PTSO Executive Board and Committees
President
Duties:
- Shall preside at all PTSO meetings
- Shall perform such other duties as may be assigned to her/him by the Executive Board
- Shall be a member ex-officio of all committees except the nominating committee
- Shall coordinate the work of the officers and committees of the organization in order that the Purposes may be promoted
President Elect
Duties:
- Act as an aide to the President and perform the duties of the President in their absence or in the inability of the President to serve.
- Regularly attend meetings and support PTO functions.
- Help in recruiting volunteers for different activities/fundraisers.
- Participate in activities/fundraisers sponsored by PTSO.
- The President Elect shall become the President at the end of their one-year term.
Secretary
Duties:
- Monitor main PTSO Gmail account-respond to parent questions/staff concerns/solicitation offers/forward messages as appropriate.
- Create master email distribution list for the year/curated from donations to Capital Campaign, volunteer lists, individual requests for info, etc.
- Publish Sign-Up Genius lists for PTSO volunteer needs.
- Attend monthly PTSO meetings and take minutes.
- Prepare minutes for President's approval/for vote at next monthly meeting.
- Create spreadsheets for Fundraising efforts (names to link with grocery partners; large donors for tax receipts, etc.)
- Average 8-10 hours per month
- Start of school year (Aug/Sep) busiest time. Heavier email volume and need to get a distribution list established in a timely fashion.
- Must be able to attend all monthly PTSO meetings.
Treasurer
Duties:
- Pay PTSO bills
- Writing reimbursement checks
- Check and cash deposits
- Working with school administration and committees on expense requests
- Monthly book keeping and financial reporting
- Bi-annual sales tax submissions
- Annual insurance renewal
- Annual State and Federal tax submissions
- Schedule annual audit of books
Assistant Treasurer
Duties: Assists Treasurer with duties as needed (ie. depositing checks/cash as received)
Time Commitment per Month: 1 hour
Time Commitment per Month: 1 hour
Social Media
Duties: Update AK PTSO's Facebook page with upcoming activities.
Time Commitment per Month: 1-2 hours per month.
Time Commitment per Month: 1-2 hours per month.
Fundraising/Corporate Matching
Duties:
- Spearheads the PTSO’s Annual Giving Campaign "Inve$t in AK."
- Coordinates fundraising events.
- The Fundraising resource responsible for Corporate Matching will make sure that AKHS is set up in the key (or new) Corporate Matching Databases with current information. Some require confirming participation each year. Largest databases include, Wells Fargo, Benevity, BOA, Cybergrant. Depending on database, you may have to go in and approve each match. Others, a check is automatically cut to the PTSO if you have updated your annual information. At times you will need to provide the PTSO Treasurer with contribution information as requested. Some families do ask for a letter confirming corporate match has been received.
Harris Teeter/Publix
Duties: Help get accounts set up in the beginning of the year with Harris Teeter and Publix and help spread the word to our families on how to give our school credit for shopping at these stores.
Time Commitment per Month: The beginning of the school year is a must for availability then just monitoring the rest of the year.
Time Commitment per Month: The beginning of the school year is a must for availability then just monitoring the rest of the year.
Hospitality
Duties:
- Plan and execute teacher events during the year (Back to School Luncheon, Winter Holiday Luncheon and End of Year Luncheon).
- Plan and executes events for Teach Appreciation Week typically held the first week in May.
Monthly Cakes
Duties: Coordinate monthly ordering and delivery of birthday cakes/cupcakes.
Time Commitment per Month: 1-2 hours
Time Commitment per Month: 1-2 hours
Picture Day
Duties: This team/person manages the fall school picture process with vendor of choice. This entails communicating with the photo company, organizing volunteers for school picture day, and publicizing make-up day.
Time Commitment per Month: 6-8 hours in September only.
Time Commitment per Month: 6-8 hours in September only.
Scholarships
Duties: Work with counselor to advertise scholarship to seniors. Verify PTO eligibility with PTO. Coordinate 3 judges to read and score all essays. Tabulate winners and announce at awards ceremony. Work with seniors and PTO treasurer to ensure award is mailed to colleges.
Time Commitment per Month: 2-3 hours in January collecting info for distribution to counselors. Help with distribution if needed. 2-3 hours in May/June collecting all winners school information for Treasurer to make payments.
Time Commitment per Month: 2-3 hours in January collecting info for distribution to counselors. Help with distribution if needed. 2-3 hours in May/June collecting all winners school information for Treasurer to make payments.
School Improvement Team
Duties: Attend monthly SIT meetings. They are 1 hour in length once a month. Provide input to the committee. Relay SIT discussions to the PTSO in the PTSO monthly meetings. A parent representative is needed to organize the meetings and send out the agenda. That does not have to be the PTSO representative, but it is important to note that the organization and facilitation of the meeting should be done by a parent and not a school representative.
Time Commitment per Month: The time commitment for the meeting is 1 hour/month. For the past two years, the meetings have been virtual. However, there is discussion of doing the meetings in person next year which is how they were done prior to Covid. Time outside of the meeting might be an additional 15-20 mins some months if you are the organizer and/or if there are documents to read and vote on, but that is occasional.
Time Commitment per Month: The time commitment for the meeting is 1 hour/month. For the past two years, the meetings have been virtual. However, there is discussion of doing the meetings in person next year which is how they were done prior to Covid. Time outside of the meeting might be an additional 15-20 mins some months if you are the organizer and/or if there are documents to read and vote on, but that is occasional.
Student Council Liason
Duties:
- Works with Student Council PTSO Representative.
- Communicates between PTSO and the Student Government Association about updates, budgets, and what is required from both organizations in order to be the most successful.
Teacher Recognition
Duties: The Monthly Teacher Recognition role is responsible for executing the Teacher Recognition process during each monthly meeting. The committee chair ensures that all PTSO meeting attendees receive a note card at the beginning of the meeting to nominate and write a short note of thanks to an AKHS teacher or staff member for their contributions to the school. During the meeting, the committee chair collects the thank you notes and facilitates the process of having Principal or other Staff Administrator to pick one of the thank you note as the winner of a gift card. The chair gives all thank you notes and the winning thank you note with GC in gift bag to the Principal or Staff Administrator to be put in the respective teacher boxes.
Time Commitment per Month: For this role, it is important that you are available to attend every PTO meeting. There is no work required outside of the meeting other then to get gift bags and note cards as needed.
Time Commitment per Month: For this role, it is important that you are available to attend every PTO meeting. There is no work required outside of the meeting other then to get gift bags and note cards as needed.
Website/Communications
Duties:
- Manage the content of the PTSO website. Update it with news and events.
- Update the Pay4schoolstuff website.
Winterfest/Springfest
Duties: These events are meant to showcase the clubs at Ardrey Kell High School.
Time Commitment per Month: 4 hours in the month of each event, typically December and April.
Time Commitment per Month: 4 hours in the month of each event, typically December and April.