PTO Board Position Descriptions

(As of June 2024; subject to change based on District and Board Needs)

Overview
The Weston Public Schools Parent Teacher Organization (Weston PTO) is an all-volunteer, parent-run, non-profit organization committed to enhancing and enriching the education of our children and fostering a sense of community within our schools. We seek to keep parents connected and informed by facilitating a closer relationship between school and home and serving as the communication link between the two.

Thank you for your interest in the Weston Parent Teacher Organization. In this document you will learn about roles on the PTO Board. If you would like a role on the PTO Board please contact the PTO President.

All PTO Board members are encouraged to attend monthly PTO board meetings. Each position provides a report to update the board at the meetings. Board meetings provide an in depth view of school happenings and include updates from the Superintendent’s office and the School Committee.

PTO Board Positions are available with varying time commitments, skills, and include roles where you can work from home or be in the schools. Each role offers flexibility to make your own unique impact.

General Information about Weston PTO Board Roles

Weston PTO Board Positions are available with varying time commitments, skills, and include roles where you can work from home or be in the schools. Each role offers flexibility to make your own unique impact. All PTO Board members are encouraged to attend monthly PTO board meetings. Each position provides a report to update the board at the meetings. Board meetings provide an in depth view of school happenings and include updates from the Superintendent’s office and the School Committee.

The majority of PTO Board roles include two individuals (with the exception of President, Vice President, Secretary, Treasurer, and Legal Counsel). For two-member teams, the  co-chair shadows the chair for a year before taking on the leadership role the following year.

ALL BOARD MEMBERS ARE RESPONSIBLE FOR MAINTAINING PROPER RECORDS SO THAT KNOWLEDGE TRANSFER CAN HAPPEN CORRECTLY YEAR OVER YEAR. IT IS EXPECTED THAT OUTGOING BOARD MEMBERS WILL SPEND CONSIDERABLE TIME TRAINING AND ONBOARDING THEIR INCOMING CO-CHAIR TO ENSURE A SMOOTH TRANSITION.

EXECUTIVE COMMITTEE POSITIONS

President (Term: 1 year, following 1 year as Vice President)

1 position

The President coordinates the work of the PTO, and works closely with PTO school chairs, committee chairs, and Administration. Regular responsibilities include prepare for and lead the monthly PTO Board meetings; meet with the Superintendent (typically one week prior to the monthly PTO Board meeting); communicate with school principals, attend PAAC, STEM Council, and WEEFC Board meetings as needed and able; review Westword weekly; and additional work as needed by the Board and District. The person in this role should possess strong leadership, communication, management, and organizational skills.

Vice President (Term: 2 consecutive years; 1 year as Vice President; following 1 year as President)

1 position

The Vice President’s responsibilities include assisting the President as needed and actively engaging in Board discussions and decision-making processes. The Vice President, in partnership with the PTO President, meets with the Superintendent and attends School Committee meetings, WEEFC Board meetings, PAAC, and STEM Council meetings as needed. In addition, the Vice President oversees School Council elections for each school.

If the President is absent the Vice President will perform the duties of the President. The person in this role should possess leadership, communication, and management, and organizational skills. The Vice President will serve as President in the following academic year.

Treasurer (Term: Minimum 2 years)

1 position

The Treasurer oversees the cash flow, income, and expenses for the PTO. Responsibilities include writing checks, reimbursements and preparing treasurer’s reports. The Treasurer leads the budgeting process, working alongside the President, Vice President, and Committee Chairs. A person with a financial background is desired.

Secretary (Term: Minimum 2 years)

1 position

In advance of PTO Board meetings, the Secretary compiles updates from the PTO chairs and committees and, working with the President, Vice President and Secretary, distributes the agenda and reports in advance of the Board meeting.  The Secretary attends PTO Board meetings, takes notes and prepares the meeting minutes. The Secretary retains and archives meeting minutes and Board reports.

SCHOOL CHAIRS

Country, Woodland, and Field Schools (Term: 2 years)

2 positions per school

Country, Woodland and Field School chairs coordinate PTO-sponsored school events, teacher appreciation events, and may attend School Council meetings. The school chairs serve as a liaison between the PTO, school administration, and families. Chair responsibilities include identifying, assigning, and managing room parents for each class, including providing an orientation meeting and regular meetings throughout the year. The chairs work with volunteers to coordinate and execute school-wide PTO efforts, including teacher and staff appreciation and student events including 3rd Grade Fun Day and 5th Grade Celebration Day. Chairs work closely with their respective school principals to support curriculum and act as a communications channel between the school and families.

Weston Middle School (Term: 2 years)

2 positions

Middle School chairs coordinate PTO-sponsored school events, teacher appreciation events, and may attend School Council meetings. The school chairs serve as a liaison between the PTO, school administration, and families. They coordinate volunteers for PTO events and school activities at the Middle School. The chairs communicate regularly with grade-level teacher heads related to class and grade activities. The chairs also meet regularly with the principal and assistant principal to support curriculum and act as a communications channel between the school and families.

