MTES PTO Executive Board Position Interest
Please fill out the form below if you have interest in serving on the PTO in an executive position for the upcoming 2 year term. Descriptions of the 4 positions are located at the bottom of the survey. This form will be used to connect with you with the current PTO board members so they can answer any questions you might have before the upcoming nominations which will take place Tuesday, April 16th at 6:30pm. Thank you for your interest to serve the amazing staff and students at Monon Trail Elementary School!
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PTO President
Characteristics:
Problem solver who is comfortable delegating and naturally takes a leadership role. Desire to serve the needs of the school with a strong understanding of the organization’s mission.

Responsibilities:
- Lead PTO meetings
- Serve as the primary contact to the principal and represent the PTO at meetings of other groups
- Serve as an ex-officio member of all committees
- Manage corporate sponsorship fundraising
- Manage teacher grant process
- Retain all official records of the PTO and ensure all bylaws of the organization are followed

Monthly Tasks:
• Prepare and lead PTO meetings • Review the treasurer’s report and newsletters
• Have regular check-in meetings with the principal, staff, and PTO board
• Thank volunteers and sponsors for their efforts

Annual Tasks:
• Finalize the activities calendar and board meetings with the board and school administration
• Double-check key organizational dates (insurance policy renewal, incorporation with the state, and IRS Form 990-EZ)
• Determine which committees need to be filled the following year, and work with VP to reach out for volunteers and committee members

PTO Vice President
Characteristics:
An excellent listener and communicator that enjoys collaborating with others on events and projects

Responsibilities:
- Oversee committees and room parents and act as a liaison between committees and board members
- Perform the duties of the president if the president is absent or unable to serve
- Manage a volunteer list
- Be a liaison for new families and committee members
- Serve on a minimum of 2 committees

Monthly Tasks:
• Actively participate in PTO meetings
• Check in with committees working on upcoming events
• Follow up with committees after events
• Manage any additional volunteer needs of teachers and staff (each committee manages their own volunteer needs)

Annual Tasks:
• Hold a committee chair orientation in September (collect/ disburse binders)
• Hold a room parent orientation in September

PTO Secretary
Characteristics:
Proactive and responsible individual with excellent communication, computer, and organizational skills.

Responsibilities:
- Record the minutes of PTO meetings and update on PTO website in a timely manner
- Maintain a complete file of all approved minutes, agendas, and materials distributed at any meeting
- Manage communications and marketing for the PTO, including:
• PTO newsletters • Email broadcasts • Website - Social media (Facebook & Twitter) • Bulletin boards
- Serve on a minimum of 2 committees

Monthly Tasks:
• Record minutes of PTO meetings and distribute/ upload them in a timely manner
• Update and distribute PTO newsletters(5 issues) and marketing information
• Use email and social media to send meeting reminders, announce upcoming events, and distribute the PTO newsletter
• Review PTO website and update as needed
• Monitor and post news and information on PTO Facebook page

Annual Tasks:
• Update bulletin board displays
• Maintain a file of all your work, including photos of displays and samples of each document

PTO Treasurer
Characteristics
Honest and organized individual that follows through on tight financial controls. Proficiency with Excel or Quicken is required.

Responsibilities
- Develop and monitor the budget
- Collect fundraising money
- Write checks for purchases, grants, and reimbursements
- Track income and spending
- Create financial reports from bank transactions
- Organize & file the paperwork for annual audit/ tax return.
- Serve on a minimum of 2 committees

Monthly Tasks
• Identify and post financial transactions
• Create monthly PTO treasurer reports (transaction report & budget report)
• Reconcile bank accounts
• Write checks and make deposits as needed
• Preserve financial records, including invoices, purchase orders, and receipts

Annual Tasks
• Lead annual budget process in August • Present budget for approval at September PTO meeting
• Ensure that Form 990-EZ (annual IRS return for 501(c)(3) groups) is filed on time
• Renew incorporation with the state • Prepare/ research paperwork needed for accountant to file tax return

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