PTO Executive Board Positions

Below is a list of executive board positions and a brief description of their responsibilities. In addition to the responsibilities listed below, all members of the executive committee must be a PTO member, attend monthly executive and general meetings, attend all PTO events, and transact necessary business between organizational meetings as necessary.

  1. President: The President shall be the Principal Executive Officer of the PTO and shall in general, supervise and oversee all of the PTO’s activities. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the PTO and of the Executive Committee. The President, with approval of the Executive Committee, shall be the only person permitted to enter into a contractual agreement on behalf of the PTO. The President shall review all committee appointments. The President shall be authorized to sign on bank account documents. The President shall have an understanding of parliamentary procedure according to Robert’s Rules of Order, Newly Revised, and ensure all PTO business and meetings are conducted in this manner.
  2. Vice President: The Vice President shall assist the President and preside in any instance the President is unavailable. The Vice President shall also oversee the Yearbook Coordinator and the Spirit Wear Coordinator, and be available to assist any other committee as is necessary.
  3. Director of Programs: The Director of Programs shall serve as Chairperson of the Programs Committee, which directs and oversees PTO-sponsored programs and performs other duties pertaining to that office. Programs shall include any PTO-sponsored speakers, assemblies, celebrations, after school programs, and community activities that fulfill the purpose of the PTO set forth in Article II. The Director of Programs shall be a member of the Executive Committee.
  4. Treasurer: The Treasurer shall have charge of and be responsible for all funds of the PTO, shall receive and give receipts for monies due and payable to the PTO for all sources, and shall deposit within seven (7) business days such funds in banks or other organizations as are selected by the President with the approval of the Executive Committee. The Treasurer shall check the cash box located at Wilmeth weekly for any deposits. The Treasurer shall ensure that two (2) officers count and verify the amount of all cash deposits two (2) times each. The Treasurer shall make disbursements as authorized by the President with the approval of the Executive Committee or Membership Committee in accordance with the budget adopted by the Membership Committee. Any budget change that occurs outside of the pre-determined line item for a given expense must obtain Executive Committee approval before the expense can be paid. The Treasurer shall be responsible for the current academic year budget presentation to the PTO Board no later than the October meeting. The Treasurer shall collect all membership dues established by the PTO and shall certify to the Secretary an accurate list of Voting Members of the PTO. The Treasurer shall keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts, and cancelled checks for five (5) years. The President shall sign checks to be reimbursed to the Treasurer for expenses incurred by the Treasurer. The Treasurer shall present a written financial report at each Executive Committee meeting which will then also be shared with the members of the PTO during the regular membership meeting, and at other times as requested by the Executive Committee. The Executive Committee shall ensure a financial review of the PTO’s budget records by an Audit Committee before July 1st. The Treasurer shall ensure that all applicable taxes are filed and paid on time. The Treasurer shall ensure that applicable PTO insurance is established and maintained. Each time a new Treasurer is elected, the new Treasurer shall update the tax files and bank account records to represent the current officer’s name. The Treasurer shall be a member of the Executive Committee.
  5. Director of Fundraising: The Director of Fundraising shall coordinate any and all fundraising programs of the PTO, shall recommend fundraising programs or activities to be adopted by the PTO, shall communicate fundraising programs to students, parents and teachers, and shall perform other duties usually pertaining to that office. The Director of Fundraising is responsible for making sure the PTO is following the McKinney ISD Rules of Fundraising as posted on the McKinney ISD website. The Director of Fundraising shall be the Chairperson of the Fundraising Committee. The Director of Fundraising shall be a member of the Executive Committee.
  6. Secretary: The Secretary shall keep the minutes of the proceedings of the Membership and the Executive Committees. The Secretary shall see that all notices are duly given in accordance with these Bylaws, and in general, perform all duties incident to the Office of the Secretary and such other duties as may be assigned by the President or the Executive Committee. The Secretary will ensure the written Bylaws are followed. The Secretary shall submit minutes of prior membership and board meetings for approval. The Secretary shall publish a copy of the minutes of the general membership meetings. The Secretary shall be a member of the Executive Committee.
