2026/2027 Elections

Section 1. The President shall:

1. Meet with the Principal in May to set up the PTO calendar and meeting schedule for the following year. 

2. Create and distribute meeting agendas at least 24 hours prior to PTO meetings.

3. Preside over all PTO meetings. 

4. Ensure completion by the Treasurer and President of a preliminary budget for presentation and ratification by the Executive Board and Association at the August Association Meeting. 

5. Post events and information on PTO social media outlets, including Facebook and Instagram. 

6. Create standing committees with approval from the Executive Board. 

7. Serve as ex-officio member of all committees. 

8. Interpret, oversee and delegate appropriately for all school functions, activities, and programs as needed throughout the school year. 

9. Coordinate location, invitations and food for PTO Holiday Party.

10. Ensure completion of Years of Service Awards.

11. Ensure bylaws are updated by the end of the term.

12. Introduce incoming President at annual Installation Dinner.

13. Serve as advisor to incoming PTO President and Executive Board when appropriate.

14. Other duties as deemed necessary.

 

Section 2. The 1st Vice President – Enrichment shall:

1. Act as President in the absence of the President and the Parliamentarian.

2. Be responsible for obtaining and assigning volunteer help as requested by the organization and school staff.

3. Contact PTO President, Principal and Teachers/staff in early September to determine volunteer needs.

4. Prepare an on-line “Volunteer Sign Up” form to be distributed through principal’s newsletter and social media. Coordinate volunteer training when needed.

5. Maintain communication with school staff regarding volunteer requirements throughout the school year.

 

Section 3. The 2nd Vice President – Ways and Means shall:

1. Act as President in absence of the President, Parliamentarian, and 1st Vice President.

2. Be responsible for all Ways and Means projects upon approval from the Executive Board.

3. Assist in determining fundraising goal prior to the initial budget meeting conducted before the beginning of the school year.

4. Plan and organize the annual school-wide fundraiser.

5. Correspond on behalf of the PTO for thank you notes for all fundraiser business sponsors.

6. For each event:
   --Consult with Principal and President(s) regarding event dates.
   --Create, distribute flyer, and maintain an online fundraising platform.

 

Section 4. The 3rd Vice President – Membership shall:

1. Act as the President in the absence of the President(s), Parliamentarian, 1st Vice President, and 2nd Vice President.

2. Be responsible for all membership dues collection, creating and maintaining the membership list, and running the membership drive. 

3. Create a spreadsheet of membership checks/cash for Treasurer.

4. Confer with Treasurer on deposit of membership dues.

5. Be responsible for planning Installation Dinner.

 

Section 5. The Secretary shall:

1. Keep a complete record of the proceedings of all meetings of the Association and the Executive Board, including a roster of PTO meeting attendees. 

2. Type minutes of each meeting and forward to the President for review within seven (7) days after the meeting 

3. Send out monthly meeting minutes to all members at least seven (7) days prior to the next meeting. 

4. Correspond on behalf of the PTO as necessary, including thank you notes for all invited speakers.

5. Maintain records of hours served by all members.

 

Section 6. The Treasurer shall:

1. Keep accurate accounts of receipts and disbursements and report them at each meeting.

2. Issue all checks from organization funds as authorized by the elected Executive Board.

3. Co-sign all checks with the President or Vice President. All checks must have two signatures. If the president and/or treasurer is serving as a co, then one from each Executive Board position must sign (ex: one president/one treasurer.)

4. Prepare the Fiscal budget with the President, the Principal, and the Executive Board. Fiscal budget shall be approved by the members at the August Association Meeting. 

5. Prepare the monthly budget using input from the President, the Principal, and the Executive Board. The Executive Board shall first approve any expenditure not covered in the budget and any line item budget overage. 

6. Complete annually, by November 15, the California state, Charitable Trust (State Attorney General), and Federal tax forms prepared by designated PTO CPA/accountant in regards to this organization's tax-exempt status.

7. Update PTO Reimbursement, Deposit, and Debit Card Policies and Procedures (refer to Addendum C) through discussions with the President and approval from the Executive Board. Stay in compliance with the PTO Reimbursement, Deposit, and Debit Card Policies and Procedures.

8. Distribute and discuss PTO Budget and PTO Reimbursement, Deposit, and Debit Card Policies and Procedures at first PTO Meeting of the year.

9. Provide cash box and/or change for PTO functions as needed.  

10. Prepare books for the Auditor every six (6) months for bi-annual audit reports.

11. Review the PTO monthly bank statement in conjunction with the Auditor to ensure compliance with our insurance.

12. Maintain a log of which Officer has the debit card at any given time.

 

Section 7. The Auditor shall:

1. Audit the books of the organization quarterly during the fiscal year, or upon resignation of the Treasurer, or any time deemed necessary.

2. Present a report to the Executive Board after each audit.

3. Accomplish random audits to ensure appropriate accounting practices are maintained.

4. Review the PTO monthly bank statement in conjunction with the Treasurer to ensure compliance with our insurance. 

 

Section 8. The Parliamentarian shall:

1. Act as President in the absence of the President.

2. Attend all meetings of the organization.

3. Give necessary advice in parliamentary procedure.

4. Call the first meeting of the Nominating Committee to give instruction on procedures. 

5. Ensure all officers have a copy of the bylaws of the organization.

6. Enforce the bylaws of Laurel PTO.

7. Confer with the PTO President(s) when amending PTO bylaws, which are to be approved by the Executive Board, posted for seven (7) days, and then presented at an Association meeting for final vote.

8. Coordinate an annual PTO Meet & Greet no later than two months before the spring election, prior to presenting the PTO slate for the Spring elections.

9. Track years of service of position holders in the PTO through review of rosters; to keep record of positions that should become open during the election process.

10. Ensure that the PTO slate for the Spring elections is posted at least seven (7) days prior to the scheduled Association Meeting.