Assume the President's duties if the President is not available. Attend all PTO Executive Board and General PTO meetings. Develop Coleman PTO Calendar (in consultation with President, VP Events and VP Fundraising), publish the Coleman PTO Calendar on the Coleman Family Calendar and ensure all updates are accurately updated in a timely manner. Maintain deposit log in Excel and email to PTO Treasurer each time a deposit is made. Renew Liability Insurance with AIM for PTO every August 1st. Submit requests for Additional Insurance to insurance carrier as needed for PTO events. Renew Charitable Trust Docs every 2 years in December. Oversee and be the first point of contact for Grade Level Reps to ask questions and bring grade level concerns, keep Grade Level Reps informed on issues, challenges, updates, and upcoming events that need to be communicated to their grades. 

Grade Level Representatives (one person for each grade level):  Work closely and collaboratively with PTO VP. Attend PTO meetings as a representative and voice of your grade level. If you are unable to attend, identify someone to go in your place.  After each meeting, communicate with your parents what has gone on at the PTO meeting. Bring grade level issues to the PTO VP.  Talk to the parents in your grade and find out what people are concerned with, what is working and what is not and share that at the next PTO General  meeting so we can address these comments or concerns. Communicate upcoming PTO and School events, activities,  and volunteer opportunities. Additionally, GLR are responsible for coordinating volunteers and set-up for 2 events per year specific to the grade and responsible for planning and executing one Staff Appreciation Lunch throughout the year, see below.  Approximately 2 hours per month, plus event specific time, approximately 2-3 hours total per event for coordination. Can be done from home, but requires PTO Meeting attendance at specified times.

Grade Level Specific Events

• Transitional Kindergarten: Staff Appreciation Lunch in April, EVENT 1, EVENT 2

• Kindergarten: Staff Appreciation Lunch in March, EVENT 1, EVENT 2 

• First Grade: Staff Appreciation Lunch in February,  EVENT 1, EVENT 2 

• Second Grade: Staff Appreciation Lunch in January,  EVENT 1, EVENT 2

• Third Grade: Staff Appreciation Lunch in December,  EVENT 1, EVENT 2

• Fourth Grade: Staff Appreciation Lunch in November,  EVENT 1, EVENT 2 

• Fifth Grade: Staff Appreciation Lunch in October,  EVENT 1, EVENT 2 

Create meeting agendas per PTO President’s direction. Attend all PTO Exec Board and General PTO Meetings and take minutes.  Post the General PTO Meeting agenda on PTO Website before the next PTO meeting. Post the draft minutes from the General PTO Meeting on the PTO website before the next PTO meeting (ideally post draft minutes within 24 hours after the meeting). Once minutes are approved at the following PTO General Meeting then re-post the  final approved version of the minutes on the PTO website.  Secretary is responsible for keeping digital files of all PTO Exec Board & General PTO Meeting  Agendas and Minutes on the Coleman PTO Google Drive, within the appropriate folders. Requires attendance at all PTO Meetings. Approximately 5-6 hours per month.

Treasurer: Manage the financial affairs of the Coleman PTO. Specific Responsibilities include; Develop, with the board, an annual budget. Collect and maintain a full, accurate account of all income and expenses.  Post all financial transactions to Quickbooks as they occur throughout the month.  Manage and balance PTO financial accounts. Create and communicate reimbursement request process and forms. . Check box at least once a week for invoices and check requests to be paid out.  Write checks and disburse in a timely manner.  Prepare financial reports and present them to the General PTO meetings on a quarterly basis. Provide reports to PTO Exec Board monthly. .  Track teacher/staff discretionary funds and field trip fund.  Assist chairpersons of PTO events in setting up a cash box for their event. Manage all event payments via Paybee. Notify event chairpersons on ticket sales, auction payments, etc. Keep detailed records of all PTO events, tracking all income and expenses. Responsibility for submitting documentation to accountant for tax filing every September. Attend all PTO Executive Board and General PTO meetings when possible. Assist accountant as necessary in tax preparation. Can be done from home on your schedule. Approximately 1-2 hours per week.

Oversee the work of the committees of the PTO to promote community and volunteerism. Attend all PTO Executive Board and General PTO meetings when possible. Responsible for ensuring post-event metrics are provided and reported to the PTO Exec Board. Requires work from home and on campus. Approximately 2 hours per week.

