Montgomery Elementary PTO Executive Board Roles & Responsibilities 2021-2022
Please look at the list of committee chairs listed below. Each year, the PTO looks to fill the roles of each of the Executive Board Members. All members, except President, serve a two year term.
PTO President Jenny Louthan
Coordinates and oversees the committees for each board position; is a member of each committee and should attend as many committee meetings as possible; is involved in nearly all decision making processes and must have a solid understanding of each committee’s needs and responsibilities; prepares general, board, and executive committee meeting agendas and oversees each meeting; works closely with the Administration, Teachers and PTO Executive committee to ensure that all constituents’ needs are being met; is responsible for signing PTO expense checks and overseeing the distribution of PTO funds.
PTO President-Elect Keira Miller
Helps the President coordinate and oversee the committees for each board position; is a member of each committee and should attend as many committee meetings as possible; is involved in helping the President with nearly all decision making processes and must have a solid understanding of each committee’s needs and responsibilities; attends all general, board, and executive committee meetings and contributes where necessary. The President Elect must work closely with the Administration, Teachers and PTO Executive committee to ensure that all constituents’ needs are being met.
Treasurer Heather Tomlinson
Keeps financial accounts and records of the PTO. Present the proposed annual budget for the approval of the General PTO Membership meetings. This budget is developed based on historical financial data in conjunction with each Board Members input for the upcoming year. Pays bills and expenses in a timely fashion and ensures that all funds paid relate to the approved PTO committees / aims of the voted upon PTO events. Ensure that all check requests are accompanied by receipts, and are approved by PTO president. Prepares financial statements each month and presents them to the Executive Board during the monthly board meetings. Issues and co-signs all checks on behalf of the PTO. Keeps financial records on Quick Books and maintains bank account data. Deposits funds in a timely fashion. Submits records for yearly audit by an independent auditor. Must have organized and accurate files to submit for ease of Audit process.
VP of Administration Dawn Powell
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates with PTO Administrative Board Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports the Administrative Board Chairs with their projects and program. Communicates with the Executive Board and Administrative Board Chairs as needed. Works with the following committees: Campus Beautification, Clothes Closet, Lost & Found, Lunch Buddies, New Parent Transition Coordinator, School Tours, Open House, Back-To-School-Fair, Preschool Outreach Coordinator, New Parent Orientation, Ambassador/Buddy Program, Student Directory, School Pictures, Teacher Appreciation and Yearbook.
VP of Communication Julianne Martin
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates with PTO Communication Board Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports all Communication Board Chairs with their projects and programs. Communicates with the Executive Board and Communication Chairs as needed. Supports the following: email communications (bulletin and e-blasts), website, maintains PTO facebook page, publicity and supports the Room Parent Coordinator.
VP of Educational Enhancements Liz Lewis
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates with PTO Board chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports the PTO chairs with their projects and programs. Also, as the Teacher Liaison, frequently communicates with the Teacher Grade Level Representatives regarding the needs and the concerns of the teachers and reports these to the Executive Board. Communicates with the Executive Board and chairs as needed. Works with the following committees: Art Docent Coordinator, Media Helper, Run Club, Health and Wellness, Garden Club, Science and Technology Night.
VP of Events Amanda Quick
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates event needs and information to the Executive Board. Supports the PTO Event Chairs with their projects and programs. Event Chairs include Field Day, Cultural Arts, Fine Arts, Musical Arts, Parent Social, Family Movie Night, Holiday Luncheons, Pre-K and Kindergarten Roundup, Spring Picnic. They also coordinate with the Neighborhood Liaison.
VP of Fundraising Lauren Pillner
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates with Fundraising Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Meets with prospective fundraising groups to determine the fundraising for the school year. Supports the fundraising committee chairs with their efforts which include: Boosterthon, Spirit Nights, Enrichment/Matching Donations, Book Fair, Passive Fundrasiers, School Supplies and Spirit Wear.
Recording Secretary Stephanie Tavani
Attends monthly Executive Board Meetings, general PTO Meetings, and supports PTO sponsored events. Communicates with committee chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Documents and distributes minutes for the Executive Committee, Board, and General PTO meetings. Works with the following committees: PTO Membership, Teachers Lounge, Character Education and PBIS Coordinator.
