This P4/PTO is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501 (c)(3) of the Internal Revenue code.
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The P4/PTO DOES
· Support the educational programs and extracurricular activities of the school · Encourage parents’ involvement in their individual children’s lives, education, class, and school · Provide feedback and suggestions for school programs · Coordinate programs and projects that will support or enrich the curriculum · Encourage/fund the increased exposure of students to technology & cutting-edge education · Provide feedback/assist with increased awareness of school safety and security issues · Organize fundraising efforts to support some additional programs, equipment, and services not covered in the school budget · Support the educational goals of the school and assist with attaining those goals through parent and community volunteerism · Recruit volunteers and coordinate volunteer efforts to staff PTO functions and assist with school programs · Stay aware of legislation and political issues that may impact education and schools · A LOT ! ! ! |
The P4/PTO does NOT
· Run the school · Force parents to participate in PTO and/or school activities · Set policy regarding school programs · Define the school’s curriculum · Dictate the technology platforms and/or software used by the school · Define or interfere with the school’s security program and policies · Control the school’s budget · Set the educational goals, testing requirements, or compliance factors · Have jurisdiction or authority over school staff, teachers, and other employees · Endorse a particular political candidate or commercial concern · DO EVERYTHING ! ! ! |
OFFICER & COMMITTEE CHAIR DESCRIPTIONS
The P4 - PTO Executive Board is comprised of elected officers, committee chairs, and school representatives. Ideally meeting one time per month to conduct PTO business, in the current environment, we are meeting as needed via the Zoom platform. Anyone may attend. General meetings for the entire membership are typically scheduled twice per year.
Elected Officers
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. (Effort: year-round, on-going)
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. (Effort: year-round, time varies depending upon roles)
Secretary - Keep the minutes of all general meetings and all meeting of the Executive Board; prepare correspondence and perform all other duties assigned; maintain master documents on P4 website; help recruit committee chairpersons for all vacant standing committees of the board; keep the calendar of events for the PTO. (Effort: 3-4 hours per month, includes attending meeting and typing up minutes)
Treasurer - Be responsible for and have custody of all funds (this is typically in cooperation/coordination with the President & School Store Coordinator); make disbursements as properly authorized; be present at all PTO events where money will be collected; assure that 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. (Effort: 4-5 hours per month, average)
Chairs and Other Positions (These are COMMITTEES – there should be volunteers to help)
Community Relations/Fundraising - Manage the coordination of the P4’s fund-raising activities. Coordinate community partnership activities, works closely with Social Media/Publicity and the NHS Board’s Chair of “Community Relations Committee.” Effort varies. All collaborate on fundraising ideas for both P4 & the school – individually & together. Previous & possible activities include a FUNDraiser with skeet shooting/apple bobbing/BBQ/etc., NHS Friends & Family nights at a local spa/restaurant/etc. Suggest limiting to 2 or 3 per year. Family Nights require minimal effort – a few phone calls to arrange and sending home a flyer, along with communication from the school via email, voicemail & text. Effort: Dependent upon number of events (1-2 hrs each).
Social Media/Publicity - Disseminate positive information to the community about the school, its students, and the P4. Promote related activities and programs in order to heighten community awareness. Many tasks (like notices to newspaper) can be accomplished via email. (Effort: year-round, but minimal, 1-2 hours per month.)
Pro Appreciation Coordinator – Organize monthly Pro appreciation activities and to coordinate daily recognition for Pro Appreciation Week in May.
School Store Coordinator/Manager - Coordinate the selection, design, ordering, inventory, and sales of school store – both physical & online. Ideally has technological aptitude & sharp organizational skills. Responsible for having responsible & capable volunteers during open hours. Peers/Students may NOT handle money & any involvement of Peers/Students must be strictly supervised & approved by Principal. (Effort year-round, ongoing).
Elected Officers
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. (Effort: year-round, on-going)
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. (Effort: year-round, time varies depending upon roles)
Secretary - Keep the minutes of all general meetings and all meeting of the Executive Board; prepare correspondence and perform all other duties assigned; maintain master documents on P4 website; help recruit committee chairpersons for all vacant standing committees of the board; keep the calendar of events for the PTO. (Effort: 3-4 hours per month, includes attending meeting and typing up minutes)
Treasurer - Be responsible for and have custody of all funds (this is typically in cooperation/coordination with the President & School Store Coordinator); make disbursements as properly authorized; be present at all PTO events where money will be collected; assure that 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. (Effort: 4-5 hours per month, average)
Chairs and Other Positions (These are COMMITTEES – there should be volunteers to help)
Community Relations/Fundraising - Manage the coordination of the P4’s fund-raising activities. Coordinate community partnership activities, works closely with Social Media/Publicity and the NHS Board’s Chair of “Community Relations Committee.” Effort varies. All collaborate on fundraising ideas for both P4 & the school – individually & together. Previous & possible activities include a FUNDraiser with skeet shooting/apple bobbing/BBQ/etc., NHS Friends & Family nights at a local spa/restaurant/etc. Suggest limiting to 2 or 3 per year. Family Nights require minimal effort – a few phone calls to arrange and sending home a flyer, along with communication from the school via email, voicemail & text. Effort: Dependent upon number of events (1-2 hrs each).
Social Media/Publicity - Disseminate positive information to the community about the school, its students, and the P4. Promote related activities and programs in order to heighten community awareness. Many tasks (like notices to newspaper) can be accomplished via email. (Effort: year-round, but minimal, 1-2 hours per month.)
Pro Appreciation Coordinator – Organize monthly Pro appreciation activities and to coordinate daily recognition for Pro Appreciation Week in May.
School Store Coordinator/Manager - Coordinate the selection, design, ordering, inventory, and sales of school store – both physical & online. Ideally has technological aptitude & sharp organizational skills. Responsible for having responsible & capable volunteers during open hours. Peers/Students may NOT handle money & any involvement of Peers/Students must be strictly supervised & approved by Principal. (Effort year-round, ongoing).
UPCOMING MEETINGS
Meetings are currently held on the Zoom platform. Upcoming meetings will be posted as they are scheduled.
In an effort to be respectful of everyone's time, all will be muted except for the Executive Board. Questions may be posted by others in the Chat.
Please see Robert's Rules For Beginners below.
In an effort to be respectful of everyone's time, all will be muted except for the Executive Board. Questions may be posted by others in the Chat.
Please see Robert's Rules For Beginners below.
2020-2021 MEETING MINUTES
| 8.3.2020_p4_pto_meeting.pdf |