What are the Roles and Responsibilities of the PTO Board (Executive Committee)

From our Bylaws...

Section 5. Duties of Officers are: 

a. Duties of Officers: Chairperson. 

i. To prepare the meeting agenda and define action items prior to the meeting. 

ii. To convene and preside at meetings. 

iii. To facilitate any group discussions. 

iv. To call for members for committees. 

v. To work closely with the Director and ISLA Board in matters that relate to the ISLA PTO. 

vi. To make presentations to various groups and ISLA Board, if requested. 

vii. To plan the annual calendar. 

viii. To verify the filing of all appropriate tax documents as required by the IRS and the State of Minnesota. 

ix. Available to sign checks, receipts or payment requests in addition to the Treasurer.

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b. Duties of Officers: Fundraising Chairperson. 

i. To act as aid to the Chairperson. 

ii. To perform the duties of the Chairperson in the absence of that Officer. 

iii. To coordinate and schedule or find people to coordinate and schedule various fundraising activities throughout the year

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c. Duties of Officers: Social Events Chairperson. 

i. To act as aid to the Chairperson. 

ii. To perform the duties of the Chairperson in the absence of that Officer. 

iii. To coordinate and schedule or find people to coordinate PTO-sponsored social events 

throughout the year. 

iv. Available to sign checks, receipts or payment requests in addition to Treasurer.

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d. Duties of Officers: Secretary. 

i. To attend all meetings and record proceedings and votes of the ISLA PTO. 

ii. To submit minutes of the PTO meetings to the ISLA PTO website posting prior to the next scheduled meeting. 

iii. To make any necessary revisions to the PTO meeting minutes and post to the ISLA PTO website within two weeks of the meeting when the revisions were discussed. 

iv. To assist the PTO Board in handling any necessary correspondence. 

v. To maintain the permanent records of the Organization including but not limited to Articles of Incorporation, Bylaws, IRS Determination letter, Federal Employer Identification Number, Sales Tax Exemption documentation, etc. 

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e. Duties of Officers: Treasurer. 

i. To receive all ISLA PTO monies. 

ii. To keep a full and accurate record of receipts and expenditures. 

iii. To make payments as authorized in the Approved Budget of the ISLA PTO. 

iv. To ensure that all expenditures follow the process defined in Article 8, Section 2. 

v. To present a statement of accounts at each meeting and as requested by the ISLA membership. 

vi. To review and sign the bank statement with the Fundraising Chairperson on a quarterly basis. Their signature indicates they have reviewed the statement and the information provided in the Treasurer's Report is consistent with the statement. 

vii. File all appropriate tax documents as required by the IRS and the State of Minnesota. 

viii. To review approved financial statements as presented by the Treasurer

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f. Duties of Officers: Volunteer Coordinator

i. To educate ISLA parents about volunteer opportunities at ISLA 

ii. To contact ISLA parent base to solicit volunteers for volunteer opportunities and provide information to committees regarding volunteers who are interested in helping at specific events. 

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g. Duties of Officers: Language Ambassador (LA) Coordinator 

i. Maintain the ISLA LA Program 

ii. Chair the LA Committee

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h. Duties of Officers: PTO Board 

The PTO Board shall consist of the ISLA PTO Officers. Meetings of the PTO Board may be called by the Chairperson or a majority of the ISLA PTO Officers. The duties of the PTO Board shall be: 

i. To establish a budget and list of goals to be accomplished during the following school year and present it at the final PTO meeting of the school year for approval, 

ii. To transact necessary business between PTO meetings, 

iii. To approve the plans of work of any standing committees that are enacted, 

iv. To conduct such other business as may be referred to it 

v. To review the Strategic Plan annually 

vi. To assist in transition of new board officers 

vii. To review meeting minutes 

viii. To review the books and reconcile the bank statements on an annual basis. A report on the findings is to be made at the first ISLA PTO meeting of the school year. A final accounting shall be made at the end of each fiscal year and a copy of the accounting report shall be made available to each member as well as appropriately filed in accordance with 501(c)(3) of the Internal Revenue Code and the State of Minnesota.

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