Officer Duties

The term of each office will be two (2) years.

Co-Presidents - Maximum of Two (2)

  1. Organize the agenda and preside at all meetings of the GVMS PTO and the Executive Board.

  2. Serve as the primary contacts for the principal.

  3. Interact with administration.

  4. Represent the GVMS PTO at any necessary outside meetings.

  5. Ensure that the by-laws are carried out.

  6. Serve as ex officio members of all committees.

  7. Coordinate the work of all the officers and committees to ensure that the objectives of the organization are being served.

  8. Serve as Administrators for PTO Social Media Sites

Vice Presidents - Maximum of Two (2)

  1. Assist with the responsibilities of the Co-Presidents when necessary.

  2. Oversee assigned committees.

Recording Secretary - Maximum of One (1)

  1. Take the minutes and attendance at all GVMS PTO meetings, both Executive Board and General.

  2. Follow the “PTO Minutes Approval Process” as outlined in the Appendix.

  3. Maintain electronic copies of all minutes, treasurer reports, budgets, by-laws, and other pertinent information on the PTO shared site, and bring applicable hard copies to all meetings.

  4. Distribute By-Laws to new Executive Board Members after the May Election Meeting

  5. Provide 1 copy of the Minutes at PTO meetings and publish minutes on the PTO shared site

Corresponding Secretary - Maximum of One (1)

  1. Be responsible for all internal and external correspondence including donation thank you notes.

  2. Serve and assume all responsibilities of the Recording Secretary in their absence.

  3. Publish PTO Newsletter.

  4. Serve as Social Media Director and have admin rights on PTO Social media sites.

Two Treasurers: This will maintain segregation of duties as well as help maintain the safety of the bank accounts.

Treasurer #1 - Shall be responsible for all bookkeeping responsibilities such as financial statements, bank reconciliations, tax returns and budgets. This Treasurer shall NOT have check writing capabilities and shall NOT have access to withdraw funds from the organization bank accounts.

  1. Reconcile on a monthly basis, the PTO cash accounts to the statement account balance as provided by the bank.

  2. Prepare the Executive Board a written budget for the upcoming year. The budget shall be presented at the first meeting of the school year.

  3. Prepare on a monthly basis a summary report and a year-end summary of receipts and expenditures to be available for each PTO meeting.

  4. Maintain all financial records for a period of at least seven (7) years electronically in a format that can be easily utilized by successor officers.

  5. Timely prepare and submit all required local, state and federal tax documents or work with and external party to perform these functions.

  6. Ensure that the organization’s tax-exempt status is maintained.

  7. Fully cooperate with the audit committee should an audit be conducted of the GVMS PTO records.

  8. Act as a liaison to assigned committees and be responsible for safeguarding the organization’s funds at various events held by the organization and committees.

Treasurer#2 - shall be responsible for all banking transactions.

  1. Obtain properly approved reimbursement forms before writing checks or disbursing cash from the bank accounts and making disbursements in accordance with the approved budget or as authorized by the organization. (electronic approvals are accepted)

  2. Keep an accurate record of receipts and expenditures and vies them to the other Co￾Treasurer each month and as needed.

  3. Write checks, disburse cash and deposit funds on behalf of the organization on a timely basis. The Board must approve in writing any reimbursement checks over $1000. A PTO President or Vice President must also approve any check payable to either Treasurer. The President has no authority to sign checks.

  4. Ensure that the organization’s tax exempt status is maintained.

  5. Fully cooperate with the audit committee should an audit be conducted of the GVMS PTO records.

  6. Act as a liaison to assigned committees and be responsible for safeguarding the organization’s funds at various events held by the organization and committees.

Excerpted from the PTO Bylaws.

Reimbursement from GVMS PTO

All requests for reimbursement from the GVMS PTO must include the check request form, receipt(s) from all purchases, and explanation of type of reimbursement (e.g., budget line item). The form and receipts should be emailed to the GVMS PTO for approval and reimbursement. The reimbursement check may be delivered via certified mail with signature required or hand delivery.