E.H. Greene PTO Job Descriptions

Transcription

1 E.H. Greene PTO Job Descriptions Executive Board Positions President Coordinates all activities of the PTO, and chairs monthly PTO meetings. Attends monthly meetings of the President's Council. The president oversees the First Day Packets, GEAR Representative, Legislation (when applicable), Mail Collector, Mini-Grants, NECC Representative, Planning Commission, Projects, Publicity, School Board Representative, and website and manages information that goes out on constant contact throughout the year. Vice President, Programs Coordinates all PTO-sponsored programs. The Programs VP oversees Art Room, Author Visit, Cafeteria, Promise to Care Week, Community Outreach, Field Day, Girls on the Run, Greene Means Go, Greene Thumb Garden, Health & Welfare, Helping Hands, Homeroom Parents, Hospitality, Indoor Recess Materials, International Outreach, Lost & Found, Math & Science Convention, Media Center, Mentor Program, Parent Lunch Week, Parent Networking, Pictures, Recycling, Sixth Grade Ceremony, Sixth Grade Picnic, Spring Program (even years Science; odd years Arts Alive), Staff Appreciation, Volunteer Coordinator and Yearbook. Vice President, Ways & Means Oversees all sales projects for the PTO, whether fund-raising or service-oriented, including Box Tops, Book Fair, Carnival, Market Day, Spirit Wear, and Walk-a-thon. Also facilitates and oversees funds resulting from community reward programs including (but not limited to) Kroger, Pipkins and City BBA. Also helps facilitate the hassle-free donation option. Treasurer Oversees all financial aspects of the PTO. Provides financial reports at all regular and executive PTO meetings. Corresponding Secretary Attends to all PTO correspondence, including staff birthdays and other events. The Corresponding Secretary is responsible for providing name tags for PTO chairs, working with the President at the beginning of the year to update and distribute Committee Chair Greene notebooks, purchasing pies for staff members in November, organizing the end-of-year Volunteer/Transition Luncheon. Recording Secretary Records and distributes minutes for all regular and executive PTO meetings. Stays in close contact with Membership chair to correlate membership and voting rights. Sets up and updates directory, membership and constant contact each year. Nominating Committee The Nominating Committee consists of two members of the Greene PTO executive board, one member from the Greene PTO and one member from each elementary school PTO/PTA's. The Committee meets in the winter/spring to slate the Executive Board and fill as many committee chair positions as possible. Reports to the Executive Board. Page 1

2 Committee Chairs Communication Website/Facebook Maintains PTO Website and posts PTO information to PTO facebook page. Reports to the President. Community Services Community Outreach Plans, organizes and implements projects in which the students, parents, and staff of Greene can help our community. This chair will work closely with the chair from Montgomery Elementary, to coordinate events at Rothenberg School in downtown Cincinnati. Projects have included a fall shoe collection, a fall coat collection, biannual Garage Sale Give-Away and staff appreciation lunches. The PTO also makes a monetary donation to Operation Giveback as part of this committee. NECC Representative Attends monthly daytime meetings of the Northeast Community Challenge Coalition, a broad-based coalition of community service organizations with a mission to promote healthy lifestyles and positive community values, and report to the PTO. Each fall, NECC and Greene Student Council sponsor Red Ribbon Week to promote an anti-drug message. Reports to the President. District Services GEAR This position is appointed by Gifted Education Advocates and Resources (GEAR). This is a parent-led support and advocacy group for families in the Sycamore Community School District that are interested in gifted education. This representative communicates GEAR events and information to Greene parents and students. Sycamore Advisory Commission Represents Greene PTO on the Sycamore Schools Planning Commission; attends the Planning Commission meetings, at 7:00 p.m. on the second Monday of each month; participates on Planning Commission research committees; and reports back to the PTO. Reports to the President. School Board Representative Attends the school board meetings, at 7:30 p.m. on the third Wednesday of each month, and reports back to the PTO. Reports to the President. Member Services Directory Compiles all data for the directory (class lists, student names & family information); arranges for printing and works with membership chair to distribute directories to all PTO members; provides directory updates throughout the year. Reports to the President. Hospitality/Parent Networking Works with custodial staff to schedule coffee at PTO meetings. Provides refreshments during the New to the District Student Welcome in Aug, the 1 st PTO meeting of the year, Fifth and Sixth grade Curriculum Preview Nights in the fall, fourth grade parent orientation in the spring, Reports to the Vice President, Programs. Membership Page 2

