​ELECTED OFFICER JOB DESCRIPTIONS

President – Serve as leader and key contact for the PTO; preside at all PTO meetings; ex-officio member of most committees; appoint chairpersons for special committees; coordinate the work of the officers and committees so that the PTO’s objectives can be met. Signatory on checking account. Works with VP to form committees and oversee those committees. (Effort: year-round, ongoing)

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Vice President – Act as an aide to the President; perform the duties of the President in the absence or inability of that officer to serve; assume other responsibilities as assigned by the Executive Board; coordinate the general activities of any Special Committees created by the Executive Board. Ideally is willing to serve as President in the future, but is not required. (Effort: year-round, time varies depending upon roles)

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Secretary – Keep the minutes of all general meetings and all meeting of the Executive Board; prepare correspondence and perform all other duties assigned; keep the calendar of events for the PTO (Effort: 3-4 hours per month, includes attending meeting and typing up minutes). Coordinate the creation of the monthly PTO digital newsletter.

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Treasurer – Be responsible for and have custody of all funds; make disbursements as properly authorized; be present at all PTO events where money will be collected; assure that the PTO policies and best practices are followed with regards to funds; prepare financial reports for each meeting and as needed; prepare the books for an annual audit. Inform board of income and expenses. Works with fundraising committee to facilitate the receipt of fundraising money and records of such receipts. Second Signatory on checking. Prepare and files State and IRS tax reports. Prepare budget report. (Effort: year-round, time varies on activities each month)

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APPOINTED OFFICER JOB DESCRIPTIONS

(Officers are appointed by the PTO President)

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Parliamentarian - The Parliamentarian will assist the President and Vice President in maintaining order and ensuring that proper procedures are followed at all meetings. They should have good knowledge and understanding of the PTO Bylaws and procedures so they can assist the President and Vice President as needed. The Parliamentarian will assist the President and Vice President in reviewing the PTO bylaws once each year school year and draft amendments as deemed necessary. 

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Historian/Yearbook - The Historian records, with the help of a committee, the events of the school year in the form of the annual Yearbook. The Historian is also responsible for ensuring that the Board of Directors assemble and maintain their board position binders and digital records of all duties, monthly tasks, budgets, important contacts, and do's and don'ts to pass on to their successors.

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COMMITTEE CHAIRPERSON JOB DESCRIPTIONS

(Committee Chairpersons are appointed by the PTO President)

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Box Tops for Education

The Committee Chair will oversee the Box Tops For Education Program at Oakland Elementary School. The committee chair, with help of the committee, should be willing and able to:

1. Promote the program to Oakland parents and teachers (create flyers, create and send e-announcements, post on the PTO facebook page)

2. Manage the collection and counting of Box Tops (at least twice a year - Fall and Spring)

3. Submit all counted Box Tops to the Box Tops for Education Program twice a year (during the October and March submission times). 

4. Help educate families and staff about the phasing out of “clippable” Box Tops, and the transition of the program to the digital platform, Box Tops Bonus App.

5. Work with office staff to coordinate communication with parents and teachers.

6. Maintain and update notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Fundraising 

The Fundraising Committee Chair(s) (one Fall and one Spring) shall be responsible for organizing and implementing fundraising projects with the help of an appointed committee. 

The Fundraising Committee Chair(s), with help of the committee, should be willing and able to:

1. (Fall Chair) Research and choose, with executive board approval, the Fall fundraiser. Interview fundraising companies as needed and coordinate the fundraiser through the planning, execution and wrap-up phases of the fundraiser.

2. (Spring Chair) Lead the Spring Carnival planning and execution. Preside over planning meetings, delegate tasks, and oversee the carnival event. 

