Thank you all for your speedy responses. I am sure we can incorporate these to fit our little school.

Note to Kelleyraek, I would love to hear more about your Back to School BBQ, sounds like fun.

Thanks, Lesa

Here are ours... hope they help!
Kelley
Madison PTO
Mount Vernon, WA

The officers duties shall include a review of the preliminary budget in preparation for general membership meetings, to solicit and designate committee chair people for a variety of school related activities, to communicate on a regular basis with Parent Group officers from other schools, to invite consultants to meet with the Parent Group, to act as the official communications unit for the Parent Group, and to perform additional duties as deemed necessary for an effective and efficient operation.

Officer duties shall include, but not be limited, to the following:
President or Co-Presidents:
1. Serves as head of the Parent Group.
2. Attends, organizes, and conducts all Parent Group meetings and monthly Executive Board meetings.
3. Plays an active role in Madison Parent Group activities, such as: Back to School BBQ, family nights, Kindergarten Orientation, etc.
4. Serves as a liaison between staff and parents.
5. May vote in all situations.
6. Arranges for babysitting and translation at PTO meetings.

Vice President/ Fundraising Coordinator:
1. Attends all scheduled meetings.
2. Assists the President as needed.
3. May vote in all situations
4. Assumes the duties of President if the president is unable to execute the responsibilities of the office
5. Oversees all fundraising activities.
6. Plays an active role in Madison Parent Group activities, such as: Back to School BBQ, family nights, Kindergarten Orientation, etc.

Treasurer:
1. Attends all scheduled meetings
2. Attends to payment of all bills in the appropriate manner.
3. Prepares and makes all deposits.
4. Maintains necessary records and documentation.
5. Presents a monthly report to the executive Board.
6. Presents a report at each general membership meeting.
7. Ensures appropriate cash handling procedures are used at Parent Group activities.
8. Plays an active role in Madison Parent Group activities, such as: Back to School BBQ, family nights, Kindergarten Orientation, etc.
9. May vote in all situations.
10. Proposes budget to officers in August of each year.
11. Responsible for ensuring that correct signatories are in place by September of each year.

Secretary:
1. Attends all scheduled meetings.
2. Records minutes of all meetings. If unable to attend, makes arrangements for another officer to fulfill the role.
3. Prepares written minutes of all meetings and posts on the Parent Group bulletin board and the school website.
4. Assists with all written correspondence of the Parent Group
5. Assists with flyers and hand outs for Parent Group activities.
6. Prepares agendas for scheduled meetings.
7. May vote in all situations.
8. Plays an active role in Madison Parent Group activities, such as: Back to School BBQ, family nights, Kindergarten Orientation, etc.

Members at large:
1. Attends all scheduled meetings.
2. Present the views and opinions of different segments of the Madison Elementary population.
3. Help with various Parent Group activities.
4. May vote in all situations.
5. Plays an active role in Madison Parent Group activities, such as: Back to School BBQ, family nights, Kindergarten Orientation, etc.

The voting membership can adapt these offices to fit the needs of the Parent Group on a yearly basis as long as proper documentation of the proposed changes is included in the minutes. Co-officers are encouraged.

Here are ours. Similar but a little different. We're actually in the middle of revising these to sound less stuffy. Like, why does it say "the organization" when we really mean "the PTO"? But the basic list of duties will stay the same.


Section 1 - President - Duties
a. Preside at all meetings.
b. Present any new business.
c. Be the official spokesperson for the organization.
d. Act as custodian of all records of the organization.
e. Recruit committee chairpersons.
f. Deliver to the successor in office, all records in his/her possession by fiscal year end.
g. Create and publish the annual PTO calendar by the first PTO meeting of the school year.
h. Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.

Section 2 - Vice President - Duties
a. Aid the president.
b. Perform the duties of the president in the event of that officer’s absence or inability to serve.
c. Act as liaison between committee and project chairs with the Executive Board.
d. Deliver to the successor in office, all records in his/her possession by fiscal year end.
e. Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.

Section 3 - Recording Secretary - Duties
a. Prepare the agenda for the General Membership meetings with the assistance of the President.
b. Prepare any materials needed for distribution or reference at General Membership meetings.
c. Take minutes at Executive Board and General Membership meetings.
d. Finalize minutes, obtain necessary approvals, and post minutes in a timely manner.
e. Keep the files of communications, papers, and documents belonging to the organization.
f. Shall deliver to the successor in office, all records in his/her possession by fiscal year end.
g. Shall submit a written report detailing responsibility and recommendations to the future board by fiscal year end.

Section 4 - Corresponding Secretary - Duties
a. Prepare any correspondence and publicity for the organization as needed, including meeting announcements and periodic newsletter.
b. Recruit volunteers, or be responsible for the following:
i) Conduct the fall and spring PTO Membership Drives.
ii) Prepare the Scotch School Directory
iii) Establish the Scotch School Fan-Out Network
iv) Chair the Room Parent Committee
v) Maintain the PTO display case
c. Deliver to the successor in office, all records in his/her possession by fiscal year end.
d. Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.

Section 5 - Treasurer - Duties
a. Be custodian of all organization funds, and shall be authorized to disperse funds on behalf of the PTO.
b. Give written monthly financial reports for approval at General Membership meetings.
c. Provide a monthly cash-flow report at Executive Board Meetings.
d. Prepare a year-end financial report by fiscal year end.
e. Deliver to the successor in office, all records in his/her possession by fiscal year end.
f. Submit a written report detailing responsibility and recommendations to the future board by fiscal year end.

[ 04-04-2006, 12:33 AM: Message edited by: Critter ]

Here is a list of officer duties from our by-laws. Hope this helps. Good luck!

Duties of the Officers
1. The President shall:
a. Preside at all meetings of the organization and the executive board.
b. Be a member ex-officio of all committees.
c. Perform such duties as may be prescribed by these bylaws or assigned by the organization or the executive board.
d. Coordinate the work of the officers and committees, in order that the objectives may be promoted.
e.Be accompanied by at least one other officer in conducting or attending meetings with the school board administrative staff or board of education, or with any group outside of the East/West Elementary PTSO.
f. Must be organized & have an agenda at each meeting.

2. The Vice President shall act as an aide to the President and shall in their designated order perform the duties of the President in the inability of that officer to serve & may be assigned other duties by the President.

3. The Secretary shall:
a. Keep an accurate record at all meetings of the organization and the executive board.
b. Keep on file a copy of the current by-laws. This information is to be kept in a permanent record book that is to be in custody of the current secretary.
c. Conduct the correspondence delegated & file correspondence received.

4. The Treasurer shall:
a. Receive all monies due of the organization & to disburse same when ordered by the executive board.
b. Keep an accurate record of receipts and expenditures.
c. Present a financial statement at every meeting of the organization, showing receipts, expenditures & balances on hand in the bank and at times when requested by the executive board.
d. Make a yearly report at the annual meeting.
e. The signatures of the treasurer, another officer, school principal, or school secretary must be on any & all checks written, thus requiring 2 signatures to validate checks.

Do any of you have general job descriptions for all of the Officer Positions within the PTO? We are getting ready for our election this year, and as some of you may know it is very hard to get people to volunteer for these positions. We were hoping if we had a general job description that we could conform to our PTO, we could maybe entice some people to step-up.

Thank you.