We are set up the same way. the 4 officers are nominated then elected and all committees are assigned. We put these rough descriptions together about a year ago.
DUTIES OF OFFICERS
President
The President shall preside at all General Membership Meetings and the Executive Board Meetings and shall call the meetings to order. The President shall appoint chairperson to all standing committees and special committees with the approval of the elected officers. The President shall be responsible for executing decisions of the Executive Board and for coordinating activities of the organization.
Vice President
The Vice President shall act as aide to the President and shall perform the duties of the President in the absence or inability of that officer to serve.
Secretary
The Secretary shall keep and accurate record of all meetings of the organization and Executive Board and shall perform such other duties as may be delegated to him/her.
Treasurer
a. The Treasurer shall receive all monies of the organization; keep an accurate record of receipts and expenditures; and pay out local funds in accordance with the Executive Board.
b. The Treasurer shall present a financial statement at every meeting of the organization and at other times when requested by the Executive Board and shall make a full report at the annual meeting.
c. The books of the Treasurer shall be audited annually by an auditing committee of three (3). The books shall be turned over to the Treasurer with a signed statement that the book are in order. The auditing committee shall be appointed by the President.
d. All monies shall be place in a depository appointed by the President and approved by the Executive Board.
e. The Treasurer will be bonded within one month of taking office.
Immediate Past President
Shall serve as an advisor to the Executive Board for one year immediately following his/her term in office.
All Officers Shall:
a. Perform the duties as prescribed in the parliamentary authority of the organization (Robert’s Rules Revised) in addition to those outlined in the bylaws and those assigned by the P.T.O.
b. All records shall be made available to the new board upon their election. Deliver to their successors all official material and written records by the last day of the school calendar year.
DUTIES OF STANDING COMMITTEES
Ways and Means
Ways and Means shall be responsible for overseeing the execution of all PTO related functions (fundraisers, events and activities). Ways and Means shall coordinate with other committees on resource needs (volunteers, flyers, posters, donations, etc) to ensure each program is successful. Ways and Means reports to the board on events, needs, progress and profits.
Hospitality
Hospitality shall be responsible for making everyone that interacts with the PTO feel welcome. Hospitality shall also be responsible for making sure all staff, students, parents or community partners are shown appreciation when deserving recognition. Hospitality shall coordinate with other committees on resource needs (volunteers, press releases, newsletter/Web site recognition, thank you’s, etc.). Hospitality reports to the board on events, needs, and progress.
Membership
Membership shall be responsible for securing members (both new and previous members). Membership shall proactively seek membership through various medias (newsletter, Web site, Friday note) as well as at PTO functions. Membership is responsible for the primary membership drive at Back-to-school day. Membership shall coordinate with other committees on resources (publicity, thanks, etc) to ensure all members are kept well informed and given acknowledgement when due. Membership shall be the primary contact with PTO questions, comments or concerns and should relay those to the appropriate party to have addressed. Membership reports to the board on needs, progress, and profits.
Volunteer Coordinator
Volunteer Coordinator shall be responsible for soliciting and securing volunteers from the membership for PTO of school needs. Volunteer Coordinator shall keep an organized database that is accessible to other committees and ensure that all members that have volunteered are given the opportunity to help. Volunteer Coordinator shall coordinate with other committees on an ongoing basis to ensure that the appropriate volunteers are present when needed. Volunteer Coordinator reports to the board on needs and progress.
Publicity
Publicity shall be responsible for all marketing, communication and advertising needs of the PTO. Publicity shall develop and maintain the PTO Web site and newsletter. Publicity shall coordinate with other committees on an ongoing basis to develop materials as needed (flyers, posters, press releases, newsletter/Web updates, etc). Reports to the board on needs and progress.
Market Day
Market Day shall oversee all functions of Market Day including vendor and administration coordination and coordination with Volunteer Coordinator on needs. Reports to the board on events, needs, and profits.
Afterschool Club
The Afterschool Club shall oversee all activities related to the social club and maintain all records (children, employee and financial). Reports to the board on events, needs and profits.
DUTIES OF SPECIAL COMMITTEES
Administration
Administration shall be responsible for representing the schools administration and for relaying information/needs to and from the PTO.
Teacher Reps
Teacher Reps shall be responsible for representing the schools teachers/staff and for relaying information/needs to and from the PTO.
Communications Council
Communications Council shall be responsible for representing the school/PTO needs, concerns, etc before the school board and relaying information back to the school/PTO.
Acquisition
Acquisition shall be responsible for solicitation of donations, contributions and developing partnerships with community businesses. Acquisition shall coordinate with other committees on resources as needed (publicity, hospitality, etc). Acquisition shall report to the board on challenges, opportunities, progress and profits.
Safety
Safety shall be responsible for communicating safety related items and progress to the school community. Safety shall be responsible for supporting the patrols and any activities related to them that need PTO support. Safety shall coordinate with other committees on resources as needed (publicity, hospitality, etc). Safety shall report to the board on events, needs, and progress.
