According to the PTO Board by-laws, the board must be comprised of no less than 3 and up to fifteen elected board members (officers) along with the Principal. There may be 1 or more President, Vice President, or Secretary, along with a Treasurer and other officers as members elect or directors appoint. Any 2 or more offices may be held by the same person but must allow for proper segregation of duties in various instances.
The Principal provides direction and advice to the board, but is a non-voting member. The board will also work to have a teacher representative at each meeting who acts as a liaison between the PTO board and the school staff in a similar capacity but can rotate each month amongst teachers to accommodate availability.
All officers are furnished a copy of the PTO by-laws and must read and understand those items that apply to their position. Additionally, they must attend monthly board meetings and general PTO meetings.
Below are brief descriptions of board officer roles and responsibilities:
President
The President of the Ada PTO is responsible for presiding over all meetings, preparing agendas, coordinating officers and committees, and overseeing the organization's budget and expenditures. Beyond the bylaw guidelines, the President plays a crucial role in fostering relationships with board members, families, staff, and other PTO organizations within the Forest Hills Public School District. They must ensure compliance with policies, procedures, and bylaws while effectively managing the PTO's operations and advocating for support from the parent community.
Vice President
The Vice President serves as a backup for the President when needed, coordinates volunteer recruitment, and oversees curricular enrichment activities and parent education sponsored by the PTO. They work closely with Committee Chairs, evaluate and planned educational programs, and exercise the functions of the Co-Presidents when required. The Vice President is instrumental in ensuring successful events and fostering an inclusive and innovative community within the PTO.
Secretary
The Secretary's responsibilities include giving notice of meetings, recording and distributing minutes of PTO Board and General Meetings, maintaining non-financial records, and assisting the PTO President with administrative tasks. They also oversee the PAC Reps, keep a record of thank-you cards, and manage volunteer sign-ups and information for Committee Chairs. The Secretary plays a vital role in ensuring effective communication and organization within the PTO.
Treasurer
The Treasurer's role involves handling the PTO funds, keeping financial records, and presenting accurate financial statements at meetings. They are responsible for creating the annual budget, managing expenses, and ensuring compliance with tax filings. Additionally, the Treasurer supports grant applications, coordinates payment processes, and serves as a member of the PTO Board nominating committee.
Fundraising Coordinator - VACANT
The Fundraising Coordinator administers and oversees the development and execution of PTO-sponsored events aimed at raising funds. Responsibilities include managing fundraising committees, coordinating with sponsors, evaluating past programs, and developing new fundraising initiatives with input and approval from the President, Community Relations Coordinator and the Board at-large. Additionally, ensure transparent accounting of fundraising proceeds and collaborate with Committee Chairs to plan and execute successful fundraising events.
Communications Coordinator
The Communications Coordinator promotes clear communication and maintains up-to-date communication outlets for PTO sponsored programs, events, and calendars within the Ada Elementary community. Oversee the School Directory, Bulletin Board committees, and the PTO newsletter publication, ensuring effective coordination with Committee Chairs and active engagement with students, parents, and staff. Keep the PTO website updated and explore innovative ways to increase awareness of PTO programs and services.
Community Relations Coordinator
The Community Program Coordinator plays a vital role in supporting the successful execution of PTO-sponsored events. They work closely with Committee Chairs, collaborating on event themes, dates, budgets, income estimations, expectations, and objectives. Additionally, they facilitate proper facility reservations and coordinate with vendors to ensure smooth event logistics. The Program Coordinator keeps the PTO Board informed of planning, decisions, and event performance, working alongside the President to make critical decisions when needed.
Members at Large
While every parent, legal guardian, and school faculty is a member of the Ada PTO, a 'Member at Large' position involves volunteering to take on the added responsibility of being an active Director. This role includes attending meetings, reviewing materials, offering support, and voting on relevant issues throughout the school year. Historically, these directors have worked towards fulfilling the objectives of the PTO organization by assisting officers, chairs, staff members, and other members as needs arise.
