St. Antoninus PTO Job Descriptions

1. This position involves a 2-year commitment of time, serving the first year as Vice President and the second year as President.

2. The President will attend all PTO board and general meetings and will chair all meetings.

3. The President will set dates for general meetings and schedule the meeting place with the church secretary.

4. The President will set dates and meeting place for all board meetings.

5. The President is the liaison with the school principal and the pastor. 

6. The President will coordinate the First Grade Orientation date and agenda with the Principal.

7. The President will coordinate the Open House date and agenda with the Principal.  He/she will verify that the PTO reception committee coordinates drinks/snack for the Open House reception.

8. The President will coordinate the purchasing of Christmas gifts from the PTO to the various receivers.

9. The President will receive nominations for open board positions and assist the Nominating Committee in filling all open positions.

10. The President will request in writing a Wish List from the Pastor, Principal, and DRE.   He/she will ascertain that sufficient information is available for all Wish List items to be voted on at the May Budget meeting.  Upon acceptance of items at the May Budget meeting, the President will deliver such acceptance in writing to the Pastor, Principal, and the DRE.  He/she will also announce such acceptance in the weekly Newsletter placed in the weekly White Envelope.

11. The President will submit a President’s report in a June publication of the church bulletin.

12. The President will coordinate the completion of the annual independent audit prior to the end of the fiscal year.

13. The President will work with the other Officers to facilitate the activities of PTO.

VICE PRESIDENT/CO-VICE PRESIDENT

1. This position involves a 2-year commitment of time, serving the first year as Vice President and the second year as President.

2. The Vice President will attend all PTO meetings and will chair any meetings in the absence of the President.

3. The Vice President will read the Treasurer’s Report, the Secretary’s Minutes or Announcements from the previous meeting in the absence of that Officer.

4. The Vice President will ensure that all Committee Chairs for the upcoming school year are filled or will ask for volunteers at the final PTO meeting in May.

5. The Vice President will host a reception for all Committee Chairs, Officers, and faculty at the end of the school year.   This reception is a thank you and welcome to all outgoing and incoming Committee Chairs and Officers.

6. The Vice President will coordinate 3 faculty lunches typically held in August, December, and May.

7. The Vice President will work with the other Officers to facilitate the activities of PTO.

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TREASURER/CO-TREASURER

1. This position involves a 2-year commitment of time, serving both years as Co-Treasurer.

2. The Co-Treasurers will collect and disburse all funds of the organization.

3. The Co-Treasurers must both sign all checks issued.

4. Each Treasurer will be assigned separate duties as follows:

Treasurer A.

1. Verify that “requests for reimbursement” are documented, accurate and within the approved budget

2. Write and sign the checks for reimbursement requests.

3. Make bank deposits, as necessary, for funds received.

4. Maintain accurate checkbook.

5. Maintain files (hard copies) of “requests for reimbursement” and supporting         documentation/receipts.

6. Maintain spreadsheet of the following expense allocations:  Teachers’ supplies, Teachers’ Continuing Education, and Field Trip allotments.

7. Maintain PTO coin box in the lunchroom for Hot Lunch Program.

Treasurer B.

1. Verify “requests for reimbursement” by co-signing all checks written by Treasurer A.

2. Reconcile checkbook balance to bank statement each month.

3. Enter checkbook data into QuickBooks (or comparable software) for the generation of annual financial reports.

4. Prepare the “Treasurer’s Report” for PTO meetings.

5. Prepare the next year’s budget for approval by members.

6. Prepare other financial reports as requested.

5. The Co-Treasurers will assist the independent auditor during the annual audit.

6. At present, other sources of funds the Co-Treasurers will oversee for PTO include:

Magazine Drive

Scripps Program

Surveys

Split the Pot

School Directory

Book Fair

Hot Lunch Program

Membership Dues

Spirit Wear

7. The Treasurer will work with the other Officers to facilitate the activities of PTO.

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1. This position involves a 2-year commitment of time, serving both years as Secretary.

2. The Secretary will attend all PTO meetings and record the proceedings.  At the meeting, the Secretary will read the prior month’s minutes for approval by PTO’s membership.  In addition to the foregoing, the Secretary will preserve minutes for future reference and transfer all records to the next elected Secretary.

3. The Secretary will receive all correspondence and if necessary, acknowledge such correspondence for the membership.  The Secretary will attend all meetings and read all correspondence, if appropriate.  Correspondence is not required to be saved after being read to members at a PTO meeting.

4. The Secretary will handle all correspondence, including, but not limited to, thank you’s, invitations, preparing announcements for upcoming meetings  to be distributed to the children at school in the White Envelope, weekly newsletter and on the Website.

5. The Secretary will prepare announcements for meetings for the weekly Newsletter and the Parish Bulletin, advising members of the details of the meetings (i.e., date, time, location, agenda, etc.).  The Bulletin notice should be sent to the rectory no later than noon on the Monday preceding its Sunday publication.  The weekly Newsletter notice is due by Thursday preceding the Monday publication.

6. The Secretary will work with the other Officers to facilitate the activities of PTO.

7. The Secretary will submit minutes to the school office within seven (7) days of the General Meeting so that minutes may be copied and included in the weekly White Envelope.

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FACULTY REPRESENTATIVE

1. This position involves a 2-year commitment of time, serving both years as Faculty Representatives.

2. The Faculty Representatives will be a liaison between PTO and faculty.  He/she will report on PTO activities at faculty meetings, coordinate faculty efforts with respect to PTO activities, and provide feedback from faculty to PTO.

3. The Faculty Representatives will attend all Board and General meetings.

4. The Faculty Representatives will work with the other Officers to facilitate the activities of PTO.

Revised: 04/2006

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