Needed – Actively solicit vendors for donations for all events

Duties

• Coordinate monthly community dinners with local restaurants.

• Establish and manage a rewards system for student submission of eligible items.

• Promote all Community Support avenues through flyers, Facebook, BES website.

• Present community event earnings at each PTO meeting.

• Actively search out all alternative avenues of Community Support.

• Advertize and monitor Amazon Smile support

Time Commitment

• Two Year Term

• Weekly – check email for items that require review and/or follow-up; respond to emails and voicemails

• Monthly – attend Executive Board and General Membership meetings to report on status; tabulate and submit items to each company as stated above; manage student submission program

• As Needed – active search out all viable avenues for Community Support; promote programs

Duties

• Attend Executive Board meetings and inform other teachers about what is happening with the PTO.

• Work as a communications liaison by supplying the PTO with suggestions and input from teachers regarding various PTO activities, donations, etc.

Time Commitment

• Two Year Term

• Monthly – attend Executive Board and General Membership meetings 

• Monthly – meet with teaching staff to communicate what is happening with the PTO and solicit input for the next PTO meeting

Duties

• Recruit and maintain a list of people interested in serving on the Watch D.O.G.S.

• Order supplies including t-shirts and other materials from the Watch D.O.G.S. organization.

• Coordinate and run the annual Watch D.O.G.S. meeting at the beginning of the school year.

• Take photos of the volunteers with their children and maintain the Watch D.O.G.S. bulletin board.

• Staff table at Back to School Night and Open House. Be prepared to recruit volunteers and answer questions.

• Report status and results at Executive Board Meetings.

Time Commitment

• Weekly – check folder for items that require review and/or follow-up; respond to emails & voicemails; prepare & modify schedule if necessary

• Monthly – attend Executive Board and General Membership meetings to report on status; prepare master monthly calendar & schedule of volunteers

• Biannually – man tables at Back to School night in the fall & Open House in the spring to promote Watch D.O.G.S.

• Annually – Coordinate and execute the Watch D.O.G.S. kickoff meeting at the beginning of the school year; make sure all materials are ordered and received over the summer

Events

• Watch D.O.G.S. Kickoff – September (Date to Be Determined)

Duties

• Schedule the fair(s) – a fair runs five consecutive days

• Work with the book company

• Coordinate volunteers with the support of the Volunteer Coordinator

• Order cash box money for the fair(s) in a timely manner

• Set up the fair(s)

• Work the fair(s) – straighten books, process purchases, monitor classroom visitors, post teacher wish lists, etc.

• Count money at the end of the fair(s) for deposit

• Clean up after the fair(s)

• Submit a payment request when the vendor bill comes in 

• Track Scholastic Library dollars earned and present this amount to the President, Treasurer and Librarian. 

• Report status and results at Executive Board Meetings

Event Schedule

• Fall – November

• Spring - (BOGO event)

Duties

• Work with vendors

• Solicit donations

• Coordinate volunteers with the support of the Volunteer Coordinator

• Develop & distribute flyers (be sure to get approvals prior to distribution)

• Process ticket sales

• Order cash box money for the event in a timely manner, if necessary

• Reserve event facility and custodian

• Set up the event

• Work the event – be present to make sure the event runs smoothly

• Count money at the end of the event for deposit

• Clean up after the event

• Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Event Schedule

• February 

Duties

• Work with vendors

• Solicit donations

• Coordinate volunteers with the support of the Volunteer Coordinator

• Develop & distribute flyers (be sure to get approvals prior to distribution)

• Process ticket sales

• Order cash box money for the event in a timely manner, if necessary

• Reserve event facility and custodian

• Set up the event

• Work the event – be present to make sure the event runs smoothly

• Count money at the end of the event for deposit

• Clean up after the event

• Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Event Schedule

• September

Duties

• Work with vendors

• Solicit donations

• Coordinate volunteers with the support of the Volunteer Coordinator

• Develop and distribute flyers (be sure to get approvals prior to distribution)

• Process ticket sales

• Order cash box money for the event in a timely manner, if necessary

• Reserve event facility & custodian

• Set up the event

• Work the event – be present to make sure the event runs smoothly

• Count money at the end of the event for deposit

• Clean up after the event

• Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Event Schedule

• March or April

Duties

• Work with vendors

• Solicit donations

• Coordinate volunteers with the support of the Volunteer Coordinator

• Develop & distribute flyers (be sure to get approvals prior to distribution)