• Event Committee Chairs: See individual event chair description. All events require the following:

  • Confirm date/time of event

  • Identify needs:  facility, food, A/V, permits, supplies, decorations, etc.

  • Identify volunteer needs, recruit volunteers and assign tasks

  • Collaborate with VP, Marketing Communications to advertise the event via web site, Facebook and Instagram, Parent Square, Friday folders, and posters at school

  • Plan and execute the event

  • Submit expenses, receipts and any cash collected to Treasurer

  • Send thank you email to volunteers

• Book Fair Coordinator: Plan and organize the book fair done in conjunction with Bookfair supplier. In consultation with the VP, Marketing & Communications, plan marketing and promotions plan and materials. Plan, communicate, and execute Teacher Preview Event and Classroom Previews.  Organize Set-up and volunteer schedule. Run the Book Fair. Book fair typically runs for one week. This position is ideally shared by 2 or more people. Pre-work can be done from home, requires coordinator to be on campus the week of book fair.

• Staff Appreciation Week Chair: Organize (this includes planning, supporting/coordinating volunteers, executing and fundraising) staff appreciation events throughout the year including monthly grade-level sponsored Staff Appreciation Luncheons and Staff Appreciation Week in May.  This job is most intensive in the weeks prior to and during Staff Appreciation Week.  Though much of the planning can be done from home, it is important to be present at school during much of Staff Appreciation Week.  The time commitment is approximately 15 hours total done in the month of May.

• Principle Coffee Chat Coordinator: Publicize Principle coffee chats including the first day of school. Seek donations from Starbucks and Peets (purchase if necessary) for coffee travelers, set up table for coffee including cups, cream and sweeteners. Most items stocked in PTO Closet. Approximately 5 per year, 1.5 hours each. Requires being on campus for each 

Oversee the work of the committees of the PTO to promote community and volunteerism. Attend all PTO Executive Board and General PTO meetings when possible. Liaison with coordinators of Coleman’s various enrichment programs/initiatives to create collaboration, ensure timely scheduling and clear communication with staff and families, and ensure Enrichment programing stays within approved budgets while delivering impactful enrichment experiences to all students. Collaborate with other PTO Exec Board Members to align on enrichment goals. Requires work from home and on campus. Approximately 1-2 hours per week.

• Author Talk Coordinator: The Author Talk Assembly Coordinator works with the school librarian, book fair coordinator and Principal to help identify and select authors to come to the school.  In addition, promotes author visit, coordinates book pre-purchases, sets up for the school assembly, and oversees book signing.  5 – 15 hours per year. Work can be mostly done from home.

• Assemblies Coordinator: Work with Principal to identify potential content for all-school assemblies. Sort through solicitations sent to the school for consideration. Research and compare different assembly options, provide options to Principal and VP, Enrichment for review and approval. Book, promote, and facilitate day-of coordination, submit invoices to PTO Treasurer for payment. 5-15 hours per year. Work can be mostly done from home.

• STEAM Coordinator: Work with Principal to identify desired STEAM experiences and timing for the school year. Research and compare different STEAM programs. Provide comparison (including costs) and your recommendation  to Principal and VP, Enrichment. Negotiate contracts (including costs), submit required paperwork to Principal for District approval, provide invoices to PTO Treasurer for payment, ensure appropriate communications to Staff, students, and families. 20-30 hours per year. Work can be done from home.

• Green Team Liaison: Attend PTO Meetings to report on Green Team activities and represent the Green Team.

Field Trips Coordinator: Work with Teachers to document and track Field Trips for each grade. Assist Teachers when asked to research new Field Trip options. Support Teachers, when asked, in booking, contracting, paying Field Trips. 10-20 hours per year. Work can be mostly done from home.

 Oversee the work of the committees of the PTO to promote community with specific attention given to fundraising. Attend all PTO Executive Board and General PTO meetings when possible. Liaison with chairpersons of Coleman’s various fundraising event/initiatives to create consistency, coherency and clear communication among them. Collaborate with other PTO Exec Board Members to align on annual PTO Fundraising Goal.  Responsible for creating the comprehensive fundraising plan and estimated fundraising forecast for each fundraising activity to meet the PTO’s annual fundraising goal.  Requires work from home and on campus. Approximately 2 hours per week.

