PTO Roles and Responsibilities
Executive Board:
**All executive board members are required to attend monthly board meetings which are the first Wednesday of the month at
9:00am at Elon Park Elementary. Members at Large are expected to support and attend all PTO functions. **
President
President Elect- OPEN FOR 24-25 SCHOOL YEAR
Treasurer
Assistant Treasurer
Secretary- OPEN FOR 24-25 SCHOOL YEAR
VP Communications
VP Fundraising- OPEN FOR 24-25 SCHOOL YEAR
VP Hospitality- OPEN FOR 24-25 SCHOOL YEAR
VP Special Events and Programs- OPEN FOR 24-25 SCHOOL YEAR
Member at Large- OPEN FOR 24-25 SCHOOL YEAR
Committees:
Back to School Supplies Lead- OPEN FOR 24-25 SCHOOL YEAR
Bingo Night Lead- OPEN FOR 24-25 SCHOOL YEAR
Book Fair- OPEN FOR 24-25 SCHOOL YEAR
Bravo Board- OPEN FOR 24-25 SCHOOL YEAR
Spring Art Show- OPEN FOR 24-25 SCHOOL YEAR
Character Trait Celebration
Class Parent Coordinator(s)
Family Food/ Spirit Nights Coordinator- OPEN FOR 24-25 SCHOOL YEAR
Field Day- NEED 1 MORE CO-CHAIR
Fun Run Support - OPEN FOR 24-25 SCHOOL YEAR
Grounds Beautification - OPEN FOR 24-25 SCHOOL YEAR
PJ/Hot Chocolate Day Lead
Website - OPEN FOR 24-25 SCHOOL YEAR
Special Occasions/ Appreciation Weeks - OPEN FOR 24-25 SCHOOL YEAR
Spirit Wear - OPEN FOR 24-25 SCHOOL YEAR
Holiday Shop
Welcoming Committee - OPEN FOR 24-25 SCHOOL YEAR
Yearbook
5th Grade Steering Chairs
**All executive board members are required to attend monthly board meetings which are the first Wednesday of the month at
9:00am at Elon Park Elementary. Members at Large are expected to support and attend all PTO functions. **
President
- Presides over meetings of the Executive Board (monthly) and General PTO (quarterly)
- Coordinates work of all PTO members to ensure duties are being carried out
- Represents and supports all Elon Park PTO and school events
- Signs contracts and checks
- Serves as liaison between PTO and Administration/Staff
- Coordinate Open House and Kindergarten Beginner’s Night in conjunction with school administration
- Coordinate Holiday Gift Drive with School Counselor
- Maintain online payment items via Pay4School Stuff
- Orders student agendas
President Elect- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Assumes all responsibilities including volunteering when needed, as well as other duties as called on by the PTO President
- Works closely with the PTO President, in preparation for becoming the PTO President the following year
- Kindergarten Beginner’s Night support alongside President
- Represents and supports all Elon Park PTO and school events
- Steps in to lead and/or support any committee that hasn’t been filled for the school year
Treasurer
- Serves on the Executive Board and attends monthly meetings
- Collects, deposits, and disburses all funds according to the budget
- Maintains a current record of income, expenditures, and assets
- Presents a financial report of income and expenses at each PTO Executive Board meeting
- Prepares a year-end financial report, and files all required tax forms
- Knowledge of bookkeeping, finance, or accounting a plus
- Oversees VP and Committee Chairs when needed, by giving budgetary status updates at the Executive Board meetings
- Responsible for ensuring the Finance Committee is in place
Assistant Treasurer
- Serves on the Executive Board and attends monthly meetings
- Assists treasurer in all his or her duties and responsibilities
Secretary- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Records the minutes of all PTO meetings
- Translates minutes and distributes them to Executive Board members, as well as maintains an archive of the current year’s minutes and other important documents
- Oversees yearbook contract, orders, and distribution
VP Communications
- Serves on the Executive Board and attends monthly meetings
- Oversees all communication efforts between the PTO and parents to ensure we are engaging and communicating with the school community as needed, and when opportunities for involvement arise
- Ensures that PTO website is accurate and up to date with relevant information for parents and volunteers
- Publishes the monthly newsletter and parent square push out to families
- Manages the PTO Facebook account
- Supports the Class Parent Coordinator & Welcome Committee Chair
VP Fundraising- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Works closely with the PTO President and PTO Treasurer
- Responsible for and oversees all fundraising programs/committees of the PTO such as:
- Fun Run
- Book Fair
- Spirit Nights
- Fundraising Campaigns
- Legacy Bricks
- Box Tops/Retail rewards
- Spirit Wear
- Works closely with Fun Run company to coordinate and prepare the contract for the following year
- Assists with all sponsorships and helps event chairs secure sponsors for fundraising if needed
- Identifies and contacts potential community supporters for advertising opportunities
- Gives status updates at Executive Board Meetings
VP Hospitality- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Responsible for planning and executing Teacher Appreciation Week
- Communicates theme and daily recognition/ opportunities for students and families to participate via fliers, newsletter, website, and class parents
- Recruits volunteers for any setup/ clean up that is necessary throughout the week
- Recruits volunteers to assist with making posters to decorate each teacher’s classroom door
- Oversees all other hospitality events and/or committees responsible for:
- Bravo Board
- Character Trait celebration
- Appreciation Days
- Teacher Luncheons
- Works closely with each committee head to supervise, assist, and problem solve should any issues arise
