Board Position Descriptions

Executive Board

President
  • Communications link between members of the PTO, its board, and the Administration.
  • Lead all monthly Executive and PTO meetings.
  • Ensure board positions are functioning properly. Work with Chairs throughout the year.
  • Write monthly messages for the Monthly Matters newsletter.
  • Speak at various school events including Kindergarten Open House.
  • Work shifts at PTO events, and act as PTO rep at various committee meetings as needed.
  • Lead the Letter Writing Campaign to raise donations on the off years of the Winter Benefit.
  • Attend the Nominating and Gifts Grants Committee meetings.
Term: 1 year

President-Elect
  • Chairperson of the Gifts Grant Committee.
  • Update applications, guidelines, work with Administration on the Gifts Grant Program.
  • Work with Website Coordinator to upload applications and approved Gifts.
  • Lead the Gifts Committee meeting
  • Ensure Gifts Grant Program is complete by December.
  • Attend all monthly Executive and PTO meetings.
  • Prepare to take over as President the following year.

Term: 1 year, with appointment to President the following year.

 

Vice President
  • Attend MFS and SRS Open Houses, monthly Executive and PTO meetings.
  • Solicit room parent volunteers for each classroom at both SRS and MFS.
  • Communicate responsibilities to room parents throughout the year.
  • Responsible for PTO dues collections at Middlefork and SRS Open Houses.
  • Work in conjunction with room parents on any follow-up required for dues collection.

Term: 1 year

 

Secretary
  • Attend and record minutes of monthly PTO meetings. Ensure minutes are posted to the PTO website.
  • Attend monthly Executive Meetings.
  • Post notifications for PTO meetings to the District 29 community.
  • Send gifts and cards on behalf of the PTO for births, retirements, etc. for teachers and school staff.
  • Responsible for all corporate books, records and files.

Term: 1 year

 

Treasurer
  • Manage PTO bank accounts by reconciling the accounts each month.
  • Keep PTO Manager (the PTO accounting software) accurately updated on a regular basis.
  • Responsible for the cash management of school fundraisers.
  • Distribute funds to various chairpersons as events take place and as reimbursement requests are received.
  • Attend monthly Executive and PTO Board meetings.
  • Prepare the annual budget and provide monthly budget reports.
  • Interact with school administration and parents on financial matters relevant to the PTO.
  • Chair the Budget Committee.
  • Communicate with tax accountants as needed for filing of taxes.

Term: 1 year

 

Assistant Treasurer
  • Responsible for the receiving, accounting of and distribution of all PTO funds.
  • Reconcile funds received through school payment system with the bank on a regular basis.
  • Track all payments received on a master schedule of families and students.
  • Attend monthly Executive and PTO meetings.
  • Prepare to take over the position of the current Treasurer.
  • Assist in the collection of dues at Open Houses.

Term: 1 year, with appointment to Treasurer the following year

 

Legislative
  • Possess a working knowledge of the PTO by-laws.
  • In a timely manner, coordinate the collection of updated Position Details and distribute as needed to the Nominating Chair.
  • Attend monthly Executive and PTO meetings and attend (or determine proxy) Monthly School Board meetings.
  • Review bylaws with the PTO Exec board in the fall to ensure everyone understands the PTO mission.
  • Coordinate the review and approval of By-Laws at a winter PTO Exec board meeting.

Term: 1 year

 

 

D29 Board Chair Positions

 

8th grade chair

 

8th Graders have special programs and parties that make for a memorable year!

  • Work with parents and advisors to appoint and chair a committee that would plan, promote, and execute 8th grade programs, parties, fundraising events, budgets, and graduation activities.

Term: 2 people for 1 year; one person must have been through 8th grade

alumni chair

 

Acts as the point of contact for all alumni engagement and focuses on identifying the best way in which to engage the active and passionate alumni with the current families and administration

  • Develops and organizes alumni directory
  • Creates annual newsletter to distribute to all alumni
  • Puts together events that brings alumni and current families together

 

bingo

 

  • Bingo Night is a bi-annual event that rotates with the Winter Gala.
  • Bingo chairs plan and execute a district wide event for students, parents and staff.
  • This event usually takes place at the end of January and is both a friend and fundraising.

 

 

bike safety week

 

Help with Bike Safety Week at Middlefork

  • Assist with school safety programs, including Bike Registration for 3rd
  • Chairs are responsible for recruiting up to 10 parent volunteers
  • While it is Bike Safety Week, chairs and volunteers are only expected to be at Middlefork in person on the Friday of Bike Safety Week

Term: 2 people for 1 year

 

book fair middlefork

 

A wonderful event and venue to find age-appropriate books for the entire family. Families can also purchase books for District 29 based on the librarians’ and teachers’ wish lists.

