PTSO Executive Board Member Guidelines
A. President
1. Preside at all regular monthly and Executive Committee meetings of the PTSO.
2. Approve all regular and special committee chairmen as authorized by the by-
laws or by vote of the Executive Committee.
3. Supervise the activities of all officers and committees and see that they function
properly.
4. Be ex-officio member of all committees.
5. Prepare an agenda with consultation of the secretary and officers for each
meeting of the Executive Committee.
6. Be the spokesperson for PTSO.
7. Be responsible for taking the necessary steps to cause any deficiency to be
corrected, or to request the removal of any officer, committee, or committee
member or members not functioning adequately. To carry out this duty, the
President shall have the right to request the Executive Committee to vote to
discharge any committee, committee members, or to declare any office vacant.
This action shall require the majority consent of those present at any regular
Executive Committee meeting.
8. In the absence of the Treasurer, will make disbursements of funds by properly
authorized checks until the treasurer returns or until a new treasurer is approved
and elected by the Executive Committee.
9. Attend monthly School Board meetings representing the PTSO.
10. At the end of the term, turn over all books and files to the successor to assure a
smooth turnover for future years.
B. Vice Presidents
1. Will handle the duties of the President in case of illness or excused absence of
the President.
2. Will assist the President in any way.
3. Attend all meetings of the executive committee.
4. Give direction to assistant vice-president as needed.
5. Will oversee committees assigned by the President.
6. Will coordinate all the projects pertaining to your school.
7. Prior to the school, formulate and propose a calendar of events for the year for
your school.
8. Be responsible for maintaining and documenting records for all events held by
the PTSO in your school, i.e. the pre-plannings, the event, after the event, and a
list of volunteers and members participating in these programs.
9. At the end of the year, turn over all books and files to the successor to assure a
smooth turnover for future years.
C. Assistant Vice President
1. Will be expected to attend monthly PTSO Board meetings.
2. Will assist the Vice President with the planning, organization and execution of
activities pertaining to an individual school.
3. Will assist the Vice President with the documentation of records necessary for all
activities held for an individual school.
4. Will assist with necessary phone calling as directed by the Vice President to
secure volunteers for individual school programs.
5. Will assist the Vice President in the general performance of that position as so
directed.
6. Will accept the responsibilities of the Vice President due to their absence or
inability to continue with the position.
D. Secretary
1. Will maintain and be custodian of the files, records, and properties of the PTSO.
2. Will attend all general meetings and Executive Committee meetings.
3. Will maintain and prepare records and minutes of the Executive Committee
meetings and general meetings. The records shall be typed and available
at all times for examination by members of the PTSO.
4. Will have preceding meeting minutes ready for distribution by the next PTSO
meeting.
5. Will at the end of the term, turn over all books and files to the successor to assure
a smooth turnover for future years.
E. Treasurer
1. Will attend all meetings of the Executive Committee and general membership
meetings.
2. Present all PTSO bills for approval by the Executive Committee.
3. Receive, deposit and account in the name of PTSO.
4. Keep an itemized book of accounts, entering therein every item of receipt and its
source; also, record every disbursement with the reason for and check number in
each case.
5. Receive monetary proceeds from any PTSO activities.
6. Make disbursements only by properly authorized checks, approved by the PTSO
Executive Committee or President.
7. Make a written financial report of each PTSO club event, itemizing receipts and
disbursements, providing an accurate picture of the state of the treasury. This
report is to be presented at each current monthly meeting of the Executive
Committee, with a complete copy to the secretary.
8. Furnish an Annual Report at the PTSO meeting in June.
9. At the end of the term, turn over all books and files to the successor to assure a
smooth turnover for future years.
10. In the event that the treasurer is ill and cannot serve, the president will make
disbursements.
A. Teacher Representative
1. Will work with the Vice-President and Program Chairperson from their
respective schools.
2. Will help organize programs and projects in their schools.
3. Will act as liaison between teachers and PTSO members {and will report about
PTSO meetings at regularly scheduled building staff meetings.}*
4. Will attend all meetings of the Executive Committee and all programs related to
their school.
5. Will pass on suggestions to the Executive Committee for program and projects
that pertain to their school.
B. Publicity Chairperson
1. Arranges for media coverage of all major events. This includes typing flyers and
reminders, making posters, contacting radio, TV, and newspapers, announcements
of the District Bulletin Board, and in some cases, arranging for mailings.
2. All materials from the publicity committee must be submitted to and approved
by the Superintendent of Schools prior to release.
3. Will attend all meetings of the Executive Committee.
4. Will maintain a file to pass on to the successor and give one copy of records to
the secretary for the PTSO general file.
C. Hospitality Chairperson
1. Will work closely with the vice-president of individual school functions.
2. Will be responsible for the purchasing and storage of supplies needed for
refreshments. (Reimbursement or money prior to expenditures can be solicited
for and approved at any Executive Committee meeting.)
3. Through a roster of available volunteers, will be responsible for:
delivery of refreshments, baked goods and other foodstuffs.
set-up and clean-up of functions requiring refreshments.
4. Will be the contact person for school staff who are requesting help and/or
refreshments.
D. Fundraising Chairman/Committee
1. Shall be responsible for determining the feasibility of fundraising events that
have been approved for consideration by the Executive Committee.
2. Will attend all meetings of the Executive Committee and general membership to
give updates and reports of the fundraising activities.
3. Will be responsible for maintaining and documenting the preplanning of new
fundraisers held during the year .
4. Will turn over all project information to the vice-president/executive board after
approval for committee organization.
E.* Student Representatives
Two students from the High School and two students from the Middle School shall
become voting members of the PTSO Board. These students are selected
on a voluntary basis, as this is not an elected position.
1. These students shall attend monthly meetings of the PTSO
2. Will accept the responsibility of reporting to the appropriate school governing
organization of their respective schools regarding the PTSO meetings.
3. Will assist in the communication between the PTSO and the students
in the school district.
*Quorum: A quorum will consist of the members of the PTSO board attending the PTSO
meeting. A motion is considered passed if a majority of the quorum votes in the affirmative.
* Revised and passed 9/10/01