Executive Board and Committee Chair Roles

Joining the PTO is an awesome way for you to share your skills, have your voice heard, and have FUN while doing good! There are so many ways for you to get involved in the PTO! Whether you want to be a member of the Executive Board or fill a Committee Chair role, we have many different ways you can volunteer that will fit into your busy schedule!

We are currently looking for volunteers to fill open positions for the 2026-2027 school year, including Volunteer Coordinator, Project Cornerstone Volunteer Coordinator, Boo Bash Event Chair, Fun Run Event Chair and Summer Sendoff Event Chair. You can view full descriptions for all of our Executive Board and Committee Chair roles listed below. If you see a position you’d like to volunteer for, please send us an e-mail at info@eatonpto.org or fill out our Volunteer Interest Form. We can’t wait for you to be a part of our team!

Executive Board Roles

The Executive Board (The Board) is elected by Eaton Elementary parents and jointly oversee the activities of the PTO and act in the best interest of students.

  • The Director is the leader of the Eaton PTO. Their job is to oversee all activities and make sure the PTO follows its own rules.

    Leadership & Management

    • Meetings: Prepare the agenda and preside over all general PTO meetings and Executive Board meetings.

    • Appointments: Suggest people to lead committees or fill empty Board seats, with the approval of the Executive Board.

    • Special Committees: May create new temporary committees for special projects as needed.

    • Coordination: Help all Board members and Committee Chairs work together smoothly.

    • Support for Committees: The Director is an automatic member of all committees to provide help and advice.

    Financial Safety & Oversight

    • Budget Planning: Work with the Principal and Treasurer to set the budget and fundraising goals for the school year.

    • Monthly Financial Review: Lead a monthly meeting with the Secretary and Treasurer to check the bank statement against the donation logs and deposit slips.

    • Co-Signing Checks: Sign PTO checks along with the Treasurer.

    • Financial Oversight: Verify that the Treasurer has an itemized receipt for every transaction on the bank statement during the monthly financial review.

    Communication & School Relations

    • Principal Approval: Ensure the Principal reviews all newsletters, flyers, or notices before they are sent to families.

    • Official Signing: Sign all formal letters and contracts for the PTO.

    • Calendar Planning: Work with the school to set dates for next year’s events before the current school year ends.

  • The Treasurer is the custodian of the Eaton PTO funds. Their job is to manage the bank accounts accurately and provide transparent reports to the board and membership.

    • Budget Preparation: Serve as the chairperson of the Budget Committee. The Treasurer lead the process of drafting the annual budget over the summer, working in coordination with the Director and the Principal. The Treasurer present the proposed budget to the Executive Board and the General Membership for approval at the first meeting of the school year.

    • Financial Records: Keep a full and accurate account of all receipts and expenditures.

    • Deposits: Receive all funds from Officers and Committee Chairs and deposit them into the PTO bank account within 72 hours of receipt.

    • Disbursement of Funds: Pay out funds as authorized by the approved budget or a vote of the Executive Board/Membership. 

    • Documentation: Ensure that a valid itemized receipt or invoice is required for every transaction, regardless of payment method.

    • Donation Tracking & Donor Acknowledgement: Maintain a master digital log of all Direct Donations and Corporate Matching funds received.The Treasurer is responsible for issuing formal "Thank-You/Tax Receipt" letters to all donors.

    • Monthly Financial Review: Prepare the bank statement and a "Check Register" for the mandatory monthly meeting with the Director and Secretary.

    • Financial Reports: Present a written financial report at every Executive Board meeting, showing the current balance, total income, and total expenses for the period.

    • Year-End Financial Reporting: At the final General Meeting of the school year, the Treasurer shall present a "Budget vs. Actual" report.

    • Tax & Legal Filings: Responsible for the timely filing of all required state and federal forms (such as the IRS Form 990-N) and ensure the PTO’s non-profit status remains in good standing.

    • Year-End Audit: Close the books on June 30th and deliver all financial records to the Auditor or Audit Committee for the annual review.

  • The Secretary is the official record-keeper of the Eaton PTO. Their job is to ensure all actions are documented and all incoming funds are tracked independently.

