PTO Board Responsibilities
PTO BYLAWS (Amended 3.13.14)
Further Defined Duties of the roles:
8.2 President. The President will:
a) Preside at all Board, General and Special meetings;
b) Cooperate with the Director of Eagle Ridge Academy and the school’s Board of Directors to maintain a supportive relationship between the school and the PTO;
c) Guide the group in compliance with and pursuit of its mission and goals;
d) Appoint special committees when needed;
e) Provide a summary year-end report of his/her year in office to give the new President.
8.3 Vice-President. The Vice-President will:
a) Act as an aide to the President, upon request, and assume the duties of the President during his/her absence;
b) Preside over the membership enrollment, including conducting an active membership campaign throughout the school year;
c) Sign checks on behalf of the PTO in the absence of the Treasurer;
d) Provide a written year-end report to the new Vice-President.
8.4 Secretary. The Secretary will:
a) Record in written form all business transacted at each meeting of the PTO;
b) attend the majority of PTO meetings;
c) Submit a copy of the minutes to all officers prior to the next meeting;
d) Present the minutes for approval at the General meetings, and ensure they are posted in a timely manner to the PTO website;
e) Keep attendance records for all meetings;
f) Notify PTO members of special meetings called by the Board at least seven (7) days prior to such meetings;
g) Maintain PTO email account and manage email communications;
h) act as a back-up to the Corresponding Secretary in their absence;
i) Provide a written year-end report to the new Secretary.
8.5 Treasurer. The Treasurer will:
a) Handle all funds of the PTO and will give a financial report of the collections and expenditures and call attention to any unusual items at each General and Board meeting;
b) Provide a written Year-to-Date and annual financial statement at each PTO general meeting;
c) Sign all checks on behalf of the PTO;
d) Maintain an accurate account of all receipts, disbursements and other pertinent financial information as it pertains to events and purchases sponsored by the PTO;
e) Disburse funds approved by the Board. All members of the Board must be notified of requests for reimbursement of non-budgeted items up to $50.00 without membership approval. A majority of the Board must approve the purchase;
f) File required tax forms by the end of the fiscal year;
g) Provide a written year-end report to the new Treasurer.
8.6 Corresponding Secretary. The Corresponding Secretary will:
a) Act as back-up to the Secretary in the Secretary’s absence;
b) attend the majority of PTO meetings;
c) prepare any electronic correspondence and publicity for the organization as needed, including website maintenance/freshness, Facebook pages, and periodic newsletters; (approx. 2 hours per month)
d) Conduct the fall PTO Drive; (approx. 2-3 hours in August)
e) Prepare the Family/School Directory as soon as possible after the start of the school year; (approx. 15 hours in October)
f) Coordinate and manage Give To The Max Day and the associated website; (approx. 10-15 hours in November)
g) Coordinate and manage the online auction part of the GALA; (approx. 15-25 hours in February)
h) Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.
8.7 Volunteer Coordinator. The Volunteer Coordinator will:
a) Develop and maintain a list of volunteers compiled from a PTO questionnaire sent out at the beginning of the school year;
b) Work with school staff to upload family information into a Volunteer database;
c) Disperse volunteer lists to appropriate committee chairs;
d) Recruit chairs and volunteers as needed for the PTO committees and events;
e) Maintain updated list of committees and coordinator positions and responsibilities related to each;
f) Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.
8.8 Teacher Liaison. The Teacher Liaison (a current Eagle Ridge Faculty member) will:
a) Attend or send a representative to all general membership PTO meetings;
b) Act as advisor and liaison between faculty/staff and the PTO;
c) Help maintain open lines of communication between parents and teachers;
d) Help coordinate PTO-sponsored activities in the classroom;
e) Report on current Teacher activities within Eagle Ridge Academy;
f) Report to teachers on PTO activities.
9.2 Fundraising Coordinator. The Fundraising Coordinator(s), if any, will:
a) Advertise and promote the fundraising efforts approved by the Executive Board of the PTO;
b) Ensure that fundraising activities comply with the purpose, goals and bylaws of the PTO;
c) Inform the Executive Board at least monthly of current fundraising activities;
d) coordinate large fundraising efforts such as GALA, GTTM.
d) Attend or send a representative to all general PTO meetings in which fundraising activities will be discussed.