AASD

Ferber PTO

Ferber PTO is connecting teachers and families to strengthen and enhance the educational and social environment of our students.

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Edna Ferber Elementary PTO Board Roles

President
The President oversees all PTO activities and roles as well as works closely with school administration. The president should not only be comfortable with creating the agenda for regularly scheduled meetings, but also running the meetings, soliciting volunteers when needed, and spearheading all fundraising initiatives with Coordinator as well as managing Endowment with Appleton Education Foundation/administration and receiving teacher/staff grant requests.

The role co-signs on the PTO bank account as well as has responsibility over vendor relationships/management and system accounts. The President also has responsibilities for tax/business related registrations and/or license needs for charitable organizations, according to state requirements. Weekly mailbox/inbox checks and coordinated PTO monthly newsletter updates are the President's responsibility.

Ideally, the President will have served in at least one other capacity during their time with the organization so that they have the experience to fill in any other role, if needed.

Special events:
Attend - School Volunteer Lunch
Speak- Kindergarten Sneak-a-Peek (May)
Plan - calendar of events
Plan - Cupcake Celebration (May)
Plan – Volunteer Kick-Off (Aug/Sep)
Plan - Back-o-School Fundraiser (Endowment)
Lobby Table - Orientation (August)
Drop in - Events (once a month Sep-June)
Plan - meetings (twice/month for board and all-school)

Vice President

The VP is the President’s right-hand man or woman, and should have a good working relationship with the President and school administration. The VP is responsible for fulfilling the duties of the President should they be unable (i.e. running the meeting if the President is not present), as well as assisting with other duties that contribute to everything running smoothly, such as setting up for the meeting and overseeing event committees. The role also has oversight on email and saving planning documents to Google Drive, update/edit/distribute New Family Packets for new family/student events (i.e. Sneak a Peak, New Family Orientation), and distribute to Ferber office staff to have on hand for new families that join during the year.

Plan event dates for the upcoming year along with Board. Recruit for open event chairs/volunteers; collect forms submitted. Document committees, update Sign Up Genius Group. Communicate and assist with event chairs and volunteers in their roles. Share final event committee information with Ferber office staff.

The Vice President is someone that aspires to hold the position of President in the future, and should be looking at their time as VP as training. Like the President, the VP will have held other roles within the organization, so they are able to fill in at a moment’s notice.

 Special events:
Attend - School Volunteer Lunch
Speak- Kindergarten Sneak-a-Peek (May)
Plan - calendar of events
Plan - Cupcake Celebration (May)
Plan - Volunteer Kick-Off (Aug/Sep)
Plan - Back-to-School Fundraiser (Endowment)
Lobby Table - Orientation (August)
Drop in - Events (once a month: Sep-June)
Plan - meetings (twice/month for board and all-school)
Lead - One Event

Treasurer

The Treasurer is responsible for managing the budget, collecting payments and conducting organization money management tasks, which include checkbook balancing, online payment system and check writing/deposits. It is required the Treasurer report monthly updates to the board on all bank account activity as well as plan quarterly public meetings to discuss budget.

Year-end book keeping and audit are also the responsibility of the Treasurer. The treasurer may also be asked to take on various leadership responsibilities when called upon such as coordinating volunteers, stepping in for the Secretary or Vice President when needed, or heading up committees.

Special events:
Attend - School Volunteer Lunch
Attend/Help - Kindergarten Sneak-a-Peek (May)
Attend/Help - Cupcake Celebration (May)
Attend/Help - Volunteer Kick Off (Aug/Sep)
Drop in - Events (once a month Sep-June)
Attend/report - meetings (twice/month for board and all-school)
Plan - Budget meetings (two: November/May)
Plan - audit (June)

Secretary

The Secretary is responsible for taking notes during meetings and sending them out to the entire membership afterward and saving files in Google Drive for the group. The Secretary plays a critical role on our ongoing communications from the organization meetings to the greater parent/community population. Working with the Social Media Guru and Parent Network Chair, the Secretary will ensure all messaging is cohesive and there is no overlap in communication.