    • Meeting: Record the minutes of all Executive Board and General Membership meetings. Provide a copy of the meeting minutes of each meeting to the Executive Board prior to the next meeting. 

    • Voting & Attendance: Maintain the attendance sign-in sheet for all meetings. The Secretary shall verify that a quorum is present and that voting eligibility is met before any official vote is taken.

    • Monthly Financial Review: Attend a mandatory monthly meeting with the Director and Treasurer to review the bank statement.

    • Communications: Manage the PTO’s official correspondence.

    • Records & Archives: Keep the official records of the PTO safe, including the bylaws, officers and Committee Chairs list, and meeting minutes.

  • The Fundraising Coordinator is responsible for leading the PTO's efforts to raise money. They work closely with the board to reach financial goals.

    • Assist the Director with all fundraising goals and programs, as requested. 

    • Acts as the main point of contact for local businesses. Leads the effort to secure event sponsors and corporate partners.

  • The Membership Coordinator is responsible for growing the PTO community. 

    • Community Welcome: Act as the primary contact for families looking to get involved, ensuring all parents feel welcome to participate in PTO activities.

    • Recruitment & Vacancies: Lead the effort to fill vacant seats on the Executive Board and Committee Chair positions throughout the year.

    • Volunteer Oversight: In the event that the Volunteer Coordinator position is vacant, the Membership Coordinator shall assume those duties, acting as the bridge between the school’s volunteer needs and the parent community, and ensuring all volunteers are vetted and recorded.

    • Nominations for the Next Year: Manage the application and recruitment process for the upcoming school year’s board and committees, ensuring that new members are encouraged to apply and that leadership transitions are planned in advance.

    • Volunteer Tracking: Maintain a record of all volunteer hours served.

  • The Auditor is the independent reviewer of the PTO’s financial health. To ensure independence, the Auditor shall not be a signer on the bank account.

    • Financial Verification: Conduct a semi-annual review of the PTO’s books. The first review shall occur in January, and the final audit shall occur in July after the fiscal year closes.

    • Process Audit : The Auditor must verify that:

      • The Monthly Financial Review meetings (Director, Secretary, Treasurer) actually took place and the bank statements were signed.

      • Every transaction, regardless of payment method (Check, Credit Card, Debit Card, or Electronic Transfer) has a matching receipt or invoice on file.

      • The Treasurer’s Donation Log matches the total deposits in the bank.

    • Report to Membership: Present a written "Audit Report" to the General Membership twice a year. This report must state whether the books are "in balance" or if any documentation is missing.

    • Tax/Legal Check: Verify that the Treasurer filed the required tax forms (IRS 990-N) and state filings on time.

Committee Chairs

Committee chairs are leaders of standing committees who coordinate specific PTO activities and report to the Executive Board. They are appointed by the Executive Board.

  • The Marketing Chair is responsible for designing all PTO promotional materials, managing the newsletter, and ensuring all community communications are professional, consistent, and Principal-approved.

    • Promotional Materials: Creates flyers, social media posts, posters and other material for all PTO functions.

    • Support: Helps other committee chairs design materials for their specific events, with the Director's approval.

    • Newsletter: Works with the Director to write the PTO Newsletter.

    • School Presence: Keeps the “PTO Corner” in the front office updated and ensures all flyers are approved by the Principal.

    • Production: Handles the printing and hanging of signs for events.

  • The yearbook coordinator oversees the design, vendor contract, and sales of the school yearbook.

    • Production & Design: Lead the creation of the yearbook, including coordinating photography, and managing the layout with the chosen vendor.

    • Vendor Management: Work with the Director to review the yearbook contract.

    • Sales Reconciliation: Monitor the vendor-provided sales reports throughout the year and provide a monthly summary to the Executive Board.

    • Local Sales & Inventory: Responsible for yearbooks sold directly by the PTO.

    • Distribution Logistics: Lead the distribution process in coordination with the School Office. The Coordinator is responsible for ensuring each classroom teacher receives the correct number of yearbooks and an accurate listing of students who purchased them.

  • The Hospitality Chair is responsible for creating a welcoming environment for teachers, staff, and families through appreciation events and hospitality services.

    • Teacher & Staff Appreciation: Lead the planning and execution of events like "Teacher Appreciation Week," or "Welcome Back" lunch.

