volunteers needed

All duties related to the coordination and execution of the annual auction fundraiser.  This position may be filled by one or multiple people.

Duties include the following and may be split up among multiple chairs:

Communications: running meetings, managing timelines & to-do lists, communicating with the school, communicating with the venue, some volunteer communications, creating marketing materials, promote auction items via Facebook, etc. 

Donations: Create/update the donation sheet for volunteers to claim businesses to reach out to. Create/update the donation/sponsor letter including our 501c3 info. Oversee sponsorship procurement.  Collect donations and solicit others to help collect donations, local and national businesses. Create baskets and solicit others to help. Organize transportation of items to venue. Thank you notes to donors and sponsors.

Finance and Admin: Responsible for auction homepage creation and management, auction item entry and creation of auction program. Responsible for contracting with Auction software vendor, day-of auction event registration, data entry and processing of attendee payments.

• Coordinate with the high school’s parade contact and complete registration

• Secure a truck/trailer for the parade

• Send out emails to recruit volunteers

• Come up with a theme (usually based on the high school’s homecoming theme or a general “Emmons” theme)

• Purchase candy and swag (glow sticks, necklaces, etc.) volunteers can donate this 

• Decorate the trailer

• Communicate with the school office and help promote the event on social media and The Raider Times

• Create an invite and Facebook event to help spread the word

• Begin reaching out to restaurants in August and schedule one per month

• Most local businesses participate yearly and are familiar with the process, previous chair can help with what to email if reaching out to new ones

• Restaurants typically choose their preferred date

• Once dates are set, create a calendar and share it via social media and the Raider Times (Gina at the school is the contact)

• Check in a few days before each event to confirm details and prepare sign-in sheets

• Coordinate printing (Miss Karen in the office can assist or send the list to print)

• Drop off the sign-in sheet (with pen and clipboard) the day of the event and pick it up the following day

• Turn the lists into the office so they can assign house points

• Follow up with the restaurant for the donation check (sometimes requires multiple follow-ups)

• Collect checks (made out to Emmons PTO) and turn them in to the treasurer as soon as possible

Job Description and Duties

Job Description:

• Assist the president.

• Perform the duties of the president if the president is absent or unable to serve.

• Participate in executive board meetings and provide input for decisions.

• Be an ambassador for the PTO and the school.

Additional Duties per PTO bylaws:

• Serve as PTO parliamentarian.

• Serve as a bylaws expert.

• Be a liaison for new families.

Typical Monthly Responsibilities:

• Participate in executive board meetings.

• Participate in general meetings.

Typical Annual Responsibilities:

• Familiarize yourself with Robert’s Rules of Order.

• Familiarize yourself with the PTO’s bylaws.

• Other tasks as designated by the executive board.

Job Description and Duties

Job Description:

• Record and distribute minutes of executive board meetings and general meetings.

• Maintain a complete file of all approved minutes, agendas, and materials distributed at any and official PTO meeting.

• Retain all official records of the PTO.

Typical Monthly Responsibilities:

• Attend executive board meetings and participate in discussions and decision making.

• Record minutes of all PTO meetings.

• Publicly post approved minutes each month.

Typical Annual Responsibilities:

• Familiarize yourself with Robert’s Rules of Order, especially the instructions about the content and format of an agenda and minutes.