Image by Jan Kahánek
PTO Executive Board

Board Role Descriptions

The Amesbury PTO consists of:

1 President

1 Treasurer

1 Secretary

1 Member at Large from AES

1 Member at Large from CES

  

PTO President

The PTO president is the custodian for the overall management of the Amesbury PTO. They ensure processes are followed and all activities align with the PTO’s mission. This person also ensures open dialogue/communication with principals, committee chairpeople, teachers, and the parent/guardian community is continuously in play. It is critical that the person who represents the President understands that their actions reflect the reputation of the group. The PTO president is a member of the executive board.

Characteristics

  • Desire to serve the Amesbury PTO, students, and both AES and CES schools

  • Understanding of the organization’s mission

  • Willingness to delegate tasks

  • Good listening skills

  • Effective communication skills

Responsibilities

  • Preside at general PTO meetings and executive board meetings

  • Serve as the primary contact to the principal(s) and school community

  •  Represent the PTO at meetings or other groups if needed

  • Retain all official legal records of the PTO

  •  Check PTO mailbox 2x per week, forward mail to PTO officers as needed

Typical Monthly Tasks

  • Prepare for and lead executive board meetings

  • Prepare for and lead PTO meetings

  • Prepare agendas for all meetings

  • Review the treasurer’s report

  • Have regular check-in meetings with the principals

  • Thanks volunteers for their efforts

Typical Annual Tasks

  • Finalize the activities calendar with the principals

  • Double-check key organizational dates, including the PTO insurance policy renewal,

  • incorporation with the state, and IRS Forms

  • Determine which officer and committee chair positions might need to be filled, and help coordinate efforts to campaign for volunteers

  • Meet with Executive Committee in July/August for strategic planning and to determine the annual budget

  • Maintain log of passwords and update annually
     

WHEN OUTGOING:

  • Provides one-on-one with the incoming president, procures past and current files, passwords, and provides training

PTO Treasurer

The PTO treasurer is the custodian of the Amesbury PTO funds. The treasurer helps develop the budget, collects fundraising money, writes checks for purchases and reimbursements, tracks income and spending, makes financial reports, and organizes the books for annual audit. The treasurer is a member of the executive board.

Characteristics

  • Desire to serve the Amesbury PTO, students, and both AES and CES schools

  • Understanding of the organization’s mission

  • Must know how to use Excel and Quicken

  • Appreciates the value of a balanced budget

  • Good listening skills

  • Appreciates the value of a paper trail; willing to follow through on tight financial controls

  • Honest, organized, and tenacious; not put off by paperwork, forms, documents, numbers

  • “In touch” with school activities and PTO business, or wants to become in touch

  • Understands that this role is the custodian of other peoples’ money

Responsibilities

  • Manage the Amesbury PTO budget, ensuring it is balanced, up-to-date, and very organized

  • Act as the point of contact for financial transactions/requests

  • Securely maintain files and passwords

Typical Monthly Tasks

  • Post financial transactions to our financial system as they occur throughout the month

  • Create monthly PTO treasurer reports (transaction report, performance to budget report)

  • Reconcile accounts

  • Write checks as needed (two signatures and proper paperwork required)

  • Make deposits in a timely fashion, as needed

  • Keep financial transaction forms available for all volunteers

  • Preserve financial records, including invoices and control forms

  • Oversee the use of PTO debit card

Typical Annual Tasks

  • Lead annual budget process with Executive Committee in July/August to determine the annual budget

  • Present budget for approval at September PTO meeting

  • File IRS forms and annual IRS information required for 501c3 groups

  • Review incorporation with the state

  • Facilitate annual financial review (audit)
     

WHEN OUTGOING:

  • Provides one-on-one with the incoming treasurer, procures past and current files, passwords, and provides training

PTO Secretary

The PTO secretary is the custodian of the Amesbury PTO communications and file archiving. The secretary manages the PTO’s public-facing platforms and formal communications. The secretary is a member of the executive board.

