PTO Board Descriptions

 
President (2 year position - must have attended at least half of the meeting during the current year to be eligible for this position)
 
The President shall:

a.      Work collaboratively with all board members.

b.      Preside at all Executive Board and General Membership meetings.

c.      Vote in case of a tie according to the provisions for presidential voting specified in Robert’s Rules of Order.

d.      Have authority to approve unexpected expenditures of less than $200 per quarter without Executive Board approval.

e.      Appoint a Budget Committee with the approval of the Executive Board to assist the Treasurer in preparing the yearly budget.  The committee shall consist of a minimum of three volunteers from the Executive Board.  The committee must be appointed in June of each year.  The committee shall present a written report to the Executive Board for approval at the First Executive Board Meeting of the year.  At the first General Meeting of the organization the budget will be submitted for approval by the general membership.

f.       Be an “ex-officio” member of all standing committees with the right to attend all meetings.

g.      Prepare a letter of welcome to the school and invitation to attend Executive Board and General Membership meetings for parents and potential members with the approval of the Principal.

h.      Be an alternate to sign checks with the Secretary or Treasurer.

i.       Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the President’s notebook.

j.       Appoint an alternate if unable to attend monthly Parent Advisory Committee (PAC) meeting with the District Superintendent.

 
Vice President of Fundraising (2 year position) voting position - Gift Wrap, Jog-A-Thon

The Vice President of Fundraising shall:

a.      Assume the office of the President, both temporary and permanent circumstances, maintaining the duties of Vice President of Fundraising until a replacement is appointed.

b.      Organize all fundraising activities.  This would include being the chairperson for all fundraising committees or appointing chairs to coordinate these committees.

c.      Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the Vice President of Fundraising’s notebook.

 
Vice President of Passive Fundraising  (1 year position for the 2011-12 school year)  voting position - Box Tops, e-Scrip

The Vice President of Passive Fundraising shall:

a.      Organize all passive fundraising activities.  This would include being the chairperson for all passive fundraising committees or appointing chairs to coordinate these committees.

b.      Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the Vice President of Passive Fundraising’s notebook.

 
Secretary (2 year position) voting position

The Secretary shall:

a.      Keep an accurate record of the proceedings of each meeting and read on call the record of any previous meeting.  The record, called the Minutes, shall be written in narrative style and contain the following information:

         i.     Kind of meeting (Executive, General, or Special).

         ii.     The date, time and place of the meeting.

         iii.     The names of members present at Executive Board Meetings and the number present at General Membership Meetings.

         iv.     Whether the minutes of the previous meeting were read and approved.

         v.     The reports of officers and/or committees and the disposition of same.

         vi.     A record of all motions and resolutions, the name of the maker and persons seconding all motions and the disposition of each motion.

        vii.     Complete notes of the general proceedings of the entire meeting.

        viii.     Minutes shall be impartially recorded without comment, typed or written in ink, signed by the Secretary after being approved by a vote of the members present, and indicate when they were approved or corrected.  First and last names should be used along with title or position when necessary.

b.      Write official letters for the organization and keep a file of all correspondence.

c.      Be a committee chairperson of any Bylaw revision committee and shall keep notes throughout the year of any proposed changes.

d.      Have a good knowledge of parliamentary procedures and have the latest edition of Robert’s Rules of Order available at each meeting.

e.      Preserve all records, reports and documents of the organization which are not assigned to others to preserve.

f.       Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the Secretary’s notebook.

g.      Be an alternate to sign checks with the President or Treasurer. 

 
Treasurer (2 year position) voting position - Day to Day Finances

The Treasurer shall:

a.      Receive, collect, deposit, and pay out all money subject to order of the Discovery Elementary Parent-Teacher Organization in a timely manner. Guidelines for cash handling will be followed.

b.      Keep accurate accounts of all money received and expended, and submit a report in writing at each monthly Executive Board Meeting.  Copies of these reports shall be given to the President for review and to the Secretary for inclusion in the permanent file.

c.      Serve as chairperson of the Budget Committee.

d.      Sign all checks with either the President or Secretary (under $200 may be signed alone; over $200 requires two signatures).

e.      Keep all itemized receipts and records for a period of four years, export those requested at Executive Board Meetings to be permanently saved.

f.       Close the books on June 30 of each year and present them for an internal audit annually.

g.      File all necessary tax reports.

h.      Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the Treasurer’s notebook.

 
 
Fundraising Treasurer - 1 Year Position (2011-12 School Year) voting position

The  Fundraising Treasurer shall:

a.      Receives, collects and documents all money associated with various fundraisers held throughout the year.

b.      Works with Vice President of Fundraising in the planning/ budgeting of fundraising events.

 
Dine Out Coordinator  - 1 Year Position - non-voting position

The Dine Out Coordinator shall:

a.      Be responsible to partner with local restaurants for Dine Outs.

b.      Work with Room Parent Coordinator and Communication Coordinator to ensure all families are aware of Dine Out events.

c.      Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in the Dine Out Coordinator’s notebook.

 
Volunteer Coordinator - 1 Year Position - non-voting position

The Volunteer Coordinator shall:

a.      Organize, compile, and maintain the volunteer list throughout the year, assist other chairpersons and officers with telephone duties and with obtaining parent volunteers for activities through the school year.

b.      Be responsible for preparing a yearly summary pertaining to this position with recommended changes to be placed in Volunteer Coordinator’s notebook.

 
Room Parent Coordinator - 1 Year Position - non-voting position
 
The Room Parent Coordinator shall:

a.      Be the liaison between the PTO and the Room Parents

b.      Be responsible for sending informational emails when necessary.

c.      Work with Communications Coordinator and Hospitality Coordinator to ensure all families are aware of events.

 

Communication Coordinator - 1 Year Position - non-voting position

The Communication Coordinator shall:

a.      Be responsible for producing weekly electronic newsletter with content provided by Board Members.

b.      Be responsible for creating and maintaining email mailing lists by class and grade for appropriate email blasts from Board Members.

c.      Maintain the PTO portion of the website with content provided by Board Members.

 

Hospitality Coordinator - 1 Year Position - non-voting position

The Hospitality Coordinator shall:

a.      Be responsible for arranging and maintaining coffee cart events.

b.      Be responsible for Back to School and Appreciation events for the staff.

c.      Create and maintain the front of school display board.

 

Family Fun Coordinator - 1 Year Position - non-voting position

The Family Fun Coordinator shall:

a.      Be responsible for the organizing and running of the after school movies, plan school parties; such as Monster Mash, Shamrock Shuffle, and the Ice Cream social, and help out at the Student of the Month celebrations.

 
 
Yearbook Coordinator - 2 Year Position - non-voting position
 
The Yearbook Coordinator shall:

a.   Coordinate sales and production of the school yearbook with yearbook vendor.  Which includes setting up committees to take pictures at all school events, in classrooms and the Discovery staff to represent the entire school throughout the school year.