The President shall chair the Executive Board, preside at all meetings, call special meetings, and act as an ex officio (nonvoting) member of all committees. He/she is authorized to sign checks (with the Financial Secretary or Treasurer). The President is a member of the Coordinating Council, a district-wide PTO/PTA Organization. The President can ask for, but not make, a motion, and votes in a meeting only in the event of a tie. The President shall maintain all official records of the PTO. Usage and maintenance of the PTO website is required.
The First Vice President performs the duties of the President in his/her absence and will succeed the President in the event that he/she is unable to complete the term of office. The First Vice President oversees the PTO fundraising projects and committees in the areas of PTO sponsored fundraising. Usage and maintenance of the PTO website is required.
The Second Vice President is responsible for overseeing committees in the areas of PTO sponsored assemblies, after school enrichment programs, and/or special programs for the student body. Usage and maintenance of the PTO website is required.
The Third Vice President is responsible for overseeing the membership drive, which takes place at the beginning of the school year, and producing the membership directory. He/she is also responsible for getting membership information to new parents as they join the school. Usage and maintenance of the PTO website is required. Simply stated: The main requirement for this role is to manage the Fall Membership Drive. Then run 1 or 2 membership campaigns during the year for new families at the school.
The Fourth Vice President is responsible for publicity for the school and oversees the publication of the PTO newsletter. This person will work as liaison between the school and the district office to publicize special events and/or people that are newsworthy in the local papers. Usage and maintenance of the PTO website is required. Includes managing Instagram and Facebook, as well as, events page on the PTO website to keep families updated on at least a 2 month outlook.
The Fifth Vice President is the Volunteer Coordinator for the school. He/she will have the master list of volunteers from the volunteer sign up days and coordinate with various committee heads, board members, and school personnel as they are needed. Usage and maintenance of the PTO website is required.
The Secretary is responsible for keeping the minutes of all the meetings and attends to all PTO business correspondence. Minutes shall be available upon PTO approval. Usage and maintenance of the PTO website is required.
The Financial Secretary is required to make a monthly report of all monies received, disbursed, and on hand. This officer is responsible for overseeing the development of an annual budget for the PTO and to ensure that the books are officially closed at the close of the fiscal year on June 30th. This officer is empowered to sign checks for, or in place of, the President or Treasurer. This officer is responsible for all record keeping with the banking institution and government authorities, including setting up necessary accounts and keeping the bank informed of any signatory changes, tax forms, coordinating with the Auditor and annual tax filings. Usage and maintenance of the PTO website is required.
The Treasurer shall receive and give receipts for monies due and payable to the PTO from all sources; shall deposit such funds in the accounts selected by the Executive Board; and shall give a copy of each deposit and a list of checks signed to the Financial Secretary. Usage and maintenance of the PTO website is required.
The Parliamentarian oversees the election of officers for the following school year (Article III, Section 5). She/he monitors all meetings to ensure that business is conducted in consonance with Robert's Rules of Order and the Bylaws of this PTO. The Parliamentarian can make motions, advocate a position on an item of business or vote in any meeting. At any time Parliamentarian has the floor, his/her duties shall temporarily pass to the presiding officer or designated presiding officer at the presiding officer's discretion. In the event the Secretary is absent from any meeting, the Parliamentarian shall keep the minutes of the meeting. Usage and maintenance of the PTO website is required.
The Auditor shall:
1. Audit the books and financial records of the PTO annually. The annual audit shall be completed by September 30th of each year and presented to the PTO at the October meeting. 2. Present a written audit report to the Executive Board for each audit and a written report for adoption by the PTO at the first meeting following completion of the audit.
3. Audit the books upon resignation of the Treasurer, Financial Secretary or President and at any time deemed necessary by the President.
4. Not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. Usage and maintenance of the PTO website is required.
The Grant Writer shall research and assist in the preparation of grant submissions on behalf of the PTO. The Grant Writer shall ensure that the Principal and the PTO President have approved any grant submission. Usage and maintenance of the PTO website is required.