Characteristics

  • Desire to serve the Amesbury PTO, students, and both AES and CES schools

  • Have a proficiency for copywriting and a good degree of technical acumen to create and distribute communications on social media, website, newsletter, and other media platforms

  • Good listening skills

  • Organized, and a stickler for neat paperwork, forms, and document management

  • “In touch” with school activities and PTO business

  • Understands Robert’s Rules of Order

Responsibilities

  • Provide communications to the AES and CES offices for ensuring PTO information is included in the schools’ parent communicator/polys, and when necessary, to leverage robocalling

  • Archive agendas from both general and executive meetings

  • Record executive board meetings and retain minutes

  • Record, distribute, and retain minutes of general PTO meetings

  • Maintain a complete file of all approved minutes, agendas, and materials distributed at any official PTO meeting Typical

  • Administer the general PTO email inbox, and PTO communication platforms including the Facebook Group, website, and emails/newsletter

  • Oversees the PTO’s archiving and documentation for all initiatives

Typical Monthly Tasks

  • Distribute news/communications to the AES and CES offices including meeting reminders, announcements of upcoming events, etc.

  • Review PTO website and Facebook Group and update as needed

  • Prepare and distribute the PTO newsletter

Typical Annual Tasks

  • Collect email addresses from members

  • Securely maintain files for all work

  • Notifies local media about interesting PTO news when applicable
     

WHEN OUTGOING:

  • Provide one-on-one with the incoming secretary, procures past and current files, passwords, and provides training

PTO AES Member At Large

The AES PTO Member at Large is the school’s PTO representation for the AES school community. This person acts as the liaison between the AES principal, staff and parent/guardian community and the executive board. They bring forth the unique perspectives and/or needs of the community to the general PTO. The AES Member at Large is a member of the executive board.

Characteristics

  • Desire to serve the Amesbury PTO, students, and both AES and CES schools

  • Understands that this role serves as a representative

  • Highly “in touch” with school activities and PTO business at AES

  • Ideally outgoing and a “people person”

  • Good listening and communication skills
     

Responsibilities

  • Attends all general and executive board meetings

  • Serves to get input, provide feedback, and become a spokesperson for the AES staff, parents, and students

  • Mentors new volunteers/members from AES, including new committee chairpersons

  • Willing to take on Adhoc duties as they arise. (This might include overseeing subcommittees, external groups, or collaborations with other organizations.)

  • May also sit on certain committees to ensure the board's directives and committee's desires align.

Typical Monthly Tasks

  • Attends meetings

  • Communicates any business matters brought forth by the AES community.

Typical Annual Tasks

  • Provides communication support between PTO and AES

  • Supports and acquisitions new AES volunteers
     

WHEN OUTGOING:

  • Provide one-on-one with the incoming member at large, procures past and current files, makes introductions to people in the AES community

PTO CES Member At Large

The CES PTO Member at Large is the school’s PTO representation for the CES school community. This person acts as the liaison between the CES principal, staff and parent/guardian community and the executive board. They bring forth the unique perspectives and/or needs of the community to the general PTO. The CES Member at Large is a member of the executive board.

Characteristics

  • Desire to serve the Amesbury PTO, students, and both AES and CES schools

  • Understands that this role serves as a representative

  • Highly “in touch” with school activities and PTO business at CES

  • Ideally outgoing and a “people person”

  • Good listening and communication skills
     

Responsibilities

  • Attends all general and executive board meetings

  • Serves to get input, provide feedback, and become a spokesperson for the CES staff, parents, and students

  • Mentors new volunteers/members from AES, including new committee chairpersons

  • Willing to take on Adhoc duties as they arise. (This might include overseeing subcommittees, external groups, or collaborations with other organizations.)

  • May also sit on certain committees to ensure the board's directives and committee's desires align.

Typical Monthly Tasks

  • Attends meetings

  • Communicates any business matters brought forth by the CES community.

Typical Annual Tasks

  • Provides communication support between PTO and CES

  • Supports and acquisitions new CES volunteers
     

WHEN OUTGOING:

  • Provide one-on-one with the incoming member at large, procures past and current files, makes introductions to people in the CES community

©2019 by Amesbury PTO