3. Organize paperwork and distribute fundraising packets and electronic information to student body as needed.

4. Maintain any online fundraising pages and information as needed.

5. Calculate and tally fundraising at the closing of the fundraiser.

6. Work with the treasurer depositing all fundraising money.

7. Distribute fundraiser items to student body when delivered, as needed.

8. If a fundraising party for top sales is available, help coordinate and attend the event.

9. Communicate effectively and work well with others.

10. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Spirit Nights & Rewards Programs

The Spirit Nights Committee Chair will oversee all Oakland PTO Spirit Nights and Rewards programs during the current school year. “Spirit Nights” include set nights, days, or weeks when Oakland families and friends can patron partner businesses, and the business gives a % of the proceeds back to Oakland Elementary PTO. Rewards programs include, but are not limited to Kroger Rewards, Amazon Smile, and Little Caesars Pizza. The committee chair, with the help of the committee, should be willing and able to:

1. Solicit local businesses to establish partnerships for Spirit Night opportunities. 

2. Set the day and time of all Spirit Nights prior to the beginning of the school year, or as needed (with executive board approval).

3. Prep Spirit Night stickers and/or flyers (counting and sorting and delivering to the front office for distribution) for each event needed.

4. Create and post facebook announcements for each event (Sunday reminder post, and day of event post.)

5. Create and forward e-announcements to the appropriate office staff for distribution to Oakland parents.

6. Communicate with business partners as needed.

7. Communicate with rewards program donors (Kroger, Amazon, Coke, etc.) and promote to Oakland families and staff.

8. Keep a detailed account of “Spirit Night” funds received from business partners for the entire school year.

9. Maintain and update notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Room Parents/Helpers 

The Room Parent Committee Chair will oversee all Room Parents and Helpers, Holiday Party planning (in partnership with grade level teacher leads and administration), and Room Parent assigned tasks (Carnival Silent Auction Room Baskets and more) for the school year. The committee chair, with the help of the committee, should be willing to:

1. Solicit Room Parents and Helpers at the beginning of the school year during the “Meet the Teacher” and “Open House” events, or as needed.

2. Maintain the contact list of current Room Parents and Helpers.

3. Work with administration, teacher leads, and individual teachers as needed to help coordinate the Room Parent needs of each classroom. 

4. Communicate with all Room Parent Coordinators about expectations and upcoming events where Room Parents and Helpers are needed. 

5. Communicate with teachers to obtain special needs requests for students with allergies (i.e. Gluten free requests, etc.).

6. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Spirit Merchandise 

The Committee Chair will oversee the design, ordering, sale, distribution and inventory of Spirit Merchandise throughout the school year. The committee chair, with the help of the committee, should be willing and able to:

1. Research, select (with executive board approval), and order Spirit Merchandise over the summer months so merchandise will be available for sale at the “Meet the Teacher” event (typically early to mid August). 

2. Coordinate the merchandise table at “Meet the Teacher”, “Open House” or any other PTO event where Spirit Merchandise is sold.

3. Set up, maintain, and fulfill orders when using the PTO web page/store for online spirit merchandise orders.

4. Work with the treasurer to deposit all Spirit Merchandise monies (paper and online).

5. Decide if an additional Fall or Winter Spirit Wear sale is needed and coordinate as stated above.

6. Store (at Oakland) and keep an accurate inventory of all Spirit Wear merchandise (both old and new) throughout the school year.

7. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Staff Appreciation

The Staff Appreciation Committee Chair(s) will oversee monthly staff appreciation events and the national “Teacher Appreciation Week” (usually the first week of May). The committee chair, with help from the committee, should be willing and able to:

1. Plan monthly appreciation event themes.

2. Solicit donations from local businesses and Oakland families as needed to meet monthly theme needs.

3. Coordinate delivery or pickup of appreciation “items.”

4. Plan and coordinate the presentation of each monthly event in the staff lounge. 

5. Work with the administration and PTO executive board to coordinate dates and timing of all appreciation events. 

6. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Volunteer (VIPS - Volunteers in Public Schools) Coordinator  

The Volunteer (VIPS) Coordinator will manage the recruitment, involvement and retention of volunteers at Oakland Elementary School. The VIPS Committee Chair should be willing and able to:

1. Create an inviting school climate for volunteers to feel welcome while on campus.

2. Work closely with the PTO executive board, administration, and PTO board chairpersons to help identify and fill volunteer needs throughout the school year.

