Sherwood PTO Board Job Descriptions

SHERWOOD PTO BOARD:  JOB DESCRIPTIONS

Co-Presidents:  Coordinate and oversee activities of all major board positions, assisting when necessary.  Oversee activities of Executive Board.  Create agenda and preside over PTO board meetings.  Preside over monthly meetings of Executive Board.  Attend monthly meetings of President’s Council.  Give welcome/introductory speeches and maintain visible presence at school events.  Inform Sherwood parents of happenings at school through Sherwood Times and PTO e-mail.  Serve as a liaison for the Sherwood community at district events. 

Vice President(s) of Fundraising and Events:   Oversee the activities of the following committees:  Food Days, Ice Cream Day, Book Fair, Fall Event, Spring Event, Skating Party, Bagels with a Buddy, Carnival, Fifth Grade Fundraising, Silent Auction, Sportswear, Giftwrap, School Supplies and Yearbook/Calendar.  Represent presidents at events/meetings when necessary.  Serve as a liaison between presidents and chairpersons as needed.  Assist presidents when needed.

Vice President of Membership:   Assist presidents whenever necessary.  Represent presidents at meetings/events in absence of presidents and VPs of Fundraising and Events.  Oversee annual collection of dues and PTO Membership roster.  Oversee the activities of the following committees:  Buzz Book, Publicity, Hospitality, Room Parents, Volunteer Pool, District 112 Rep., Pask 112 Liaison, Member at Large and Web Site Liaison.  Serve as liaison between presidents and chairpersons as needed.  Serve as chairperson if Nominating Committee is needed.  Serve as liaison with District Caucus representative.

Vice-President of Enrichment Programs:  Assist presidents whenever necessary.  Represent presidents in meetings/events in absence of presidents and other three vice-presidents.  Oversee the activities of the following committees:  IMC Coordinator, Great  Books, Sherwood Press, After School Activities, Cultural Arts, Healthy Lifestyles, Dual Language, Service Club, Creativity, Character Counts, Enrichment Liaison, Angel Fund Coordinator and Fun (d) Run Liaisons.  Serve as a liaison between presidents and chairpersons as needed.  Be available to assist with other programs run by the PTO volunteers that are not specified as board positions, but that provide enrichment to the school and the students.

Treasurer:   Oversee all accounts, receipts, collections and disbursements.  Work with committee chairpersons regarding budgets, collections and payments.  Write monthly reports and present at PTO and Executive Board meetings.  Oversee collection of PTO dues.  Work closely with food day coordinators for weekly fee payments.  Handle deposits of receipts for fundraising activities.  Be prepared to answer questions regarding status of accounts and budgets.  Maintain CD account, adding and withdrawing funds when necessary.  Maintain records of all monetary transactions.

Secretary:  Record and type minutes of all PTO board meetings.  Submit to Powerschool and Sherwood Times.  Maintain files of previous minutes and budget reports.  Attend to required correspondence when necessary.

Ice Cream Day:  Check inventory of ice cream and place orders as needed.  Coordinate volunteer sign-up for Friday ice cream days.  Assist with distribution of ice cream and money collection as needed.

Buzz Book:  Coordinate publication of yearly telephone directory.  Work with school office, advertisers and printer to create layout of book.  Distribute buzz books to classrooms. 
                        
Publicity:  Encourage press attention for Sherwood events and activities.  Assist committee chairpersons in advertising events for community.

Hospitality:  Plan refreshments and oversee hospitality details for various school events such as teachers’ meals at conferences, annual welcoming event for new Sherwood families, Kindergarten Orientation and Open House.  Be available to assist new families as needed by being Sherwood’s contact person(s) for new families throughout the year.  Encourage new parents to become involved in PTO and school events.

Food Day Coordinators:  Assist with distribution of food at individual food days.  Recruit and train volunteers for all designated food days.  Arrange food orders and payments to vendors and maintain ongoing contract as needed.  Set up, serve and clean up at designated food days. 

Book Fair:  Organize annual Book Fair.  Promote interest and attendance.  Encourage participation of teachers, staff, parents and students.  Coordinate schedule of readings and other related events.  Work with teachers and IMC director to create grade appropriate book lists.  Work with vendor to plan for event.  Oversee volunteers and set up display areas.

Carnival:  Plan and organize annual Carnival fundraiser.  Work with vendors for games, prizes and food.  Promote interest and attendance.  Oversee staff of volunteers for decorating, set up, booths, teacher raffle, prize distribution, clean up, etc.  Enlist support of families and community.  Serve as host/coordinators of event.

Fall Event:  Organize fall family event at school.  Promote interest and attendance.  Organize family sign up and collect money.  Recruit and oversee volunteers.  Work with faculty/staff to coordinate Family Night with the evening’s planned event.  Purchase paper goods and oversee decorations.  Serve as hosts at event.

Spring Event:  Same description as Fall Event

Healthy Lifestyles:  Plan and promote programs to encourage awareness of healthy lifestyles.  Work with faculty to coordinate programming with related classroom curriculum.  Serve as contact person for issues related to health and awareness.

