Awhile back I posted the officer descriptions from our nominations form. It included elected officers and committee chairs.

Here's the link, if it helps.

www.ptotoday.com/ubb/ultimatebb.php?ubb=...f=24;t=000661#000000

If you are looking for things to be more defined and almost "mandatory" some of the descriptions for officers that you don't have but are in our PTA bylaws are as follows (I'm using one of our strongest PTAs bylaws as a guide)(I am also paraphrasing some of the lengthier descriptions even when I have not indicated, and I am only including things you have not already addressed)-
President- Perform such other duties as shall be described in these bylaws, prescribed by the parliamentary authority, or assigned to him/her by the association or the board. (also VP, Sec, Tres)
Serve as an ex-officio of all committees except the nominating committee.
Have at least two years of board experience.

VP- Have at least one year of board experience.
After successful completion of term as VP, assumes the office of President.

Secretary- Record minutes of all meetings (shortening this one up a bit) and present minutes at all meetings.
Maintain copies of all minutes.
Have a current copy of bylaws.

Treasurer- In accordance with the budget, make disbursements as authorized by (whomever is authorized to do so)
Make certain all vouchers are signed by an executive officer other than the treasurer.
Make certain that checks are signed by any two of the following members of the board, tres, pres or principal
Present a financial statement at every meeting and at other times when requested by board or president.
Prepare a year end report available for presentation at first meeting of following school year.
Prepare and file such forms as required by the IRS or other tax agencies.
No officer found shall remain (like sec above)
Present an annual report of financial condition of the organization.
Report the findings to the annual audit board.

Asst Treasurer-
Act as an aide to the treasurer
After successful completion of term assumes office of treasurer.

All officers-
Perform duties prescribed by parliamentary authoriy in addition to those outlined in these bylaws and those assigned them by the board.
Deliver to successors, all materials pertaining to their job.
Attend all meetings of the board and association.

Committees make and maintain a procedure book to be passed onto the following person. These are generally made and added to by each successive chair.
Officially, the bylaws that I am referencing state this for committees.

Standing committees will be bylaws, legislative, publications, fundraising, hospitality, partners in education, membership, reflections,(PTA only)Sierra council (PTA only) nominating, community share projects and student enrichment.
The board may create a standing committee as necessary to promote purposes etc (shortened) Term if chair is from time appointed to end of school year, until a successor is found, or for shorter time as specified at time of appt. Chairs have one vote.
Power to appoint lies with the board.
Special committees automatically go out of existence when it's work is done and final summary has been accepted.
Chair presents plan of work to exec for approval, make report of progress to board, at boards request, final written report upon completion. no committee work shall be undertaken without consent of exec committee.

hope that is helpful!
unless a successor is found, current officer shall remain until replacement is found.

WE have a file cabinet in our PTO room that has folders for all events. As people coordinate and work them, they put all their notes in the folders so the next person can utilize all the information. Each board member also has a folder that they keep all their projects and notes in and they get passed on to the next person who takes the position. In the past we have had a "transition" meeting in the summer to allow departing and incoming officers to get together and talk about their positions. That didn't happen last year and it really made it more difficult for some of the officers. Of course, the folders are only as good as the person putting the info in them!

Last year we had an entirely new board and we ran last year by the seat of our pants. For most committes, little or no information was handed over (including the old prez to my self). So, over the past year we have worked to write some descriptions for what each committee does and what they are responsible for. The officer descriptions are in our by-laws but the others are from scratch.

Here is our problem. They sound good, but still don't tell us what we do or how to do it. So, when someone new comes in or someone wants to help out, we are still "just getting it done".

Any advise on how to improve these or how to outline who does what and how? We are getting better, but its still a disorganized mess. Anyone have a manual on how to run a PTO, step by step? Something like PTO for Dummies? (there's a money making idea if anyone has actually created it!)

All descriptions are listed below (sorry for the long post).

President
• Preside at all General Membership Meetings and the Executive Board Meetings and calls the meetings to order
• Appoint a chairperson to all standing committees and special committees with the approval of the elected officers
• Execute decisions of the Executive Board
• Coordinate activities of the organization

Vice President
• Acts as aide to the President
• Perform duites of the President in the absence or inability of that officer to serve

Secretary
• Keep accurate records of all meetings of the organization and Executive Board Perform other duties as delegated

Treasurer
• Receive all monies of the organization; keep an accurate record of receipts and expenditures, payout local funds
• Present a financial statement at every meeting and when requested by the Executive Board and make a full report at the annual meeting
• Provide books to be audited annually by an auditing committee of three (3). The books shall be turned over to the Treasurer with a signed statement that the books are in order. The auditing committee shall be appointed by the President.
• Place all monies in a depository appointed by the President and approved by the Executive Board

Immediate Past President
• Serve as an advisor to the Executive Board for one year immediately following his/her term in office

Ways & Means
• Oversee the execution of all PTO related functions (fundraisers, events and activities)
• Report to the board on events, needs, progress and profits

Volunteer Coordinator
• Solicits and secures volunteers from the membership for school needs
• Keeps an organized database that is accessible to other committees and ensure that all members are given the opportunity to help
• Coordinates with other committees on an ongoing basis to ensure that the appropriate volunteers are present when needed

Membership
• Runs primary membership drive at Back-to-School Day
• Proactively seek membership through various medias (PTO Newsletter, Web site) as well as at PTO functions
• Serve as primary contact with PTO questions, comments or concerns and should relay those to the appropriate party to have addressed

Market Day
• Oversees all functions of Market Day including vendor and administration coordination and coordination with Volunteer Coordinator on needs.

Spirit Items
• Oversees research, development and sales of McGee school spirit items.
• Coordinates with the Administration on initiatives to encourage school spirit.

Publicity
• Coordinates marketing, communication and advertising needs of the PTO
• Develops, updates and distributes the PTO Newsletter and Web site.

Hospitality
• Makes everyone that interacts with the PTO feel welcome
• Make sure all staff, students, parents or community partners are shown appreciation when deserving recognition

Administration
• Represents the schools administration and relays information/needs to and from the PTO

Teacher Reps
• Represents the school’s teachers/staff and relays information/needs to and from the PTO