President/Co-Presidents:

1. Has general oversight responsibility for the activities of the PTO.  Shares responsibility for overseeing PTO events with the Vice President(s).  At the beginning of the school year, the President(s) and Vice President(s) agree on who has primary responsibility for which events, so that all events are accounted for and the workload is shared between President(s) and Vice President(s).
2. Sets PTO goals for upcoming year with input from the PTO Executive Committee, the Principal and PTO membership.
3. Serves as liaison between the Principal and PTO.
4. With the assistance of the other members of the Executive Committee, selects chair people for each PTO event for the upcoming year.
5. Plans the PTO calendar for the upcoming year, including PTO meetings, Back to School Night, and other major events.
6. Represents the PTO at Back to School Night. 
7. Plans and facilitates PTO meetings and PTO Executive Committee meetings.  If the President(s) is unable to attend a meeting, the Vice President(s) assumes the President’s responsibilities.
8. Seeks input and feedback from committee chair people to stay abreast of committee progress.
9. With the assistance of the incoming board members, compiles a budget for the upcoming school year, and presents the budget for a vote at the June PTO meeting.  At the end of the President’s two-year term, the incumbent President assists the incoming President in creating the new budget, and the incoming President presents the new budget at the June PTO meeting.
10. Reviews and approves PTO memos and communications to parents, prior to review by the Principal and distribution to the Eric S. Smith School community.
11. Maintains an organized file system of all on-going activities and programs for the year.  This file system is provided to each subsequent president.  Electronic files are included.
12. Attends Ramsey Officer Council (ROC) meetings to stay abreast of other events in the Ramsey school district and to communicate relevant Smith School activities to other district organizations.

Vice-President(s):

1. Shares responsibility for overseeing PTO events with the President.  At the beginning of the school year, the President(s) and Vice President(s) agree on who has primary responsibility for which events, so that all events are accounted for and the workload is shared between President(s) and Vice President(s).
2. Assists the President(s) in setting goals for the year, planning the PTO Calendar, selecting chair people, creating the budget, and other duties as needed.
3. Assumes the Presidential responsibilities in the absence or resignation of the President.
4. Attends Ramsey Officer Council (ROC) meetings to stay abreast of other events in the Ramsey school district and to communicate relevant Smith School activities to other district organizations.
5. Attends monthly PTO meetings.
6. Seeks input and feedback from committee chair people to stay abreast of committee progress.
7. Maintains inventory of materials in the PTO closet and keeps closet organized and adequately stocked.
8. Oversees all aspects of Smith Schools “Teen Canteens”, acts as a liaison to the Teen Canteen committees and PTO/Smith School administration and reports on all at monthly meetings.

 Secretary(s):

1. Prepares agenda for PTO meetings and distributes prior to meeting. Distribution may be through school website, e-mail, and/or paper-based communication.  Provides paper copies of agenda at PTO meetings.
2. Takes minutes of the monthly PTO meetings and distributes through e-mail and/or school website after the meeting, and on paper at next PTO meeting. Obtains approval of last month’s minutes at each PTO meeting and distributes updated minutes after the meeting, if changed.   Keeps an organized file system (preferably electronic) of the minutes from all PTO meetings.  All minutes should contain:
   1. Date and time of meeting
   2. Location of meeting
   3. Board members in attendance; Board members absent
   4. Descriptions of items discussed including:

                                                             i.     Principal’s report

                                                           ii.     President’s report

                                                         iii.     Vice President’s report (if necessary)

                                                         iv.     Secretary’s report

                                                           v.     Treasurer’s report

                                                         vi.     Committee Chair People’s reports

                                                       vii.     Other Business

5. Votes taken and results of votes
6. Follow-up action items and names and dates assigned to each follow-up item
7. Time meeting was adjourned

      3.  Maintains and updates yearly calendar of PTO events and provides upcoming month’s calendar at monthly PTO         meetings and through the monthly school newsletter and website.

      4.  Makes copies and distributes meeting announcements and other PTO communications to the Smith School Community  through the monthly newsletter and website.

      5.  Prepares and maintains folders and files (preferably electronic) for each committee chairperson and class parent.  Provides folder at beginning of school year to each committee chairperson and class parent.  Works with the President and Vice President to prepare chair people and for their responsibilities.

      6.  Submits all correspondence to individuals as indicated by the President.   Keeps records of all thank-you notes 
           and other correspondence sent and received by the PTO.

      7.  Supports the President and Vice President as needed at events.

      8. Assumes the Vice-President’s responsibilities in his/her absence or resignation.

1. Follows PTO Financial Procedures (under separate cover) and makes recommendations for improvement of procedures based on experience.  Works with the PTO Executive Committee to modify Financial Procedures as agreed upon by the Executive Committee.
2. Maintains a monthly operating budget and projected cash flow.
3. Communicates PTO financial status to Board of Directors on a monthly basis.
4. Presents the monthly financials at PTO meetings.
5. Keeps accurate records of monetary receipts and expenditures.
6. Deposits PTO monies into PTO bank account in a timely manner, in accordance with PTO Financial Procedures.
7. Disburses funds in a manner as authorized by the Executive Committee.  Writes checks to meet the PTO’s financial obligations.  
8. Collects and organizes receipts and proof of spending from teachers, administration and PTO members that qualify for reimbursement by the PTO.
9. Prepares a Financial summary of the current fiscal year for review by the President in preparation for the upcoming fiscal years annual budget.  Works with the President to compile upcoming year’s budget.
10. At the end of the Treasurer’s two-year term, trains incoming Treasurer as needed to facilitate an effective turnover of responsibilities.