VP Special Events and Programs- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Oversees and assists all planning committees for:
- Art Night
- Beautification
- Bingo Night
- Eagle Parents
- Field Day
- Holiday Shop
- PJ/Hot Chocolate day
- Works closely with each committee head to supervise, assist, and problem solve should any issues arise
Member at Large- OPEN FOR 24-25 SCHOOL YEAR
- Serves on the Executive Board and attends monthly meetings
- Assists the Board in whatever capacity is needed
- Supports school events, committees, and programs whenever needed
- Creates and manages PTO sign up geniuses
- Gives school tours when available
- Learns the various roles of the Executive Board, in the hopes they take on a position the following year
Committees:
Back to School Supplies Lead- OPEN FOR 24-25 SCHOOL YEAR
- Works with PTO President, school administration, and school supply vendor to create grade level kits that are sold prior to the start of the school year
- Must be on hand in August to help sort and distribute kits when they arrive
- Resolves any issues that arise with a school supply representative
Bingo Night Lead- OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Special Events and Programs
- Organizes a Fall Bingo Night, that coincides with Book Fair shopping
- Creates flier to advertise event
- Creates sign up genius to help sell bingo cards, manage prize tables, and call out bingo numbers
- Coordinates food trucks to be present at the event (usually 3 trucks)
- Purchases Bingo prizes (Bingo cards and other supplies are already available in the PTO Room)
- Helps setup and clean up for the event
- *This is a great opportunity for working parents, because the preparation can be done on your own time/around your own schedule. The actual event is about a 2.5-3 hour time commitment.
Book Fair- OPEN FOR 24-25 SCHOOL YEAR
- Communicates with Executive Board prior to event, and reaches out to all Board members when assistance is needed
- 2-3 committee chairs that are responsible for coordinating and planning the events (one in the Fall, one in the Spring)
- Responsible for scheduling book preview times with teachers (usually in the morning at the start of the week of the fair) and coordinating teacher wishlists
- Responsible for setup and take down
- Responsible for any before school and after school shopping events related to the Fair
- Responsible for knowing and maintaining the inventory. This involves speaking with Scholastic reps on a daily basis to order restocks.
- Responsible for running daily reports, and maintaining bank deposits and petty cash
- Creates signs and fliers to advertise event
- Organizes volunteers to assist during the week of the event
- *This is a significant time commitment for the week leading up to the fair, and the week during the fair. Strong organizational skills required.
Bravo Board- OPEN FOR 24-25 SCHOOL YEAR
- Works with Principal and VP of Hospitality to design and create front hallway PTO bulletin boards (2)
- This job has to be done during school hours.
Spring Art Show- OPEN FOR 24-25 SCHOOL YEAR
- Works closely with the VP of Special Events and Programs to coordinate our annual Art Show
- Supports our art teachers to inventory art work and plan online silent auction
- Creates sign up genius for artwork prep for the event
- Books a DJ for the day of the event
- Books food trucks for the day of the event
- Planning for this event usually begins in February, and event held in April
- *This is a significant time commitment in the few weeks leading up to the event, as work gets organized, prepared, mounted, and displayed. This is also a significant time commitment the day of the event.
Character Trait Celebration
- Works to plan monthly character trait celebrations, recognizing students from each grade that are selected for that month’s trait
- Two leads are needed to work together—one for data collection of student names and to create invitations and certificates; the other to be responsible for the day of logistics (getting supplies, food, and drink)
- Both leads assist on the day of the celebration with setup, cleanup, and to support children who don’t have a parent/guardian in attendance
- Communicates with VP of Hospitality about needs and issues
Class Parent Coordinator(s)
- Works with VP of Communications
- Serves as the main correspondence between PTO, teachers, and room parents
- Responsible for assigning the room parents for each classroom
- Uses Google Forms and Google Sheets
- Involves ensuring each classroom has class parent coverage, and preparing emails and posts to be sent out through the class parents
- Guides the class parents as they organize their class parties (2 per year), and works to resolve any issues that may arise
- Sends monthly reminders to class parents for their teacher’s birthdays
- Maintains ongoing communication with class parents, by answering any questions or offering guidance to them throughout the school year
Family Food/ Spirit Nights Coordinator- OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Fundraising
- Contacts Ballantyne restaurants to coordinate fundraisers for our school (restaurants will offer us a percentage of their sales on a particular day/night)
- Advertises food nights via fliers, social media, newsletter, parent square pushout, and teacher emails
Field Day- NEED 1 MORE CO-CHAIR
- Ideally split between 2 Co-Chairs
- Field day takes place over 2 days - Co-Chairs will need to be there the entire day, and manage volunteers, and the coordination and timing of lunches, popsicles, etc.
