NORTH SHORE HIGH SCHOOL PTO

OFFICER RESPONSIBILITIES 

CO-PRESIDENTS:  

  • Lead all PTO meetings
  • Meet with Principal/Assistant Principal once a month (before monthly PTO meeting)
  • Attend all monthly Parent Organization Meetings with Superintendent at Central Office and provide updates at PTO Executive Board and General PTO meeting
  • Attend Board of Education meetings - update PTO Executive Board and General PTO meeting
  • Set calendar of PTO General meetings
  • Attend annual Calendar meeting at Central Office in June
  • Meet regularly with Co-President
  • Set agenda and distribute for Executive Board Meetings and PTO meetings
  • Oversee all committees and Executive Board members
  • Outgoing Co-President will liaise with Nominating Committee Chair each spring to ensure open officer positions are filled for next school year.
  • Request update from HS Principals regarding the appointment of the Faculty Representative to PTO Executive Board (two year position).
  • Check PTO mailbox on a regular basis
  • Arrange for end of year dinner committee
  • Submit all requisitions for custodial services for meetings at the beginning of each school year and as needed
  • Monitor PTO link of North Shore School website and NSHS PTO webs site with VP of Communications
  • Send the names/contact information of the PTO Executive Board to the HS Principal, Assistant Principals, Principal’s Secretary, District Public Relations Director and PTO VP of Communication/Web-site prior to end of school year
  • Work with the Assistant Principal to publicize, recruit, and select Parent Grade Representatives from incoming Freshman class (outgoing 8th grade) parents
  • Work with the Principal on PTO Gifts and Grants to the school (when funds are available). Potential grantees must provide written Grant Proposal and present to Executive Board for consideration. Approved Gifts/Grants are submitted to Central Office for Board of Education for approval. Once approved, inform grantee, then complete purchase and transaction.
  • Inform Freshman Grade reps to solicit and confirm donations of baked goods and water for sale at Back to School Night
  • Invite all Parent Reps to sell merchandise at Back to School Night.
  • Coordinate all Daily Notice updates and special HS emails for PTO events with Principal and Principal’s secretary, i.e., meeting updates & news
  • Review all PTO announcements and forward to Principal for email distribution
  • Update the By-Laws every 3 years, at a minimum
  • Review Annual Dues amount on an annual basis.  Propose increases/decreases of annual dues amounts based on budgetary needs.
  • Prepare packets for new board members for turnover meeting in June
  • Coordinate training of all new board members along with outgoing members
  • Research, coordinate and sign contracts for all PTO related guest speakers
  • Coordinate “You in Six Words with Principal
  • Prepare respite tent and water for Graduation
  • Coordinate Teacher of the Year Award and Dinner
  • Coordinate placards on award wall for outgoing board members
  • Compose a letter to new faculty to be included in New Faculty Packet
  • Coordinate drive for all committees at Freshman BBQ and PTO meetings
  • Coordinate all paperwork for August mailings, PTO Letter, Membership Cards, Photo Day information, submit to HS early August for “August Mailer”
  • Follow up and monitor Picture Day with Picture Day chairperson.
  • Budget Sign: Revise annually to reflect correct date, use A+ Graphics Co. in Glen Head.
  • Store the PTO Banner (to be displayed at PTO Meetings and events and carried at Homecoming Parade.)
  • Store the Budget Banner to be displayed prior to the Budget Vote in May. Change date yearly with A+ Graphics
  • Store the PTO Mission Statement Board to be displayed at PTO Meetings and events.
  • In June update Committee Sheets and Signage Poster.
  • In August arrange for set up of Membership Table, Parent Information table and 9th Grade Merchandise for Grade 9 Parent Informational Meeting.
  • Meet with Board in Spring to review previous year’s expenditures and create a budget plan for following school year.
  • Coordinate with Assistant Principal and secure Guest Speakers included in the budget.
  • Secure date for Choices and Consequences. (Confirm date before Calendar meetings for the following school year.)
  • Attend Coordinating Council meetings.
  • Coordinate Teacher of the Year nominations and End of Year Dinner.
  • Work with Guidance Department on Scholarship
  • Meet with Photographer in May for coordinating school picture day.
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

