MYFORD ELEMENTARY PTO - EXECUTIVE BOARD - DUTIES AND RESPONSIBLITIES
PRESIDENT: Coordinate the work of the PTO Officers and Committees. Preside at all meetings of the PTO and Executive Board. Be a member ex officio of all Committees except the Nominating Committee. Appoint the Parliamentarian and the Chairmen of Committees, subject to the ratification of the executive board. Verbally approve or sign all invoices or check requests. Be the official representative at monthly Coordinating Council meetings. Approve all newsletters, flyers, or notices and have approval by Principal prior to distribution.
1st VP, Membership: Act as President in his/her absence. VP is required to create a membership theme, publicize the membership campaign, collect & deposit dues, keep confidential records of all members, and create a membership directory to be distributed by December 1st. As new families enroll, invite them to join the PTO.
2nd VP, Event: Coordinate Back to School Ice Cream Social and help facilitate any ongoing fundraisers throughout the year including the Spring Fundraiser where VP will create event theme, collect donations, organize raffles/prizes, publicity, set-up, and be present at event in the Spring.
3rd VP, Programs: VP is required to choose and promote all after school programs. These programs are offered quarterly. VP is required find quest speakers/performers for the Myford monthly assemblies. Arrange for presentation for assemblies and coordinate payment.
4th VP, Publicity: Responsible for the daily and weekly maintenance of the Myford website. Ensure all school events and notices are posted in a timely manner Serve as a liaison between the school and District with regard to publicizing school events.
5th VP, Volunteer Coordinator: Recruit and coordinate Myford Volunteers throughout the year to assist with Myford PTO activities and events. Create sign-up forms to be used at the back to school event and the first month of the new school year. Copy and distribute volunteer lists to the appropriate chairpersons each September. Assist chairpersons in finding volunteers as needed. Conduct one-time Room Parent meeting in September; Manage communication between Principal, PTO, Teachers, and Room Parents via email. Oversee volunteers for the completion of school community memory book.
Secretary: Keep an accurate record of the proceedings (includes expenditures in addition to the budget) of all PTO meetings. Conduct correspondence of the PTO as authorized by the president or executive board. Collect flyers, notices, etc. handed out to students via Friday Folders for the entire school year.
Parliamentarian: (Appointed by President) Advise on Parliamentary procedure when requested; Responsible for slating Board for following school year; Review bylaws and standing rules bi-annually.
MYFORD ELEMENTARY PTO - COMMITTEE CHAIRS - DUTIES AND RESPONSIBLITIES
Auditor: The Auditor will audit the books and financial records of the organization semi-annually. The periods to be audited are the prior year’s 12 months ending June 30 and the current year 6 months ending December. The Auditor shall render a written report no later than September 30 and March 30, respectively. Collection of all financial books, records, and reports from the Treasurer shall be no later than July 30 and January 30, respectively. The auditor will follow the organizations Audit Policy and Procedures if adopted (adopted 11/17/2005) or if none are adopted the California State PTA Recommendation for Audit as described in 5.4 The PTA Audit. The Auditor will coordinate with the Treasurer and the President in gathering all required current financial documents and signatures to be submitted to a Tax Preparer (either a paid company or a qualified volunteer) for annual Federal Tax Filing by October 1 of each year to meet the annual November 15 deadline.
Author’s Tea: Chairman is required to set up 6 events throughout the year. Setting up includes catering the event by collecting food donations for the event, decorating the room, and cleaning up after the event. Chair is also required to put up the winner’s writings in the front office, and then place them in a memory book.
Art Masters: Coordinate the Art Masters assemblies and classroom instruction. Prepare and coordinate all the necessary supplies for the various art lessons.
Book Fair: Coordinate two book fair events each year to help raise money for the school library. Set-up the MPR and coordinate volunteers for the event.
Box Tops for Education/Grocery Cards: Promote participation of the box tops for education program. Collect and submit the box tops twice a year. Promote new opportunities for incremental revenue and maintaining passive ongoing fundraisers such as Target Red Card, Ralphs Grocery Cards, etc.
Emergency Preparedness: Prepares the school in the event of an emergency. Work with Teachers on the Safety Committee to ensure campus has up to date Emergency Supplies.
Family Nights: Coordinate three Family Night events per year. One per trimester either at the school or an approved location off campus.
Guy Stuff : Organize and prepare an evening for all 5th grade Boys with their Fathers or other significant male adult to discuss various issues. This is a required event of the TUSD. Keep accurate records of the RSVP’s and payments.
Marquee: Responsible for updating the marquee with key PTO and School Calendar Events weekly.
Mother/Daughter Tea: Organize and prepare an evening for all 5th grade Girls with their Mothers or other significant female adult to discuss the changing of the girl’s bodies. This is a required event of the TUSD.
Myford Gives Back: Chair organizes 3 events, one per trimester, with different local charities to help our students understand the importance of giving back to our community and helping others. Chair is responsible for organizing and choosing the events (one is designated as The Book Exchange), creating awareness through flyers, and involving the student body with help from PAL & Student Council clubs. Chair also designs and makes a Myford Bulletin Board reflecting the events and/or activities in the hall next to the Library.
Red Ribbon Week : Responsible to organize the week. Create & display posters, publicize daily actions for students to commit to be Drug Free.
Restaurant Nights: Coordinate and promote a monthly restaurant night event in our local community. This includes planning with the various restaurants and creating flyers for the event.
Spirit Wear: Responsible for organizing sale of new t-shirts and sweatshirts per Board decision in implementing new designs. Distributing items to students, families, and teachers.
Tustin Public Schools Foundation/PTO Liaison: The Liaison will represent Myford Elementary School throughout the year. Collaborate with TPSF on various events. Events include the Dinosaur Dash and possibly Teacher Appreciation Dinner.
Valentine’s Grams: Responsible for attending event. Publicize the event, pre-sale grams, keep detailed records of purchases and deposit money collected.
Yearbook: Responsible for organizing volunteers for all scheduled picture days (two in fall and two in the Spring, including 4th/5th Panoramic). Chair is responsible for gathering and taking photos throughout the school year from September to April. Assembling school photos into an online program to produce Myford’s Annual Yearbook. Attend a yearly training program (5 hours in October), and submit to two deadlines throughout the year; 1) Cover deadline, due in November/December. 2) Portrait Page and Final Page submission due by the end of April. Chair is also responsible to distribute flyers for sales, keep track of purchases, deposit money earned, distribute the yearbook and organize last minute sales.
“Never doubt that a small group of thoughtful, committed citizens can change the world; indeed, it's the only thing that ever has.” Margaret Meade