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Westover PTO Board Positions and Special Committee Members

The PTO board members are here to help.  

Contact the PTO at: westovercommunityalliance@gmail.com

Board Members

  • Volunteer to serve two consecutive, one-year terms
    (maximum 2 years for Presidents and Treasurer)

  • Voting members

  • Participate in monthly board meetings with principal, ASA, and staff representative

  • Participate in committee meetings on an as needed basis

Co-President

  • Serves as a leader of the PTO and key contact for board members, school community, and school staff

  • Ensures efforts of PTO are being directed towards meeting the goals and initiatives identified by the board and facilitates long-range planning

  • Communicates with and assists board members/committees in planning and implementing PTO events 

  • Coordinates with school staff to ensure requested initiatives are implemented

  • Responsible for facilitating monthly PTO meetings and completing other administrative tasks as needed (e.g., signing check disbursements, facilitating the voting process for funding new initiatives)

Co-Vice President

  • Supports the PTO Presidents and other board members and leads meetings and events in the presidents’ absence

  • Ensures efforts of PTO are being directed towards meeting the goals and initiatives identified by the board and facilitates long-range planning

  • Communicates with and assists board members/committees in planning and implementing PTO events

Treasurer

  • Collaborates with other committees to provide funding to support activities

  • Responsible for the collection and disbursement of money (i.e., reimbursements, bank deposits, vendor payments) and purchasing items items that cost over $100 (e.g., Thanksgiving and Holiday gift cards, teachers wishlist, event supplies)

  • Ensures tracking of all financial activity related to PTO activities

  • Projects income vs spending to ensure sustainability of funding

  • Responsible for filing the yearly tax exemption request with IRS

Secretary

  • Responsible for keeping, compiling, and distributing meeting minutes from PTO board meetings

  • Organizes the agenda and sends notices of meeting to members

  • Maintains board roaster and contacts

Co-Communications

  • Collaborates with other committees to promote PTO events and fundraisers

  • Creates flyers for hardcopy distribution and facilitates Spanish translation

  • Promotes PTO information digitally through emails, texts, social media, and website

  • Maintains email and text distribution list and website updates

Co-Community

  • Serves as the point of contact for new and recurring PTO-sponsored events and the liaison with event chairs

  • Assists in identifying volunteer event chairs and guiding them through the planning and implementing process to ensure successful community events

  • Collaborates with PTO committees about event- specific needs (e.g., communications, concessions, and fundraising opportunities)

Co-Diversity,
Equity, and Inclusion

  • Ensures that PTO initiatives and offerings are accessible to all members of the Westover community

  • Represents Westover in the NAACP Parents’ Council, Montgomery County, MD

  • Leads on providing resources, training, or events that serve Black and Brown families

  • Serves as a liaison between the Black and Brown community, the PTO, and school administration and encourages increased participation by Black and Brown caregivers in the PTO and school activities

  • Serves as a Spanish translator for all PTO communications distributed to students about PTO events and initiatives

Enrichment

  • Identifies afterschool programs for each session (fall, winter, and spring) and assists vendors with registering with the school

  • Markets programs in collaboration with Communications

  • Assists with scholarship program, tracking student enrollment, and visiting programs to ensure successful outcomes

Co-Fundraising

  • Ensures funds are being raised for the PTO to use to support existing and new initiatives 

  • Collaborates with the Treasurer, Community, and other board members to plan and implement new and recurring fundraising events 

  • Responsibilities include soliciting raffle and auction items, coordinating with school staff for read-a-thon and Square1 art sales, and brainstorming new fundraising opportunities

Room Liaison
Coordinator

  • Coordinates with room liaisons to share pertinent PTO information for distribution to families in their classrooms

  • Assists classroom teachers with securing at least two liaisons for their classrooms

  • Shares information and best practices for annual classroom celebrations (e.g., Halloween/Harvest party, Valentine’s Day, Teacher Appreciation Week)

Special Committee Members

  • Volunteer for specific tasks or events on a yearly basis

  • Non-voting

  • Participate in committee meetings on an as needed basis

Event Chairs

Book Fair

Truck or Treat

Beautification Days

Fitness Night

Movie Night

Science Fair

International Night

Fun Run

Carnival

  • Responsible for organizing and coordinating individual events with support from Community and other PTO board members

  • Event chairs can expect to review notes from previous events and modify as needed

  • Overview of responsibilities:

    • Collaborate with Communications to plan and advertise the event;

    • Identify any necessary materials, need for room booking, or volunteer needs for event; and

      • Run the event day-of

      • Set up event;

      • Manage volunteers;

      • Direct attendees; and

      • Clean up

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