Meet Your Executive Board!

Co-Presidents

Duties of the President (1 year term*)

• Preside at all meetings of the association and the Executive Committee, and establish agendas for the meetings.

• Hold regular meetings of the Executive Committee.

• With the Vice-President, set dates for all fund-raising and other activities for the following year.

• Chair the budget committee (Principal, Teacher Representative, Executive Board) - budget for the following year to be submitted to the Principal prior to the annual meeting.

• Coordinate the duties of officers and committees.

• Be in continual communication with the principal on matters that may affect the organization.

• Act as liaison between members, the principal, and school district.

• Meet with principal to define duties.

• Attendance at all PTO meetings is recommended and should be considered before accepting a position on the executive board.

• Reconcile funds with Treasurer on a monthly or bi-monthly basis

• Maintain communication with members through social media

Co-Vice Presidents

Duties of the Vice-President (1 year term*)

• Act as an aide to the President

• Perform the duties of the President in the absence or inability of that officer to serve.

• Organize volunteers

• Coordinate the duties committees.

• Brief each chairperson as to his or her duties and responsibilities for the year.

• Attendance at all PTO meetings is recommended and should be considered before accepting a position on the executive board.

Co-Treasurers

Duties of the Treasurer (2 year term)

• Receive all monies of the organization

• Keep accurate records of receipts and expenditures.

• Pay out local funds in accordance with the approved budget as authorized by the organization and at other times when requested by the Executive Committee. TWO signatures shall be required on all checks written (the Treasurer and President or Vice President).

• Make a full report at all meetings, providing paper copies for the membership, and paper copies for the Executive Board.

• Present the budget to the General Membership for approval.

• Attendance at all PTO meetings is recommended and should be considered before accepting a position on the executive board.

• Maintain liability insurance for following school year

• Submit State and Federal Taxes. The use of an accountant is recommended, but not mandatory, if the treasurer is able to submit accurate documentation.

• Submit any and all documents needed to maintain 501c3 status, including any Federal and State Tax documentation

• Reconcile funds with President on a monthly or bi-monthly basis.

The treasurer's account shall be examined annually by the President and Treasurer. Once satisfied that the account is correct, they shall sign a statement to that effect at the end of the report. The auditing shall take place after the books are closed for the school year. Auditing records will be stored electronically and held at Pfaff Elementary School for a minimum of 5 years.

You can request a copy of the budget by emailing treasurer.pfaffpto@gmail.com.

Secretary

Duties of the Secretary (1 year term*)**

• A digital copy of the minutes shall be posted on the Pfaff Website, and a physical copy shall be kept in the official records of the organization.

• Post meeting agendas on the Pfaff Website.

• Perform other duties as may be delegated.

• Attendance at all PTO meetings is recommended and should be considered before accepting a position on the executive board.

Historian

Duties of the Historian (1 year term*)**

• Document school activities and events through a scrap book.

• Perform other duties as may be assigned

• Attendance at all PTO meetings is recommended and should be considered before accepting a position on the executive board.

*All Executive Board positions with a 1 year term may serve a maximum of 2 consecutive terms in the same role.

**The current board voted at the September 13, 2022 PTO meeting to change the Secretary and the Historian roles for the 2023-2024 school school. There will be a Recording Secretary role and Communications Officer role to replace the current Secretary and Historian roles. The bylaws will be updated to reflect this change.