President(s)

The President shall preside all meetings of the PTO and shall be an ex-officio member of all committees; appoint special committees; approve orders on the treasury, including signing and endorsing checks properly submitted by the Treasurer. The President shall perform all duties attendant to that office, subject, however, to the control of the Board, and shall perform such other duties as on occasion shall be assigned by the Board. The office of President may be shared by up to three persons. The President shall publish regular meeting Agendas for viewing by all members at the regular meetings.

What the President’s duties look like – The President is the go to person for the PTO. This individual will be in fairly regular contact with the Principal, will coordinate scheduling of assemblies, will facilitate ordering of school t-shirts and will be the spokesperson for the PTO at PTO events. This individual will often times be the liaison between the PTO and the teachers. The President will create the agenda for the monthly meetings as well preside over them. The President will assist the Treasurer in money count verification in the absence of the Vice President. The President will delegate tasks as necessary to other Board or Committee Members. At this time the President is the primary person to organize the Jog a thon. In the event that a Jog a thon committee is established, the President will oversee the event. The President will be present at as many school events as possible, especially Back to School night, the Jog a thon assembly the Volunteer Luncheon and the 5th grade graduation/awards assembly.

Vice President(s)

The Vice President shall preside at meetings of the PTO in the absence of or at the request of the President or the inability of the President to serve. The Vice President shall perform other duties as requested or assigned by the President, subject to the control of the Board of Directors, including signing or endorsing checks properly submitted by the Treasurer.

What the Vice President’s duties look like – The Vice President is responsible for maintaining the PTO website and creating and emailing the PTO weekly email newsletter. The Vice President will assist the Treasurer as needed in money count and verification (i.e., Jog a thon, Book Fair and School dance). The Vice President attends all meetings, including budget meetings, and will step in during the President’s absence. The Vice President attends school assemblies. All PTO Board members are encouraged to attend Back to School night, the Jog a thon assembly, the Volunteer luncheon, and the 5th grade graduation/awards assembly.

Secretary(s)

The Secretary shall record the minutes of all meetings of the Eagleridge PTO and books proper for that purpose. The Secretary shall also keep a complete roster of all officers, of all standing and special committees; shall notify the president of any unfinished business; and shall serve as corresponding secretary. The Secretary can sign or endorse checks properly submitted by the Treasurer. The Secretary shall publish minutes in the “PTO Minutes” notebook for members to view. These minutes shall be published within seven days of the meeting.

What the Secretary’s duties look like – The Secretary will take notes at PTO meetings, submit them to the PTO meeting book and review them at subsequent meetings. The Secretary will write Thank you cards as needed. The Secretary will attend school assemblies when possible. All PTO Board members are encouraged to attend Back to School night, the Jog a thon assembly, the Volunteer luncheon, and the 5th grade graduation/awards assembly.

Treasurer(s)

The Treasurer shall receive all moneys of the PTO; keep an accurate record of and disburse according to the approved yearly budget. The Treasurer shall present a financial statement at each regular meeting and at other such times as requested by the President and close the books, records, funds and supplies immediately upon leaving office. The Treasurer shall ascertain that appropriate procedures are being followed in the financial affairs of the Eagleridge PTO, including the filing of required tax returns, and shall perform such duties as occasionally may be assigned by the Board of Directors. The Treasurer shall create an annual budget and present it for approval by majority vote at a regular fall meeting. Quarterly have a non-signer check books.

What the Treasurer’s duties look like – The Treasurer maintains the PTO checkbook, and along with one other Board Member, signs checks to pay all invoices for expenses that have been approved in the Budget. The Treasurer maintains accurate records of expenses and payments; this includes entering all withdrawals, deposits, and budget preparation into the PTO software program. The Treasurer meets with the President and the Principal to establish a yearly budget based on fund raising income, primarily from the Jog a Thon. The Treasurer, along with a secondary verifier, typically the Vice President, counts income from all events (Jog a thon, Book Fair, School dance) and deposits all funds at the Bank. This is not a position done in isolation; it is the responsibility of all Board members to ensure that the PTO funds are dispersed in accordance with the approved budget. All board have viewing access to the PTO software. All PTO Board members are encouraged to attend Back to School night, the Jog a thon assembly, the Volunteer luncheon, and the 5th grade graduation/awards assembly.

Volunteer Coordinator(s)

The Volunteer Coordinator shall coordinate volunteers for all events, report to the PTO on volunteer activities and volunteer needs at regular meetings and at such other times as requested by the President, keep a roster of all volunteers and distribute appropriate rosters to committee chairpersons. They shall send out volunteer signup sheets to look for new members interested in helping at PTO/school activities.

The Volunteer Coordinator duties will look like – The Volunteer Coordinator is responsible for encouraging parents and guardians to sign up as volunteers. The Volunteer Coordinator is responsible for maintaining the volunteer database. The Volunteer Coordinator is responsible for securing volunteers for events as needed. Most notably, volunteers are needed for the following events: Welcome Back teacher breakfast, Jog a thon, teacher dinner for conferences (coordinate with Hospitality), Spring Dance, Classified Week, Teacher Appreciation Week, Book Fair, Talent Show performance day, Movie nights and Bike Rodeo. All PTO Board members are encouraged to attend Back to School night, the Jog a thon assembly, the Volunteer luncheon, and the 5th grade graduation/awards assembly.

Hospitality Coordinator(s)

The Hospitality Coordinator shall take care of getting snacks for the regular meetings, organizing volunteers with the Volunteer Coordinator for special lunches during conferences, teacher appreciation week, get presents for classified staff and any other events that arise. The shall set up child care for regular meetings that will consists of at minimum two high school age students.

What this role looks like – The Hospitality Coordinator will ensure that snacks, food, water/refreshments are available at the monthly PTO meetings, Jog A Thon, Welcome Back Breakfast for Teachers, Classified Day, Teacher Appreciation Week, Movie Nights, the Spring Dance and any other events that may arise during the school year. All PTO Board members are encouraged to attend Back to School night, the Jog a thon assembly, the Volunteer luncheon, and the 5th grade graduation/awards assembly.