Corresponding Secretary Jessica Jackson
The Corresponding Secretary is responsible for incoming and outgoing correspondence and to handle all official PTO communications. Oversees Teacher Appreciation and Mustang Bucks.
Parliamentarian Amy Sery
The Parliamentarian assists with ensuring meetings are running smoothly and in accordance with the governing by-laws. Review and study the bylaws and standing rules annually. If changes are required, asks the president to appoint a committee for this review.
Committee Roles & Responsibilities
General responsibilities of committee chairs include:
- Maintaining a committee handbook, which should contain “to do lists” copies of fliers, copies of invoices from suppliers, lists of names and phone numbers of vendors, donors, volunteers, etc., amounts of supplies needed for each event and other information relevant to the committee’s functions and responsibilities. This notebook will be passed on to the next committee chair.
- Keeping their Vice-President on the Executive Committee informed about the progress of their projects. Vice-Presidents can assist committee chairs in recruiting volunteers.
- Following up their activities by providing the Corresponding Secretary with the names and addresses of donors for purposes of thank you notes.
- Attending PTO meetings so that you are aware of ongoing PTO maters and how they may impact your committee’s responsibilities.
Back to School Fair Coordinator Keira Miller
Responsible for organizing, promoting and educating families on what to expect on Registration Day. Recruits volunteers to assist with all aspects of the event, which is traditionally held the week before school begins.
Book Fair Liz Lewis & Lorinda Dechman
Responsible for scheduling, organizing, and promoting the bi-annual book fair with Scholastic Books. Volunteers’ tasks include cashier duties and helping kids find their purchases. The hours of operation during the week of the book fair are typically from 7:00 a.m. until 3:00 p.m. every day. Volunteer opportunities are offered in one-hour shirts or more if desired.
Boosterthon Lauren Pilliner
Bulletin Julianne Martin
Campus Beautification Committee OPEN
Serves to maintain and enhance the outdoor school campus through organized clean-up and beautification volunteer days, individual landscape projects and maintenance enhancements efforts.
Cultural Arts Chair Kelly Vogel
The Cultural Arts chair works with teachers and administrators to help identify talented artists who are also experienced working with children. The Cultural Arts chair will also coordinate logistics for the artist’s visit to the school and communications to the MES community. Cultural arts events usually take place during the school day. The goal is to provide cultural arts enrichment to the whole student body through various grade level appropriate events.
Lost & Found/Clothes Closet Dawn Powell
The Chairman will coordinate volunteers to help with lost and found. Volunteers will organize lost and found items so that they are easily accessible. The Chairman will also be responsible for sending out reminders to parents and for donating unclaimed items. The Chair is also responsible for organizing the clothes closet during various school events including Registration Day, Curriculum Nights and some General PTA meetings. Volunteers help organize the clothes and help set up during school events as well as help families find the clothing they need.
DCPC Liaison OPEN
Attends monthly meetings to represent Montgomery at DCPC and writes news article for the Mustang Bulletin. Distributes news and information to the parents and teachers. Encourages more Montgomery participation in the DCPC events. Timing is monthly throughout the year.
Family Movie Night Chair OPEN
Works with PTO Executive Board to secure the date and place, coordinates the movie logistics with the media event group, and coordinates the event volunteers. Event volunteers help set-up and tear down the movie equipment, assist with clean up, and assist with outside groups who provide entertainment.
Field Day Coordinator OPEN
Fine Arts Chair OPEN
Coordinates programs throughout the year that highlight student’s work in the arts. Exhibits and performances feature each grade level to demonstrate concepts being worked on in cultural arts classes. The Fine Arts Chairman also focuses on displaying the student’s art throughout the community to promote the strong cultural arts program that Montgomery takes pride in!
Garden Club OPEN
Garden Club Chair helping organize and run the school’s Garden Club. You will work with the teacher and assist with registration for the club, obtaining help from parent volunteers and buying supplies and materials for the club (plants, soil, gloves, etc.). You will set up a table at registration showcasing the school gardens and providing information about the Garden Club. It is also recommended to participate in Science Night at school to showcase our garden.