3. Recruit volunteers at school events such as “Meet the Teacher,” “Open House,” and other events as needed. Plan and execute any volunteer "gatherings" and other recruiting and appreciation events.

4. Advertise volunteer opportunities via Facebook, Twitter, e-blast announcements, flyers, and other appropriate methods to reach as many potential volunteers as possible.

5. Maintain an updated list (with help from school staff) of volunteers who have cleared FBISD criminal background checks, and send them communications about volunteer opportunities as needed. 

6. Create online event signups as needed (i.e SignUpGenius). 

7. Lead and manage the VIPS workroom and and supervise teacher project requests. Keep track of and order VIPS supplies as needed.

8. Provide an orientation and any necessary training volunteers require to complete assigned tasks. 

9. Communicate with school staff periodically to see if additional support is needed.

10. Recognize and thank volunteers for their service both formally and informally throughout the year.

11. Provide volunteers and school staff the opportunity to offer feedback regarding volunteer experiences to help improve the volunteering experience.

12. Attend monthly district meetings and report back to the PTO at the next board meeting.

13. Choose the VIPS of the month with help from the PTO board of directors and recognize each recipient.

14. Record volunteer hours and report them to the district (Collaborative Communities).

15. Work with the PTO President and school staff to choose the VIPS of the year.

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Harvest of the Month Liaison

The Harvest of the Month Liaison will oversee the implementation of the Harvest of the Month program at Oakland Elementary. “The Fort Bend ISD Child Nutrition Department provides an opportunity for Oakland students to sample a local "Harvest of the Month." Each month, a sample of one locally sourced fruit or vegetable is offered to students during a designated lunchtime.” The liaison, with the help of the committee, should be willing and able to:

1. Solicit and coordinate volunteers to distribute the monthly “Harvest” on the district designated “Harvest of the Month” day.

2. Communicate with cafeteria staff and the FBISD Nutrition Department as needed.

3. Maintain and update committee notes, contacts, and procedures in the Committee binder and in the PTO Google Drive.

 

Shared Dreams Liaison

The Shared Dreams program provides short term assistance to registered Fort Bend ISD students whose needs have been determined by their campus nurse with assistance from campus staff.  The Shared Dreams Liaison will oversee Oakland Elementary’s annual volunteer service days and any Oakland PTO sponsored collection drives to help support the Shared Dreams facility. The liaison, with help of the committee, should be willing and able to:

1. Solicit and coordinate volunteers to help at the Shared Dreams facility during Oakland’s assigned service days.

2. Work with staff, including club advisors, to coordinate or partner on collection drives supporting the Shared Dreams facility.

3. Promote collection drives (create flyers, e-announcements, facebook posts on PTO page, etc.).

4. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

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Dads' Club

The Dads' Club Committee Chair will oversee Dads' Club volunteers and projects. The committee chair, with help of the committee, should be willing and able to: 

1. Work with PTO, administration, and Dads' Club membership to identify areas of need where Dads' Club could best make an impact.

2. Plan for and execute projects around the school including but no limited to, landscaping projects, morning car rider line assistance doors, etc.

3. Maintain and update committee notes, contacts, and procedures in the committee binder and in the PTO Google Drive.

 

Webmaster/Facebook Admin

The Webmaster will maintain and update the PTO web page and online store as needed and upon request by the PTO Executive Board, or other committee chairpersons. The “webmaster” will add news and updates, Community Partner logos and links, order forms, flyers, meeting minutes, store products, and other PTO content to the web site and social media as needed. While serving as “webmaster” and a representative of the PTO Board, the “webmaster” will maintain a professional position and stay out of any online “bickering,” complaining, speculating, or gossiping. If the webmaster is made an Admin of the PTO Facebook page, they will be responsible for helping (with assistance from other page admins) vet potential member adds and deletions on the page, monitor post content for page rule violations, and assist PTO board members with posting as needed.