PTO Board Position Descriptions

(As of January 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
The President is responsible for coordinating 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; review Westword weekly; and additional work as needed by the Board and District. The person in this role should possess leadership, communication, and management, and organizational skills. 

Term: 1 Year

Vice President

The Vice President’s responsibilities include assisting the President as needed and actively engaging in Board discussions and decision-making processes. Collaborating with the President, the Vice President supports the PTO’s budget process to ensure that all Board members have the resources available to support their work. 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.

Term: 1 Year as VP, 1 Year as President

Treasurer

The Treasurer oversees the cash flow of income and expenses for the PTO. Responsibilities include writing checks, reimbursements and preparing treasurer’s reports. A person with a financial background is desired.

Term: Minimum 2 Years

Secretary

The Secretary is responsible for recording minutes and compiling updates from the monthly PTO board meetings and then distributes minutes to board members. The Secretary should retain records of the meeting minutes and Board reports.

Term: Minimum 2 years

Communications

Communications co-chairs share PTO information via the Weston PTO Instagram and Facebook pages. Communications assists PTO Board members with messaging and communications with members via their submission of the Communications Google Form and provided photo or graphic attachments; Communications may also aid with language for various communications, as needed. The Co-chairs maintain and administer the PTO Communications policy and approved PTO social media accounts (Instagram and Facebook). They assist the PTO Board with marketing and branding efforts and other initiatives involving communication, and evaluate communication opportunities and advise the PTO Board. If there is need, Communications may assist with the creation, administration, and reporting on membership.

Term: Minimum 2 years

SCHOOL CHAIRS

Woodland

Woodland School co-chairs coordinate school events, teacher appreciation events and attend School Council meetings. The Woodland School PTO chairs serve as a liaison between the PTO, school principal and the parent community. 

Chair Responsibilities include assigning and managing Room Parents for each class and holding an orientation for Room Parents in September and regular meetings throughout the year; coordinating school-wide PTO efforts, including the annual Cookie Exchange and Staff Appreciation Luncheons; working through the room parents to solicit volunteers as needed; heading up Fun Day and 3rd grade celebration events, including assembling committees for 3rd grade Fun Day and yearbook efforts; working closely with the school principal, meeting regularly to discuss school issues and to assist with special projects as needed; serving on the School Council, which meets monthly; managing communications (social media presence and weekly newsletters), organizing and attending hosting forums throughout the school year; recruiting volunteers and creating/managing subcommittees (yearbook, gardening); and planning, hosting, and assisting with various Woodland School events. These include but are not limited to the following events (bulleted list).

Co-Chair Responsibilities: To learn the Chair’s function so that he/she can effectively lead and implement those tasks during his/her time as Chair. The co-chair actively assists with executing on the many areas of the Chair’s role. The Co-Chair attends all meetings determined necessary to run specific programs (Holiday Gift, Staff Luncheon, Fun Day) as well as determined meetings with the Principal to discuss relevant topics. These meetings serve as an invaluable tool for understanding the timeline and process of being Chair; insight which enables the Co-Chair to manage/mentor and be ready for their year as Chair. 

In a typical school year, co-chairs may expect to be involved in the planning and execution (along with additional volunteers) of the following events:

  • August – Coordinate refreshments for teacher professional development day, back to school welcome, assign room parents, ice cream social
  • September – Coordinate volunteers for Picture Day, Back to School Nights refreshments, Open Spirit Store, principal coffees, room parent orientation, kindergarten welcome event
  • October- Trunk or Treat, Parents’ Night Out event
  • November/December –  Thanksgiving appreciation, Professional development day appreciation, Recruit volunteers for and host annual Staff Cookie Exchange, organize flowers and host coffee at the Winter Concerts
  • January – winter event TBD (e.g., Bingo)
  • February – Kindergarten Information Night, Global Diversity Fair
  • March/April/May – Teacher appreciation week activities and refreshments, organize flowers and host coffee at the Spring Concerts; Parents’ Night Out event
  • June- Fun Days, EOY Picnics, Staff and teacher gifts, Third Grade Celebration / Clap Out

Term: 2 years

Country

Country School co-chairs coordinate school events, teacher appreciation events, and attend monthly Country School Council and PTO Board meetings. The Country School PTO chairs serve as liaisons between the PTO, school principal, and the parent community. 