3 Distributes membership forms to go home in first-day packets; solicits memberships at Open House, and Fifth and Sixth Grade Curriculum Preview Nights and from staff members; totals cash and checks before turning over to the Treasurer for deposit; compiles a membership list to the President, Recording Secretary and Directory chair. Reports to the President. Volunteer Coordinator Prepares Help Wanted forms, in coordination with PTO president, for First Day packets; collects forms and reports volunteers to committee chairs, both in the fall, and again in the spring (for committees that begin work early in the next school year). In the spring, forms are sent to fourth and fifth grade parents. Reports to the Vice President, Programs. School Services Art Room Organizes volunteers who assist teachers with school displays throughout the building, and special projects on an as needed basis. Suggested meetings approx. 2 hours, two or three times a month. Reports to the Vice President, Programs. Author Visit Works closely with school media center specialist to organize and implement school s author visit. Coordinates Volunteers to fill subcommittees for author visit. Reports to Vice President Programs. Author Visit Contests Coordinates contest schedule and structure, posts contest in media center, runs bookmark contest. Author Visit Book Sales Coordinates book sales of visiting author, including coordinating autographing and distribution of purchased books, handles ordering books for door prizes, carnival basket and contest book prizes. Author Visit Promotions Ensures author visit is well publicized and communicated within the school, district and community. Oversees various artistic displays in hallway case and decorations, writes newsletter/blog blurbs, sends out invites to welcome reception, creates carnival bid'n buy basket. Author Visit Hospitality Implements welcome reception, principal's pick lunch and meet and greets with the students. Helps keep day of Author visit on schedule and oversees lunch for author and other needs day of event. Cafeteria Recruits and coordinates volunteers to work in the cafeteria from 11:00 a.m. to about 12:15 p.m. each day; makes a schedule at the beginning of each school year, and as needed. Volunteers clean tables and help students with lunch items. Reports to the Vice President, Programs. Greene Thumb Garden Makes plans for plantings around the school grounds, and coordinates volunteers to help with gardening projects. Works with school office in early August to organize yard clean up for beginning of school. Reports to the Vice President, Programs. Lost & Found Page 3

4 Collects, organizes, and documents lost and found items, usually once a week or twice a month. Reports to the Vice President, Programs. Mail Collector Collects PTO mail (PTO membership forms, spirit wear forms, etc.) from 5th and 6th grade teacher's classrooms and sorts it into the proper categories. This is only for the first 3 weeks of school. Reports to the President. Media Center Recruits and coordinates volunteers to help shelve books in the library; also may assist Book Fair chairs with recruitment of volunteers for the fall/spring Book Fairs; and schedules volunteers for the fall/spring Book Fairs. Reports to the Vice President, Programs. Staff Appreciation Organizes and coordinates a breakfast on the first day of school, three luncheons throughout the year, and dinners on two conference nights in November. May also work with Principal to organize desserts for end of the year luncheon. Food is both purchased and donated by volunteers. Reports to the Vice President, Programs. Student Services A Promise to Care Week Organizes and publicizes Promise to Care Week. During this spring week, students collect items requested by the school s charity of choice, and students' good behavior is encouraged. Works with Principals. Reports to the Vice President, Programs. Field Day Helps plan a spring Field Day with the physical education teachers; recruits and organizes volunteers to help with Field Day. Reports to the Vice President, Programs. Homeroom Parents Distributes forms to sign up homeroom parents, at the beginning of the school year, assigns parents for each room, recruiting parents if necessary; distributes teacher-developed guidelines to homeroom parents at the beginning of the school year. Homeroom Parents are responsible for organizing classroom parties and for welcoming new families during the school year. Reports to the Vice President, Programs. Indoor Recess Materials Replenishes indoor recess supplies for teachers. Teachers should turn in games that are missing pieces; these games can be used to provide replacement pieces for other teachers. This work needs to be done once each quarter. Reports to the Vice President, Programs. Math and Science Convention Assists school staff with the annual Math & Science Fair, held each spring. Prepares flyers, organizes poster contest, and arranges for refreshments on the day of the Fair. Reports to the Vice President, Programs. Mentoring Assist school counselors with monthly events for students and staff who are members of the program. Page 4

5 Orchestrate lunches, field trips, crafts and other activities you plan with the counselors. Reports to Vice President, Programs Parent Lunch Week Coordinates 5th and 6th grade parent lunch week; sends out flyers, orders cafeteria lunches as needed, and serves as a greeter on parent lunch days, overseeing parent sign-in on those days. Reports to the Vice President, Programs. Pictures Works with photographer for school and group pictures in the fall and spring. Recruits volunteers to assist. Reports to the Vice President, Programs. Ecoteam Organizes various recycling programs; caps collection, wasteless lunches. Sends out informational flyers to promote event and organizes morning announcements to promote various programs. (Organized with Principals)Reports to the Vice President, Ways & Means. Sixth Grade Ceremony Coordinates the decorations and refreshments for the end-of-year, daytime Sixth Grade Ceremony. Order gifts/awards for each student. Ceremonies occur at the end of the school year. Reports to the Vice President, Programs. Sixth Grade Picnic Manages this major project through solicitation of food donations, games, volunteer coordination and scheduling the park for a week at the end of the school year. Chairs attend picnics each day during the week of Sixth Grade Picnics. Reports to the Vice President, Programs. Arts Alive (only in odd years) Organizes week long Arts Alive program that takes place during the lunch periods. Recruits and organizes various artists to perform at school. Reports to the Vice President, Programs. Yearbook/2 Chairs and 1-2 Photographers per grade level Manages all aspects of the Yearbook: obtains individual pictures, schedules activity pictures with the secretarial staff, designs page layouts, proofreads entries, distributes order forms, and distributes yearbooks to students. Works closely with Lifetouch and their computer program. Reports to the Vice President, Programs Ways and Means Box Tops 4 Education Coordinates the school's collection of Box Tops for payment by General Mills. Sorts, counts, and ships General Mills box tops throughout the year; provides informational flyers. Encouraged to run collection contest for greater involvement. Organizes at least 2 collections each school year in order to Meet General Mills deadlines. Reports to the Vice President, Ways & Means. Carnival Coordinates a large committee to plan and implement all aspects of the Carnival. Coordinators reporting to the Carnival Chair include Bake Shop, Bid & Buy, Children's Raffle, Decorations, Food, Games, Prizes, Publicity, Sponsorship, Tickets, Class Baskets, Signs/Greene bucks and Volunteers. Page 5

