In addition to duties outlined in the Bylaws, Board members may be expected to accept responsibilities more specific to Dogwood PTO activities and functions.  The description for each position should be recognized as a guideline and not considered all-inclusive.

 

PRESIDENT

Presides Board and General meetings; coordinates work of the Board; is ex-officio member of all committees except the Nomination Committee; represents Dogwood PTO at all meetings (including Germantown Municipal Council (GMC) and Germantown Municipal School District Board of Education) and other functions as invited; confers regularly with the Principal on Parent/PTO concerns; completes all required School Support Organization requirements; co-ordinates review and revision of Bylaws and Standing Rules and Policies; presents President’s Gavel to the incoming President at the last PTO General meeting of the school year.  This Gavel belongs to the Dogwood PTO and is handed down from one President to the next.

 

VICE PRESIDENT OPERATIONS

Member of the Executive Board; acts as aid to President; performs duties of President in his/her absence; fills vacancy in the office of President; coordinates Dogwood’s nominations for GMC PTO STAR  awards; orders t-shirts for new Board members; serves as liaison with the Germantown Education Foundation; purchases year end gifts for Administration and Staff; manages and supports Yearbook, Library Liaison, Beautification, Health and Wellness, and Legislative chairs.

VICE PRESIDENT EVENTS

Member of the Executive Board; acts as aid to the President; coordinates Kids Kan activities; manages and supports Family Movie Night, Dolphin Tale Ball, Mom/Son Event, Field Day, Cultural/Fine Arts, and Book Fair chairs.

VICE PRESIDENT HOSPITALITY

Member of Executive Board, acts as aid to the President; supports the Teacher Treats, Teacher Appreciation, and Community Care chairs; plans events throughout the school year for the Dogwood community, including Veterans’ Day, Grandparents’ Day, back to school event(s) and others as needed; and plans incoming/outgoing parent volunteer board luncheon.

SECRETARY

Records minutes of all Board meetings; circulates a digital copy of the meeting minutes to all Board members prior to the next meeting and posts a copy of previous meeting’s minutes at each meeting; keeps a roster of Board members and attendance at Board meetings; orders Dogwood PTO note cards and stationary as needed; liaises with Nominating Committee regarding Board members’ attendance at meetings.

TREASURER

Handles PTO funds; keeps a full and accurate account of deposits and payments; balances checkbook each month; makes payment of PTO insurance and membership dues; completes all required School Support Organization requirements; meets with President-elect, Vice Presidents, Advisor and outgoing Treasurer to write proposed budget for its adoption by Board at their first respective meeting in the fall; works closely with Committee doing any fundraising activities and reports on revenue and expenses from these events.  Has the records examined annually or upon change of officer by an auditor or an auditing committee of not less than four members.  Files IRS form 990 each year and other filings, as necessary and appropriate.

ADVISOR

Assists the Board in any area as needed.  The Advisor is the immediate Past President.  If unable to serve on the Board, the position remains vacant.

ASSISTANT TREASURER

Reconciles bank account each month and provides a copy of the monthly bank statement and canceled checks to the Principal or school financial secretary and the PTO President.  Supports the Treasurer as needed.

BEAUTIFICATION

Helps to keep the school grounds looking their best by planting and maintaining seasonal flowers in the flower pots, and overseeing the annual Spring reemergence of the butterfly garden; places holiday decoration in the flower pots during the dormant moths; plans, organizes and carries out any activities for Earth Day, Walk to School Days, and recycling.

BOOK FAIR

Works with the school Librarian to coordinate a Book Fair to benefit the school library.  Creates promotional material for the event and enlists all volunteers needed for a successful event.

 

COMMUNICATIONS/PUBLICITY

Provides current, pertinent information about PTO activities to Dogwood parents via the weekly newsletter, social media, and website.

 

COMMUNITY CARE

Coordinates assistance within the Dogwood Community for Dogwood families and staff in times of life crises. Responsibilities include, but are not limited to, sending thank you, sympathy, get well and congratulatory cards and/or gifts as needed.

