Admin

PTO Board Positions

 Article V - Officers

Section 1.

Each officer of the PTO shall be a member of the PTO.

All Members on the Executive Board will:

  1. Support the objectives of the Next Generation Steam Academy Parent Teacher Organization (NGSA PTO) and uphold its policies and principles.
  2. Help recruit committee chairpersons for all vacant standing committees of the board.
  3. Assist chairperson of any committee under their office at the request of the chairperson.
  4. Maintain documentation related to their function and deliver this documentation and any official materials to successor within ten (10) days after the meeting at which the successor was elected.

Section 2.

Officers of this organization shall be a president, vice president, secretary, treasurer, and historian.  These officers shall be elected annually.

 The President shall:

  1. Preside at all meetings of this PTO and the Executive Board.
  2. Serve as the primary contact for the principal.
  3. Represent the organization at meetings outside the organization.
  4. Serve as ex officio member of all committees except the nominating committee.
  5. Coordinate the work of all the officers and committees so that the purpose of the organization is served.
  6. Refer to Robert’s Rules of Order for all matters not in conflict with this Constitution and By-Laws.
  7. Perform all other duties usually pertaining to this office. b.   The Vice President/ shall:
  1. Perform the duties of the President in the absence or inability of that officer to serve.
  2.  Act as an aide to the President.
  3.  Assume other responsibilities as assigned by the Executive Board.
  4. Coordinate the general activities of any Special Committees created by the Executive Board. c.   The Secretary shall:
  1.   Keep the minutes of all general meetings of the organization and all meeting of the Executive Board.
  2. Shall prepare agenda, handle correspondence, send notices of meeting to the membership and perform all other duties assigned.
  3. Keep the calendar of events for the PTO and distribute information as necessary for publication in the media.
  4.  Have and bring to all meetings a current copy of this Constitution and By-Laws.

d. The Treasurer shall:

  1. Act as custodian of funds and perform all banking activities of the PTO, keep accurate record of receipts and expenditures and pay out funds in accordance with the approval of the executive board.  
  2. Be present at all PTO events where money will be collected.  If unable to attend event Vice-President shall serve as treasurer for the event.
  3. Present a financial statement at every meeting and at other times of the year when requested by executive board, and make a full report at the end of the year.  Submit the books annually, or upon change of officer, for an audit by an auditor or an auditing committee.
  4.  Count all money with two people present, and deposit all money in the bank on the same day received or no later than the following business day and all checks within 5 business days. If unable to be deposited the following business day, President must be notified and deposit must be held at the school in the designated locked area until deposit can be completed.
  5.  Develop with the Executive Board an annual budget to be distributed to and approved by the membership of this PTO at the first general membership meeting of the school year.
  6.  Co-sign all checks with President and release no check without both signatures.
  7. Audit all invoices and receipts submitted for payment or reimbursement to ensure each request is in compliance with PTO policies.  Make disbursements as authorized by the President, Executive Board, or this PTO in accordance with the budget adopted by this PTO.


e. The Historian shall:

The primary responsibility of the Historian is to collect and report our volunteer hours.  Volunteer hours are collected and reported to maintain PTO’s federal tax exemption status.  As a non-profit 201(c) 3 organization PTO must receive 1/3(one third) of its support from the general public.  The other responsibility is to showcase our PTO history by taking or collecting photos of PTO events to be compiled in a photo book at the end of the year. 

  1. Capture, assemble, preserve and record the activities and achievements of our PTO.
  2. Create a photo book of book with an overview of our PTO year to display at our meetings and events.
  3. Add PTO history to social media postings.
  4. Attend monthly PTO meetings and give a Historian report.

 

f.   Past President (Parliamentarian) shall:

  1. Be a non-voting member of the Executive Board.
  2. Chair the nominations committee.
  3. Provide advice to the President and Executive Board Committee as needed.
  4. Maintain a copy of current bylaws.

 

g.   Teacher Representative shall:

Act as an advisor and liaison between the other Teachers/Staff.  This position is voluntary and is not considered an Officer and shall typically be held for two consecutive years.

 

h.   Principal shall:

The NGSA Principal retains final approval or veto power of any function, if said function will interfere with procedures, policy and/or the best interest of NGSA.