Responsibilities include working closely with the school principal, meeting regularly to discuss school issues and to assist with special projects as needed; serving on the School Council, managing communications (social media presence and weekly newsletters), organizing and attending principal forums throughout the school year, heading up Field Day and third grade celebration events,assigning, training, and managing room parents for each class, recruiting volunteers and creating/managing subcommittees (yearbook, gardening), organizing lunch monitor volunteers, managing spirit wear shop, and planning, hosting, and assisting with Country School events. 

In a typical school year, co-chairs can expect to be involved in the planning and execution (along with additional volunteers) of the following events:

  • August – Coordinate refreshments/food teacher professional development day, back to school welcome, assign room parents, ice cream social 
  • September  – Back to School Picnic, Room Parent Orientation, Back to School Night Teacher Dinner
  • October – Picture Day, Trunk or Treat
  • November – Faculty/Staff Thanksgiving Appreciation Breakfast, Movie Night
  • December – Faculty/Staff Cookie Exchange,
  • January – Bingo NightFebruary – Incoming Kindergarten Information Night, Global Diversity Fair
  • April –  Parent Social 
  • May – Faculty/Staff Appreciation Lunch, 
  • June – Field Day, Third Grade Celebration/Clap-Out

Co-Chair Responsibilities: To learn the Chair’s function so that he/she can effectively lead and implement those tasks during his/her time as Chair. The co-chair actively assists with executing on the many areas of the Chair’s role. The Co-Chair attends all meetings determined necessary to run specific programs, as well as determined meetings with the principal. These meetings serve as an invaluable tool for understanding the timeline and process of being Chair; insight which enables the Co-Chair to manage/mentor and be ready for their year as Chair.

Term: 2 years

Field School

Field School co-chairs coordinate school events, teacher appreciation events and attend School Council meetings. The Field School PTO chairs serve as a liaison between the PTO, school principal and the parent community. 

Chair Responsibilities include assigning Room Parents for each class and holding an orientation for Room Parents in September; coordinating school-wide PTO efforts, including the annual Cookie Exchange and Staff Appreciation Luncheon, working through the room parents to solicit volunteers as needed; heading up 5th Grade Celebration efforts, including the production of a 5th grade video, the actual celebration day activities and fundraising to support and pay for all of the above; working closely with the school principal, meeting regularly to discuss school issues and to assist with special projects as needed; serving on the School Council, which meets monthly.

Co-Chair Responsibilities: To learn the Chair’s function so that he/she can effectively lead and implement those tasks during his/her time as Chair. The co-chair actively assists with executing on the many areas of the Chair’s role. The Co-Chair attends all meetings determined necessary to run specific programs (Holiday Gift, Staff Luncheon, 5th Grade Celebration) as well as determined meetings with the Principal to discuss relevant topics. These meetings serve as an invaluable tool for understanding the timeline and process of being Chair; insight which enables the Co-Chair to manage/mentor and be ready for their year as Chair.

Term: 2 years

Middle School

Middle School co-chairs coordinate school events, teacher appreciation events and attend School Council meetings. The Middle School PTO chairs serve as a liaison between the PTO, school principal and the parent community. 

The Chair coordinates volunteers for PTO events and school activities at the Middle School. The MS PTO Chair collects a list of general volunteers at the beginning of the year and for special events. The Chair then makes sure all volunteer staffing is in place prior to the start of the school year. The Chair works with teachers, staff, and leaders of committees to assure volunteers are recruited for programs and program logistics are understood. The Chair has regular communication with Grade Level Teacher Heads as to class and grade activities.

The Chair attends school council meetings, meetings with the Principal and Assistant Principal and other relevant events that arise during the school year. On average, there are about 30 Middle School PTO managed events each school year. The Chair is also responsible for managing the Middle School PTO budget.

