Officer Roles

President

  • Organization Oversight:
    • Responsible for overall strategic vision of the board and the organization
    • Fosters a sense of mission and team spirit for the Board
    • Maintains regular communication with HCE Staff/Administration to evaluate the PTO’s overall effectiveness in support of the school and to prioritize projects for PTO support
    • Monitors/manages relevant @hickscanyon.org email address
    • Represents the organization at monthly TUSD Coordinating Council meetings (evenings, TUSD offices)
    • Ensures all expenses and contracts that do NOT fall under a specific committee lead are paid/completed 
    • Along with the VP, manages events/programs that are not run by a lead (detailed at the end of this document).
    • Ensures the Board Manual is updated at the conclusion of each term
  • Board Management:
    • Presides over meetings, ability to call special meetings
    • Oversees Auditor and Financial Secretary Committee Members (see below)
    • Ensures all Officers are fulfilling role requirements as outlined (Holds members accountable for effective performance)
    • Ensures Chairs are fulfilling role requirements as outlined (Holds members accountable for effective performance)
    • Appoints members to fill roles as needed

 

Vice-President

  • Shadows/supports the President
  • Assumes the duties of the President in their absence
  • Monitors/manages relevant @hickscanyon.org email address
  • Organization Oversight:
    • Ensures all legal requirements related to the PTO’s bylaws and its California 501c3 status are upheld and respected (can be via other roles… but the VP is ultimately responsible to ensure things are done)
      • Maintains calendar of all compliance related activities and ensures all documents are filed correctly and on time.
      • Maintains hard copy binder and soft copy posting (Google Drive) of all compliance documents
      • Responsible for annual filing of California Statement of Information (Form SI-100)
      • Responsible for ensuring the PTO is in compliance with all School and District rules as needed (required forms, applications, etc)
      • Government Reporting: Responsible for ensuring completion of required filings (see manual)
    • Represents the organization at Superintendent Parent Advisory Council mtgs (3 mtgs/year – midday TUSD offices)
    • Along with the President, manages events/programs that are not run by a lead (detailed at the end of this document).
  • Board Management:
    • Google Workspace Account Manager (management of the org emails and shared drive)
    • Ensures Chairs (as assigned) are fulfilling role requirements as outlined (Holds members accountable for effective performance)
      • Chair assignments: X, X, X*

 

* The President and Vice President each oversee assigned Chairs (for example, the President may oversees Fundraising, Communications & Events… and the VP might oversees Student Programs & Specialty Programs). This does NOT need to be standard year-over-year… it can switch it up based on the President/VP strengths and interests.

Secretary

  • Board Management:
    • Monitors/manages relevant @hickscanyon.org email address
    • Custodial Setup request for board meetings (submit to front office 3 days in advance)
    • Purchase/expense coffee/donuts/bagels for “Coffee with Admin” events (4x/year)
    • Print/bring board “name sign placards” to meeting (names/titles for board members)
    • Record attendance at Board meetings (prepare/pass around sign up sheet and record names who attend online)
    • Help maintain rules of order at meetings (“Robert’s Rules of Order, Revised”)
    • Board Meeting Minutes:
      • Takes the minutes at each meeting: documenting actions, recording votes and decisions made by the board
      • Emails DRAFT minutes to all Board members within 1 week of the meeting
      • Once all board members confirm draft minutes – create PDF of minutes and submit to webmaster for posting – within 2 weeks after the meeting date.
      • When necessary, obtains information from records and minutes to help board members in a decision-making process
    • Review the orgs bylaws and policies/procedures annually to confirm compliance or make recommend updates
    • Documentation:
      • Maintains “Board Binder” after each meeting with copies of: Agenda, Approved minutes from prior meeting, Committee Reports if applicable
      • Signs documents, as delegated to do so, on behalf of and with the authority of the full board