Health and Wellness OPEN
Works to implement activities that promote good nutrition, physical activity, and a healthy lifestyle for our Montgomery community. Sponsors an annual flu shot clinic, walk to school days, and other events, such as the Mustang Marathon and Montgomery Moves! week. Shares health-related information and local happenings with the school via e-blasts, flyers, bulletin boards, and the Mustang newsletters.
Holiday Luncheons OPEN
Holiday luncheon chair organizes the table decorations for the event, which include the Grandparent/Significant Relative Luncheon, Thanksgiving Luncheon, and Holiday Luncheon. Volunteers assist in decorating tables in the cafeteria.
Lunch Buddies Erin Stieglitz
Lunch Buddies Chair organizes the volunteers to assist with managing lunch time in the cafeteria by grade level. Volunteers assist in the cafeteria during a specified month and are generally available from 10:20 am until 12:20 am (although they welcome volunteers who can give smaller increments of time.) Volunteers assist students in opening food containers, remind students to use inside voices and to throw away any trash, dismiss students, and wipe tables clean for the next class lunch period.
Musical Arts Chair
General Music Chair works closely with music teacher, other school staff and Communication Committee to ensure the flow of the grade-specific performances. Chair’s responsibilities may include, but not limited to: coordinating volunteers to assist with programs, decorating, crowd control, set up/clean up, photography and volunteer seating. Performances are recorded and placed in the library for distribution. Chair also works closely with other school committees and clubs such as Fine Arts Night and Chorus.
New Parent Orientation Amy Sery
School Tours & Open House OPEN
Plans and organizes open house once-a-year. The chair puts together packets to be given out on the day of open house, and schedules volunteers to assist new parents in giving tours and answering questions about the school. Volunteers will prepare folders, greet prospective parents and give tours. Plans school tours monthly throughout the year by coordinating with Ms. Liddell and posting a sign up genius to the school website.
Parent Social OPEN
Pre-K & K Roundup Amanda Quick & Katy Adams
Room Parent Coordinator Marisa Preston
Recruits and organizes room parents for each class, facilitates volunteer opportunities within the classroom, communicates with room parents throughout the year about various school and class activities.
Run Club Brook Corbett
School Photo Chair Dawn Powell
Works with administrators, PTO leadership and photographer to arrange photo dates and times for fall and spring. Advertises photo dates, coordinates volunteer team to help on photo days to gather classes and alphabetize, tidy and organize students.
School Supplies Amy Sery
Science / STEM Night Coordinators Lomesh Patel & OPEN
Solicits participation from students, coordinates participation of local science & tech experts, coordinates logistics and recruits volunteers for Science Night.
Spirit Night Coordinators Melissa Crabbe
Responsible for organizing all aspects of Spirit Night each month. This includes selecting/contacting the restaurant and negotiating the deal; promoting the night through stickers, marquis, e-blast and newsletters; recruiting volunteers; attending the event; and collecting the proceeds. It is a great opportunity to support Montgomery and meet other families, all while having fun!
Spirit Wear Amanda Quick
Spring Picnic Coordinator OPEN
Teacher Appreciation Angie Tartline & Jessica Jackson
Teacher Appreciation chairs organize the teacher appreciation week, which is typically the first week of May. This includes scheduling the teacher appreciation luncheon (food and door prizes) as well as other teacher appreciation meals throughout the week and year. Volunteers assist by preparing food, donate gift certificates and assist in the classrooms so that all teachers and staff can enjoy their luncheon.
Teacher of the Month OPEN
Solicits teacher of the month nominations through room parent communications and the Mustang Bulletin. Tally the nominations and select a teacher of the month. Decorate a bulletin board at the front of the school to recognize and honor the selected teacher of the month.
Website Chris Kehl
The Website chair maintains the hosting, setup, and design of the website and e-communications templates. They are the Technical Administrator of the website, which runs on a self-hosted WordPress platform, and email communications which are powered by MailChimp. They act in an advisory capacity to the Communications Team for issues that affect the web site and the Mustang Bulletin.
Yearbook Courtney McKee & Chau Clamp
The Yearbook chair organizes, edits and does the layout for the school yearbook, which can be purchased by parents, students and staff. Volunteers assist by taking and collecting photos of students and staff, and by helping edit the material for the yearbook.