The following description of PTO roles and duties is based on the Seneca Street PTO By-Laws.
Executive Committee
President
- Prepares agenda for all meetings in cooperation with the Vice President
- Presides at all meetings and enforces agenda
- Coordinates work of officers and committees
- Seeks appropriate permission from principal or school district for PTO activities involving school/school property
- Thanks all donors and volunteers, including signed letters to major donors
- Arranges childcare for meetings
Vice President
- Aide to President; President may share and delegate duties with/to Vice President
- Helps prepare agenda for all meetings
- Performs duties of President in absence of President or inability of President to serve
- Serves as acting President upon departure of President until a vote can take place
Secretary
- Records minutes for all meetings
- Promptly types meeting minutes on PTO letterhead and submits to Communications Chair to upload to PTO website (within one week of PTO meeting)
- Keeps file of all letters, reports, records pertaining to PTO
- Keeps a list of committee appointments and volunteers, and a calendar of PTO events planned for the year
- Provides meeting minutes, school policies, and by-laws to any PTO member on request
Treasurer
- Receives all monies of the organization
- Keeps an accurate record of receipts and expenditures
- Pays out funds in accordance with the approved budget as authorized by the PTO
- Reimburses pre-approved purchases (sales tax excluded) promptly. Purchaser must provide receipt.
- Presents a detailed financial statement at every meeting
- Makes a full financial report at the June meeting
- Expenditures over $5,000 require two authorized signatures
Special Committees
Special Committees may be established as needed by the Executive Committee to focus on specific PTO-related activities.
Committee Chairs (General)
- Appointed as necessary by the Executive Committee
- Communicates closely with the President and Vice President
- Presents plans of the committee to the PTO members
- Seeks and coordinates committee volunteers as needed
- Seeks pre-approval from Executive Committee for any related expenditures
Communications Committee Chair
- Manages PTO email account and forwards messages to appropriate board member as needed
- Updates PTO calendar
- Updates and monitors PTO Facebook page and linked Facebook groups
- Updates PTO website, including timely posting of meeting minutes
- Supports board members and committees by creating paper communications (letters, forms, flyers) to parents
- Maintains PTO e-mail list
- Collects school directory data and inputs information
- Prints or copies paper communications and distributes as appropriate
Box Tops Committee Chair
- Collects Box Tops for Education, counts, and submits by mail
- Determines collection methods within school and in the community
- Plans school contests and rewards
- Plans communications to parents
Popcorn Committee Chair
- Plans popcorn dates in advance
- Determines popcorn pricing
- Orders supplies or refers order to Treasurer
- Ensures that popcorn machine is in good working order and properly cleaned
- Coordinates popcorn volunteers