VICE-PRESIDENT MEMBERSHIP:

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Review and sign off on monthly bank statement - See Treasurer.  Sign and Copy in separate book for insurance purposes
  • Submit all collected dues to Treasurer monthly.
  • Chair and work with PTO Membership committee
  • Adhere to rules and guidelines set forth by the NS High School PTO by-laws for membership 
  • Maintain all records of PTO membership for current year and previous three years 
  • Generate ideas to recruit parents to increase membership in the NSHS PTO, both in general meetings and throughout the year.
  • Set up Membership Dues Table in August at 9th Grade Parent Informational Meeting.
  • In July prepare any fliers to increase membership that are to be mailed to homes in Aug Packet.
  • All PTO Executive Board Members are encouraged to attend BOE meetings.
  • Purchase envelopes, stamps, and new Membership cards to be inserted with the NSHS August mailing.
  • Maintain a supply of Membership cards for availability at all General Membership meetings.
  • Have a membership table with cards at all General Membership meetings
  • Keep an updated list and email list of all current members throughout the year
  • Coordinate the membership drive at the Freshman BBQ and Back to School Night.
  • Coordinate alumni parent volunteers to run membership table at Back to School Night
  • Coordinate the membership drive through the summer mailing
  • Solicit Membership through Emails, Daily Notice, and school events such as Freshman Orientation, Back to School Night, and Homecoming
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

CO-VICE PRESIDENTS SPECIAL EVENTS: 

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Chair and coordinate Staff/Teacher Appreciation Luncheon Committee in May.  Floor plan set up to custodians 
  • Arrange Custodian Appreciation Luncheon invitation; order food, drink and paper goods through neighborhood deli. 
  • Supply food for school wide Blood Drives, half-cut bagels, cream cheese, butter. Work with Community Service coordinator, (Julia Salat) on  dates and times. (2 times per year).
  • Coordinate a PTO Table at the Freshman BBQ with lemonade and cookies
  • Coordinate “Welcome Back Celebration” for first day of school at dismissal
  • Coordinate with Homecoming Committee any PTO-related events
  • Coordinate Holiday celebration
  • Coordinate Moving-Up Day celebration
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

VP FUNDRAISING: 

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Be responsible for oversight of all PTO fundraising efforts
  • Collaborate with fundraising committee chair-people with regard to all fundraising efforts including, but not limited to, Homecoming, Annual Photo Day, and the annual Spring Fundraising event.
  • Oversee existing and ad-hoc fundraising efforts that support the objectives of the Organization
  • Provide a budget line consult with Treasurer and Co-Presidents prior to yearly budget planning
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws
  • Thank you for volunteering your time to the North Shore High School Parent, Teacher Organization! 

VP COMMUNICATIONS/WEBSITE COORDINATOR: 

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Receive approved PTO General meeting minutes from Recording Secretary and post to NSHS PTO Web page. Executive Board minutes are NOT posted to the website
  • Update and maintain PTO web page on District web-site on a monthly basis, or as needed. Make certain that up-coming events, calendars and minutes are accurate and up-to-date.
  • Provide NSHS PTO information to the District Public Relations Director regarding news and events related to PTO.
  • Solicit and collect photos of all PTO events from District Public Relations Director and PTO/HS Community members for inclusion on PTO web-site events page.
  • Collaborate with local, community-based organizations and to communicate NSHS PTO news and events.
  • Employ social media to communicate PTO activities to the school community.
  • Compose a newsletter three times a year to inform parents of PTO updates, i.e. up-coming and past events, grants to school, gifts to school and scholarships.
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

 CO-RECORDING SECRETARIES: 

