PTO EXECUTIVE COMMITTEE ROLES AND RESPONSIBILITIES

 

Thank you for your interest in the Dunwoody Elementary PTO Executive Committee.

 

PTO Members are eligible to hold an office in the PTO if they are members in good standing at least 14 calendar days before the nominating committee presents the slate. No officer may be eligible to serve more than two consecutive terms in the same office. Each officer shall have a vote.

 

Officers shall assume their official duties one week following the last day of the school year and serve for a term of one (1) year or until their successor is elected.  The Co-Presidents shall serve a term of two years with only one Co-President being elected each year.

 

 

Roles and Responsibilities:

 

(Please Note: Hours per week are estimates based on previous EC members experiences.)

 

Co-President


Co-President shall: coordinate the work of the officers and committees of the PTO. Some of the annual duties performed by the Co-Presidents include: create the annual calendar, set the annual budget, assist and attend large PTO events including but not limited to Open House, Kindergarten Round-up, Field Day, Family Events, International Night, etc. Monthly duties include: hold and preside over Executive Committee meetings, attend Principal’s Advisory Council meetings and edit the PTO monthly newsletter. Weekly duties include: meet with the principal, work closely with the Treasurer and sign checks, write the weekly Co-President section of Tiger Talk, and edit Tiger Talk. 5-10 hours a week (August/September 10+ hours a week; occasionally 2-3 hours/week at other times of year).   The Co-President role is a 2-year commitment.

 


VP of Academic Affairs


VP of Academic Affairs shall: coordinate the work of the committees that deal with academics and/or teacher driven initiatives within DES. These committees include 5th Grade Enrichment, Academic Competitions, Visiting Authors, Organic Gardening, Composting, and PTO Bulletin Board.

 


VP of Communications


VP of Communications shall: coordinate the work of the committees that deal with communicating with the DES community (internally & externally) and/or support the functions of the school. These committees include Tiger Talk, Social Media, Outside Publicity, PTO Newsletter, Website/Technology, Room Parent Coordinators, and Lunch Bunch. The VP coordinates, oversees, and supports events their committees are responsible for based on the event calendar. 2-5 hours a week with additional hours supporting content creation and events.

 

 

VP of Programs


VP of Programs shall: coordinate the work of the committees that deal with the activities and/or events that take place at DES. These committees include Family Events, Staff Appreciation, Grounds, Hospitality, Open House, Kindergarten Round-up, Field Day, Lost and Found, International Night and 5th Grade Celebration. The VP coordinates, oversees, and supports events their committees are responsible for based on the event calendar. 1-5 hours a week, additional hours right before and during events.

 


VP of Ways and Means


VP of Ways and Means shall: coordinate the work of the committees that deal with money and fundraising within DES. These committees include Tiger Fund, Book Fair, Community Business Support, Spirit Wear, Yearbook, Picture Days, and Grant Writing. The VP coordinates, oversees, and supports events their committees are responsible for based on the event calendar. 1-5 hours a week.


All VPs shall: serve as an ex officio member of their committees if necessary.

 


Treasurer


Treasurer shall: be responsible for generating and maintaining the DES budget.  Treasurer writes all checks for committee expenses, PTO fees, etc. Treasurer deposits all PTO income from Open House, fundraising, rebates, book fairs, etc. He/she is also responsible for all financial reporting to the EC (monthly or as requested).  Each month the Treasurer reconciles the bank account and prepares a monthly file for review by the Financial Secretary.  All of these tasks are done through Quickbooks software.  He/she is also responsible for filing the organization’s taxes and for coordinating a yearly audit.  5 hours a week.

 


Financial Secretary


Financial Secretary shall: be responsible for assisting the Treasurer in various tasks, such as reviewing the Treasurer's monthly financial reports and supporting data, signing checks and backing up the Treasurer. 1 hr. a week.  He/she is also responsible for performing a Financial Audit of the previous fiscal year’s books in August (about 8 hours total).  He/she will move into the Treasurer role after one year in the Financial Secretary role.

 

 

Secretary


Secretary shall: record the minutes of all PTO meetings and read and distribute copies of minutes of the previous meeting for approval. 1-2 hours a week.

 


***It is also expected that members of the Executive Committee attend the monthly EC meetings, the Board of Directors meetings, and the PTO General Membership Meetings. EC members should also help volunteer for as many PTO functions as possible (such as Family Events, Field Day, and Open House). EC members are also expected to be available over the summer for 2 meetings and to prepare for Open House.***