Executive Board and Committee Member 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 Member role, we have many different ways you can volunteer that will fit into your busy schedule! If you see a role for which you would like to volunteer, please send us an e-mail at info@eatonpto.org and let us know. 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.

    • Presides over all general and board meetings

    • Appoints committee chairs and members

    • Prepares agenda for meetings

    • Establishes special committees as needed and coordinates the work of the board members, committee chairs, and activities

    • Co-signs checks with Co-Treasurers

    • Signs all official correspondence

    • Prepares newsletters and other correspondence (which may need approval by the Principal)

    • Works closely with the Principal, Co-Treasurers, and other Board members to review the budget and define the budget and fundraising goals for the year

    • Delivers speeches on various occasions, such as, Community Gathering, Back to School Night, etc.

    • Organizes and promotes member participation for all fundraising programs and events like Direct Donations, the Fun Run, and any other fundraisers that may be required

    • Assumes the responsibility of the Co-Directors in their absence or resignation, and assists Co-Directors with all fundraising efforts as requested

    • Takes detailed Meeting Minutes and attendance for all PTO meetings

    • Types and e-mails minutes to the Executive Board for their review and editing prior to the next meeting

    • E-mails final copy to the Board, teacher, and Principal

    • Maintains a folder with copies of the minutes, agendas, budget, and any other guest presenter’s handout materials from each meeting, as well as, a current copy of the by-laws

    • Prepares other correspondence (including Thank You Notes and invitations)

    • Prepares a list of unfinished business for the Co-Directors

    • A computer is required for this position 

    • Audits the books and records of the Co-Treasurers with the final audit to be complete by August 15th

    • Audits the books and budget reports upon the resignation of the Co-Treasurers

    • This role can be done remotely 

    • Promotes parents and student participation in both the PTO and PTO events

    • Promotes sign-ups to the PTO mailing list

    • Updates the Board on any enrollment of new registrants

    • Helps to secure volunteers for events as needed

    • Helps to secure event chairs as needed

    • Prepares the annual budget for approval by the Executive Board and general members

    • Receives all monies on behalf of the PTO

    • Deposits monies in the name of the PTO in a bank approved by the Executive Board, as receives and retains a copy of the deposit slips for any deposits made

    • Disburses monies as described in the By-laws

    • Keeps an accurate record of the receipts, disbursements, and any other financial transactions of the PTO shared folder, which is a permanent record of this PTO

    • Prepares a financial report for each meeting, and, at any other time as requested by the PTO

    • Must have an assistant counting the receipts and monies from all fundraising activities

    • Submits all books and records for auditing by the Auditor and as directed by the Board

    • Responsible for filling out and forwarding all necessary forms required for insurance and for the filing of all tax returns and any other forms as required by governmental agencies

Committee Members

A Committee Chair will appoint committee members as necessary to perform the functions of the committee, oversee and coordinate the activities of the committee (with the consent of the Board) and report committee activities to the Board.

    • Provides marketing materials for PTO functions as directed or needed

    • Assists other event chairs with marketing materials as needed for their events and with the approval of the Co-Directors

    • Printing and/or making copies as required for different events

    • Assist in organizing Friday Folders

    • Hanging event signs

    • Taking pictures during PTO events for yearbook

    • Assist in keeping the “PTO Corner” in the front office up-to-date

    • Work with Co-Directors to send information to the front office for the Eaton Eagle Newsletter, as needed

    • Help in securing sponsors for events

    • Assembles and preserves a record of the activities, achievements, and volunteer hours

    • Acts as the custodian of records and other materials pertinent to the history of the PTO

    • Provides refreshments at PTO functions and meetings when necessary

    • Provides refreshments at special events sponsored by the PTO when necessary

    • Helps to set up and break down PTO and other special events as needed

    • Assists event chairs with volunteer recruitment for PTO functions

    • Maintains partnerships and recruits local high school community service groups for assistance in PTO events

    • Attend monthly Eaton PTO Executive Board Meeting. 

    • Provide periodic updates from the Eaton PTO Executive Board directly to the Room Parents, either via email or in person/virtual meetings. 

    • Set roles, responsibilities, and expectations for room parents. 

    • Solicit room parent volunteers at the beginning of the school year. 

    • Collaborates with room parents to send information and coordinate activities, as needed.

    • Holding Room Parent Meetings during the school year, as needed.