Next board elections: May 2025

Approximate Time Requirements: 15-20 hours per month.

• Conduct monthly general meetings and executive board meetings
• Call special meetings for executive board members, when necessary
• Create, with the input of all board members, agenda for monthly general meetings and executive board meetings
• Regular meetings to collaborate and communicate with the principal to address any needs/concerns/issues that pertain to PTO
• Maintain regular communication with parents, staff and fellow PTO members to assist in the communication of needs/concerns/issues that pertain to PTO
• Coordinate assembly of “Welcome Back” packets for students and parents, information table on the first day of school and information table for Back to School night
• Attend most (if not all) PTO sponsored events

Approximate Time Requirements: 10-15 hours per month.

• Oversee all committee co-chairs, assist with all committees as needed throughout the year 
• Place all volunteer sign-ups on excel email list after first week of school, update throughout the year
• Encourage all to become involved with PTO events 
• Utilize approve social media page to communicate events and updates pertaining to both PTO and non-sponsored PTO events 

Approximate Time Requirements:  6-8 hours per month.

• Attend all PTO meetings; a substitute minute taker must be identified, if unable to attend a meeting.
• Take minutes at PTO general board meetings and executive board meetings
• Distribute minutes at PTO general board meetings for member approval
• Create PTO Executive Board binders for each officer at the beginning of the school year
• Be a positive voice of the PTO on and off campus
• Attend most (if not all) PTO sponsored events, in support of fellow board members and event chair

Approximate Time Requirements: 20 hours per month, 50-60 hours in October preparing for the auction, Summer hours are 2-3 hours per month.

• Must know how to use Excel, and Quickbooks or be willing to learn.
• Must be organized and have basic accounting and budgeting knowledge.
• Write checks/pay bills as needed and ensure purchases remain within budget.
• Post financial transactions to Quickbooks as they occur throughout the month.
• Reconcile bank accounts and maintain banking relationship including ordering supplies as needed.
• Prepare and present monthly PTO Treasurer reports (including Balance Sheet, Income Statement, Profit/Loss by Class, Budget to Actual, Trial Balance and other reports as needed).
• Maintain financial transaction forms and retain financial records.
• Review and facilitate proper investment of PTO assets.
• Have regular meetings with the principal to discuss all financial related issues and ensure a balanced budget.
• Maintain regular communication with PTO members, staff and vendors to ensure financial needs are being met (starting bank, expense reimbursement, budget, etc…)
• Attend monthly PTO General Meeting and Executive Board Meetings.
• Lead annual budget meeting and prepare annual budget. (April-June)
• Complete annual questionnaire, compile financial records and correspond with tax accountant to ensure accurate and timely filing of Federal and State Tax Return and renewal report to Registry of Charitable Trusts. (December)
• Renew Statement of Information with Secretary of State. (July - Every two years)
• Renew Liability and D&O Insurance Policy annually. (October)
• Facilitate the annual financial review (audit). (fiscal year end)
• Check in at school over the summer to obtain mail and outstanding bills.
• Auction: (October)
  • Attend auction meetings
  • Setup/Maintain online payment system.
  • Set up credit card account, assign users and train users as needed.
  • Prepare auction bid sheets using auction software.
  • Set up a network connection for the database, users and printer.
  • Work with Co-Treasurer to establish bank and ensure check-out flow.
  • Work night of auction maintaining database - check-in, input bidder/price info and check-out
  • Reconcile database, credit card system, and bank.
  • Post auction wrap-up (unpaid items, balancing, vendors, etc…)

• Collect money from the school office.
• Count money and reconcile with Money Worksheets.
• Prepare deposits (complete deposit slips and stamp checks); take deposits to bank; return Money Worksheets and deposit slip copies to co-treasurer.
• Attend PTO General Meetings
• Attend PTO Executive Board Meetings
• Discuss and approve requests between meetings via email or text
• Attend most PTO sponsored events