Below is the job description of the Central PTO President(s) encompassed in the following sections: A. Bylaws; B. Standing Rules; C. Major Responsibilities; and D. Timeline of Responsibilities.
A. BYLAWS
The PTO Bylaws contain these provisions relating to the duties of the President or Co-Presidents:
Article VIII, Officers and Their Election, Section 1:
Each officer or board member of Central School PTO shall be a member of Central School PTO.
Article VIII, Officers and Their Election, Section 2:
- The officers of this organization shall be a president or two (2) co-presidents; two (2) first vice presidents, one (1) second vice president, one (1) third vice president, recording secretary, a treasurer, a communications director, and a parliamentarian.
Article IX, Duties of Officers, Section 1:
The president or co-presidents shall:
- Preside at all meetings of Central School PTO, the Executive Board, and the Executive Committee;
- Be a member ex-officio of all committees except the Nominating Committee and, if authorized to sign checks, the Audit Committee;
- Sign all legal documents, including contracts;
- Confirm appointment of committee chairs;
- Be responsible for other duties as may be assigned him/her by the Central School PTO, the Executive Board, or the Executive Committee;
- Delegate the work of Central School PTO to other officers or chairmen as may be appropriate;
- Coordinate the work of the officers and committees in order that the Objects may be promoted; and
- Appoint members to special committee.
Article XI, Executive Board, Section 2:
The Executive Board shall consist of the elected officers of Central School PTO and the chairpersons of the standing committees.
Article XI, Executive Board, Section 4:
Meeting of the Executive Board may be called by the president or by a quorum of the Executive Board provided that members receive two (2) days notice. A quorum of the Executive Board shall consist of five (5) members, including at least two (2) officers.
Article XII, Executive Committee, Section 1:
The Executive Committee of Central School PTO shall consist of elected officers.
Article XII, Executive Committee, Section 2:
Meetings shall be held once a month during the months that the regular membership meetings take place. Meetings may also be held at the call of the president or a majority of the Executive Committee. Two (2) days notice of a meeting must be given. A quorum of the Executive Committee shall be five (5) members.
Article XIII, Standing and Special Committees, Section 2:
The Executive Committee shall create such standing committees, as it may deem necessary to promote the Objects and carry on the work of Central School PTO. The Chairmen of standing committees shall be selected by the president, in consultation with the first vice president(s), for a term of one (1) year.
Article XIII, Standing and Special Committees, Section 6:
- The Budget Committee shall consist of the president, the treasurer, the second vice president, the immediate past president, the immediate past treasurer, and two (2) members appointed by the president. The Budget Committee shall meet during the summer to formulate a budget for presentation to the membership at the September meeting. A majority of the members shall be required to conduct business.
- The Philanthropy Committee shall consist of the incoming president, the immediate past president, the incoming treasurer, the immediate past treasurer, the second vice president and two members appointed by the president. The second vice president shall serve as chairperson. The Philanthropy Committee shall meet three times a year, either in person or by e-mail to determine which philanthropic projects will be funded and in what amount. The Philanthropy Committee shall meet once in the fall and solicit philanthropy recommendations from the membership and school staff at that time. The committee shall meet midyear, and yearend to consider any additional philanthropy requests made throughout the year. At each meeting, a majority of the members shall be required to conduct business, either by e-mail or in person. At yearend, the Philanthropy Committee shall make recommendations for the expenditure of funds not obligated at the end of the fiscal year, excluding a $600 carryover. The Philanthropy Committee will present its recommendations to the membership at the May meeting.
- The Executive Committee or the membership may create additional special committees as the need arises.
Article XIII, Standing and Special Committees, Section 7:
The president shall be a member ex-officio of all standing committees except the Nominating Committee and, if the president is authorized to sign checks and if an auditing committee is used, the Audit Committee.
Article XI, Standing and Special Committees, Section 7:
The president shall be a member ex-officio of all standing committees except the Nominating Committee and, if the president is authorized to sign checks and if an auditing committee is used, the Audit Committee.
