Defining the Structure of your PTA/PTO Organization
RunPTO enables you to establish a clear outline of responsibilities for everyone involved in your Parent Teacher Association/Organization, from the President on the board to each volunteer committee member.
To begin with, every Board most likely will have the following key positions
The president creates the agenda for meetings, creates the list of events in the calendar, distributes the volunteer form for volunteers required for various committees.
The VP is essentially a backup for the President. But they can have their own roles and duties of managing key committees.
The Treasurer is responsible for maintaining the accounts of the Organization and submit various financial reports at meetings periodically. The Treasurer also has to make available the Income Statement at the end of the year to the entire PTA/PTO membership. The Treasurer would be in charge of the RunPTO Finance Module
The Secretary is responsible for taking Meeting Minutes during meetings and sending them out to the entire membership afterward, coordinating and creating regularly scheduled newsletters, and maintaining any and all files and forms for the group. The secretary would be a person who would maintain the PTA/PTO Documents in RunPTO.
During the course of the school year there will be various PTA/PTO events and you will need a Commitee Chair/co-chairs to run them efficiently. Committee chairs are the leaders on the committee who will solicit volunteers for their committee events, work with the Treasurer to gather funds or submit expense reports and report to the President and the rest of the Board on the status of their committee events to ensure that everything is running smoothly.
All these Board positions and the Chairperson information are entered in the Board/Chairs module.
In the Committee module, committees are established and chairs and volunteers are assigned. This information is critical in RunPTO to track volunteer counts per committee. The committees can also be linked to account groups in the Finance Manager for transaction reports by committee.