PTO Officer Duties (revised 1-10)
President
 Preside at all general meetings of the organization and at the Executive Board.
 Be a member ex-officio of all committees.
 Notify Organization membership of upcoming PTO general meetings via the Roosevelt Reader
formerly known as Thursday Take Home and PTO emails.
 Meet with PTO Presidents and the Superintendent approximately every 6 weeks.
 Meet with Roosevelt Administrators each month.
 Prepare agendas for General Meetings and arrange guest speakers.
 Assign Board member liaisons for each committee.
 Serve as board liaison to several committee chairs.
 Serve as Past President following President term.
 Prepare officer training transition materials and train incoming officer(s).
Vice-President
 Attend all PTO Board and General Meetings.
 Support attendance at Roosevelt Administrator and PTO meetings.
 Serve as President the following year.
 Assume the duties of the President in his/her absence.
 Produce the annual PTO Calendar and Directory.
 Serve as Program Chair for general PTO meetings.
 Collect agenda items and distribute agenda 2 days prior to Board meeting.
 Liaison for Laura Gilpin Memorial aquarium in LRC with maintenance vendor.
 Serve as Board liaison to several committee chairs.
 Track and process Roosevelt PTO grants.
 Sign-up volunteers for next year’s committee list.
 Plan breakfast bash.
 Plan and coordinate fundraising efforts for following year (working with a committee).
 Prepare officer training transition materials and train incoming officer(s).
Treasurer
The PTO Treasurer is responsible for all aspects of the financial records of the PTO. This includes the following specific
duties:
 Attend all PTO Board and General Meetings.
 Support attendance at Roosevelt Administrator and PTO meetings.
 Prepare the annual budget for the PTO based on input and approval from the PTO Board.
 Receive of all PTO monies (including money that is initially collected by other committees), payment of funds in
accordance with the approved budget and maintenance of accurate records of receipts and expenditures.
 Support PTO Committees by providing budget information and answering questions about prior year(s)
spending.
 Present financial statements at each PTO meeting and at other times as requested by the PTO Board.
 Prepare a summary of PTO spending in the fall and the spring to be published in the Roosevelt Reader.
 Coordinate the annual audit ensuring that all regulatory filings prepared by the auditor are completed and filed
on a timely basis. Typical filings include Form 990 – Return of Organization Exempt from Income Tax and
AG990IL – Illinois Charitable Organization Annual Report as well as any other filings required for a specific fiscal
year.
 Serve as Board liaison to several committee chairs.
 Prepare officer training transition materials and train incoming officer.
Corresponding Officer
Maintain Project Report spreadsheet and status’ on correspondence sent to committee chairs for events. Responsible for
reaching out to assigned chairperson to provide budget input, guidance on event requirements and contact information.
 Attend all PTO Board and General Meetings.
 Support attendance at Roosevelt Administrator and PTO meetings.
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Upon initiation of the position, determine the following at the 1 or 2 Board meeting:
o PTO Letterhead – Update names on letterhead for the new PTO Board Members and any other
changes suggested by the Board.
o Thank You Cards – Edit signatures and other text per the new Board’s preference.
o Determine gifts for chair thank you’s. Work with the Board to determine appropriate budget and
alignment to any school theme.
Send an email thank you that includes a Thank You letter on PTO letterhead. The letter thanks the chairs and
their committees, including a date for the General Meeting that they should attend to provide a review of the
event. These are emailed only to the chairs, however the letter can be forwarded onto committee members.
(Template is provided)
Send email reminders and invitation to past event chairs inviting them to the PTO General Meeting and request
their completed project report. Attach project report template for their reference.
Prepare a formal thank you card (electronic version available) that is personalized. This along with a small gift is
prepared and handed out to the chairs at the General PTO meeting. Each chair is invited to the front of the
meeting forum to say a few words on the event and is formally thanked and recognized for their efforts.
Work with Recording Officer to ensure all project reports are received and uploaded to the PTO website for
future use.
Serve as Board liaison to several committee chairs.
Prepare officer training transition materials and train incoming officer.
Recording Officer
 Attend all PTO Board and General Meetings.
 Support attendance at Roosevelt Administrator and PTO meetings.
 Keep the minutes of all general and all Executive Board Meetings. The board meetings are usually once a month
and there are around 4 general meetings throughout the school year.
 Present the minutes of each general meeting for review and approval at each general meeting
 Collect (in coordination with VPs’) and maintain all email addresses for Roosevelt families in preparation of mass
general email communication. Distribute of general email communication to distribution lists twice a week.
 Maintain www.rooseveltpto.com website by downloading all project reports, posting the school calendar, Food
Days, members of the PTO board and other information on a monthly basis.
 Serve as Board liaison to several committee chairs.
 Prepare officer training transition materials and train incoming officer.