Audubon Charter PTO | Board Member Job Descriptions
President: The president shall preside at all meetings of the PTO Executive Board and of the General Membership. The President shall perform such duties as may be prescribed in these by-laws or assigned to him/her by the organization or by the executive board. The President shall coordinate the work of the officers and committees in order that the objectives of the organization are met.
Vice Presidents: There shall be one Vice President representing each of the School’s programs: the Vice President (Montessori), and the Vice President (French). In school years beginning in even numbered years, the Vice President (French) shall preside in the absence of the President and shall succeed if the President becomes unable to serve. In school years beginning in odd numbered years, the Vice President (Montessori) shall preside in the absence of the President and shall succeed if the President becomes unable to serve.
The Vice Presidents shall recruit Room Parents for homerooms and programs, assist the Membership Chair with the publication of the school directory, and initiate communications to parents through the room parents, as appropriate. The Vice Presidents shall also be responsible for the development and monitoring of the annual budget.
Treasurer: The Treasurer shall receive all monies of the organization, keep an accurate record of the receipts and expenditures, and pay out funds in accordance with the PTO approved budget. The Treasurer will disburse funds only with the approval of the President or Vice Presidents. The Treasurer shall present a financial report at every meeting of the organization and at other times when requested by the executive board. This report must include current bank balances and year-to-date transactions. The Treasurer shall work with the Fundraising Co-Chairs to collect and deposit money. With assistance from the Executive Board, the Treasurer must also file state and federal tax returns that apply to this organization.
Secretary: The secretary shall keep an accurate record of the General and Executive Board Meetings and serve as parliamentarian for both types of meetings. The secretary shall have on hand a copy of the PTO Bylaws and Minute Books for easy access by all members at meetings. Prior to each meeting, the secretary shall prepare a list of all unfinished business based on the minutes of the last meeting, and shall prepare an agenda including old and new business. A complete file of the PTO’s minutes shall be bound by year. The Secretary shall be responsible for filing appropriate corporate documents with the Louisiana Secretary of State as necessary.
Membership Chair: The Chair shall (1) register as members the parents or guardians of all students and all faculty members; (2) collect from members directory and volunteer interest information; (3) collect monetary donations and maintain accurate records of those or other donations; (4) prepare a membership directory to be distributed within the first month of each school year; and (5) promote volunteerism by members, coordinating as appropriate with the Vice Presidents.
Fundraising Co-Chairs: The Co-Chairs shall oversee and recruit committee members to (1) coordinate sales of Audubon Gear, (2) organize school-wide festivals, and (3) conduct other fundraising campaigns approved by the Executive Board.
Communications Co-Chairs: The Co-Chairs, one who is a parent/guardian of at least one student to be enrolled at the Lower School Campus and one who is a parent/guardian of at least one student to be enrolled at the Upper School Campus, shall oversee (1) the editing and publishing of the School’s weekly newsletter, The Rare Bird; (2) the maintenance of the website; and (3) the dissemination of school community information through other means including room parent contacts, telephone broadcasts, and an online community.
Grant Writing Chair: The Chair shall oversee (1) the identification of simple grants for which the school or the PTO may be eligible, (2) reports to the school administration identified grants for which the School may wish to apply; (3) reports to the Executive Board on identified grants for which the PTO may wish to apply, and (4) the drafting of timely and complete applications for targeted grants selected by the Executive Board.
Extra Curricular Activities Chair: The Chair shall oversee parental involvement in and communications between members and the school in support of extra-curricular programs such as Charter Care, Arts Reach, Athletics, Hospitality, and others, to support and enhance the success of those programs in serving the student population.