B. STANDING RULES
The Standing Rules have these provisions relating to the President:
VII. Child-Care
C. MAJOR RESPONSIBILITIES
Other major responsibilities include the following:
1) Coordinate District Calendar dates on behalf of Central
The District Calendar provides a template for all PTO and school events. The President is responsible for coordination of Central PTO and school events on the District Calendar. Details are as follows:
April/May
- The President, or someone designated by the President, participates in the District 96 School Calendar Meeting (usually in mid or late May) with the other PTA/O Presidents and/or representatives. Be ready with all PTO dates at the Calendar Meeting. The President may contact Committee Chairs to ask for their input regarding the dates, including the timing of fundraisers, and other events such as Family Fun Night, Historical Perspectives, Auction, Screen Free Week, Science Fair, and Skating Parties. Many of the dates are based upon the availability of space in the school. Use the current calendar as a starting point, as well as last year’s “Word” document containing these dates, provided by the outgoing President. Make sure to include PTO meetings, fundraiser events, as well as social, recreational and educational events sponsored by the PTO. Nancy Schuenemann inputs the dates and coordinates the District Calendar for the PTA/Os.
- E-mail the draft calendar dates to the Principal for review in late April or early May. Meet with the Principal to review school dates (i.e., Fall Parent Night, Spring Open House, Spirit Wear, etc.).
- Prepare contact list for PTO officers, using current year’s calendar as an example. Many of the dates are dictated by whether the Hauser Auditorium is available, since Hauser uses it for concerts, plays, etc.
June/July
- By early June, provide a list of the Committee Chairs with their contact information to Nancy Schuenemann. See the current calendar for an example of the format.
- By mid-June, ensure that all information is provided to Nancy. Use “Word” or e-mail format. Expect an initial draft calendar for review by this time.
- Expect 2-3 rounds of proofreading of the draft calendar.
- By mid-July, the President will receive the final draft for review. Draft final changes and send to Nancy.
- By late July, confirm the quantity for print to Central school. The quantity includes the following: 1) Complimentary calendars for Central’s teachers and staff, as well as special teachers that travel between buildings. Contact Deborah Catalano or Dina Witken in the front office regarding the quantity; 2) Complimentary calendars to the following village agencies: Riverside Public Library, Riverside Township Office, Police Department, Fire Department, and Riverside Village Manager. Nancy S. will provide a list of these agencies; 3) Number of calendar pre-orders. The calendar order form is distributed in mid-April (cost of calendar is usually $5 each) along with the incoming President(s) greetings letter, and volunteer and fundraising forms; and 4) Number of extras for those who did not pre-order; usually about 20-25. Keep in mind that an electronic version of the calendar is available through the school website at www.district96.org/central/links, so that the number of paper copies of the calendar may diminish each year. Adjust as needed.
August/September
- By the 1st week of August, the calendar will be printed. Receive copies from the District Office.
- Distribute complimentary copies to teachers and staff in the faculty mailboxes, as well as to community agencies.
- Provide copies to the Third Vice President to distribute at the Welcome Back Reception on the first day of school.
- Give extras to Dina Witken to have available for sale for $5/copy. Adjust price as needed.
2) Coordinate Work of Board
Coordinate the Work of the Board Members. See job descriptions of Board members contained on the website at www.centralptonews.org/job-descriptions. Schedule monthly Board meetings prior to the PTO meeting. Prepare a Board Agenda, and e-mail it to the Board in advance of the meeting. Preside over monthly Board meetings. See past Minutes for examples.
3) Coordinate Work of Committee Chairs
Check school calendar a month in advance of all PTO events. Ensure preparation and promotion of PTO events by the Committee Chairs, as well as the smooth running of the event in collaboration with school administration. Contact the Committee Chairs in the month preceding the event to see if they need assistance. Ensure that all plans are confirmed with the Principal and that any events occurring on school premises (including blacktop) have been reserved through Doreen Wilson at [email protected]. Doreen will send a building usage confirmation form for the chair’s records; and the President(s) should be copied on this form. Ask the chair to provide flyers publicizing the event for feedblitz and for posting on the website. Flyers must be approved by the PTO President, then the Principal and then given to the Communications Director for feedblitz. See electronic communication guidelines for procedure.