Any questions or comments on board member roles and responsibilities can be directed here.
The Principal provides direction and advice to the board, but is a non-voting member. The board will also work to have a teacher representative at each meeting who acts as a liaison between the PTO board and the school staff in a similar capacity but can rotate each month amongst teachers to accommodate availability.
All officers are furnished a copy of the PTO by-laws and must read and understand those items that apply to their position. Additionally, they must attend monthly board meetings and general PTO meetings.
Below are brief descriptions of board officer roles and responsibilities:
President
The President of the Ada PTO is responsible for presiding over all meetings, preparing agendas, coordinating officers and committees, and overseeing the organization's budget and expenditures. Beyond the bylaw guidelines, the President plays a crucial role in fostering relationships with board members, families, staff, and other PTO organizations within the Forest Hills Public School District. They must ensure compliance with policies, procedures, and bylaws while effectively managing the PTO's operations and advocating for support from the parent community.
Vice President
The Vice President serves as a backup for the President when needed, coordinates volunteer recruitment, and oversees curricular enrichment activities and parent education sponsored by the PTO. They work closely with Committee Chairs, evaluate and planned educational programs, and exercise the functions of the Co-Presidents when required. The Vice President is instrumental in ensuring successful events and fostering an inclusive and innovative community within the PTO.
Secretary
The Secretary's responsibilities include giving notice of meetings, recording and distributing minutes of PTO Board and General Meetings, maintaining non-financial records, and assisting the PTO President with administrative tasks. They also oversee the PAC Reps, keep a record of thank-you cards, and manage volunteer sign-ups and information for Committee Chairs. The Secretary plays a vital role in ensuring effective communication and organization within the PTO.
Treasurer
The Treasurer's role involves handling the PTO funds, keeping financial records, and presenting accurate financial statements at meetings. They are responsible for creating the annual budget, managing expenses, and ensuring compliance with tax filings. Additionally, the Treasurer supports grant applications, coordinates payment processes, and serves as a member of the PTO Board nominating committee.
Fundraising Coordinator - VACANT
The Fundraising Coordinator administers and oversees the development and execution of PTO-sponsored events aimed at raising funds. Responsibilities include managing fundraising committees, coordinating with sponsors, evaluating past programs, and developing new fundraising initiatives with input and approval from the President, Community Relations Coordinator and the Board at-large. Additionally, ensure transparent accounting of fundraising proceeds and collaborate with Committee Chairs to plan and execute successful fundraising events.
Communications Coordinator
The Communications Coordinator promotes clear communication and maintains up-to-date communication outlets for PTO sponsored programs, events, and calendars within the Ada Elementary community. Oversee the School Directory, Bulletin Board committees, and the PTO newsletter publication, ensuring effective coordination with Committee Chairs and active engagement with students, parents, and staff. Keep the PTO website updated and explore innovative ways to increase awareness of PTO programs and services.
Community Relations Coordinator
The Community Program Coordinator plays a vital role in supporting the successful execution of PTO-sponsored events. They work closely with Committee Chairs, collaborating on event themes, dates, budgets, income estimations, expectations, and objectives. Additionally, they facilitate proper facility reservations and coordinate with vendors to ensure smooth event logistics. The Program Coordinator keeps the PTO Board informed of planning, decisions, and event performance, working alongside the President to make critical decisions when needed.
Members at Large
While every parent, legal guardian, and school faculty is a member of the Ada PTO, a 'Member at Large' position involves volunteering to take on the added responsibility of being an active Director. This role includes attending meetings, reviewing materials, offering support, and voting on relevant issues throughout the school year. Historically, these directors have worked towards fulfilling the objectives of the PTO organization by assisting officers, chairs, staff members, and other members as needs arise.
Any questions or comments on board member roles and responsibilities can be directed here.