Co-Chair Responsibilities are to actively assist to learn the Chair’s function during the year so that he/she can effectively lead and implement those tasks during his/her time as Chair the following year.

Term: 2 years

High School

The High School is represented by a PTO Chair and Co-Chair who serve as a liaison between the PTO, school principal, assistant principal and the parent community. The High School Chair and Co-Chair work closely with  both building  principals. They meet regularly to discuss school issues and coordinate school events such as, teacher appreciation and monthly principal’s coffees. The Chair and Co-Chair hold 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; ie NHS blood drive, astronomy night, and student awards ceremony.

Term: 2 years

EVENTS AND ACTIVITIES POSITIONS

Community Outreach

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.

Term: 2 years

Performing Artists and Authors Committee (PAAC)

The Performing Artists and Authors Committee oversees performing arts recommendations and scheduling for Weston Middle School, Field, Country, and Woodland Schools. The primary responsibility of the PAAC Chair 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. Therefore, the responsibility of the Chair is primarily to manage the communication process between committee members. The Chair is expected to lead committee meetings once a month, and provide additional communication support, as needed. The expected time commitment is 3-5 hours a month.

Term: Minimum 2 years

STEM Council

STEM Council Chairs promote 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. Other STEM interested parents are welcome to join the STEM council and provide their support to the STEM council such as the planning of specific STEM events, communication, volunteer recruitment, introducing and spearheading ideas for new STEM related activities.

Housekeeping responsibilities of STEM council members include recruiting committee volunteers to participate in various events throughout the year. The STEM chairs run monthly meetings including scheduling meetings and setting agendas. Every second month these meetings include the STEM curriculum leads. The chairs ensure that meeting notes will be sent to committee members. 

The STEM committee plans two major events: one for K-5 and one for MS/HS. The K-5 STEM Night is typically in February. The MS/HS Astronomy night/Science night is either in the Fall or Spring. The planning for these events includes recruiting and training volunteers, finding speakers, submitting Building Use Forms, promoting events, providing snacks and refreshments, creating a budget and submitting WEEFC grants. 

Two other HS events the STEM committee helps organize are the HS Math Fractal Fair and the Science Symposium. Both of these events happen in the spring and responsibilities are largely limited to providing snacks and refreshments.

Throughout the year, the chairs work with all curriculum leads to find appropriate outside enrichment and speakers and assist in preparing the WEEFC grants to help fund these events. 

The committee also works closely with the science and math department heads to plan field trips to science and math related companies and academia, as well as sourcing expert speakers to visit our students during the school day.

Term: Minimum 2 years

Parent Education

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. Based on the areas of interest, the Parent Ed chair and co-chair research potential speakers who can present on these topics; a shortlist is developed and the chair and co-chair invite the potential speakers to present in Weston. The chair and co-chair negotiate a speaking fee, reserve premises for the event, and handle all marketing. If the speaker has a book related to the topic, the Parent Ed team works with Wellesley Books to have books on hand to sell before and/or after the event. Typically a few events are held each year.

Term: Minimum 2 years

Green Team

The Green Team Chair and Co-Chair support the district in meeting, creating and implementing green goals for all five 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 will meet with Staff Green Team leaders to encourage and support the implementation of school clubs and projects where appropriate and implement green goals developed by both the school and the town. Some examples are a no-idling week, school-wide trash clean-ups, and partnering with clubs on waste audits. They work with green volunteers/committee members to provide volunteer opportunities within the schools.

Green Team responsibilities should evolve as projects are often determined by the needs of the teachers as well as the town’s Sustainability Coordinator. They work to educate the schools and PTO on best practices to reduce their environmental impact. Chairs work with all PTO chairs to find ways to green their efforts at events, such as promoting the use of water coolers instead of water bottles. Chairs encourage reuse of items already in PTO closets before purchasing additional items. In addition they often plan a parent or student education event and develop green tips for the Westword newsletter.