    • Event Hospitality: Shall coordinate refreshments or snacks for PTO-sponsored events as requested by the Director.

    • Budget Adherence: Must work within the pre-approved budget for each event. Must provide an itemized receipt for every purchase (groceries, catering, decorations). 

    • Vendor Management: Point of contact for catering or party rental vendors, ensuring all invoices are sent directly to the Treasurer for payment.

    • Volunteer Coordination: Work with the Membership Coordinator to recruit volunteers to help with set-up, serving, and clean-up for hospitality events.

  • The Volunteer Coordinator manages the recruitment and placement of volunteers for all PTO activities, acting as the bridge between the Membership Coordinator and the Event Chairs.

    • Recruitment Strategy: Work with the Membership Coordinator to identify available volunteers and assign them to specific events based on interest and availability.

    • Volunteer Support & Communication: Ensure that every volunteer receives the appropriate information, instructions, and materials needed to perform their tasks effectively prior to the event.

    • On-Site Hospitality & Check-In: Shall be present at PTO events to manage the volunteer check-in process, welcome volunteers, and provide on-site orientation to help them begin their work.

    • Event Coverage: If the Volunteer Coordinator is unable to attend a scheduled event, they are responsible for designating another PTO Board member or Chair to manage the volunteer check-in and support duties.

    • Student Partnerships: Acts as the primary liaison for local high school community service clubs, coordinating their schedules to provide student assistance at PTO events.

    • Compliance: Ensure that every volunteer recruited for an "on-campus" role has been verified as an Approved District Volunteer by the Membership Coordinator.

  • The Room Parent Coordinator serves as the primary liaison between the PTO, the classroom teachers, and the Room Parents. They ensure that every classroom is supported and that PTO communications reach all families consistently.

    • Recruitment & Training: Work with the school Principal and the Membership Coordinator to recruit at least one Room Parent for every classroom. Provide orientation and a "Room Parent Handbook" to ensure all volunteers understand their roles and PTO policies.

    • Volunteer Clearance: Must verify with the Membership Coordinator that all Room Parents are District-Approved Volunteers before they begin their duties.

    • Event Support: Assist the PTO Board in sharing information and recruitment needs for school-wide events through the Room Parent network.

  • The Project Cornerstone Volunteer Coordinator facilitates the volunteer-side of the program and acts as the primary administrative assistant to the School Staff Program Lead.

    • Staff Support: Serve as the PTO’s point of contact for the designated School Staff Program Lead, providing administrative and logistical assistance to ensure the program's success.

    • Volunteer Coordination: Act as the primary liaison between the parent volunteers and the PTO Executive Board. 

    • Training Logistics: Assist in communicating training requirements to volunteers and maintaining a list of those who have completed the necessary program orientations.

    • Scheduling Support: Assist the school staff and classroom teachers in connecting parent "Readers" with their assigned classrooms and maintaining an updated reading calendar.

    • Materials & Budget: Manage the procurement of program books and supplies, ensuring all purchases follow the PTO’s itemized receipt rule and remain within the approved budget.

    • Reporting: Track volunteer participation hours and the number of classrooms served, providing periodic updates to the Executive Board.

  • Event Chairs oversee the planning, execution, and wrap-up of a specific, time-bound PTO event such as the Boo Bash, Fun Run, STEM Fair, International Night, or Summer Sendoff.

    • Planning & Logistics: Develop an event plan, including date, location, and equipment needs, for approval by the Director and Principal.

    • Budget Management: Work within the specific budget allocated for the event and must provide itemized receipts to the Treasurer for every expenditure.

    • Vendor Coordination: Act as the point of contact for event-specific vendors (e.g., DJs, food trucks, party rentals) and ensure all contracts are signed by the Director.

    • Volunteer Integration: Work with the Volunteer Coordinator to define the number of volunteers needed and provide them with clear task instructions for the event.

    • Final Reporting: Within 14 days of the event’s conclusion, the Chair shall provide the Executive Board with a "Wrap-Up Report," including a final tally of expenses, volunteer hours used, and "Lessons Learned" for the following year.

The Eaton PTO Bylaws are available here.