MEET OUR BOARD

Official Bylaws Role (The "What"): The chief executive officer; presides over all meetings; responsible for communication and outreach.

Layman's Description (The "How"): The Team Captain and Public Face. You guide the PTO, make sure everyone is working together, and are the main link between the PTO, the Principal, and the community.

Purpose (The "Why"): The Visionary and Executor. Without a President, the PTO lacks direction, accountability, and the necessary formal link to the school administration. You ensure the mission is met.

Key Responsibilities (The "Must-Do's")

• Lead Meetings: Run all PTO and Executive Committee meetings. 

• Communicate: Oversee all PTO communication (website, e-news, social media).

• Liaison: Regularly meet with the Principal to align PTO goals with school needs. 

• Oversight: Ensure all other officers are performing their duties.

Official Bylaws Role (The "What"): Assists the President and is slated to succeed the President; handles the President's duties in their absence.

Layman's Description (The "How"): The President's Right Hand and Backup. You are the understudy, ensuring the PTO has a smooth transition in leadership and that the work continues even if the President is unavailable.

Purpose (The "Why"): The Consistency Keeper. You provide essential leadership continuity, prevent burnout for the President, and ensure the PTO's work doesn't stop due to a temporary absence.

Key Responsibilities (The "Must-Do's")

• Support: Assist the President in all their duties. 

• Stand-in: Step up and run meetings or handle Presidential duties when the President is absent. 

• Training: Use this year to learn the President's role for a smooth transition next year.

Official Bylaws Role (The "What"): Responsible for keeping an accurate record of all business transacted.

Layman's Description (The "How"): The Record Keeper and Historian. You make sure all decisions, discussions, and actions are accurately written down, organized, and shared with the team.

Purpose (The "Why"): The Legal Memory. Accurate records are vital for legal compliance, tax purposes, and ensuring the PTO follows its own rules. You prevent confusion and keep the PTO accountable.

Key Responsibilities (The "Must-Do's")

• Minutes: Take detailed notes (minutes) at all PTO and Executive Committee meetings. 

• Distribution: Distribute the minutes to the Board and post them on the website. 

• Records: Keep a copy of the Bylaws and all meeting minutes for the academic year.

Official Bylaws Role (The "What"): Responsible for all financial matters, including receiving, depositing, and disbursing funds according to the approved budget.

Layman's Description (The "How"): The Accountant and Financial Guardian. You manage all the money, making sure we spend it wisely, track it accurately, and follow all the rules.

Purpose (The "Why"): The Trust Builder. The Trust Builder. You ensure the PTO remains a financially sound, legal non-profit. Transparent and accurate financial reporting is the foundation of trust with the school and parent community.

Key Responsibilities (The "Must-Do's")

• Bookkeeping: Keep accurate records of all income and expenses (using an approved system like QuickBooks).

• Reporting: Present a financial statement at every meeting.

• Compliance: Ensure the PTO files all required tax returns and complies with all non-profit laws.

• Oversight: All withdrawals over $500 require a second signature (President or VP).

Official Bylaws Role (The "What"): Advises the President and is responsible for ad hoc committees.

Layman's Description (The "How"): The Wise Advisor. You provide continuity and historical knowledge to the current board, making sure we don't repeat past mistakes.

Purpose (The "Why"): The Institutional Knowledge. You bridge the gap between past and present, providing invaluable context on what has worked, what hasn't, and why—saving the new board time and frustration.

Key Responsibilities (The "Must-Do's")

• Advice: Counsel the current President and Board on PTO history and procedures.

• Ad Hoc: Handle special, temporary committees or projects as requested by the President.

Official Bylaws Role (The "What"): Coordinates all fundraising and income procurement (ways & means).

Layman's Description (The "How"): The Money Maker. You are in charge of planning and running all events and campaigns that bring money into the PTO to fund our mission.

Purpose (The "Why"): The Financial Engine. The PTO cannot support the school's critical needs (staff, classroom, extracurriculars) without the funds you raise. You directly enable the mission.

Key Responsibilities (The "Must-Do's")

• Plan: Determine fundraising needs with the Board.

• Execute: Organize and run all fundraising events and programs.

• Oversight: Oversee all committees dealing with income (e.g., passive fundraising).

Official Bylaws Role (The "What"): Responsible for all academic and non-academic recruitment, procurement, and evaluation of volunteers.

Layman's Description (The "How"): The People Recruiter and Manager. You find the people power needed to run all our programs, making sure volunteers are placed where they are needed most.

Purpose (The "Why"): The Manpower Source. Volunteers are the lifeblood of the PTO. You ensure the school has the necessary adult support for classrooms, events, and programs, which directly supports the students and staff.

Key Responsibilities (The "Must-Do's")

• Recruit: Actively find and sign up volunteers for all PTO and school needs.

• Placement: Match volunteers to roles (e.g., classroom, events, copy club).

