PTO Board Roles

preside over meetings of the organization
serve as member ex-officio of all committees of the organization
appoint chairperson of each standing committee and persons to fill vacancies
work with secretary to set schedule and prepare agenda for board meetings
serve as spokesperson for the organization,…act as the main liaison with principal (regular meetings) and staff
hold keys to mailbox, on-site and off-site storage lockers
mobilize board members/PTO volunteers in readiness for school events and membership drive
oversee PTO announcements (ex: flag salute, PTO meeting communication, etc.)
appoint an SSC, VPA Booster, and SELAC liaison

prepare annual budget (MoneyMinder) for membership approval
receive and deposit monies for the organization
pay out monies owed/promised by the PTO
keep an accurate record of all finances; reconcile event and fundraising proceeds (e.g. square, cash deposits,…)
present a monthly and annual statement of account to membership
present bank statements with monthly reports to reconcile (either to non-executive board members or audit committee)
coordinate tax filing with professional CPA
drive processes for financial dealings with school (teacher grants, field trips)
submit SCO form to school district (at start of new school year)
submit SCO audit to SJUSD (due Dec/Jan)
provide audit committee with all documentation needed
update insurance (summer)
update square / paypal passwords as needed
collect employee matching funds/ensure programs are in place
reconcile Benevity payments
coordinate bank signatory sign-over in support of new BOD members, yearly and as required

prepare and print agenda & minutes for PTO monthly meetings; send electronic copies to VP Technology
work with president to set schedule and prepare agenda for BOD meeting
prepare minutes for BOD meeting and publish to Board members
distribute PTO newsletter
ensure information is posted to PTO calendar, social media, ParentSquare (when appropriate) and website

oversees business partnerships committee
oversee ongoing fundraising committees ( Write-A-Check, Restaurant Nights, Box Tops, Jamba Juice, Sees Candy, etc.)
outreach on company matching
PTO Liaison for one-time fundraising committees (Walk-A-Thon, Science Camp, Trace Angels)

coordinate seasonal fundraising (e.g. fall festival / walk-a-thon, winter event, spring event, silent auction)
coordinate teacher appreciation luncheon
coordinate winter and spring See Candies drive

organize the annual PTO membership drive during the beginning of the school year and the on-going process to encourage membership
manage PTO membership list
drive board member nominee solicitation and voting process

apply for event permits
connected to all major event committees (eg, Science Night, Black History Month, VIP and Me Dance, Hispanic Heritage, BTS events, Staff Appreciation events )
managing tickets and payments
oversee back to school committee
work with Secretary and VP of Technology to promote events to the school community

coordinate volunteers for PTO events
partner with VP of technology to implement effective on-line volunteer sign-up (Signup Genius)
facilitate the connection between Trace community for overall volunteerism (e.g. Hoover & Lincoln students)
With Membership Coordinator, lead PTO membership drive during back to school events
coordinate with leaders of Walk-N-Roll, garden, and other ongoing special interest committees
coordinate Kinderworld family engagement

act as a liaison to the Trace community by overseeing academic outreach events (Math Kangaroo, Educational assemblies, Test Snacks)
apply for grants to support academics
coordinating PTO sponsored After School programs
work with library liaison (author visits, book fair)
coordinate field trip payments
coordinate science camp closet

design & implement user friendly PTO website
liaison with Trace website owner to maintain linkages between school and PTO websites
maintain PTO BOD alias list
manage Google Workspace
partner with secretary on PTO website content