PTO LEADERSHIP ROLES/RESPONSIBILITIES

The President shall:

  • Schedule, attend, and moderate all meetings of the Organization and of the Leadership Team.

  • Plan, email, distribute, and implement agendas for all meetings of the Organization and of the Leadership Team.

  • Coordinate the work of the Officers and Committees of the Organization.

  • Meet with the Principal and/or Assistant Principal as needed regarding issues pertaining to the Organization.

  • Ensure that all Officer positions are filled.

  • Manage the annual Officer election process.

  • Take an active role in the budget process by being a member of the Budget Committee.

  • Ensure representation of the School at District meetings as necessary.

  • Manage incoming correspondence and a calendar for the Organization.

  • Provide the PTO update and the calendar items for the monthly school newsletter.

  • Ensure that reminders for all Organizations meetings are distributed.

 

The Vice-President shall:

  • Perform the duties of the President in his/her absence.

  • Be the key liaison to any Committee and attend Committee meetings as needed.

  • Collect and process funding requests.

  • Take an active role in the budget process by being the Chairperson of the Budget Committee.

  • Assist the President manage the Organization calendar.

  • Keep track of all events where the Organization may want to be involved or need to be represented, including , but not limited to, registration activities, new parent gatherings, and school functions.

  • Coordinate hospitality and setup for all meetings of the Organization.

  • Work with the Secretary to approve and provide communications for the PTO website to the webmaster.

The Secretary shall:

  • Keep an accurate record of the proceedings at all meetings of the Organization and Leadership Team meetings, distributing Minutes within five (5) days of the meeting.

  • Keep a record of who attends all meetings of the Organization and Leadership Team meetings.

  • Be prepared to refer to the Minutes of all previous meetings of the Organization and Leadership Team.

  • Manage incoming correspondence for the Organization and Leadership Team.

  • Work with Leadership Team to draft regular communications to be sent to Organization members.  This may include updates, newsletter, fliers, etc.

  • Ensure that reminders for all Organization meetings are distributed.

  • Keep a current copy of the By-Laws and any other rules, regulations, or guidelines adopted by the Organization or the Leadership Team.

  • Complete a year-end report summarizing the activities of the Organization to be distributed to all members at the end of the school year.

  • Update the By-Laws as necessary.

  • Work with the Vice-President to approve and provide communications for the PTO website to the webmaster.

  • Prepare a list of unfinished work for the Leadership Team’s use.

 

The Fundraising Coordinator shall:

  • Serve as contact person, organize and coordinate efforts for all main fundraising events.

  • Serve as contact person for all businesses approaching Organization to provide a fundraising event, including passive fundraisers.

  • Present all fundraising opportunities first to the Leadership Team, and then (based on calendar availability and reliability/profitability of the fundraiser) to the Organization membership at large.

  • Portions of the role may be delegated to those willing to chair individual fundraising programs, but the oversight of functions and monetary handling will be conducted by the fundraising coordinator in conjunction with the Treasurer.

  • Work closely with the school’s Principal/Assistant Principal and office staff in the coordination of all events.

  • Work with Vice President and Secretary to communicate all fundraising efforts to the Organization at large.

  • Coordinate all fundraising materials for distribution, including but not limited to, flyers and brochures.

 

The Event Coordinator shall:

  • Set up and oversee an Events Committee, and act as a liaison between the Events Committee and the Leadership Team.

  • Take an active role in all Organization Events.

  • Act as a liaison between School student organizations or groups and the Organization to support community service activities.

  • Assist in recruiting volunteers for Organization activities as necessary; including but not limited to, events, fundraisers, incentives, and Box Tops.

  • Keep a list of volunteers and update it as necessary.

  • Manage event communication.

The Volunteer Coordinator shall:

  • Recruit volunteers through to support the activities of the Organization including but not limited to events, fundraisers, and Committee activities

  • Maintain a list of active Organization volunteers and ensure all members that have volunteered are given opportunities to help

  • Act as a liaison between the Organization’s Leadership Team, Committee Chairs and volunteers

  • Work with School administration, staff and Committee Chairs to ensure the appropriate volunteers are present when needed; 

  • Report to the Leadership Team on needs and progress.

 

The Marketing Coordinator shall:

  • Manage all marketing, communication and advertising needs of the Organization

  • Ensure all Organization events and news are communicated via the Organization’s website, social media channels and newsletter

  • Assist and maintain communication with the Organization through the Organization’s email account as necessary

  • Coordinate with Committees on an ongoing basis to develop materials as needed such as flyers, posters, press releases, website updates, etc.

  • Other duties as required.

PTO LEADERSHIP ELECTION PROCESS

When possible, the Office of President shall be appointed from individual(s) who currently serve on the Leadership Team with the exception of the Assistant Treasurer.  If no nominations from the current Leadership Team are received for the Office of President, nominations from the Organization will be accepted. No one person shall serve in any one position more than two (2) consecutive years without being re-elected by the Organization.

 

The election of Officers shall be held at the May meeting of the Organization.  At least twenty (20) days advance notice of the election will be provided to the Organization.  Voting for Officers shall be by ballot, except when only one person is nominated for a specific position, in which case a vote by voice is accepted.  Each person attending shall have one ballot. Ballots shall be counted by the Principal, the Leadership Team Secretary, the Leadership Team Treasurer and one attending member from the Organization who is not running for an elected position and is appointed by the membership prior to the vote.  The results shall be announced immediately following the vote. In the event of a tie, the tie will be broken by the President who abstains from the initial vote.

© 2020 by Thunder Vista PTO.

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