Term: Minimum 2 years

SEPAC

Massachusetts state law requires each town to have a Parent Advisory Council that represents families with Special Education Needs. The chair will act as a liaison to the PTO, the school community, and the School Committee on matters pertaining to special education. SEPAC chairs work with the administration to help improve programs and services for students with special needs. In MA, public school districts serve students with special needs from ages 3-22.
The SEPAC Chair and Co-Chair host regular coffees to answer parent questions and connect those parents who have children with special needs. This committee also hosts speakers each year to educate the parent community on important educational topics.

Term: Minimum 2 years

MARKETING, PR and MEMBERSHIP

Westword

Westword is the weekly email newsletter sent out to PTO members and school faculty and personnel. The Westword contains school-related news, updates, and information on upcoming programs and events at school and within the community. This position is ideal for a volunteer looking for a flexible role that can be performed at home.

Responsibilities include receiving and selecting which updates and events should be published and determining when it should be published, usually 1-3 weeks prior to the date of the event. Each week submissions are entered into a shared Google doc, edited for grammar and length, and sent to Case House. Our PTO liaison at Case House will create an email draft which is submitted on Monday for review by the PTO Executive Committee and the Superintendent’s office. Once edited and approved, the Westword is scheduled to be emailed on Wednesday of each week school is in session with the exception of holiday weeks.

Term: 2 years

Calendar/Directory

The Calendar/Directory co-chairs liaise with the Case House and the Superintendent’s office to update and maintain the PTO’s paper calendar/directory, as well as the online directory/app Membership Toolkit. Much of this work is completed over the summer months.

Responsibilities: At the beginning of the summer, update the Membership Toolkit database to move all students up one grade, update contact lists, sales forms and admin personnels within the Membership Toolkit. In mid to late August, receive the most up to date student/family contact information from the district (exclude opted-out families), clean up the data, and upload to the membership toolkit. Remove students/families no longer in the district from the database. Extract contact information for all students/families opted to be published in the directory, and create the paper directory file using previous year’s template. Send the paper directory file to the printer for printing and mailing. The directory team is also responsible for answering questions and troubleshooting any membership toolkit related issues for the PTO board members.

Term: 2 years

Membership 

The Membership chairs promote and track PTO Membership. Responsibilities: Membership chairs encourage membership and sell directories. They prepare communications for Westword, post on various social media sites, schedule and place the sandwich boards and PTO banner at key town locations, and send emails to promote PTO membership. They also track membership information/statistics via the online database and coordinate a schedule of PTO board members to attend events where new potential members are in attendance, such as the back to school events.  Lastly, the Membership chairs assist with the annual back to school ice cream social.

Term: 2 years

Family Engagement

The role of Family Engagement is to directly welcome families new to the Weston Public Schools and to foster a connection with the families within our community. This is a two-member team in which the Co-Chair shadows the Chair for a year before taking on the leadership role the following year. Ideally the chairs would have a Coordinator for each school but, at the very least, Coordinators for Country and Woodland Schools are necessary. The Chairs work collaboratively with the PTO President, Membership, School Chairs, other board members and school administrators. Responsibilities include:

  • Welcome new families to Weston and into the public school system via phone, email and potentially in-person meet-ups.
  • Recruit current families to serve as “Welcome Ambassadors” to new families and match the two families by similarities.
  • Provide families with a comprehensive packet of current information on the Town of Weston, the Weston Public Schools, local sports and recreation, community activities and useful links/apps for school-related contacts.
  • Serve as a liaison between the new families, Ambassador families and the PTO school chairs.
  • Guide, assist and act as a sounding board to new families before Ambassador-family pairs are made.
  • Promote PTO membership to new families.
  • Attend school Fall welcome events to interact with new families.
  • Host at least two events for new families to promote continued camaraderie; a Fall welcome coffee with the PTO president, school chairs and Ambassadors and a similar event in the Spring.

Term: 2 years

LEGAL

Legal

The Legal counsel is responsible for completing and filing the Federal Tax Form and State Annual Report on behalf of the PTO. The filings are both due in late October/early November, and are required to maintain the tax-exempt status of the PTO, which is a 501(c)(3) organization. In addition, the legal counsel is called upon to answer whatever legal and quasi-legal questions that may arise during the course of the year.

Term: Flexible