The overall purpose of the PTO is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.
Collaboration: We work in partnership with a wide array of individuals and organizations to accomplish our agreed-upon goals.
Commitment: We are dedicated to promoting children’s health, well-being, and educational success through strong parent, family, and community involvement.
Accountability: We acknowledge our obligations. We deliver on our promises.
Respect: We value our colleagues and ourselves. We expect the same high quality of effort and thought from ourselves as we do from others.
Inclusivity: We invite the stranger and welcome the newcomer. We value and seek input from as wide a spectrum of viewpoints and experiences as possible.
Integrity: We act consistently with our beliefs. When we err, we acknowledge the mistake and seek to make amends.
PTO Role Descriptions
- Preside at all meetings of the PTO and of the Executive Committee;
- Perform such other duties as may be prescribed in these bylaws or assigned to her/him by the PTO or by the Executive Committee;
- Coordinate the work of the officers and committees of the PTO in order that the purposes may be promoted;
- Be authorized to represent the PTO before public entities;
- Have his or her vote serve as the final tie-breaker in all matters being voting on by the Executive Committee;
- Make all final decisions concerning issues/concerns raised by members relating to the PTO or PTO-related activities/events;
- Review and sign contracts and any agreements that obligate the PTO to pay $500 or more; or that is for a term that exceeds the current school year; and
- Approve all written material that is distributed to parents, students and/or staff.
The Vice President shall act as aide to the president and shall in their designated order perform the duties of the president in the President’s absence or inability to serve.
- Record minutes of all the meetings of the PTO general membership meetings. Ensure that there are minutes from the previous PTO general membership meeting for the general membership/Executive Committee to read and accept with or without addendums. All approved minutes shall be made available on the PTO website within seven (7) days of the meetings. A file containing all minutes shall be kept for a period of seven (7) years;
- Prepare Agendas for all PTO general membership meetings and arrange for attendance to be taken at the general membership meetings;
- Agendas and Minutes should be submitted to the Director of Communications for publishing to allow for transparency to the general membership
- Keep an accurate record of all PTO Executive Committee meetings, but those minutes shall not be made available to the general membership. Take attendance at the PTO Executive Committee and note the attendance in the minutes;
- Give notice of all meetings in accordance with these bylaws;
- Answer all official correspondence (thank you notes, donation letters, etc.);
- Have an active approved set of the bylaws available at all meetings for a point of reference;
- Have a membership list available at every meeting;
- Be responsible for promoting membership, collecting dues, and collecting and maintaining membership information;
- Perform such other duties as may be delegated to him/her; and
- In the absence of a President and Vice President, perform the duties of the President in the President’s absence or inability to serve. Secretary shall and shall take attendance at all meetings of the Executive Committee and note attendance on the minutes.
- Have custody of all funds of the PTO; shall keep an accurate record of receipts and expenditures; shall pay out local funds in accordance with the approved budget as authorized by the PTO, in collaboration with the school administration and PTO membership;
- Be responsible for the accurate and timely maintenance of such books of accounts and records;
- Make disbursements as authorized by the President, Executive Committee, or the PTO in accordance with the budget adopted by the PTO. Changes to the fiscal year budget must be approved by majority vote of the Executive Committee. Disbursement of funds will be completed only with approved and complete forms, i.e. Check Requests, Cash Box Requests, Reimbursement Requests;
- Ensure that checks shall be signed by the President and Treasurer. In an emergency, or the unavailability of the President or Treasurer, the Secretary may sign in place of one of the other signatories;
- Submit a proposed budget to the Executive Committee for consideration, modification, and approval, at the beginning of each fiscal year. The Budget will then be approved at the first general membership meeting;
- Present a financial statement of accounts at every meeting of the organization and at other times when requested by the Executive Committee and shall make a full report at the annual meeting;
- The Treasurer shall work with the accountant in the accountant’s preparation of tax returns for the PTO. The Treasurer shall also file all annual reports and local state forms as necessary and act as liaison to the President regarding budget and finances;
- The Treasurer’s accounts shall be examined annually or upon change of officers by an auditor (CPA) and/or an audit committee, who, if satisfied that the Treasurer’s Annual Report is correct, shall sign a statement to the facts at the end of the report. The audit committee reports shall be presented at the next general membership meeting following the audit and shall be voted on for approval;
- The treasurer may not serve as acting President while also holding the office of Treasurer to ensure proper oversight on financial transactions; and
- All PTO-related business records, forms and filings shall be retained for seven years.
Director of Scheduling & Room Representatives
The Director of Scheduling shall be responsible for meeting with school administrators to get a yearly schedule and finalize the calendar. The Director of Scheduling is responsible for allocation of room representatives for every class Kindergarten through 5th Grade, including collection of applications, assignment of room representatives to each class and recruiting, if necessary. They shall be the liaison with the office administrator for any upcoming events and special communications, which in turn will be communicated to all room representatives. They shall send out communications regarding school-related or PTO events via email to all room representatives, who will pass the communications on to their respective classes. The Director of Scheduling shall also be responsible for briefing all room representatives concerning their duties and responsibilities throughout the year. In the absence of a President, a Vice President, a Secretary, and a Director of Communications, the Director of Scheduling shall in their designated order perform the duties of the President in the President’s absence or inability to serve.
Director of Community Relations
The Director of Community Relations shall be responsible for organization of all family fun events throughout the year, including planning the events, organizing the events, sending out flyers and notices regarding the event, and keeping track of responses regarding attendance. Family fun events may include: ice cream social, Bingo night, overseeing Talent Show, Trick or Trunk, SportsCare Arena, bowling event, movie nights, and any other family event the PTO approves. The Director of Community Relations shall also arrange a welcome breakfast for the staff at the beginning of the school year, an ice cream social for the kids and families before the school year begins, and arranging a Kindergarten bagel breakfast during kindergarten orientation.
Director of Programs
The Director of Programs shall be responsible for all programs, such as but not limited to, assemblies, PTO-sponsored field trips, author visits, and other school-related programs.
Director of Fundraising
The Director of Fundraising shall be responsible for overseeing all matters related to money solicitation, including but not limited to analyzing and recommending any fundraising activities to the PTO, in collaboration with the Treasurer for all events requiring financial transactions. The Director of Fundraising shall oversee all PTO fundraiser chairs. They shall act as aide(s) to the President and shall in their designated order perform the duties of the President in the President’s absence or inability to serve.
Director of Communications:
The Director of Communications shall be responsible for sharing information about all PTO-sponsored and PTO-related events and activities with the Old Farmers Road School parents and families throughout the school year, including: writing and sending one weekly email, sending additional eblasts when necessary, updating the OFRS PTO website as needed, uploading hardcopy forms, flyers, and correspondence to the OFRS PTO website as needed, and managing his/her own PTO email account. In the absence of a President, a Vice President, and a Secretary, the Director of Communications shall in their designated order perform the duties of the President in the President’s absence or inability to serve.