CULTURAL ARTS/FINE ARTS

Exposes and encourages students in many areas of the arts through performances, exhibits, and workshops.  Encourages students to submit works of art to GMC PTO Art and Writing  Contest or other contests. Coordinates the Dogwood Elementary School Fine Arts Night, where students are given the opportunity to showcase their achievements in the areas of visual arts and music.

DOLPHIN TALE BALL

Coordinates an event for current Dogwood Princesses and their Prince Charming (i.e. Dad, Grandad, uncle, etc.).  Participants will enjoy music, dancing, and fun.

 

DOLPHINFEST

Responsible for organizing DolphinFest and coordinating sub committees (sponsorships, donations for silent auction, concessions, games, prize room, t-shirts, teacher features, volunteers, and ticket sales).

FAMILY MOVIE NIGHT

Organizes a Family Movie Night for the school community.  Coordinates selection of the film, volunteers and food truck vendors.

FIELD DAY

Works with PE faculty to plan a field day and tug of war for each grade level. Coordinates volunteers and needed supplies for both events. Communicates details of each event to the teachers and provides communication to the room mom that includes individual classroom needs and guidelines/event details to share with the parents.

HEALTH AND WELLNESS

Health and Wellness procures all clinic supplies and anything needed by the school nurse.

LEGISLATIVE

Liaison between Dogwood PTO and the Germantown Municipal School Board, Germantown Board of Mayor and Aldermen and State Legislature.  Reviews Germantown Municipal School Board meeting agendas, attends or reads the minutes from Germantown Municipal School Board meetings and reports pertinent information back to Dogwood PTO.

MEMBERSHIP/DIRECTORY

Conducts Membership Drive at the beginning of the school year.  Develops the directory from membership information generated through the Membership Drive.

MOTHER/SON EVENT

Plans and coordinates an event especially for mothers (or other significant female-role model) and the son(s).  Participants will enjoy music, dancing and fun.

NEW PARENT LIAISON

Provides new parents with information regarding Dogwood and the PTO. Serves as a contact for any questions/concerns from new parents. Helps plan in-person activities, such as the Kindergarten Meet and Greet and Discover Dogwood. Assigns mentor families to those interested, and coordinates communications to make the transition to Dogwood an easy one for new families.

PARLIAMENTARIAN

Selected by the President to keep order at PTO meetings and is in charge of reviewing and/or revising the Standing Rules and Policies as needed and the Bylaws every five years.  The parliamentarian shall serve as chair of a Bylaw committee that will review and revise the Bylaws.  Both Bylaws and Standing Rules shall be presented to the board for approval.

LIBRARY LIAISON

Assists the librarian in planning, promoting and executing programs to encourage student reading such as READO and author visits.

ROOM PARENTS

Responsible for getting a list of volunteers interested in serving as Room Parent and Grade Captains (which make up the Room Parent Committee); explains how the room parent system operates and holds regular meetings throughout the year.  Also responsible for maintaining communication between teachers and parents, providing assistance to teachers as needed and coordinating volunteers for larger school functions.

TEACHER APPRECIATION

Organizes the “Welcome Back” breakfast for teachers; coordinates Teacher Appreciation Week; provides dinners for teachers on two conference nights.

TEACHER TREATS

Provides monthly teacher gifts and treats to show appreciation, such as staff lunches and mailbox surprises. Committee members help with supplies, setting up treat tables, and making mailbox surprises.

WAYS AND MEANS

Coordinates fundraising activities for Dogwood PTO, including working with local businesses that give back a portion of their proceeds to Dogwood PTO.

YEARBOOK

Responsible for organization and collection of the 5th grade ads for the Dogwood Yearbook, and promoting sales of the yearbook and 5th grade ads. Manages the Dogwood Yearbook email, fields questions from parents, accounts for all purchased ads, and uploads all ads with the correctly formatted dimensions and pixels. (Proficiency in Canva, Photo Preview, and Google is helpful.) Assists the school Yearbook club and its faculty sponsors as necessary, as well as manages collection of parent photos from classes, school activities/events, and groups throughout the year. Proofs the yearbook prior to printing, and assists with delivery of the yearbooks in May.