Presidents



The document was written by Chris Parry for Laurie Bemis and Madhu G. in June of 2004. Her introduction follows:

Hi guys. Following is an outline of the ‘typical duties of the president over the course of a school year’, taken from old documents (‘P Rovegno’s rambling diatribe of PTO Policies and Procedures Draft’) and rearranged, deleted and added to, based on my experience as PTO co-pres the past 2 years. I hope that it will make it easier for you to stay on top of things and farm out jobs.

AUGUST
A. A. Update the names/positions on the folders in the PTO communications files in the PTO file cabinet in the nurse’s office.

 B.   B.  Meet with (or conference via phone or email) our Treasurers

 a.   Review information in our audit which should have been completed over the summer. The Audit needs to be approved by the Board by Sept. 15th at the latest (per Bylaws).

 b.   Review copy of Preliminary budget as approved at the May PTO meeting. You may want to have some copies available for people at the Sept. PTO meeting. Be ready to field questions.

 C.   C.  Schedule a meeting (or better, several meetings) after school starts with new PTO Board, Committee Chairs and principal to review PTO procedures and allow reporting of Board members and committee chairs that have been working on things in prep for start of school year. Things you’ll want to include in this meeting are:

 a.   1st Day Packet update from chair- make sure things are on track to incorporate PTO materials and district materials

 b.   First Day Coffee update from chair- Make sure there are notices in place to advertise this to the school.

 c.   Treasurers- Give summary of audit. Point out positives and any suggested changes. Reiterate that the actual budget will be discussed and approved at the Sept PTO meeting.

 d.   (Pres) Roster- have updated copies to pass out at the first PTO meeting. As a ‘sign in’ have attendees initial next to their name after checking info. we have for them is correct (or send this out as email ahead of time and ask for confirmation).

 e.   (Pres) Continuity- Make sure successors have received the prior member’s records & know their duties. (You can also do this by email before the meeting). Encourage them to keep good records to hand off to their successor.

 f.   (Pres/Treasurers) Expense reimbursement & funds submission- Review proper procedure for getting reimbursed. Handy to have a copy of reimbursement form to go over (I kept a stack of these with me at all times. I explained and handed them out numerous times over the year). I believe that Gia has a soft copy as well.

 g.   (Pres) Notice approvals- Emphasize that notices should be reviewed by President/Chair/Principal before distribution. (Always good to get at least one other person to look at something before sending school-wide. Use email for review.) Anything that is submitted to the school newsletter or Thurs. folders must be reviewed by the Principal before it goes out to parents. Be sure that the Committee name and a contact name is on any flyer or newsletter blurb going out to the school. Copying should be done on PTO (not school) paper. Give out PTO copy ID # (general was 1030. There was talk of using several codes to keep better track of photocopy spending. See the new office admin. to see if this is possible for next year).

 h.   (Pres) Communication files- make sure that chairs know about communications files located in wood-look file cabinet in the nurse’s office.

 i.   Principal- is invited to speak about new teachers, schedules, programs, etc. We have a Principal’s report at every meeting, since there is often new news.

 j.   Direct Donation Drive chair- announce plans and start and end dates for this year’s drive.

 k.   Other Board and Committee Chair updates and reports (ie. Pumpkin Panic (announce date, permit & janitorial request filed with office, etc), directory status update).

<p style="text-indent:-.25in;mso-list:l7 level1 lfo1"> D.   D.  Check in with Board and Committee Chairs:

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l7 level2 lfo1"> a.   First Day Packets- This typically has included: PTO volunteer solicitation form, district info and student info, student directory info, school safety info, after-school coop sign ups and welcome letter from the PTO presidents (and used to contain escrip info). Chair must assemble all this info from PTO sources and compile into a newsletter format. They must also acquire all district materials to go in the packet. They are responsible for getting PTO content printed. The front office admins will have a count for how many packets we must have ready. The Chair is also responsible for getting a small number of ‘stuffers’ together to assemble the packets (snacks make this more fun ;-) ). I believe that the school supplies the large envelopes for stuffing.

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l7 level2 lfo1"> b.   First Day Coffee- The co-presidents usually say a few words after the Principal kicks off the event. Typically, the co-pres welcomes everyone, introduces themselves and any board members present (room parent coord. Is a good one to introduce and have in attendance looking for recruits) and say thanks to chair for 1st day Coffee. Also briefly explain function of PTO and urge participation in its program (highlight any roster openings- have the roster there).