4) Oversee Work of Room Parents
In conjunction with the First Vice Presidents, ensure that Room Parents receive Room Parent Folders with job descriptions, and assist with the PTO Gathering at the beginning of the school year. Assist First Vice Presidents in ensuring that Lead Room Parents distribute e-mails regarding teacher gift collections for the winter holiday and for the end of the year. Lead Room Parents may receive e-mails from the First Vice Presidents or Presidents from time to time regarding PTO events or requests.
5) Check PTO Mailbox
Check and sort the mail in the PTO mailbox. Forward bills and invoices to the Treasurer by placing them in the Treasurer’s folder in the mailbox. Contact the Treasurer if a backlog of unpaid bills seems to be accumulating in the folder. Forward other mail to the appropriate person.
6) Attend Parent Leadership Team (“PLT”) Meetings
Meet with the Superintendent and the other District 96 PTA/O Presidents at monthly “PLT” meetings. If the President has topics to discuss, forward those to Susan Moorhead in advance for inclusion on the PLT Agenda. The Board and Superintendent’s secretary will forward the PLT meeting schedule in the summer and an agenda prior to each meeting. The first meeting of the year may be a lunch meeting. If the President is not able to attend, another officer should attend in the President’s place.
7) Schedule Monthly Meeting with Principal
Meet with Dr. Limperis at least a week prior to the PTO meeting. Prepare a draft PTO Agenda to discuss at the meeting. Incorporate changes to the draft Agenda. See past Minutes for examples. President may meet with the Principal as requested or needed.
8) Prepare PTO Agenda and Preside over PTO Meetings
At least a week before the scheduled PTO meeting, send an e-mail to the Board and Committee Chairs asking for suggestions for the PTO agenda. The Agenda usually includes Reports by the following: Board, Committee Chairs, Principal, and Teacher Representative. In addition, the Agenda includes upcoming events, and an acknowledgement of committee chairs and parents who volunteered in the preceding month. Prepare a draft agenda and send it to the officers, chairs, and Dr. Limperis in advance of the meeting. See past Minutes for examples. When the agenda is final, make copies (20) for the meeting. If possible, feedblitz the Agenda in advance of the PTO meeting. Consider foregoing paper copies at the meeting, and use the projector and an LCD hook-up to a laptop to display the Agenda. Preside over monthly PTO meetings.
The Third Vice President arranges for beverages (usually coffee) at each meeting. Assist as needed. The Third Vice President also finds a babysitter for the PTO meetings. Babysitting usually takes place in the Hauser cafeteria, unless there is a conflict with another event.
9. Update Minutes Binder
Place paper copies of the following in the Minutes Binder: 1) Agendas of the PTO and Board Meetings; 2) Minutes of the PTO and Board Meetings; 3) Monthly Budget; 4) PTO Meeting Attendance Record; 5) Applicable PTO flyers (optional); 6) Other Documents, including Bylaws or Standing Rules, if amended. Ensure that the Recording Secretary has each month’s PTO Meeting Minutes posted on the website following approval by membership.
10. Update PTO History and Pictorial
In April 2012, a pictorial of all PTO items was created since all items were moved to storage in preparation for capital improvements (Summer of 2012). Copies of the pictorial were given to the President(s), Principal, Cultural Arts Chair, and the Library. A “Brief History of Central PTO” was documented and is available on the website at www.centralptonews.org/brief-history-central-school-pto. Ensure that the pictorial and history are updated as needed.
11. Transition to Incoming Board
Once incoming PTO officers are elected, ensure that a smooth transition takes place from outgoing Board to incoming Board in April/May. Ensure that job descriptions of officers are updated, as needed, and posted on the website at www.centralptonews.org/job-descriptions. Ensure that the Bylaws and Standing Rules are updated, as needed, and posted on the website at www.centralptonews.org/bylaws-and-standing-rules. Prepare “greetings” letter to incoming Board. Under the Bylaws, all officers must deliver “all official material within ten (10) days following the meeting at which their successors take office. In the case of the treasurer, all materials must be delivered by August 15, or upon completion of the audit.” See Article IX, Section 9.
D. TIMELINE OF RESPONSIBILITIES
Contact the President(s) for a detailed timeline of responsibilities.
Have fun and enjoy the experience!
Revised April 2012/jmg