• Process ticket sales

• Order cash box money for the event in a timely manner, if necessary

• Reserve event facility and custodian

• Set up the event

• Work the event – be present to make sure the event runs smoothly

• Count money at the end of the event for deposit

• Clean up after the event

• Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Event Schedule

• May

Duties

• Work with vendors

• Solicit donations with the help of the Donations Chair

• Coordinate volunteers with the help of the Volunteer Coordinator

• Develop & distribute flyers (be sure to get approvals prior to distribution)

• Process ticket sales

• Order cash box money for the event in a timely manner, if necessary

• Reserve event facility & custodian

• Set up the event

• Work the event – be present to make sure the event runs smoothly

• Count money at the end of the event for deposit

• Clean up after the event

• Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Event Schedule

• October

Duties

• Coordinate all aspects of Tissues and Tea –First day of school

• Provide refreshments and cake for 5th Grade Promotion

• Coordinate all aspects of Staff Appreciation Week:

  • Work with vendors

  • Work with Donations Chair to solicit donations for staff giveaways

  • Coordinate volunteers with the help of the Room Parents & Volunteer Coordinator

  • Develop & distribute flyers (be sure to get approvals prior to distribution)

  • Set up any special events

  • Be present to make sure events run smoothly

  • Clean up after events

  • Submit payment requests for vendors in a timely manner

• MUST stay within assigned budget

• Report status and results at Executive Board Meetings

Time Commitment

• Weekly - check folder for mail and respond to emails, as needed 

• Monthly – attend Executive Board & General Membership meetings as needed to report on status/results of events 

• Annually –Tissues & Tea (first day of school), plan & execute Staff Appreciation Week in the spring; plan & serve refreshments for 5th Grade Promotion (summer)

Events

• Tissues & Tea 

• Staff Appreciation Week 

• 5th Grade Promotion 

Duties

• Work with vendors to create designs & get bids 

• Present designs to PTO and Principal to choose and approval final design

• Create order forms and manage the order process at the school. 

  • Get samples

  • Copy the order forms and send them home with the students

  • Market and publicize the sale

  • Gather order forms & process payments

  • Approximately 25-30 hours is needed to sort and deliver t-shirts from fall orders, including following up on & correcting problem orders.

• Organize incoming orders and place the final order with the vendor

• Count money from preorders following established money handling procedures

• Sort orders when received and deliver them to the students

• Follow up on & complete problem/incomplete orders. Deal with issues as they arise & try to make accommodations.

• Manage sales throughout the year from inventory. Make sure to update inventory sheet.

• Set up & man a t-shirt booth during Welcome Back event (week before school starts), Back to School Night (fall), Tissues & Tea (first day of school).

• Count money & submit it for deposit weekly for sales done through inventory

• Maintain & update all forms & binders 

Time Commitment

• Monthly – attend Executive Board & General Membership meetings as needed to report on status/results of events; at minimum, attend the first Executive Board Meeting, all meetings prior to Spirit Wear orders and the meeting following Spirit Wear distribution. 

Duties

• Maintain the BES garden with the support of Teacher(s).

• Work with Principal/Teacher(s) to solicit donations and grants from sources such as Bonnie Plants, Temecula Valley Slow Food & Kohl’s.

• Recruit volunteers, schedule garden clean-up events and coordinate with teachers to keep the garden well-maintained throughout the year, including breaks and summer vacation.

• Coordinate & manage Garden Club with the support of Teacher(s).

• Responsible for Recycling Program at the school.

• Coordinate with Administrative Staff (Principal) to collect recycling on Fridays and transport to Waste Management/Recycling Center as needed. 

• Report status and results at Executive Board Meetings.

• MUST stay within assigned budget.

Time Commitment

• Weekly - check folder for mail; respond to emails; run Garden Club; collect recycling

• Monthly – attend Executive Board and General Membership meetings as needed to report on status

• As needed – transport recycling and ensure that collection area on campus is clean

Duties

• Attend monthly board meetings, and keep in contact with committee members, school secretary, teacher liason, Student Council advisors, and update social media for all school events and activities including, but not limited to fundraisers, PTO events, holidays, picture day, changes in school schedule, family dinner nights, spirit wear, etc.

• Receive posts and graphics from other PTO members and post on social media in a timely manner. 

• Create posts and graphics as needed for school news that is not otherwise covered by another member of PTO. 

• Maintain photos and graphics posted on social media on the PTO Google Drive

Time Commitment

• As Needed – attend assemblies, Spirit Days (created by student council) and all PTO sponsored events to take photographs for on social media and the BES website 

Duties

• Coordinate with PTO Executive Board and School Administrative staff to ensure all flyers have been approved for posting

• Maintain the outside bulletin board with seasonal decorations, notices, event flyers, etc.

• MUST stay within assigned budget.

Time Commitment

• Monthly – update bulletin board