The Officers of this organization can be:
- President or Co-Presidents
- Vice President or Co-Vice Presidents
- Treasurer or Co-Treasurers
- Publicity Coordinator
- Volunteer Coordinator or Co-Volunteer Coordinators
- After School Program Coordinator or Co-After School Program Coordinators
Article VII- Duties of Officers
SECTION 1. The President(s) shall preside at all meetings of the association and of the executive committee at which he/she may be present; shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the organization or by the executive committee; and shall coordinate the work of the officers and committees of the organization in order that the objects may be promoted. The president shall authorize the disbursements of budgeted funds by cosigning the checks.
SECTION2. The Vice President(s) shall act as aide to the president(s) and shall perform the duties of the president(s) in the absence or disability of that officer(s) to act. The Vice President shall propose fund raising efforts to the executive committee. After approval by the executive committee, the vice president shall coordinate all fund raising associated work.
SECTION 3. The secretary shall record the minutes of all meetings of the organization and of the executive committee. He/she will have the duty of providing the executive committee meeting minutes prior to the next board meeting. He/she will have a current copy of the bylaws, maintain a membership list, and perform other delegated duties as assigned.
SECTION 3.1. The publicity coordinator shall work with the executive committee and all committee chairs to promote the activities of this organization. He/she shall be responsible for all advertising including utilizing local media.
SECTION 4. The treasurer(s) shall have custody of all the funds of the organization; shall keep a full and accurate account of all receipt sand expenditures; and in accordance with the budget adopted by the organization shall make disbursements as authorized by the president, executive committee or the organization. The treasurer(s) shall disburse budgeted funds by issuing a check, which will be cosigned by the president indicating the approval of the executive committee. The treasurer(s) shall present a 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 meeting when the new officers officially assume their duties. The treasurer(s’) accounts shall be examined annually by an auditor or any auditing committee of not less than three members who, satisfied that the treasurer(s’) annual report is correct shall sign a statement of fact at the end of the report. The auditing committee shall be selected by the executive committee at least two weeks before meeting at which the new officers assume their duties.
SECTION 5. The volunteer coordinator(s) shall distribute volunteer sign up forms the first week of the school year. The volunteer forms will be used to generate a volunteer availability list which is maintained by the volunteer coordinator(s). The volunteer list will be used by the executive committee, the principal and school staff to solicit volunteers to assist in the school and extracurricular activities. It will be the responsibility of the volunteer coordinator(s)to distribute the list to the president and principal.
SECTION 6. The after-school program coordinator(s) shall work with instructors to set the schedule, balancing classes and age groups. They shall coordinate with school administration for new program approval, class locations and provide the applicable paperwork to Loudoun County Public Schools. They shall manage the online registration system, reconcile payments and ensure all related permissions are received. They shall coordinate with publicity coordinator to distribute session information on the PTO website, social media and hardcopy. They shall communicate final course logistics to parents, staff and CASA.
SECTION 7. The two (2) teacher representatives shall attend all monthly executive committee meetings. They shall present teacher-related concerns and/or requests to the executive committee. They shall report, to the faculty, the executive committee activities and decisions regarding teacher-related issues that were discussed at the monthly meetings.
SECTION 8. All officers shall:
- Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those assigned from time to time.
- Deliver to their successors all official material not later than ten days following the meeting at which new officers assume their duties.