• Tiger Fund Pledge Chair: Responsible for soliciting Tiger Fund donations from all Coleman families in order to help raise the amount needed to meet the proposed budget to fund essential services at Coleman.   Duties include creating and distributing solicitation letters/communications, tracking incoming donations, depositing collected money, processing payment plans, updating school signs to reflect progress, providing receipts, working with the principal to send "high donor" thank you notes, communicating with individual classroom teachers, generating school-wide education and inspiration to support the drive.  Estimated time spent 7-10 hours per week during peak periods; 3-4 hours per week during low periods.

• Grant Writing Manager: Brainstorm with PTO officers to figure out where grant money is most needed. Research funding opportunities. Assess opportunities for 'fit' with our school and programs. Compose proposal narratives / fill out application forms.  Experience is helpful but not necessary. Approximately 2-3 hours per month. Can be done from home.

• Coleman Merchandise Manager: Research and recommend vendor and assortment, forecast financial impact (PTO investment and projected revenue) for Exec Board to approve. Place the order, receive and organize inventory, keep inventory organized in PTO closet on campus. Support in-person sales during certain PTO events and school activities by either being present to set up, sell, and put away inventory, or finding someone else to be in your place and assume your responsibilities during the event. Approximately 10 hours total, requires work from home and on campus.

• Dine and Donate Manager: Coordinate monthly dine and donate events with local restaurants. Contact restaurant owners and schedule a day/time for dine and donate.  Cross reference the PTO calendar, so that events are not the same day as another school, district, or foundation (HeadsUp and YouthInArts) function. Provide confirmed dates to the PTO VP to include on the Coleman Family Calendar. Create flyers at least 2 weeks prior to the Dine and Donate to advertise in the PTO Newsletter, on Social, and via Parent Square. Provide flyer to the VP, Marketing Communications and managers for Social Media and Parent Square, upload flyer to the PTO Newsletter Google Doc tracking document. Send out reminder the day of the event on Parent Square. Follow up with restaurant 2-3 days after event regarding the donation.  You may pick it up or have them mail it to the school directly.  Checks are to be made out to Coleman PTO. Approximately 2-3 hours per month. Can be done from home.

• Auction Chair:  Oversee a team of 4-5 people to coordinate the Live and Silent Auctions that takes place at Crabfeed (and potentially other auctions throughout the year). Communicate with parents to arrange class projects, parent hosted parties and teacher experiences. Work is primarily done November - January. Requires approximately 40 hours total. Can be done from home, but requires onsite for set-up and on campus post event to distribute prizes to auction winners.

“Free Money” Programs Coordinator: Research companies that have programs to donate a % of sales to PTOs. In consultation with VP, Fundraising and President, determine which programs Coleman PTO should participate in and ensure Coleman PTO is signed up for all appropriate programs. Create Marketing materials to share with Coleman families, staff, and neighbors to ensure maximum participating in “Free Money” programs. Work with VP, Marketing Communications to create and execute communication plan. Can be done from home. Approximately 10 hours per year.

Support the PTO President and Executive Board, Dads’ Group members, the Principal and members of the Coleman community in shaping their communication plans for school related matters. Oversee the work of the Marketing and Communications managers. Attend all PTO Executive Board and General PTO meetings when possible. Ensure all Marketing and Communications go out in both English and Spanish. Requires work from home and on campus. Approximately 2 hours per week.

• Social Media Manager-Post on Coleman Elementary main Facebook page and Instagram. Moderate and post to Coleman Parent Facebook group (all parents are allowed to post in this forum).

• Web Site Manager: Write, manage and update content, create graphics, design new pages as needed, domain administration, answer or forward inquiries generated from "Contact Us" page.  Time commitment varies from one hour per week for easy updates to several hours for bigger updates (eg: at the beginning of the school year, before big events, etc.) Can be done from home.

• Parent Square Manager - Send out scheduled and adhoc Parent Square communications on behalf of the Coleman PTO. Collect information from appropriate stakeholders, proof for mistakes and accuracy before sending. 

• PTO Newsletter Manager – Create and distribute a google doc template to collect announcements and updates from all appropriate PTO and School stakeholders, communicate deadlines for content, format content and provide drafted Newsletter to VP of Marketing and Comms and PTO President for final edits and approval. Send out approved PTO Newsletter via Parent Square.  

• PTO Bulletin Board Display(s) Manager: Keep PTO bulletin board display(s) updated with current PTO news and announcements.. Approximately 2-4 hours a month. Requires work from campus.