The FLMS PTO plans and budgets for many events during each school year. In order to ensure that each event is well thought out and executed, the PTO meets as a group and helps facilitate all items and areas needed to ensure success.

The following are FLMS PTO position descriptions and responsibilities:

PTO President: The President is responsible for scheduling all meetings for the school year, reserving the library through the Middle School office, assist with recruiting board members, and fully facilitate meetings. Facilitating a meeting includes starting the meeting, ensuring proper votes are taken as needed, communication is shared around the table, the meeting is run in an organized and timely fashion and finally concluding the meeting. The President will create the agenda for the meeting and communicate it to the board members prior to each meeting. In addition, this person will oversee the other committees/chairs to ensure things are running smoothly. If the President is not able to attend the meeting, then notification is needed to the Vice-President so they can lead the meeting in the President’s absence. Required to attend monthly meetings. This is a 2 year position.

PTO Vice President – the PTO Vice President works closely with the PTO President and assumes responsibility in the absence of the PTO President. In addition, this person is responsible for ensuring bylaws are up to date and adhered to. This person should be involved in helping with the agenda for each meeting and helping ensure the yearly items are covered such as events, fund raising, etc. Required to attend monthly meetings. This is a 2 year position.

PTO Secretary – The Secretary is responsible for taking thorough notes during each meeting and distributing the minutes at the next PTO meeting, which is an important part of this position. In addition, this person handles all necessary correspondence including reminder notices and any event calendar updates. The Secretary will also maintain the PTO Board roster with complete contact information and distribute to the PTO board members. Minutes should be provided to the board within 48 hours of the meeting. This person is also responsible to regularly check the PTO email at freelake.org and correspond as needed. Required to attend monthly meetings. This is a yearly position.

PTO Assistant Secretary – The Assistant Secretary is also required to keep thorough notes of each PTO meeting and keep minutes at meetings when the PTO Secretary is absent. The Assistant Secretary should collaborate with the PTO Secretary to ensure all notes, PTO Board list, and minutes are accurate and up to date. Required to attend monthly meetings. This is a yearly position.

PTO Treasurer - Receives and disburses all PTO funds as well as keeps the PTO books and bank accounts. Submitting a proposed annual operating budget at the September PTO General Meeting, making a monthly financial report for each PTO meeting, and filing any annual tax papers fall under this description. Required to attend monthly meetings. This is a yearly position.

PTO Assistant Treasurer – this person is the main back up to the Treasurer and helps ensure checks and balances are kept. The Assistant Treasurer should be prepared to cover meetings when the PTO Treasurer is absent. Required to attend monthly meetings. This is a yearly position.

Communications Coordinator – This position is responsible for any PTO press releases, formal correspondence(s) and coordinating the community stewardship program, as well as distribution/collection of the mail for the PTO from the mail room and/or teacher mailboxes. This is a yearly position.

Fall Candy Fund Raiser Chairperson – This event is the most important event for the FLMS PTO as it brings in significant funds, which in turn enable the PTO to provide money for field trips, classroom supplies, etc. The Candy Fundraiser Chairperson meets with the Sales Rep at the candy company over the summer to gather information on the processes, guidelines, recommendations, etc. The Chairperson should work with the Volunteer Coordinator to help recruit parents who can volunteer during the two week candy sales to distribute more cases during school hours. This person needs to effectively communicate the fund raiser, closely manage the monies, including closely tracking the cash received and money deposited. Any collections needed (where a student has taken a case of candy and had not turned in money) must be communicated to the PTO Board, which will then be addressed by the school office. The Candy Fund Raiser includes magazine sales, cash pulls and facilitation of volunteers to make this campaign successful. The candy fund raiser takes place in September and runs for approximately two weeks. Required to attend the September and October PTO meetings and communicate status of fund raiser. This is a yearly position.

Box Tops Chairperson – The purpose of this activity is to collect as many box tops from students/faculty/family throughout the school as possible. Submission of the box tops at the deadlines specified by Box Tops/General Mills is important to help us earn as much money as possible. The funds are deposited into the PTO account to be used for various items. The Box Tops Chairperson will set out collection bins in the office and classrooms and collect the box tops on a regular basis. A poster showing the classes with current stats of the collection will be up for display in the lobby and updated monthly at a minimum. Twice a year the Box Tops Chairperson will coordinate a pizza party (or some type of reward) to the top collection class. The winning class will also earn extra recess time. Pizzas should be obtained through donations or a greatly discounted price to keep our costs down. Encouraged to attend monthly meetings. This is a yearly position.

Teacher Appreciation Day Chairperson – The purpose of this event is to say “Thank you” to the teachers of FLMS by planning a menu of breakfast and lunch items to be donated by parents of students at FLMS. The Chairperson can also coordinate the donation of $20 Target Gift cards to all FLMS staff members (teachers, janitors, office workers, guidance, etc.) if budget sustains this monetary donation to the staff. Coordination of the donations, recruiting additional volunteers, setting up each teacher’s break room with foods, paper goods and beverages throughout the day. Required to attend the March, April, and May PTO meetings and provide updates on this event. This is a yearly position.