  • Work closely with both librarians, plan, promote, and execute the fair.
  • Attend any meetings or seminars with cooperating book fair company/business.
  • Recruit and train volunteers to work at the fair, and assist with set-up, and take down.
  • Secure a date for the following year’s book fair once the district calendar is approved.

Term: 1 person per school, for 1 year

 

book fair sunset ridge

 

A wonderful event and venue to find age-appropriate books for the entire family. Families can also purchase books for District 29 based on the librarians’ and teachers’ wish lists.

  • Work closely with both librarians, plan, promote, and execute the fair.
  • Attend any meetings or seminars with cooperating book fair company/business.
  • Recruit and train volunteers to work at the fair, and assist with set-up, and take down.
  • Secure a date for the following year’s book fair once the district calendar is approved.

Term: 1 person per school, for 1 year

 


COMMUNICATIONS PTO NEWSLETTER

 

Assemble the PTO Monthly Matters communication, which includes important information from the PTO, school district and related organizations to distribute to the parents in the district.

  • Work with the PTO President on the content to be included.
  • Coordinate with representatives from the Northfield Park District, Alliance for Early Childhood and Family Action Network for monthly updates and events.
  • Work with SRS on delivery of the monthly communication.

Term: 2 years

 

COMMUNICATIONS - SOCIAL MEDIA

 Post PTO news and event information to our Instagram and Facebook pages.


CONFERENCE MEALS - Middlefork

 

Meals are organized for faculty and staff during school Parent/Teacher conferences.

  • Plan, organize, buy, serve and clean up after meals for the teachers.
  • Exec Board approval needed for individuals who own catering companies or restaurants.

Term: 4 people for 1 year – 2 for MFS, 2 for SRS

 

CONFERENCE MEALS - Sunset Ridge

 

Meals are organized for faculty and staff during school Parent/Teacher conferences.

  • Plan, organize, buy, serve and clean up after meals for the teachers.
  • Exec Board approval needed for individuals who own catering companies or restaurants.

Term: 4 people for 1 year – 2 for MFS, 2 for SRS

 

Directory

 

  • Manage the parent-facing school directory.
  • Perform the annual update of data based upon the new school year.
  • Continue to be the main point of contact for any questions related to the directory throughout the year.

Term: 2 years

 

DIVERSITY AND GLOBAL CITIZENSHIP CHAIR

 Liaison between the school and PTO community and brings information about events and activities the school is doing to enhance global citizenship amongst the students. Will be the organizing chair for diversity and global citizenship events that the PTO can help support with volunteers.

Family End of Year Event

 

Oversee the planning and execution of the annual Family Fun Fair at the end of the school year.

  • Work with the Park District to secure date at Clarkson Park
  • Work with vendors to rent inflatables, snowcones, popcorn, etc.
  • Organize parent volunteers to run event
  • Have fun!

Term: 2-3 people for 1 year

 

holiday projects

 

The holiday season is an exciting time, and while for many it is a time of celebration and spending, for families, it is often a time of difficulty. District 29 Partners with the Northwestern Settlement House to make the holidays bright for our neighbors in need.

  • Chairs will help run the Adopt-a-Family Holiday Project. Goal is to educate our kids about the less fortunate and being charitable. Across the district, each class sponsors a family or two in order to give children and their parents the holiday they deserve, but cannot always provide themselves.
  • Chairs coordinate with principals and student council leaders at both schools to get class lists to match with families. Work with schools to deliver message home, and then follow up with families and teachers.
  • Organize gifts for delivery to Northwest Settlement House in mid-December which includes auditing the gifts from each classroom, potentially shopping for additional gifts, packaging up boxes, loading into a rental truck and delivering to Northwestern Settlement House
  • This includes renting and driving a U-Haul into the city.
  • Potentially organize speakers from Northwest Settlement House for Middlefork students.
  • Potentially coordinating gift delivery with Sunset Ridge student council.

Term: 2 people for 2 years, with one person as the lead, the second as a shadow. When the commitment is done, the lead will peel off, and the shadow will be the lead the following year, and another volunteer will be the shadow.

 

hospitality

 

Plan, organize, buy, serve and clean up after Back-to-School meals for the teachers and staff the week before school begins.

 

Term: 2 people for 1 year

 

Jr. High Mixer

  

JUNIOR GREAT BOOKS coordinator

 

This literacy program is for students offered during lunch and recess at Middlefork School. Students read and discuss thought provoking excerpts.

