PTO Job Descriptions

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Executive Board Co-PresidentsExecutive Board Co-Vice PresidentsExecutive Board Recording SecretaryExecutive Board Corresponding SecretaryExecutive Board TreasurerClass ParentDirectory Co-ChairsParent SocialGarden and GroundsHospitalityMembershipVolunteer CoordinatorWebsite Administrator50/50 Raffle Chairperson
The Co-Presidents shall preside at all executive board meetings and general membership meetings of the PTO; shall perform duties as described in the bylaws or assigned by the PTO or the Executive Board; will work with the administration on calendar items and shall coordinate the work of the officers and committees of the PTO in order to meet the objectives of the PTO. All executive committee members are expected to be present for PTO meetings and events. More detail found in bylaws and binder.
The Co-Vice Presidents shall act as aides to the presidents and shall be delegated the duties of the presidents in case of absence or inability to serve. The Vice Presidents are responsible for the conference call equipment for PTO meetings and additional events such as the Freshman Parent Coffee in the fall. The vice presidents are in charge of the banner system for upcoming meetings and PTO events and responsible for the 8th grade volunteers and balloon bouquets for BTSN. As all executive committee members, being present for meetings and events is expected. More detail found in bylaws and binder.
The recording secretary shall record and disseminate the minutes of all meetings of the SHS PTO general membership and the Executive Board meetings, and shall perform other duties as may be delegated.  As all executive committee members, being present for meetings and events is expected. More detail found in bylaws and binder
The corresponding  secretary shall conduct the general correspondence of the organization as directed by the president and Executive Board including sending our weekly and special e-blasts through Constant Contact.  She will also coordinate the flow of information with the PTO Webmaster to ensure consistency of information across e-mail communication and website posts.  As all executive committee members, being present for meetings and events is expected. More detail found in bylaws and binder
The treasurer shall:  Maintain General Checking account; Deposit all revenues, write checks for approved budget items; Reconcile General Checking account on a monthly basis; Prepare and present financial report for Board meetings and General meetings; Prepare annual budget; Communicate with committee chairs if budget is exceeded or not met; Prepare annual tax returns: Form 990 and NJ Form CRI 300R (or prepare documents for outside accountant); Every other year file a NJ Games of Chance License renewal application.  As all executive committee members, being present for meetings and events is expected. More detail found in bylaws and binder
This is a four-year position with usually 3 to 4 parents per grade. The position has some flexibility and varies somewhat from year to year but this list describes what has typically been done. More detail found in the binders.

Parent Coffees are a usual tradition with some class specific additions of speakers from SHS administration or guidance. The class parents have provided the coffee/food and/or asked for volunteers. A $50 budget is available per class for these coffees for the year. Please see further description in Class Parent Document for using forms. We have found that it is more inclusive to have these coffees at SHS and not in a private home but due to the limited space in the school, the only parent coffees that can be hosted at the school are the Freshman and Sophomore parent coffees (topic specific). If this changes in the future, all coffees on SHS property must be scheduled (date and room) through the administration office.

FRESHMAN YEAR: The Freshman Parent Coffee is held in September and in the library and includes the Principal and Assistant Principals – introducing many of the topics new to freshman parents. A Q and A with the speakers is very informative as is the introduction of PTO execs and connected organizations. Prior to Thanksgiving Break: Buy and distribute snacks for “Hall-a-pa-looza”.

SOPHOMORE YEAR: Assist the Guidance Department with the hosting responsibilities for “Junior College Night” in the fall. Prior to Thanksgiving Break: Buy and distribute snacks for “Hall-a-pa-looza”. The Sophomore Parent Coffee has been held in the Spring and organized with the Guidance Department. It has typically included outside professional speakers sharing information about preparing for the college search process.