- T-shirts - Coordinate with VP of Fundraising, PE teacher and vendor to design shirts. Gather data from students and teachers on shirt sizes. Order shirts to arrive at school. Deliver shirts to classrooms (this takes a team of people to divide colors/ sizes by grade and class and deliver)
- Budget - Work with PTO on budget
- Volunteers - coordinating the sign ups, making sure they are on the approved list, managing them on the day of
- Teacher's lunch - ordering lunch for teachers and setting that up and breaking it down day of in teacher's lounge
- Other meals/ snacks -
- Order and set up lunch for volunteers
- Popsicles
- Organize lunch and snacks for students
- Inflatables - Work with PE teacher to order inflatables
- Communication - coordinating a number of communication and logistics with the front office
- *This is a significant time commitment beginning in February leading up to the event (March). This is also a significant time commitment on the days of the events.
Fun Run Support - OPEN FOR 24-25 SCHOOL YEAR
- Joins meetings with the Fun Run Team, PTO President, VP of Fundraising, and the Principal to coordinate event
- Works with VP of Fundraising to contact businesses to obtain sponsorships to offset the cost of t-shirts
- Obtains student and teacher t-shirt counts, and works to design and order shirts for the school
- Identifies volunteer needs for event day and creates sign up genius for volunteers
Grounds Beautification - OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Special Events and Programs for budget and purchases
- Maintains the appearance of the front walk of the school including flowers, flower pots, landscaping projects, and seasonal decor to maintain the welcoming appearance for visitors
PJ/Hot Chocolate Day Lead
- Works with VP of Special Events and Programs
- Organizes volunteers, as well as supplies, to make and distribute hot chocolate to all the classrooms the last day before winter break
Website - OPEN FOR 24-25 SCHOOL YEAR
- Update our PTO website once a week, making sure all information is current and up to date
- Basic knowledge of weebly-based website required
- Supported by VP of Communications
Special Occasions/ Appreciation Weeks - OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Hospitality
- Gets and gives gifts with PTO funds to Elon Park staff, administration, and teachers, in recognition of birthdays, marriages, babies, etc., as well as in recognition of school wide appreciation days/weeks
- Organizes a morning and afternoon treat for Elon Park bus drivers twice a year
Spirit Wear - OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Fundraising
- Works with t-shirt representative to design, price out, and order spirit wear to sell
- For events where spirit wear is sold, this chair is responsible for manning the table or finding volunteers to staff it
Holiday Shop
- Works with VP of Special Programs and Events to coordinate this event
- Oversees the merchandise ordering and restocking of the holiday shop for students
- Oversees the setup and clean up of the shop
- Works with admin to schedule shopping times for teachers
- Recruits volunteers to help with daily setup, monitoring the sales floor, and with the cash register
- Works with Treasurer for daily deposits and final payments due to supplier
- Signs contract and redeems loyalty rewards as needed
- *This is a significant time commitment for the week leading up to the shop, and the week during the shop.
Welcoming Committee - OPEN FOR 24-25 SCHOOL YEAR
- Works with VP of Communications
- Leads and organizes committee that welcomes new families to Elon Park
- Helps new families transition (either to kindergarten or new to the area) by connecting them with an Elon Park “buddy” parent that will help answer questions
- Plans and hosts 2 gatherings (Fall and Winter) to introduce new families to the administration, counselors, and PTO
Yearbook
- Works closely with Secretary
- Uses yearbook company’s software to design our annual yearbook, taking care to meet deadlines provided by book publisher
- Coordinates a small team to assist with photography and design aspects
- Works with school Data Manager to proof rosters and names of staff and students
- Must be detail oriented
5th Grade Steering Chairs
- Works with PTO President
- Usually 2 co-chairs with graduating 5th graders
- Chairs will assemble a small committee that together plans and executes the 5th grade celebrations and activities throughout the year, closely working with the 5th grade teacher liaisons and the Principal
- Celebrations/activities include ordering 5th grade t-shirts, service projects, a winter party, a car wash, and deciding on and sourcing a legacy gift
- Plans and organizes Graduation Week events, including a trip to Sports Connection, a yearbook and ice cream party, a promotion ceremony, and fire truck fun
- Chairs are responsible for communicating to 5th grade families
- Chairs are responsible for working with PTO President to keep track of 5th grade dues