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l7 level2 lfo1"> c.   Health and Safety- Check to make sure they are on schedule to update emergency backpacks and first aid shed(s).

<p style="text-indent:-.25in;mso-list:l7 level1 lfo1"> E.   E.  Meet with Vivian (or by email)- Set PTO meetings for the year (if not done previous spring). Also, try to find out about Kennedy meeting conflicts. I suggest meeting mid-Sept, mid-Oct, early Nov and early Dec. Then 1-2 meetings for Jan/Feb, and 1-2 meetings for Mar/Apr. The last meeting at the end of May. With all the budget cuts and changes over the last two years, we have needed to communicate info. most months. Email meeting list to PTO and front office admin to include in the newsletter (the agenda needs to be in the newsletter the week before the meeting is scheduled).

<p style="text-indent:-.25in;mso-list:l7 level1 lfo1"> F.   F.  Prepare president welcome- letter to send out school wide- create your own or modify existing pres. letter. Add this to the 1st day packet and paraphrase it for an early school newsletter to announce PTO meeting dates and encourage participation in PTO events.

<p style="text-indent:-.25in;mso-list:l7 level1 lfo1"> G.   G.  Look at Website and update any dates, etc that are out of date from the previous year. Update the upper right hand corner graphic over the year to advertise the next PTO event.

<p style="text-indent:-.25in;mso-list:l7 level1 lfo1"> H.   H.  For the upcoming school year: As Vivian mentioned in a PTO meeting last year, Bev wants to hand the book fair which happens during the Oct conference week back to the PTO. At this time, I don’t believe anyone has signed up to do it. My thought is that if the book fair doesn’t happen, then the library might be asking for funds from the PTO (the way that Tech funds are allocated).

SEPTEMBER
<p style="text-indent:-.25in;mso-list:l8 level1 lfo2"> A.   A.  (at least) Weekly, check and distribute PTO mail. Office will put all mail addressed to the PTO in the PTO mailbox (on right hand side of teacher mailboxes).

<p style="text-indent:-.25in;mso-list:l8 level1 lfo2"> B.   B.  PTO Meetings- Sept and in general:

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l8 level2 lfo2"> a.   President sets the agenda and runs the meeting (Others can ask to have an item included on the agenda, solicit from the Board). If necessary, meet with Principal and selected officers (or exec. Committee) to review agenda and resolve any questions or problems before taking them to the general membership.

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l8 level2 lfo2"> b.   President should include any pertinent actions taken at the PTO meeting in the newsletter (minutes are posted on the website after approval of the board).

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l8 level2 lfo2"> c.   The preliminary budget is presented at the Sept meeting and approve to be the Annual Budget by the membership, unless or further study is mandated. (at least) Every 2 months and updated spending status should be presented at the PTO meeting and/or emailed to all. I prefer to have a Treasurer’s report at every PTO meeting.

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l8 level2 lfo2"> d.   VP/Mini-grants should begin work on the teacher’s mini grants and any other grants which will be offered for the year.

<p style="margin-left:1.0in;mso-add-space: auto;text-indent:-.25in;mso-list:l8 level2 lfo2"> e.   Secretary should ensure that minutes are emailed to all board members (in the past they included committee chairs too), within 1 week of the meeting. The board needs to review these minutes and provide any corrections they may have. The (corrected) minutes are officially accepted at the following PTO meeting.

<p style="text-indent:-.25in;mso-list:l8 level1 lfo2"> C.   C.  Work with Direct Donations VP, Pumpkin Panic, Room parent Coordinator, Escrip (if still doing it), Health and Safety, After-school Coop, Volunteer Coordinator and Directory Chair as needed. All these programs are critical to be underway at the beginning of the year.

<p style="text-indent:-.25in;mso-list:l8 level1 lfo2"> D.   D.  Review insurance form (should get a bill in the mail), sign and pass on to treasurer to include check and submit. This usually comes right before PP.