Book Fair Chairperson – Book fairs are scheduled twice a year; traditionally December (to earn as much money from sales as possible due to holiday shopping) and again in very early June to accommodate books being available for summer reading purchases. The purpose of the Book Fair is to raise as much money as possible to 1) Donate funds to the library and 2) raise funds for PTO account. The Book Fair Chairperson will need to coordinate the entire event with Scholastic, recruit volunteers to work the book fair (2 people minimum during 2 hour shifts). The book fair is traditionally set up the Friday prior to the Monday start day of the book fair, and is packed up after school on the last day of the book fair. Reports of sales and earnings are presented to the PTO board for decisions regarding how to utilize the funds and could opt to select to receive full profit in books for purchase, full cash earnings, or to split it 50/50. Required to attend November, December, May and June PTO meetings and provide an update on the event and its success to the Board. This is a yearly position.

Volunteers Coordinator – The volunteer coordinator is needed throughout the school year, with possible involvement during the summer time. The purpose of the Volunteer Coordinator is to maintain an active list of parent volunteers and their contact information, as well as what they are willing to assist FLMS and FLMS PTO with. The Volunteer Coordinator will maintain the list of volunteers for each event as well as what they have volunteered to do (i.e. bring food, staff an event, cover event, etc). They will communicate clearly the needs and expectations to each volunteer to avoid any confusion. The Volunteer Coordinator must be very organized, possess excellent communication skills, and check email and group pages frequently, and willing to contact all volunteers as needed. This coordinator should also work closely with event chairperson(s) to ensure enough volunteers are recruited and tasks are covered accordingly. Required to attend monthly meetings. This is a yearly position.

6 th Grade Social Chairperson – Plan and execute the annual 6th grade social, which is held towards the end of the school year. This involves working with the PTO Board to determine an appropriate theme and timing of the event. Responsible for staffing and overall management of the event (i.e. coordinating parent volunteers, registration of attendees, caterers, entertainers, decorations, rentals, health department forms, publicity, finances, and all supplies necessary for the event.) This Chairperson should work closely with the Volunteer Coordinator on the parent volunteers, food donations, etc. The 6th 4 Grade Social Chairperson is responsible for sending information to parents via electronic, paper and/or Facebook page updates. The chairperson may be required to front payment for items, but will be reimbursed upon providing receipts to the PTO Treasurer. Monies should be turned in to PTO Treasurer often and a proper check and balance should occur. (NOTE: Traditionally this event has been a cookout with games, bounce houses, etc). Required to attend PTO meetings starting in March and be prepared to provide updates on the planning and execution of the event. A folder should be kept of the event to be shared with the next year’s chairperson. This is a yearly position.

7 th Grade Social Chairperson – Plan and execute the annual 7th grade social, which is held towards the end of the school year. This involves working with the PTO Board to determine an appropriate theme and timing of the event. Responsible for staffing and overall management of the event (i.e. coordinating parent volunteers, registration of attendees, caterers, entertainers, decorations, rentals, health department forms, publicity, finances, and all supplies necessary for the event.) This Chairperson should work closely with the Volunteer Coordinator on the parent volunteers, food donations, etc. The 7th Grade Social Chairperson is responsible for sending information to parents via electronic, paper and/or Facebook page updates. The chairperson may be required to front payment for items, but will be reimbursed upon providing receipts to the PTO Treasurer. Monies should be turned in to PTO Treasurer often and a proper check and balance should occur. A folder should be kept of the event to be shared with the next year’s chairperson. The chairperson is required to attend PTO meetings starting in March and be prepared to provide updates on the planning and execution of the event. This is a yearly position.

8 th Grade Social Chairperson - Plan and execute the annual 8th grade social, which is held towards the end of the school year. This involves working with the PTO Board to determine an appropriate theme and timing of the event. Responsible for staffing and overall management of the event (i.e. coordinating parent volunteers, registration of attendees, caterers, entertainers, decorations, rentals, health department forms, publicity, finances, and all supplies necessary for the event.) This Chairperson should work closely with the Volunteer Coordinator on the parent volunteers, food donations, etc. The 8th Grade Social Chairperson is responsible for sending information to parents via electronic, paper and/or Facebook page updates. The chairperson may be required to front payment for items, but will be reimbursed upon providing receipts to the PTO Treasurer. Monies should be turned in to PTO Treasurer often and a proper check and balance should occur. (Traditionally this has been an INFORMAL dance. There are rules that must be followed during this event – ie – no children attending from other schools. This is not a prom; therefore no limos are permitted, etc.) A folder should be kept of the event to be shared with the next year’s chairperson. Required to attend PTO meetings starting in February and be prepared to provide updates on the planning and execution of the event. This is a yearly position.

NOTES:

• Each chairperson may determine if a committee or subcommittee is needed

• Chairperson roles can be removed or added, based on funds and events scheduled

• All chairpersons and board members must have email access, which is checked frequently