  7. Director of School Volunteers: The Director of Volunteers shall work to identify volunteer opportunities as needed and/or requested by the Principal, Faculty, Executive Committee, or President. The Director of Volunteers shall be responsible for recruiting volunteers to fulfill the aforementioned needs and/or requests. The Director of Volunteers shall be a member of the Executive Committee.
  8. Director of PTO Volunteers: The director of PTO Volunteers shall work with the Executive Committee to coordinate volunteers for functions of which the PTO is in charge including but not limited to Carnival, Lucky’s Loop, and Field Day. Also, the Director of PTO Volunteers coordinates the room moms.
  9. Director of Communications: The Director of Communications shall be responsible for establishing and maintaining communication methods set forth by the Executive Committee, including but not limited to producing a PTO newsletter, constant contact via email and/or phone, and updating the PTO website.
  10. Spirit Wear Coordinator: The Spirit Wear Coordinator shall be responsible for coordinating all school spirit wear. The Spirit Wear Coordinator’s responsibilities shall include securing vendors, creating spirit wear designs, marketing merchandise, and overseeing the spirit wear ordering, sales, and distribution processes. The Spirit Wear Coordinator is responsible for designing and ordering T-shirts for the Lucky’s Loop Fundraiser and distributing them to all students, teachers, and PTO Board Members. The Spirit Wear Coordinator will create two (2) designs for the Executive Board shirts for each new school calendar year and present them at the May PTO Executive Board meeting. All Board Members present at meeting will vote on the design. The Spirit Wear Coordinator must have the President, Vice President, and Treasurer approve all designs before making final decisions.
  11. After School Coordinator: The After School Coordinator aids the Director of Programs, with specific responsibilities to include finding and coordinating all after school programs.
  12. Hospitality Coordinator: The Hospitality Coordinator aids the Director of Fundraising, with specific responsibilities to include community outreach projects and helping our sister School. The Hospitality Coordinator is also responsible for Teacher Appreciation Week, the Warm Your Heart Luncheon, and the Teacher Cookie Exchange.
  13. Grant Coordinator: The Grant Coordinator aids the Treasurer, with specific responsibilities to include researching, writing, and submitting applications on behalf of the PTO based on past disbursements that were not approved or on current year needs. The Grant Coordinator also aids the President in receiving all disbursement requests in the spring. The vote of the Executive Committee is needed to support all grants submitted.
  14. Yearbook Coordinator: The Yearbook Coordinator leads volunteers for Yearbook creation and coordinates with the Principal and Teacher Staff to gather necessary help. The Yearbook Coordinator’s specific responsibilities include establishing rapport with the yearbook company, creating the yearbook layout, and organizing marketing material for sales.
  15. Carnival Coordinator: The Carnival Coordinator is responsible for coordinating, planning, and delivering the Spring Carnival. The Carnival Coordinator’s specific responsibilities include coordinating volunteers and activities, booking vendors and sponsors, organizing and running the raffle, ordering all prizes, and marketing the Carnival.
  16. Webmaster: The Webmaster aids the Director of Communications and updates and maintains the PTO website to keep it current. The Webmaster’s responsibilities shall also include managing the online PTO Spirit Store and Carnival online sales. This Officer may be exempt from attending board meetings at the discretion of the President and Director of Communications.
  17. Social Media Coordinator: The Social Media Coordinator aids the Director of Communications, with specific responsibilities to include maintaining and updating the PTO Facebook page and all other social media accounts.
  18. Flyer/Image Creator: The Flyer/Image Creator aids the Director of Communications, with specific responsibilities to include creating the media that is shared across all PTO platforms and securing approval from Wilmeth Administration and the PTO President for all image creations.
  19. Lucky’s Loop Coordinator: The Lucky’s Loop Coordinator aids the Director of Fundraising, with the primary responsibility of running the Lucky’s Loop Fundraiser in in the fall. The Lucky’s Loop Coordinator will coordinate the Get Moving Crew, volunteers, prizes, goals, and all activities and responsibilities related to Lucky’s Loop.