Weston High School (Term: 2 years)

2 positions

The High School chairs serve as liaisons between the PTO, school principal, assistant principal, and the parent community. The chairs meet regularly with the principal and assistant principal to discuss school matters and coordinate school events such as teacher appreciation and monthly principal’s coffees. The chairs host monthly class parent meetings with the director of student activities to assist with grade-level activities, fundraisers and events. Chairs also coordinate with faculty members to help with special projects as needed.

EVENTS AND ACTIVITIES POSITIONS

Community Outreach (Term: 2 years)

2-3 positions

The mission of the Community Outreach Committee is to provide resources and support to community organizations in need and to introduce our children to philanthropy and encourage compassion for others. Responsibilities: Determine which charitable organizations and activities to support in a given year (typically 3-4) and outline the scope of the programs; review program details with relevant school administrators and field questions, as needed; stay abreast of local Programs/Drives outside of the PTO to limit overlap; devise and distribute appropriate communications and marketing materials relating to each charitable organization supported.

Green Team (Term: 2 years)

2-3 positions

The Green Team supports the district in meeting, creating and implementing green goals for the schools. They work in collaboration with the Superintendent, Staff Green Team Leaders from each school, Facilities, Food Services and the Town Sustainability Committee and Sustainability Coordinator. They often collaborate with outside organizations such as SWAG and Land’s Sake Farm. They assess and benchmark the district to create goals for current and future years. The Green Team works to educate the schools and PTO on best practices to reduce their environmental impact.

Parent Education (Term: 2 years)

2-3 positions

The Parent Education team works with school administrators, town organizations, as well as community and faculty leaders to identify relevant topics and issues that are of interest to the parent community across all grades. Parent Education then organizes educational events for parents.

Performing Artists and Authors Committee (Term: 2 years)

2 positions

The Performing Artists and Authors Committee (PAAC) oversees performing arts recommendations and scheduling for Weston Middle School and the Field, Country, and Woodland Schools. The primary responsibility of the PAAC chairs is to oversee communication between respective creative arts school chairs, lead monthly meetings and serve as the liaison between creative arts members, PTO, and WEEFC. The PAAC committee has designated committee members who serve as “creative arts school chairs.” These individuals are tasked with identifying programming needs, scheduling, writing WEEFC grants, and supervising the performances for their respective schools. The chairs are expected to lead committee meetings once a month and provide additional communication support, as needed.

STEM Council (Term: 2 years)

3-4 positions

STEM Council promotes science, math and other STEM themed activities in Weston. Together with the Weston science and math curriculum leaders, the STEM council plans several science and math related events for K-12 grade levels each year. The STEM council has two current chairs (one for the elementary and one for the MS/HS) and two co-chairs that shadow the chairs before taking on the leadership role. The STEM chairs run monthly meetings, which include the STEM curriculum leaders. Throughout the year, the chairs work with the curriculum leaders to find appropriate outside enrichment and speakers and assist in preparing the WEEFC grants to help fund these events.

MARKETING, PR and MEMBERSHIP

Communications (Term: 2 years)

3-4 positions

The Communications team manages PTO social media channels and assists with messaging and branding efforts. In conjunction with the District, they oversee the Westword newsletter and evaluate communication opportunities.

Family Engagement (Term: 2 Years)

3-4 positions

Family Engagement chairs welcome new families to the District and foster community connections through outreach and events. Responsibilities include contacting new families to Weston, recruiting current families to serve as “Welcome Ambassadors” to new families, and providing families with a comprehensive packet of current information about the Town of Weston, the Weston Public Schools, local sports and recreation, community activities and useful links/apps for school-related contacts.

Membership and Directory (Term: 2 Years)

3-4 positions

Membership and Directory chairs lead the PTO membership drive and manage the electronic directory. They coordinate promotion of PTO membership. They also track membership information/statistics and coordinate a schedule of PTO board members to attend events where new potential members are in attendance. The membership chairs lead the annual back to school ice cream social.

The membership team is also responsible for the Membership Toolkit platform and creation and maintenance of the electronic directory. The chairs liaise with the District To update and maintain the PTO’s online directory. The chairs are also responsible for answering questions and troubleshooting any Membership Toolkit related issues for the PTO board members.

LEGAL

Legal Counsel (Term: Minimum 2 Years)

1 position; potential for 1 additional position

Legal Counsel is responsible for completing and filing all corporate documents, including annual reports and IRS forms.  In addition, Legal Counsel is called upon to provide advice and counsel to the PTO President and Board members, including review of contracts or other obligations.  Legal Counsel is responsible for reviewing and updating the PTO by-laws (if necessary) and distributing and collecting Board members’ acknowledgement of conflict of interest guidelines.