The Secretary should also store in our Google Drive an up-to-date list of contact information for parents following Directory completion (managed by previous President) and load incoming student list of kindergartners from Sneak-a-Peek (managed by office). The Secretary should also be prepared to help with meeting planning for board/all-school meetings.

 Special events:
Attend - School Volunteer Lunch
Attend/Help - Kindergarten Sneak-a-Peek (May)
Attend/Help - Cupcake Celebration (May)
Attend/Help - Volunteer Kick-Off (Aug/Sep)
Drop in - Events (once a month Sep-June)
Attend/Report - meetings (twice/month for board and all-school)

Board Coordinator
The Board Coordinator is involved in standardizing volunteer and event management, organizing planning materials and archives in addition to supporting board members as needed. This role is comfortable and familiar with all board duties.

Special events:
Attend - School Volunteer Lunch
Attend - PTO Cupcake Celebration (May)
Attend - PTO Volunteer Kick-Off (Aug/Sep)
Attend - meetings (twice/month for board and all-school)
Manage - Sign Up Genius

Social Media Guru

Social Media Guru is responsible for creating event announcements, calls for volunteers, and special notices on Facebook in a timely manner. They are responsible for trying to maintain a strong presence on social media to remain within the algorithms necessary for maximum viewership.

Special events:
Attend - School Volunteer Lunch
Attend - Kindergarten Sneak-a-Peek (May)
Attend - Cupcake Celebration (May)
Attend - Volunteer Kick-Off (Aug-Sep)
Drop in - Events (once a month Sep-June)
Attend/report - meetings (twice/month for board and all-school)
Plan - events communication plan with Event Committee Chairs
Plan - social posts schedule
Manage - PTO Facebook page

Parent Network Chair
The Parent Network Chair purpose is to coordinate communication to the parents of the school on behalf of the PTO, and to serve as outreach to continue to grow the parent involvement and interest in the PTO. They are responsible for sending out communications from the PTO in a timely manner. They help teachers find a Room Parent, and offer guidance and assistance to Room Parents in their duties. They will coordinate with Event Chairs to produce timely and efficient communications to announce events and secure volunteers or items. They will plan and create social events to for parents.

Special events:
Attend - School Volunteer Lunch
Attend - Kindergarten Sneak-a-Peek (May)
Attend - Cupcake Celebration (May)
Attend – Volunteer Kick-Off (Aug/Sep)
Drop in - Events (once a month Sep-June)
Attend/report - meetings (twice/month for board and all-school)

Fundraising Coordinator
The Fundraising Coordinator is charged with planning efforts to raise funds aligned with school fundraising purposes and goals, and managing funds raised by PTO programs. The programs include things such as selling spiritwear, coordinating with the Treasurer on maintenance and management of Scrip as well as distribution of gift cards, handling back to school fundraising kick off and run activities.

Special events:
Attend - School Volunteer Lunch
Attend - Cupcake Celebration (May)
Attend – Volunteer Kick-Off (Aug/Sep)
Attend/report - meetings (twice/month for board and all-school)
Plan - Color Run
Plan - Back-to-School Fundraiser + 1 during the school year Fundraiser (excludes Endowment Week)
Manage - Online payment system (when available)

Event Committee Chairs
Event Committee Chairs solicit volunteers (Sign Up Genius) for their event, including set up/clean up, work with the Treasurer and Secretary to create forms/collect funds and put together a communications calendar with Social Media Guru and Parent Network Lead, coordinate with the President and/or Vice President, and be present on the day of their event to ensure that everything is running smoothly.

Event Committee Chairs will be responsible for completing/sharing a post-event survey and sending all planning documents to ferberpto@gmail.com for saving to Google Drive.

Special events:
Attend - School Volunteer Lunch
Attend - PTO Cupcake Celebration (May)
Attend - PTO Volunteer Kick-Off (Aug/Sep)

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