  • Work closely with the Principal to decide when the JGB program can run, if it is running.
  • Recruit parent volunteers in communication about the program running.
  • Recruit no more than 10 – 20 kids max per grade session in previous years.
  • Announce dates and promote in Friday News and teachers of qualifying grades.
  • Order material and familiarize yourself with content
  • Prepare before each meeting by reading the assignments and workbook questions and answers
  • Engage with kids during session moving the conversation along and prompting questions to foster speaking and listening

Term: 1 person for 2 years

 

LUNCHROOM VOLUNTEERS - middlefork

 

Organize and schedule volunteers to work the lunchroom at Middlefork School

  • Work with parents who would like to volunteer
  • Keep track/edit schedule as needed
  • Make sure substitute list is updated and working
  • Work with principal to keep up with lunchroom guidelines

Term: 1 year

 

LUNCHROOM VOLUNTEERS - Sunset Ridge

 

Organize and schedule volunteers to work the lunchroom at Sunset Ridge School

  • Work with parents who would like to volunteer
  • Keep track/edit schedule as needed
  • Make sure substitute list is updated and working
  • Work with principal to keep up with lunchroom guidelines

Term: 1 year

 

middlefork family STEAM Night

 This event takes place a Middlefork School and is a free event for the community.  

nominating chair

 

Organize Nominating Committee, which is composed of parents and PTO members to slate the PTO Board for the following school year.

  • Find candidates for chairperson roles

Term: 1 year

 

picture day - middlefork

 

  • Contact the photo company and ask them to ensure disposable combs are brought to school on Picture Day.
  • Purchase hair supplies.
  • Work with the photographer on schedule with pulling classrooms out for photos.
  • Make sure everyone is looking gooooood!

Term: 1-2 people per school per year.

 

picture day - sunset ridge

  
  • Contact the photo company and ask them to ensure disposable combs are brought to school on Picture Day.
  • Purchase hair supplies.
  • Work with the photographer on schedule with pulling classrooms out for photos.
  • Make sure everyone is looking gooooood!

Term: 1-2 people per school per year.

 
   
   

SRS Winter Event

 Organizing chairs of the SRS Winter Event 

SCHOOL SUPPLIES

 

Work with teachers at each school to get lists for their classrooms.

  • Work with the vendor to coordinate orders.
  • Work with schools to send out email blasts/market/promote to parents about ordering school kits for school delivery.
  • Organize volunteers to help distribute school kits to each classroom.

Term: 2 people for 2 years

 

sixth grade social dance

 

Coordinate with Dance Company to secure lessons for the year

  • Work with parents about signing up, and contributing to treats and refreshments
  • Promote program with Parent Square and PTO social media accounts
 

teacher appreciation - middlefork

 

During Teacher Appreciation Week, which is the first week of May, provide a special luncheon along with daily gifts, treats, and surprises to celebrate the staff.

  • Decorate the school entrances
  • Provide gifts for the staff
  • Plan a luncheon mid-week
  • Work with room parents to coordinate a special note/picture to be given to staff from students
  • Plan scheduling and communications with principal, custodial staff and technology coordinator
  • Plan within PTO budget
  • Work with Sunset Ridge Teacher Appreciation chairs to provide the same experience across the district

TERM: 2 people per school for 1 year

 

teacher appreciation - SUNSET RIDGE 

  

During Teacher Appreciation Week, which is the first week of May, provide a special luncheon along with daily gifts, treats, and surprises to celebrate the staff.

  • Decorate the school entrances
  • Provide gifts for the staff
  • Plan a luncheon mid-week
  • Work with room parents to coordinate a special note/picture to be given to staff from students
  • Plan scheduling and communications with principal, custodial staff and technology coordinator
  • Plan within PTO budget
  • Work with Middlefork Teacher Appreciation chairs to provide the same experience across the district

TERM: 2 people per school for 1 year

 
   

WELCOMERS - MIDDLE FORK

 

Families new to Middlefork School are matched with a current family to welcome them to the community.

  • Work with the administration of Middlefork School to identify families new to the District.
  • Match new families with existing families, based on grade level and/or gender match-up as appropriate.
  • Encourage personal connection or communication between new/existing families to support orienting new families to the District.
  • Work with the Sunset Ridge Welcomer to plan an event during the school year (usually Fall)
  • Attend Kindergarten Meet & Greet to talk to new families in the district about the PTO.
  • Provide snacks and waters for this event

Term: 1 person per school for 1 year

 
   

WINTER BENEFIT 2027

 

Every other year, the PTO hosts a Winter Benefit to help raise funds for our PTO. The fundraiser is the PTO's main source of income.

  • Co-Chairs (2)will serve as event planning leaders to help run event
  • Co-Chairs (2) will serve as fundraising leaders, responsible for securing auction items and running a silent and live auction on BidPal, an online auction app.
  • Sell tickets, promote, and market the event in the district via ParentSquare and Social Media.

TERM: 4 people for 18 months