PTSO Documents and Job Descriptions

  • Bylaws 

    The Scarlett PTSO is a 501c3 non-profit organization and strives to conduct itself professionally in service of our kids and school community. Click below to read our bylaws.

  • PTSO Job Descriptions

    President or Co-Presidents

    • Preside at all board meetings and regular PTSO membership meetings
    • Set the agenda for meetings
    • Oversee and assist in budget and financial operations of the PTSO
    • Submit newsletter announcements on behalf of the PTSO to administration
    • Maintain the PTSO email and distribute communication as needed
    • Update and maintain the master calendar
    • Organize and lead PTSO officers and appointees and all PTSO events and activities
    • Represent the PTSO at community and district events
    • Serve as ex-officio members of all committees. 

    Vice-President or Co-Vice-Presidents

    •  Perform the duties for the President in their absence
    • Assist the President in ongoing events, operations and procedures of PTSO
    • Represent the PTSO at community and district events
    • Support PTSO correspondence and emails. 

    Recording Secretary

    • Take minutes at all PTSO meetings
    • Maintain a notebook of all meeting minutes, monthly reports, bylaws, the calendar, and volunteer list along with the Articles of Incorporation and Insurance policy
    • Perform the duties of Treasurer or Vice-President as needed
    • Chair meetings in the absence of the President or Vice President.

    Corresponding Secretary

    • Provide consistent updates about community news to parents, students and staff via email/School Messenger, PTSO Website, relevant social media, school announcements and flyers
    • Support the President/Vice President in maintaining the PTSO’s general correspondence such as email and thank you letters.

    Co-Treasurers

    • To maintain all PTSO financial records
    • To have primary possession of PTSO checkbook and records
    • To submit a monthly financial report at PTSO regular membership meetings
    • To collect and disburse PTSO funds according to the budget
    • To manage facilitated funds for line items that use PTSO as a method to collect donations (e.g. Project Lit, Athletics, 8th grade celebration trip)
    • To follow cash handling procedures and control over funds
    • To file yearly taxes and maintain files of taxes and previous years financial records, along with Articles of Incorporation
    • To pay yearly insurance and dues
    • To pay all PTSO bills in a timely manner
    • To supply cashbox requests and deposits thereof
    • To have possession of Tax I.D. and 501(c)(3) information and to distribute tax status documentation to frequent purchasers
    • To have possession of Insurance policy and memberships.
    • When both co-treasurer spots are filled it is recommended that one serve as the depositing treasurer and the other as the distributing treasurer.

    PTO Council Representative

    •  To attend PTO Council meetings and report back to the PTSO membership at subsequent general membership meetings.

    Fundraising Chair

    • To coordinate the fundraising plan for the school year and organize and lead fundraising efforts
    • To schedule and lead the fundraising presentations for consideration for the upcoming school year
    • To communicate all fundraising events, news and information to the President and the school community.

    Hospitality Appointee

    • To coordinate any food or beverages for PTSO sponsored events, meetings and activities and to form committees when needed to perform these duties.

    Scarlett Spirit Wear Appointee

    • To assist the Board in the ordering of Scarlett gear
    • To maintain records of inventory, sales and expenses and provide regular updates to the Treasurer and President
    • To submit all monies and receipts in a timely manner to the Treasurer
    • To make Scarlett Gear available for sale at school wide events when available. 

    PTO Thrift Shop Representative

    • To interact with the AAPS PTO Thrift Shop on their fundraising programs, to understand and implement their procedures in order to ensure PTO Thrift Shop funds are allotted to Scarlett throughout the year.