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President
President
Run monthly meetings
Set agenda
Arrange speaker(s) for meetings
Send out notices for meetings
Set event calendar (with Board assistance) for school year
Review and sign off on bank statements & Profit/Loss statement each month
Act as a Liaison with school principal/administrative assistant
Advise of PTO calendar/activities
Promote Staff involvement in meetings
Maintain website and social media accounts
Role Summary: The President serves as the leader and primary representative of the PTO, coordinating the efforts of the executive board and ensuring the organization's goals are met.
Key Responsibilities:
Schedule and preside over all PTO meetings.
Create meeting agenda and sign-in sheet
Arrange speakers for meetings as necessary
Develop meeting agendas in collaboration with the executive board.
Act as the primary liaison between the school administration, teachers, and PTO members.
Work with Treasurer to set annual budget
Create annual events calendar with board members
Oversee the execution of PTO events, programs, and initiatives.
Ensure that committees are formed and functioning effectively.
Monitor compliance with PTO bylaws and policies.
Provide guidance and support to other board members.
Foster a positive and collaborative environment.
Act as liaison with school staff, advising of PTO calendar/events
Vice President
Vice President
Fill all committee chair positions for different committees
Help fill volunteer roles needed for committee or event
Follow up with committee chair prior to event to answer any questions and ensure event is on track
Follow up with committee chair after event to discuss what went well and could have been improved on
Thank you notes to committee chairs
Role Summary: The Vice President supports the President and assumes leadership responsibilities in their absence. This role also includes oversight of specific committees or initiatives as assigned.
Key Responsibilities:
Assist the President in planning and executing PTO activities.
Act as the President’s representative in their absence.
Coordinate and support PTO committees as needed.
Work to fill any open committee chair positions
Identify and address volunteer needs for events and initiatives.
Help manage special projects or initiatives.
Serve as a sounding board for the President and other board members.
Follow up with the chairman approximately one month before event to answer any questions and ensure event in on track
Follow up with chairman after event to discuss what went well and could have been improved upon
SECRETARY
SECRETARY
Role Summary: The Secretary maintains accurate records of PTO activities and ensures effective communication between members.
Key Responsibilities:
Record and distribute minutes for all PTO meetings.
Purchase staff gifts for holidays and special occasions as needed
Keep an updated list of PTO members and contact information.
Manage PTO correspondence, including thank-you notes and announcements.
Ensure timely communication of meeting minutes and important updates.
Schedule and secure spaces for PTO meetings and events using the district's website
TREASURER
TREASURER
Role Summary: The Treasurer manages the financial operations of the PTO, ensuring responsible budgeting and transparent record-keeping.
Key Responsibilities:
Maintain accurate financial records for the organization.
Prepare and present financial reports at PTO meetings.
Collect and deposit all PTO funds.
Reconcile monthly bank statements.
Check the PTO mailbox at the Park School office regularly.
Withdraw change for cash boxes at events when needed.
Process reimbursements and payments for approved expenses.
Create revenue and expenses reports for larger events (i.e. Mollie B, Park Prowl)
Develop (along with PTO President) and monitor the annual PTO budget. Annual budget to be completed in June.
File yearly taxes using tax form 990 by Nov. 15
Submit annual insurance payment in July
Prepare end-of-year documents at the close of the fiscal year, June 30.
Ensure compliance with financial policies and legal regulations.
Work with auditors or other financial reviewers as needed
Communications
Communications
Role Summary: The Communications Coordinator manages the PTO’s outreach efforts, ensuring timely and effective communication with the school community.
Key Responsibilities:
Develop and maintain communication channels, including emails, newsletters, social media, and website updates based on determined frequency
Maintain and Update Yearly PTO Communication Calendar
Collaborate with board members to promote events and initiatives.
Manage the creation and distribution of promotional materials created by PTO
Act as the primary contact for public relations and media inquiries in partnership with President
Maintain a consistent and positive tone in all PTO communications.
Ensure all communications follow district policies and are clear, inclusive, and aligned with the organization's goals and school policies.
Provide timely updates on events, fundraisers, volunteer opportunities, and meetings
Work collaboratively with school administration and staff to distribute important PTO-related information.
Monitor engagement metrics and adjust strategies to improve outreach effectiveness.
Assist with community feedback efforts, including surveys and input-gathering initiatives
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