PRESIDENT  / PRESIDENT – ELECT (2)

TERM: 2 YEARS (One year as President-Elect, then the next as President)

ACTIVITY: JUL - JUN

MEETINGS: TWO 1-HR MEETINGS MONTHLY & COMMITTEE MEETINGS AS NEEDED

TIME: VARIABLE, 0.5 - 5HR PER WEEK

ROLE: The Presidents support and enable the PTO board and committee members to successfully carry out the mission of the WHS PTO. As the leaders, President / President-Elect represent the whole of the WHS parent community.

  • Monthly PTO board meetings - sets the schedule, agenda, and chairs the mtg
  • Responsible for coordinating monthly Principal meetings
  • Often will meet with Board members/committees separately between meetings to ensure volunteers are supported and maintain knowledge of ongoing PTO activities and issues
  • Familiarity and understanding of the WHS PTO By-Laws and board operating norms
  • Should meet with head of counseling annually to align goals and maintain connection
  • Attends monthly  EISD President’s Council meetings
  • Maintain the PTOs connection with other community organizations (all other EISD Booster Clubs, all other WHS Booster Clubs, etc.)
  • Oversees the timely execution of all the events during the calendar year.
  • Should be strategic in succession planning to ensure historical knowledge is not lost with board member turnover

TREASURER / TREASURER - ELECT (2)

TERM: 2 YEARS (One year as Treasurer-Elect, the next as Treasurer)

ACTIVITY: JUL - JUN

MEETINGS: TWO 1-HR MEETINGS MONTHLY & TREASURER MEETINGS AS NEEDED

TIME: VARIABLE, 0.5 - 5HR PER WEEK

ROLE: The treasurer oversees all aspects of the management and reporting of the organization’s finances, working closely with the Presidents and exec board members.

  • Responsible for receipts of deposits using QuickBooks Online, Membership Toolkit, Stripe and Square., balancing the bank statements, and managing the cash flow
  • Reimburses PTO related expenses for board and committee members & pays vendors as needed
  • Disburses PTO payments for staff PTO Bucks, department contributions, etc.
  • Facilitate purchases through Amazon and other vendors as needed.
  • Ensures the use of funds complies with the PTO’s mission and legal guidelines
  • Creates and provides regular budget updates
  • Signor on the PTO’s bank accounts
  • Manages various annual duties like renewing insurance, state charitable status forms, & filing IRS forms
  • Supports the budget planning process by creating a starting budget based on prior years expenses
  • Compile treasurer’s reports for all the PTO Meetings


SECRETARY (1)

TERM: 1 YEARS

ACTIVITY: JUL - JUN

MEETINGS:  1-HR MEETINGS MONTHLY

TIME: VARIABLE, 3 - 5HR PER MONTH

ROLE:

  • Records meeting minutes and ensures they are distributed and approved
  • Records the contact information of Board Members
  • Keeps record of the Bylaws and should be familiar and understand them
  • Helps in creation of Bi-weekly PTO Newsletter

 

 

WEBSITE ADMINISTRATOR (1)

TERM: 1 YEARS

ACTIVITY: JUL - JUN

MEETINGS: 1-HR MEETINGS MONTHLY & COMMUNICATION MEETINGS AS NEEDED

TIME: WEBSITE 1 - 2HR PER WEEK

ROLE: Communication is a key part of the WHS PTO mission.

Publicizes information, news, and events via the Website.

  • Supports the WHS PTO Board
  • Oversees design/maintenance of the PTO website format to allow for best possible communications
  • Make sure the website is updated.