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Wilkins PTO: President Last updated: 9/4/07
PTO President
Overview
This is an officer position in the PTO. This position has check-signing authority. This position works with the Wilkins Principal to set the direction for the PTO. • Is familiar with PTO mission and goals, Wilkins Principal, teachers, and staff. • Is knowledgeable about all PTO events and projects, financials, and WHSD policies and procedures that affect PTO activities. • Supports other PTO officers and coordinators as necessary. • Motivates parents to become active in the PTO. • With other officers, makes decisions about the budget and spending money in the absence of PTO meeting attendees. Assesses active volunteers to plan and establish program year events and projects. Runs PTO in accordance with WHSD Booster Club policy.
Planning and management
Finance
Works with Treasurer to establish the budget, set fundraising goals.
Communication
Works with Principal to communicate PTO goals and projects to teachers. Communicates field trip budgets to teachers once budget has been set.
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Wilkins PTO: Vice President Last updated: 9/4/07
PTO Vice President
Overview
This is an officer position in the PTO. This position works with the President to set direction for the PTO. • Fills in for President or acts as President in his or her absence. • Is familiar with PTO mission and goals, Wilkins Principal, teachers, and staff. • Becomes knowledgeable about all PTO events and projects, financials, and WHSD policies and procedures that affect PTO activities. • With other officers, makes decisions about the budget and spending money in the absence of PTO meeting attendees.
Planning and management
Works with PTO president to assess active volunteers to plan and establish program year events and projects. Works with PTO president and treasurer to establish the budget, set fundraising goals. Works with PTO president and principal to communicate PTO goals and projects to teachers. Communicates field trip budgets to teachers once budget has been set.
Finance
Communication
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Wilkins PTO: Treasurer Last updated: 9/4/07
{PTO Treasurer
Overview
This is an officer position in the PTO. This position manages the PTO’s money and has check-signing authority. • Works with President to establish annual budget. • Updates the budget throughout the year and gives at least two budget reports per school year at PTO meetings. • Pays bills and interacts with the companies which issue them to resolve any problems. • Counts all monies (for all fundraisers, book fairs, any event where money is collected) prior to making bank deposit. Makes other deposits as checks and money are received (for bounced checks, lost library books, etc.). • Balances the checking account and analyzes expenditures. • With other officers, makes decisions about the budget and spending money in the absence of PTO meeting attendees.
Account information
The PTO's checking account is held at PNC, the branch on Beulah Rd. (next to Kuhn's)
Money collection
Be available to drop off and collect money box, when needed, for events like the Book Fair. Review checks against “Bad Check” list, endorse checks, deposit money. • Manage the checking account by itemizing expenses and income using established categories, preferably using Quicken • Reconcile the account with the monthly bank statement • Investigate fees and resolves any account problems with the bank • Pursue debt collection (bad checks, etc.) via phone calls, letters, and filing with the district magistrate if necessary
Accounting and budgeting
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Bill Paying
Pay bills as they come in, including invoices from fundraising vendors. (The fundraising coordinator is not responsible for paying these invoices and should forward them to the treasurer.)
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Wilkins PTO: Secretary Last updated: 9/4/07
PTO Secretary
Overview
This is an officer position in the PTO. • Attends PTO meetings, takes notes, and provides them for publication on the PTO web site. • May be responsible for other areas of communication, including newsletter. • Compiles content for office and foyer bulletin boards and updates each bulletin board monthly or as needed. • With other officers, makes decisions about the budget and spending money in the absence of PTO meeting attendees. When in attendance at PTO meetings, the secretary takes notes and publishes them. He or she emails the notes to the PTO president for publication on the web site. The PTO is responsible for two bulletin boards, one in the foyer of the main entrance to the school, and the other in the office. Foyer Bulletin Board: This board is for notices about PTO meetings, events, and projects, plus any other school and cultural events relevant to students and their families. Examples of items to post on this board include: • Notices of PTO meetings, fundraiser dates, PTO events (Book Fair, Family Breakfast, Game Night, etc.) • School district musical posters • Cultural events in the community Office Bulletin Board: This board is for decorative purposes and changes on a monthly basis. The PTO purchased and laminated a themed set for each month (September through May). The PTO secretary keeps the themed sets in his or her possession and changes the bulletin board at the beginning of each month.
Meeting Notes
Bulletin Board
Newsletter
The PTO publishes a monthly newsletter to keep students, parents, teachers, and school staff apprised of PTO events, projects, and the school calendar. Issues of the newsletter are posted on the PTO web site.
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The newsletter is distributed the first week of each month. A typical publication schedule is as follows: • September: PTO Update for the current year • October • November/December • January/February • March • April • May
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