OCTOBER
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l4 level1 lfo3"> A.   Pumpkin Panic- Pres. keeps in touch with Chair. May need to act as go between for Chair and publicity, treasurer or any other sub-group, as necessary. Attend a PP meeting or 2 to see how things are going. Involvement depends on the experience of the group.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l4 level1 lfo3"> B.   Review federal and state tax forms and filing deadlines with Treasurer. This is critical as a few years back there were mistakes and delays and we now have to file early (for a couple more years I think). See David Morris for more details.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l4 level1 lfo3"> C.   PTO meeting. Agenda: Teachers should have been paid their allowances. Direct Donation recap and summary, news from Pumpkin Panic, mini-grant program, etc.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l4 level1 lfo3"> D.   Get Health and Safety update from first of the year upgrades.

NOVEMBER
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l6 level1 lfo4"> A.   Federal and State income tax forms due.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l6 level1 lfo4"> B.   Begin working with Walkathon Chair to fill volunteer positions. Make sure the Walkathon date that was chosen doesn’t conflict with STAR testing.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l6 level1 lfo4"> C.    Pumpkin Panic Chair is responsible for making sure PTO closet and shed are back in clean order. The fire department comes out and inspects the school and PTO closet each year. There should be no items on the floor. All items should be on shelves.

DECEMBER
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l3 level1 lfo5"> A.   If you haven’t taken a look at the PTO closet for a while, you may want to take a visual inventory and give a heads up to any board or committee chair that needs to clean up/use up items stored there.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l3 level1 lfo5"> B.   Meet with the Science Fair Chair to make sure that they have the volunteers they need for the early Mar. event.

JANUARY/FEBRUARY
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l2 level1 lfo6"> A.   Begin search for next year’s board. Ask for volunteers at monthly meetings, those wishing to keep their positions again next year or switch to a new position. Begin talking about next year’s board and recruiting.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l2 level1 lfo6"> B.   Check on Science Fair progress. Site permit needed for the early Mar. event.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l2 level1 lfo6"> C.   Make sure that Walkathon committee has been kicked off and check on progress.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l2 level1 lfo6"> D.   If you are going to ask Dreyers in the East Bay for free ice cream for the ice cream social, the request needs to be submitted in Jan. Ask Laura Malone for details.

MARCH/APRIL
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l0 level1 lfo7"> A.   Check with Teacher/Staff Appreciation Chair to make sure they are on target for the May event.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo7"> B.   Check on Walkathon progress.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo7"> C.   Continue with PTO recruiting- in April begin publishing openings in newsletter (and on website?). Promote openings at PTO meetings.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l0 level1 lfo7"> D.   Ice Cream Social- ensure use permit and request for janitor has been filed out.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l0 level1 lfo7"> E.   Budget work with treasurer, Principal and board to update YTD actual and prepare preliminary budget for next year to pass at May’s PTO meeting. Get input from all line item owners about their estimates for the following year.

MAY
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l1 level1 lfo8"> A.   Update on post Walkathon results. Pledges take a while to come in.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l1 level1 lfo8"> B.   Principal/District will supply request to PTO for funding of district positions for the following year, proposing number of aides, contractors, library, tech, etc, the number of hours per week and the cost that the PTO agrees to fund the next year. This should be signed by the Pres and approved as part of the preliminary budget at the May/last PTO meeting.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l1 level1 lfo8"> C.   Ice Cream Social- happens the hour before Open House. Work with Chair as needed.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l1 level1 lfo8"> D.   Prepare a thank you for the outgoing board to be presented at the last board meeting. They used to do a ‘President’s Lunch’ or party as part of the last PTO meeting. It might be nice to bring this back.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l1 level1 lfo8"> E.   Pass the preliminary budget for next school year at the May/last PTO meeting.

JUNE
<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l5 level1 lfo9"> A.   Work with the new board and committee Chairs to make sure binders from all Chairs are passed on to the new Chairs. Be sure each new Chair understands what is expected of him/her.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l5 level1 lfo9"> B.   Meet with principal to select dates for next year’s events and get them on Master Calendar. At a minimum, set a date for the PTO Potluck. Get a use permit for the PTO Potluck. Forward Potluck date to the appropriate Chair.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l5 level1 lfo9"> C.   Meet with incoming president and possibly treasurer to ensure a smooth transition.

<p style="margin-left:.75in;mso-add-space: auto;text-indent:-.25in;mso-list:l5 level1 lfo9"> D.   Can send a Pres Thank you letter (in newsletter) and recap PTO year’s spending.

<p style="margin-left:.75in;mso-add-space:auto; text-indent:-.25in;mso-list:l5 level1 lfo9"> E.   Work with treasurer to see books get closed by Jun 30th and are forwarded to the Auditor for review.