PTO Duties & Chairs

ARTICLES VII

Duties of Officers

Section 1: The Co-Presidents shall preside at all meetings of the organization and of the executive committee; shall perform such other duties as may be prescribed in these bylaws or assigned to them by the organization or by the executive committee; and shall coordinate the work of the officers and committees in an order that the objectives may be promoted. The Co-Presidents shall report on executive committee meetings at each regular meeting.

Section 2: The Vice President arrange school assemblies and act as aide to the Co-Presidents, and shall perform the duties of the Co-Presidents in their absence or inability of either of those officers to serve.

Section 3: The Recording Secretary shall keep an accurate record of all meetings of the organization and of the executive committee and shall perform such other duties as may be delegated to him or her.

Section 4: The Corresponding Secretary shall perform any functions relating to any and all correspondence with persons or groups outside this organization and shall notify committee members of meetings.

Section 5: The Treasurer shall receive all monies of the organization; shall keep an accurate record of receipts and expenditures; and shall pay our funds in accordance with the approved budget as authorized by the organization. The Treasurer shall present a printed financial statement at every meeting of the organization and at other times when requested by the executive committee and shall make a full report at the May meeting. The Treasurer’s accounts shall be examined annually by an auditor or an auditing committee who, satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report. The auditor shall be appointed by the executive committee at least two weeks before the May meeting.

Section 6: The Advisory Council shall attend District Parent Advisory Council Meetings and report back to the members on relevant discussions; shall oversee committee chairs throughout the year and act as a liaison between all parties.

Section 7: All officers shall:

a. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those assigned from time to time.
b. Deliver to their successors all official material at the May meeting. The only exception to this shall be on the books of the Treasurer which must be delivered no later than July 1st.

PTO Chair Information

There are always opportunities to help out.  Contact the current PTO Co-Presidents for the current list of open chairs and volunteer opportunities.

Below is a summary of some of our committees and what they do.

Barnes & Noble Night: (March time frame):  Work closely with Mrs. Pesature to organize event at the Oxford Valley Barnes & Noble.  Advertise via ENews with a save the date.  Organize a scavenger hunt. Coordinate parent volunteers for the night of the event, coordinate sign up for teacher readings and book signings.  Oversee the night registration and overall event .

Book Fair: (October) The Book Fair is held for one week in the fall during school hours and on Family Night (Friday evening) in conjunction with the Ice Cream Social.  All aspects of the book fair need to be managed from coordinating with principal, book fair vendor and getting volunteers to assist with set up, moving to the gym, break down and helping students shop.  Work cash register system and re-order low stock items.

Box Tops for Education: (Ongoing) Collect, sort and mail out  box tops  collected from the QH community to raise funds.  Coordinate contests throughout the school year to encourage students to bring in more box tops.  Check in to Box tops site to see any extra incentives or contest by box tops direct.

EXPO: (August) Organizes PTO Expo which takes place the day before the first day of school. Summer planning required. Invite new and returning families to sign up for the PTO. Coordinate with committee chairs to be present and promote their committee and solicit volunteers. Create posters/sign ups. Ensure back to school envelopes are distributed. Contact Larry (head custodian) to ensure table set up and organize sign up genius for set up and clean up. Invite POMA, Girl Scouts)-Work with PTO Membership Committee closely.

5th Grade Celebration: (June) Plan and organize the 5th grade celebration including create theme, order supplies, organize parent volunteers, hold committee meetings, work with outside vendors (ensure approval from both PTO/Dr. Schiavone). Work closely with 5th Grade teachers.

Holiday Shop: (November or December) Held one week during school hours prior to the winter holidays.  Coordinate shop date and gift items with vendor.  Set up, reorder low stock items and break down of shop.  Coordinate shopping schedule and volunteers to work shifts and assist students with their gift selections

Ice Cream Social: (October) Send out registration forms and pick up registrations as they come in to track number of registrants. Organize and purchase ice cream, supplies and toppings. Coordinate volunteers (usually teachers) to scoop ice cream, check in families who registered and sell tickets at the door. Held during same time as the Book Fair.

National Teacher Week & Luncheon: (May) Organize luncheon for teachers and staff.  Make and send teacher and staff invitations. Go into school the day before, after dismissal, and place vases on all homeroom teachers desks for the flowers brought in by students.   Volunteer request donations of food and other items needed for this event. Volunteers are also needed to provide food items, help set up, assist during the event, or help with clean up (set up sign up genius).

Scrip Program: (Ongoing) Determine Scrip order dates/schedule. Create and distribute Scrip registration form.  Collect and organize orders including tallying orders, sending payment to Scrip program and distribute gift cards to families once order comes in.

Student Council Liaison: (Ongoing) Work with Student Council teacher representatives to ensure PTO can help student council initiatives throughout the year.

Spirit Night Coordinator: (Ongoing) Organize QH spirit nights throughout the year including, but not limited to, local restaurants, Trenton Thunder night, etc.

Website Manager: (Ongoing) Help maintain and update the PTO website www.quarryhillpto.com  Ensure they are linked with Pennsbury Website for all flyers and info.  Work closely with Corresponding secretary to ensure updates through regular eblasts/newsletter information.  No HTML or programming experience necessary but helpful