• Recognition: Oversee volunteer appreciation efforts.

• Sub-Roles: Academic Chair focuses on classroom/staff support; Non-Academic Chair focuses on events/school-wide programs.

Official Bylaws Role (The "What"): Responsible for continually assessing, creating, maintaining, and evaluating communication links.

Layman's Description (The "How"): The Information Hub. You ensure that parents, staff, and students know what the PTO is doing, when events are happening, and how to get involved.

Purpose (The "Why"): The Engagement Driver. Effective communication is the key to membership, volunteerism, and fundraising success. You ensure parents feel informed, connected, and motivated to participate.

Key Responsibilities (The "Must-Do's")

• Manage Channels: Oversee the PTO website, e-news, and social media.

• Content: Create and distribute content (e.g., Roster, Whitford Web Site, E-News). 

• Outreach: Work with the President to ensure clear, consistent messaging.

Official Bylaws Role (The "What"): Responsible for working with administrators, staff, and students to find ways to make Whitford an open, welcoming community for all families.

Layman's Description (The "How"): The Welcoming Committee. You focus on creating events and initiatives that bring the school community together and make all families feel included.

Purpose (The "Why"): The Inclusion Champion. You create the "sense of community" that is part of the PTO's core purpose. By reaching out to all families, you ensure the PTO represents the entire school population.

Key Responsibilities (The "Must-Do's")

• Events: Oversee community-building events (e.g., September Family Fun Event).

• Inclusion: Work with the ELL/ESL staff to ensure outreach to diverse populations. 

• Ties: Build connections between the PTO and the broader school community.

Official Bylaws Role (The "What"): Responsible for building and maintaining Whitford parents' appropriate internal pre-teen and teen academic and social resources.

Layman's Description (The "How"): The Resource Librarian. You manage the PTO's collection of materials that help parents support their middle schoolers.

Purpose (The "Why"): The Parent Supporter. You fulfill the goal of supporting "parent learning around social and academic issues of pre-teens & teens," providing tools that help parents successfully navigate the middle school years.

Key Responsibilities (The "Must-Do's")

• Maintenance: Build and keep up-to-date resources (books, videos, online links) for parents.

• Collaboration: Work closely with the Whitford counseling staff and outside resources.

Official Bylaws Role (The "What"): Responsible for supporting and promoting cultural awareness, inclusion, and representation within the Whitford Middle School community.

Layman's Description (The "How"): The Cultural Connector. You help ensure school and PTO activities reflect, celebrate, and honor the diverse cultures of Whitford families.

Purpose (The "Why"): The Representation Builder. You help students and families feel seen and valued, strengthening engagement and fostering a more inclusive school community.

Key Responsibilities (The "Must-Do's")

• Events: Support or help coordinate multicultural events, celebrations, or activities.

• Outreach: Collaborate with families and staff to ensure culturally inclusive communication and participation.

• Awareness: Share cultural resources, traditions, and observances with the PTO.

Official Bylaws Role (The "What"): Responsible for promoting equitable access, inclusive practices, and fair representation across PTO programs, activities, and decision-making.

Layman's Description (The "How"): The Equity Lens. You help the PTO pause, reflect, and consider who may be missing or facing barriers to participation.

Purpose (The "Why"): The Access Advocate. You help ensure PTO efforts serve all families equitably and align with the PTO’s commitment to inclusion and fairness.

Key Responsibilities (The "Must-Do's")

• Review: Evaluate PTO initiatives, events, and communications through an equity lens.

• Barriers: Identify and help address obstacles that limit family participation.

• Collaboration: Partner with PTO leaders and school staff to support inclusive practices.

Official Bylaws Role (The "What"): Responsible for coordinating the PTO’s teacher grant process, including promoting the program, supporting applications, and facilitating review and funding.

Layman's Description (The "How"): The Classroom Champion. You help turn teachers’ ideas into reality by guiding them through the PTO grant process.

Purpose (The "Why"): The Instructional Supporter. Teacher grants directly enhance classroom learning by funding materials and projects that benefit students.

Key Responsibilities (The "Must-Do's")

• Grants: Promote the teacher grant program and application timeline.

• Support: Assist teachers with questions during the application process.

• Coordination: Facilitate review, approval, and distribution of grant funds in collaboration with PTO leadership.

Official Bylaws Role (The "What"): Responsible for planning and coordinating staff appreciation efforts on behalf of the PTO.

Layman's Description (The "How"): The Gratitude Organizer. You lead efforts to recognize and thank Whitford staff in meaningful and thoughtful ways.

Purpose (The "Why"): The Morale Booster. You strengthen relationships between families and staff, helping create a positive, supportive school environment for students.

Key Responsibilities (The "Must-Do's")

• Planning: Coordinate staff appreciation activities and events throughout the year.

• Recognition: Organize Staff Appreciation Week efforts.

• Communication: Work with PTO leadership and volunteers to gather support, donations, or supplies.