JUNIOR YEAR: Prior to Thanksgiving Break: Buy and distribute snacks for “Hall-a-pa-looza”. Recruit about 30 junior class parents to serve as volunteers at the graduation ceremony (they purchase & serve food) and a smaller number of volunteers to work at “Project Graduation” (The event at Lifetime Fitness that is for seniors and happens after the graduation ceremony).

SENIOR YEAR:  Prior to Thanksgiving Break: Buy and distribute snacks for “Hall-a-pa-looza”. With the SHS administrative team the Senior Class Parents help with graduation. They are responsible for securing donations from senior parents for graduation by letter, organizing the decorations (Balloons and flowers) and with volunteers secured by the volunteer coordinator they assist in set up on Graduation Day. The work is done early spring and end of school. The graduation contributions are held in the office and are to be picked up and delivered to the PTO treasurer in the weeks prior to and after graduation. 2015 binder notes offer more detail.

The directory co-chairs shall oversee and coordinate the preparation and publication of the annual Summit High School Student Online and/or Printed Directory utilizing MySchoolAnywhere software. Most of the work is done late August/early September.

Major tasks include getting a data feed of rising 9th graders from the LCJSMS directory database and adding them to the SHS directory database; “graduating” previous year’s seniors out of database; sending data confirmation emails to parents (so that each family can individually customize how they would like their entry to look in the directory); granting access to the online database once the confirmation process is complete.

If a printed directory is to be produced that year, the Directory Co-Chairs will produce the printed directory using the report writer in MySchoolAnywhere and determine when and how to print and distribute it (usually Back-to-School night).

Ongoing responsibilities include confirming new families into the directory database during the school year; deleting entries for families that have left SHS and helping parents with questions about their entries in the directory.

Previously called “The Dine Around” this fundraiser has been revamped to offer new and different opportunities for SHS parents to get together socially, have a good time and raise money to support the PTO programs at SHS.
The garden and grounds co-chairs are responsible for pruning and shaping selected areas, small amounts of spring and fall cleanup. Coordinate with the Science teacher team and the Planting Club to plant red tulips for red ribbon week and plant mums at the Kent Place sign for back to school night. Custodians coordinate to have debris picked up and brought to the dump. Most of the work is done in the spring and fall
The hospitality co-chair people are responsible for providing the food for Back To School Night, Junior College Night for College Representatives with the assistance of the class parents, The Teacher/Staff Holiday breakfast, The teacher Appreciation Breakfast and the End of the Year teacher/Staff Luncheon. The volunteer coordinator will obtain volunteers to assist with cooking, baking, set up and clean up. The work is year round
The membership chairperson is responsible for picking up the membership envelopes from the main office and entering the data from the membership envelopes into the excel spread sheet and providing the spreadsheets and contributions to the treasurer for deposit. The job is busy early September, but checks trickle in after that and are usually handled by the treasurer at that point.
The volunteer coordinator will design a form to be distributed in the back to school packet after discussing needs with chair people. She will then pass on the volunteers to their respective committee chair people. She will design sign up genius for all events and activities that require volunteers and send thank you notes to those who signed up. Busy in the beginning, but may need to design a sign up at various times throughout the year.
Technical Responsibilities: Maintain the summitshspto.com website and event calendar that was developed using WordPress CMS (Content Management System) and the Atahualpa Theme. Also manage the hosting service responsibilities via Bluehost. Requires basic knowledge of WordPress (or at least a willingness to learn), file transfer to a hosting service as well as the backup and recovery processes needed for the site’s database. Comfort working with a CMS a huge plus. Limited knowledge of CSS and HTML desirable; but not necessary.

Functional Responsibilities: Create posts on a daily to weekly basis based on the direction of the PTO Communications board officer.  Create an events calendar also based on the consolidated calendar from the PTO Communications board officer (mostly done at the beginning of the year.)   Maintain the list of Quick Links to other sites.

Coordinate 50/50 raffles and other “games of chance” activities at big sporting and performance events utilizing the SHS “Games of Chance” license. The money collected will benefit the Scholarship Fund to benefit SHS seniors