Sherwood Yearbook and Calendar:  Arrange and oversee the publication of the Sherwood Yearbook and Calendar.  Coordinate with the vendor, design the layout, take pictures at school events, publicize the sale and distribute final yearbook and calendar.

Service Club:  Provide Sherwood students with volunteer experiences.  Oversee meetings with interested students to plan and execute the various fundraising projects.  Communicate fundraising plans and activities to Sherwood community. 

Web Site Liaison:  Update website information with website coordinator, especially at the beginning of the year.

Creativity:  Maintain seasonal decoration of Sherwood building.  Coordinate decorating for Sherwood events.  Assist with creative/decorative projects.  Be available to work with faculty and/or room parents for creative classroom activities.  Maintain volunteer pool of parents interested in creative involvement.

Character Counts:  Bring citywide “Character Counts” program, focusing on character and ethics education, to Sherwood community.  Generate enthusiasm for program and educate Sherwood community about program’s goals and tenets.

Dual Language Committee:  Serve as liaison between PTO and Dual Language Program.  Assist with communication issues when needed.  Provide information to both groups.  Encourage Dual Language families to participate in PTO programs.  Plan Sherwood events focusing on including dual language families.

Angel Fund Coordinator:  Market and develop ideas to promote the Angel Fund.  Assist in any fundraising specifically targeted for the fund and create increased awareness of the fund among the school community.

After School Activities Coordinator:  Coordinate after school programs with outside vendor and with the Sherwood Principal.  Generate schedules, sign-up forms and class lists.  Ensure that all programs are running smoothly and be the contact person when issues arise.

Sportswear Chair:  Organize all aspects of sportswear sales, including obtaining vendors, selecting merchandise, marketing products, collecting money and distributing merchandise. 

Room Parent Coordinators:  Designate room parents for each class based on volunteer sign-up.  Set phone tree in motion for emergencies and information dissemination.  Set up orientation meeting to train room parents at the beginning of the year.  When necessary, shop for items for classroom parties.  Be available throughout the year to oversee issues pertinent to room parents. 

Silent Auction:  Plan and organize Silent Auction fundraiser.  Oversee staff of volunteers for catering, decorating, entertainment, solicitation, etc.  Generate school and community interest in event.  Serve as hosts and coordinators at event. 

Great Books:  Coordinate before school book discussion program.  Schedule and oversee work of volunteer discussion leaders, all of whom receive training through Great Books Foundation.  Promote interest in program. 

IMC Coordinator:  Oversee work of volunteers in school library.  Work with the IMC Director to plan parent involvement in the IMC.  Recruit, train and schedule volunteers.  Oversee “Birthday Book” program.  Plan and host beginning and end of year meetings for IMC volunteers.

Volunteer Pool:  Maintain contact with Volunteer Pool of Highland Park and assist as needed.  Communicate matters of interest to Sherwood community. 

District 112 Representative:  Attend District 112 Board meetings and report key information at Sherwood PTO meetings.

Member at Large Liaison:  Attend school and/or district meetings where special attendance needs exist. 

PASK 112 Liaison:  Serve as the liaison between the Sherwood community and the PASK 112 program.  Attend meetings throughout the year to help build awareness and provide ideas to support and promote disability awareness at Sherwood as appropriate.

Cultural Arts:  Coordinate and schedule performances and assemblies.  Attend the Center East Showcase in August and help select performers for school assemblies.  Serve as liaison between school and performers to arrange for scheduled events.  Communicate planned events to the Sherwood community. 

Sherwood Press:  Coordinate in-house publishing of student writing for first and second graders.   Meet with student writers to assist in editing of stories.  Type stories on word processor and laminate and bind manuscripts.  Maintain bulletin board to showcase student writing.  Recruit and train volunteers.

Gift Wrap Committee:  Organize all aspects of the gift wrap sale including obtaining the vendor, marketing the sale, collecting the money and distributing the merchandise. 

School Supplies Chair:  Organize all aspects of the school supply sale in the spring.  Obtain the vendor, market the sale, collect the funds, and distribute to the classrooms prior to the first day of school.

Skating Party Chair:  Plan a family event in the winter or during winter vacation.  Organize all aspects of the event including marketing and obtaining vendors.

Fun (d) Run Liaisons:  Assist with planning the annual event.  Attend district meetings.  The committee is sponsored by District 112 PTO/PTA President’s Council along with the District 112 Education Foundation.

Fifth Grade Fundraising Committee:  Organize end of year party for the 5th grade students.  Organize and execute fundraising activities with the 5th grade students to purchase a year-end gift to Sherwood from the graduating class.

Bagels with a Buddy Chairs:  Organize annual breakfast for students and guests.  Promote interest and attendance.  Organize all aspects of the event including marketing and obtaining vendors.

Enrichment Liaisons:  Organize meetings with teachers to discuss their school wish lists.  Review lists with Executive Board and vote on the expenditures at a PTO meeting.  Organize another meeting with teachers to discuss results. 

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