Treasurer

  • Monitors/manages relevant @hickscanyon.org email address

  • Financial Management:
  • Budget and Financials Reporting:
    • Along with the full board’s input– responsible for the creation of the PTO’s annual budget
    • Maintain YTD budget status spreadsheet (updated weekly)  
    • Manage cash flow. Alert board members when concerns arise. Give honest assessment of projected expenses and realistic expectations for purchases.
  • Maintain the organization’s financial software (Quickbooks)
    • Record all transactions (revenue and expenses) coded to proper accounts.
    • Monthly reconciliation of expenses/revenue with bank account.
    • Revenue:
      • Ensure donations/payments are recorded in a timely manner (monthly transfers from all donation platforms)
        • Cash
        • Checks
        • Fundraising platform transfers (Stripe, Zeffy, etc.)
      • Manage Matching Gift tracking and reporting
    • Expenses:
      • Preparation of outgoing checks (per outlined approval process as described in the Board Manual)
      • Manage Jotform platform for invoice submissions
      • Management/tracking of invoices and receipts
      • Ensures all Chairs submit receipts for any PTO expenses at each month end and are paid out/reimbursed within 3 weeks.

Officer Support Committee Members:

    • Financial Secretary (reports to President)
      • Verify deposit forms and deposit funds into bank account
      • Deliver copy of deposit form and deposit receipt to Treasurer
    • Auditor (reports to President)
      • Audit the books and financial records of the organization and prepare a written report documenting the results of the audit at the following times:
        • semi-annually: as of January 31 and June 30 of each year
        • upon resignation of the Treasurer, Financial Secretary or President
        • at any time deemed necessary by the President
      • Auditor may not be related by blood or marriage or reside in the same household as any officers of the org and/or authorized signers of checks.

Parent Representation on Non-PTO Boards and Committees:

  • TUSD’s Coordinating Council
    • 1 meeting/month during school year
    • President (VP as Sub)
  • TUSD’s Superintendent Parent Advisory Council
    • 3 meetings/year
    • VP (Chairs as Sub as available)
  • School Site Council
    • 4 zoom meetings/year
    • One officer must sit on council – and PTO is tasked with helping Admin find 4 additional parent members)
  • TUSD GATE Program Council
    • 1 zoom meetings/year
    • PTO is tasked with helping Admin find 1 representative (ideally to serve for multiple years)

Responsibilities handled by the President and VP (can be split between the 2 or shared – Pres and VP can decide together and split up as they like): 

  • Ensure PTO has assigned reps for all required TUSD committees (see above)
  • Host Back-to-School Teacher Luncheon the day before school (catering/décor/ short welcome speech on behalf of PTO)
  • Order staff t-shirts (designed in coordination with Principal) distributed to staff at the teacher luncheon
  • Purchase/expense refreshments (coffee and donuts/bagels) for “School Tours” events (January)
  • Purchase gifts for and deliver to school on behalf of the PTO:
    • Admin Birthdays (Principal, AP, Guisela, Aimee)
    • Staff Appreciation Days:
      • Custodial Team for Custodial week – confirm team members with Admin (October)
      • Administrative Professionals Day – Aimee & Guisela (April)
      • Assistant Principals Week – Katie (April)
      • School Principal’s Day – Deena (May)
    • Every Student Succeeds Award (January – Admin will tell you the student’s age/gender)
    • Teacher of the Year
  • Handle shirt ordering for intra-district sports teams:
    • Volleyball (girls in fall, boys in spring)
    • Track
    • Run Club (aka “Kids Run OC”)
  • Act as tour guide hosts for the School Tours for prospective students (January) Principal might also request additional tour hosts.
  • Ensure all “non-assigned” expenses on the budget are invoiced and paid (any line items not assigned to a PTO lead.. including teacher stipends, invoices, etc)
  • Ensure compliance with all TUSD facility usage requirements, including collecting/submitting COI/Endorsement info for each vendor on campus
  • Schedule volunteer support for school activities as requested by Admin:
    • Picture Day/Makeup Picture Day
    • Hearing/Vision Testing Day
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