PTO Chairs (represented in Orange) each oversee a theme… managing committee members within that theme to handle those aspects of the PTO’s responsibilities.

Leads (represented in Green) are responsible for that one topic. A Lead might manage more people in their own sub-committee… or handle all aspects of that topic solo. 

• One person can be the lead on multiple topics – even across committees. (e.g., one person could be the lead on “5^th Grade Committee” (under Student Programs) and the lead on “Corporate Sponsorship” (under Fundraising).)
• A Chair (or another Board member) can also act as lead within any committee (the Chair of Specialty Programs can be the lead for Book Fair under “Events”)
• Every topic under the Chair’s domain should have just ONE name beside it… it could be their own name… or someone else’s – as the Lead. Even if that one name has more people working with them - one person is ultimately responsible for that topic.

Chair Responsibilities:

• Designate and manage Leads for each topic under your ownership (could be you or another individual)
• Ensure each Lead carries out their own responsibilities (see below), act as support for each one as needed, and hold members accountable for performance.
• Report updates as needed to President or VP
• Coordinate with all Leads prior to board meetings to determine who is speaking on each topic, and what is being presented. 
• Approve/Deny expenses as requested by your Leads – in keeping with approved budgets. Ensure Leads submit expense requests in a timely manner.
• Monitor/manage relevant @hickscanyon.org email address

Lead Responsibilities:

• Manage your topic in accordance with the set budget, deadlines and goals
• Monitor/manage relevant @hickscanyon.org email address for your topic
• Recruit/Manage your own committee IF needed (some topics you can do solo… and that’s ok… it’s up to you as the Lead!)
• Keep your Chair in the loop with updates and expense management (they are the ones approving your expenses)
• Request budget modifications OR other support via your Chair.
• Manage vendors, coordinate purchases, confirm all invoices/expenses are paid and expenses are tracked.
• Mange the following aspects of your event following the guidelines in the PTO resources: 
  • Marketing
  • Vendor Management
  • Volunteer support
• Ensure your topic has “best practices” and notes document recorded in PTO shared drive to be passed down year-over-year
• Actively work to create a succession plan (who will take over next year?) and train the newbie