6 The Carnival is held in February, and work begins in earnest in January, but the Carnival chair(s) will begin work at the beginning of the school year. Reports to the Vice President, Ways & Means. Carnival Bake Sale Solicits donations of baked goods; arranges baked goods, and oversees area during the Carnival. Carnival Bid & Buy Solicits donations from local businesses and families; organizes items for specific areas; packages items; distributes pre-carnival flyers describing available items; recognizes/publicizes all donors; manages volunteers and area; distributes prizes to winners. This position requires a large amount of time from October through February. Carnival Basket Raffles Solicits donations from families; purchases items with funds to complete backets, arranges items in display case for viewing before the Carnival; packages items for raffle; manages volunteers and area; distributes prizes to winners. This position requires considerable work in January and February. Carnival Decorations Designs, obtains, and implements decorations according to the Carnival's theme. Carnival Food Determines the menu; solicits food donations; orders necessary supplies, using Food Services and other sources; organizes food area; coordinates volunteers; supervises food area during the Carnival; supervises clean up. Carnival Games Plans games according to the Carnival's theme; decides what the games will be, and what they will be called; determines placement of games in the school; manages volunteers and areas, which assemble, run, and disassemble games. Carnival Sponsor Donations Solicits businesses, school families/staff and the community for monetary donations to the school. Orchestrates levels of donations and recognitions. Guarantees sponsors are advertised before, during and after carnival. Carnival Prizes Coordinator Coordinates prizes with games. Orders, sorts, and displays prizes at the Carnival. Manages volunteers and area. Carnival Publicity Publicizes the event within the school, and in the community, using flyers, school-wide poster contest and the local newspaper. Publicity includes submitting scripts for morning announcements two weeks prior to carnival (to be coordinated with school Principal). Carnival Cash Raffle Create incentive plans, design/get ticket printed, count and distribute tickets/info sheet to students, collecting, counting, and tracking money/tickets as they are sold by students, coordinating with school principal to help hype the students, facilitating final sales and winner selection on the day of carnival. Page 6

7 Job is primarily the 4 weeks between winter break and the carnival with the bulk of the work during the 2 final weeks. Confirm the Platinum level sponsorship includes the logo being placed on the back of the cash raffle ticket. Work with the sponsorship chair to determine when tickets must be printed, this will determine deadline for this platinum level benefit. Carnival Tickets Orders tickets for games, raffles; sends flyers for ticket pre-sale; package tickets for pre-sale; organizes volunteers and ticket sales during the day of the Carnival. Carnival Volunteers Solicits, organizes & schedules volunteers for all areas of the Carnival. Distributes volunteer lists to area coordinators, and manages volunteer check-in process. Carnival Signs/Greene Bucks Inventories signs and gathers lists of signs needed for carnival. Makes and hangs signs prior to and during carnival. Signs could include but not limited to: street signs for advertising, shuttle bus, game, food, grand raffle, split the pot, volunteers, prizes, direction arrows within school, carnival maps. Also designs Greene bucks and orchestrates printing and cutting, when necessary. Works with EA office for printing and cutting. Spirit Wear These chairpersons must begin work in Spring or early summer before the next school year starts. Determines the Spirit Wear items for the year, orders samples for display & sale at Open House, Fifth and Sixth Grade Curriculum Preview Nights; arranges school display of samples; distributes order forms; totals cash & checks before turning over to Treasurer for deposit; distributes Spirit Wear upon delivery. Spirit wear is sold as a service to the Greene community, not as a fundraiser. Reports to the Vice President, Ways & Means. Walk-a-thon Plans and coordinates Walk-a-thon fundraiser. Selects incentives for student awards, creates fundraiser envelopes for students, publicizes event, and provides refreshments to student walkers. Recruits and coordinate volunteers to count the monies raised and to assist with the walk-a-thon event. Reports to the Vice President, Ways & Means. Page 7