PTO Elections

  • Flat Rock is proud to have a PTO that supports our students, faculty and staff. WE NEED YOU TO BE A MEMBER OF THE BOARD!

    ** PLEASE RETURN A COMPLETED FORMTO THE FRONT OFFICE **

    The PTO will hold elections for the 2018-2019 school year in April. Parents are encouraged to run for an office. Please submit your intent to run for an office by submitting the election form via the form link above and attending the April meeting. Contact any board member for further information. Descriptions of the available elected and appointed positions follow:

    Executive Board

    Vice-President/President Elect (2 year term) - Attend executive board meetings; assist the president and preside over executive board meetings in the absence of the president; serve as president in the second year of the term; recruit PTO members; provide input on PTO webpage content.

    Secretary - Attend executive board meetings; record and distribute minutes of the PTO meetings to the board, and school’s webmaster for publication; maintain historical records including meeting agendas, meeting minutes and other relevant materials in the PTO binder or other designated location; prepare sign-in sheet for PTO meetings, and other correspondence as designated by the Board.

    Treasurer - Attend executive board meetings; manage the financial records of the PTO; collect funds; pay approved expenses; maintain all financial records; reconcile checkbook monthly; create a monthly financial report; lead the annual budget process that begins in the summer months; submit budget for approval in September; file IRS form 990/990EZ annually; renew incorporation with state; facilitate annual PTO audit, and other duties as outlined in the BYLAWS.

    Please note: The President will attend, schedule and preside over PTO Executive Board meetings and general meetings; serve as the official representative of the PTO; recruit Board members; support committee chairs and PTO events; must have served as vice-president in the prior year, and other duties as outlined in the BYLAWS. As a result, this position is not elected.

    Committee Coordinators/Board Members

    Audit - shall perform an internal audit of the organization’s ac­counts each year; shall follow general audit guidelines for organizations; shall receive the organization’s financial records by the end of May; shall present the audit report at the first meeting of the next school year to the Executive Board and the organization; shall make recommendations on the organization’s financial records/procedures based on the review;  shall consist of any organization member except the current and immediate past Treasurer and President.   Shall be responsible for arranging an external audit as needed.

    Bylaws – Review BYLAWS as indicated in the document.  If changes are needed, prepare for review and update document with approved changes.

    Fundraising – Work with team of volunteers to oversee all existing PTO fundraising activities, evaluates overall effectiveness of the fundraising efforts, makes suggestions to the Board for program improvements and the addition or removal of specific fundraising programs; process orders; receive funds; distribute goods.  Sub committees may be established to facilitate the execution of the approved fundraisers.  Examples:  Box Tops for Education Coordinator, Talent Showcase Coordinator, Concession Sales, SpiritWear, direct donations (on website), solicit corporate donations .

    Box Tops for Education – Collect and submit Box Tops to the Box Tops for Education Program by the designated deadlines; Report to the board on amounts collected; work with appropriate committee\officer to promote the program. 

    Concession Sales - Work with a team of volunteers to run the concession stand during home track meets in the Spring; Includes: determining items to sell and shopping for the inventory. 

    Spirit Wear – Select items to be offered to students, faculty and staff; arrange for the sale of school spirit wear; sell items at certain athletic events and school events such as Open House; distribute order forms, collect forms, collect money, and distribute goods.

    Hospitality and Teacher/Staff Appreciation – Work with a team of volunteers to plan staff appreciation events,  and plan/provide food, beverages and paper goods for  Veterans Day Recognition, Holiday Luncheon, and Teacher/Staff Appreciation.

    Membership – the chairperson shall be appointed by the President.  Shall determine and execute events to recruit and retain members.  Shall maintain the organization’s brochure and ensure it is distributed at approved events.  Shall work with the Secretary, Volunteer Coordinator, and other Board members as needed to assist with publicizing events.

    Nominating\Tellers  – at least three persons appointed by the President.  Shall receive requests from volunteers willing to serve in any open office and present the slate at the April meeting, and perform any other duties as outlined in the BYLAWS.

    Student Recognition\Awards – Work with the school to determine what events can be held to recognize students based on approved criteria.   Sub committees may be established to facilitate the execution of the events.  Examples:  Ice Cream for A\B Honor Roll students, PBIS (Positive Behavioral Interventions & Supports)

    Ice Cream Social – Work with a team of volunteers to plan and serve ice cream at the end of the first three nine weeks sessions for students that receive A’s and B’s on their 9 week report cards.

    PBIS Coordinator – Work with the school PBIS resource in fulfilling needs for the PBIS store and coordinating parent volunteers to operate the store on Fridays

    Teacher Liaison – Appointed position.  Serves as a liaison between the PTO and the teachers facilitating information, providing information about school events, and research other school information as needed

    Volunteer Coordinator – Recruit and schedule volunteers for the activities conducted by the various PTO committees using various means of communication; maintain volunteer database.  Works with the Secretary to publish events and assist with maintenance of information on the organization’s website.