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Create attendee signup sheets for all PTO meeting (see August mailer for list of dates)
  • Records all minutes from Executive Board and General Membership meetings.
  • Maintain a binder with annual minutes and bring to all Executive Board meetings
  • Send minutes to PTO Co-Presidents within three days of meeting for approval. Send approved minutes to Executive Board, once approved.
  • Record all minutes from PTO general meetings and send to Co-Presidents within 3 days of PTO meeting.
  • Both recording secretaries shall compare their notes to present the most comprehensive minutes available for both General Membership minutes as well as Executive Board minutes.All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

CORRESPONDING SECRETARY:

  • Mandatory attendance at all PTO Executive Board meetings and General PTO meetings 
  • Handle all correspondence for the Organization
  • Send meeting reminder email to main office for email blast and daily notice for upcoming General Membership Meetings.
  • Send reminder email notices of all meetings to Executive Board members, including class parent representatives, Principal and Faculty representative 
  • Send reminder emails to Executive Board members of Board of Education meetings a week before the meeting
  • Send condolence and get well cards as needed
  • Coordinate and distribute all “thank you” correspondence related to all fundraising events and PTO business as appropriate, including but not limited to Home Coming Journal and Spring Fundraiser and additional event donations.
  • Acknowledge donors to and recipients of the NSHS PTO Scholarship fund
  • Order and maintain inventory of note cards and stationary
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

 TREASURER:

  • Mandatory attendance at all PTO Executive Board meetings and general PTO meetings
  • Receive all funds of the Organization
  • Maintain an accurate accounting of all receipts and expenditures.
  • Pay out funds in accordance with the annual budget, with the approval of the Executive Board and the approval of the membership where required
  • Coordinate all tax reporting and insurances for the NSHS PTO, Inc.
  • Prepare, report, and present a Budget and Financial statement at all PTO Executive Board meetings and General PTO meetings and at other times when requested by the Executive Board
  • Make a full financial report to the Executive Board and General Membership at the end of the school year
  • Collect all Organization membership dues received from parents and teachers from VP of Membership. Make all deposits.
  • Prepare budget with Co-Presidents in July for presentation to PTO Executive Board and PTO General membership for the September meeting
  • Monthly - Provide monthly bank statement to VP of Membership for review, and obtain signature on “Financial Review Form”. Keep all copies of completed forms.
  • In September, acquire two volunteers for Financial Review Committee, to review PTO books and sign Review Completion form. (Requirement based on AIM PTO Insurance). Form completion due at year end.
  • Provide financial reports to Financial Review committee annually for review. Obtain Signatures from committee members on “review form”. 
  • February - Renew PTO Insurance policy with AIM Insurance prior to February 25th expiration date.
  • Pay for Website Host and Manage dues yearly.
  • Pay Coordinating Council Dues, ($0.40 per paid general member), in November.
  • Pay Coordinating Council monies for annual Get out the Vote ads at Budget time, Meet the Candidates Night, and any other budget signs or accessories that all schools agree to purchase
  • All PTO Board Officers are encouraged to attend bi-monthly Board of Education meetings.
  • All members of the PTO Executive Board must be current with their annual dues in order to maintain their position and voting power, as per PTO By Laws

 GRADE REPRESENTATIVE LIAISON (NON-VOTING POSITION)

  • Help train incoming 9th Grade Reps for the coming year
  • Organize Grade Reps, in concert with Homecoming Chairs, regarding sales of class merchandise at Homecoming
  • Report on behalf on the Grade Reps at all NSHS PTO Board Meetings
  • Encourage Grade Reps to attend NSHS PTO general meetings and boardmeeting
  • Engage Grade Reps to volunteer for NSHS PTO activities and events
  • Help Coordinate Sports Night with grade representatives if needed
  • Collect spirit wear and/or class merchandise for a Spirit Wear basket for the annual spring fundraiser
  • Create, along with Grade Reps, a themed "grade basket" per grade for the annual spring fundraiser
  • Hold meetings with Grade Reps and faculty reps throughout the year
  • Help solicit new Grade Reps for the incoming freshman class prior to the turnover meeting