PTO Board Positions

Nominations may be made for any position.

Open Positions

  • The Secretary
  • The President
  • The Fundraising Coordinator (preferably Co)
  • The Volunteer Coordinator

See descriptions below.


The President shall:

  • Serve as general manager and chief executive officer of the Organization;
  • Prepare the agenda for and chair all board and general meetings;
  • Act as the official representative for the Organization;
  • Supervise work of officers and standing committees;
  • Serve on the audit committee;
  • Act as liaison between the Organization and school administration;
  • Conduct business of the Organization as authorized by the board of directors; and
  • Perform other duties as determined from time to time by the board of directors. 

The Vice President for Classroom Liaisons shall:

  • Determine grade level representatives for Liaisons, and Chairpersons for the Library, Conflict Resolution and all other committees or activities requiring chairpersons under his/her supervision;
  • Help each Chair coordinate orientations and/or trainings;
  • Oversee all activities and events under his/her supervision;
  • Act in President’s absence at meetings and functions;
  • Communicate any issues regarding this area to the board of directors and/or Cabrillo School administration; and
  • Perform other duties as determined from time to time by the board of directors.

The Vice President for Visual & Performing Arts shall:

  • Determine the Chairs of each creative art department;
  • Work with the Chairs on curriculum, scheduling, and staffing issues;
  • Work with the Chairs to ensure each grade representative and volunteer has curriculum and classroom management procedures;
  • Help each chair coordinate orientations, training sessions and quarterly meetings;
  • Communicate with the Principal and Teacher Liaisons regarding creative arts issues;
  • Bring creative arts issues to the board of directors and/or Cabrillo School administration; and
  • Perform other duties as determined from time to time by the board of directors.

The Vice President for Fundraising shall:

  • Determine the Chairs of each fundraising committee;
  • Oversee all fundraising activities;
  • Communicate any fundraising issues to the board of directors; and
  • Perform other duties as determined from time to time by the board of directors.

The Vice President for Program Enhancement shall:

  • Determine the Chairs of all committees under his/her supervision;
  • Oversee all activities of these committees; and
  • Bring any issues regarding these committees to the board of directors and/or Cabrillo School administration.

Treasurer: Board appointed position after election of other officers.


The Secretary shall:

  • Keep an accurate account of the proceedings of all general meetings and meetings of the board of directors;
  • Post and be prepared to read, if requested, the minutes of any previous general meetings;
  • Handle correspondence;
  • Keep a folder of all pertinent correspondence and copies of outgoing letters for future reference;
  • Provide minutes of previous meeting to the board of directors at least one week in advance of the next scheduled meeting;
  • Serve on the audit committee;
  • Supervise the Newsletter editor and Public Relations representative; and
  • Perform other duties as determined from time to time by the board of directors.

The Vice-President of Lower & Upper Grade Volunteer Coordination shall:

(This position is best suited for a Co-VP position.)

  • Organize and categorize volunteer information through volunteer forms (February)
  • Distribute information (i.e. those wishing to be liaisons) to teachers for their consideration and input.
  • Provide liaisons and/or schedulers with lists for classroom volunteers.
  • Create, manage and export electronic document.
  • Send out volunteer requests to parents, based on volunteer forms, and needs of various school events
  • Oversee and coordinate with event organizers and committee chairs the number of volunteers needed and the specific job descriptions required
  • Send via email, sign-up genius, etc., reminders to volunteer and request confirmation.
  • Report to PTO at monthly meeting through a verbal or written report.
  • Post volunteer names and assignments as a reminder on PTO Volunteer Bulletin Board.
  • Coordinate a volunteer orientation at the beginning of the school year.
  • Coordinate volunteer appreciation (breakfast/thank you cards).

The Vice President for Upper Grade Coordinators shall:

  • Recruit and establish Upper Grade (6th, 7th and 8th Grade) Liaisons for each upcoming year; there shall be 1 liaison for each grade.
  • Work with each liaison to ensure that they have identified representatives for grade specific jobs
  • Act as the liaison between the upper grade teachers, upper grade liaisons and the PTO Board.
  • Organize the annual 5th through 7th Year end BBQ; help with organizati
  • of the wonderful experiences the Middle School Cabrillo students are having in Social Studies, Math, Language Arts, Family Day, Big Buddies, Electives, Music, etc..
  • Once a month put an UPPER GRADE BUZZ update in the Wednesday Envelope to inform the school community of the highlights of what is going on in the upper grades.
  • UPPER GRADE BUZZ Bulletin Board to share the same information as above.
  • Create and organize a folder/handout with key information of the Upper Grade program has to be used for Upper Grade Tours for 5th graders at Cabrillo and prospective incoming upper graders.
  • Electives; help find people who want to teach electives for the next school year, organize a folder with all proper paperwork, etc that they will need.
  • Perform other duties as determined from time to time by the PTO Board of Directors
  • Monthly duties: Coordinate and facilitate trimester Upper Grade meetings with teachers, UG representatives (Creative Arts, Fundraising, and “other” as needed). For reporting purposes, , these meetings are to be held prior tothe PTO Board meetings;
  • on and planning of the annual BBQ, purchase food, organize volunteers.
  • Organize and work with upper grade liaisons on Upper Grade Dances; help to set up of risers, tables, etc and acquiring set up of food and coordinate DJs and payment of DJ.
  • Publicity – Every trimester will submit a write up to the Tribune to inform the community

Grant Writing Coordinator

Self-motivated individual who enjoys persevering and thorough research and web-searches to find grant opportunities to support the PTO, the school and their missions.

  • Experience doing web searches and research
  • Enjoys writing positive, robust, and creative descriptions of the school environment and its needs
  • Write various grant applications according to guidelines.
  • Has basic knowledge of various professional writing styles

Dedication of Time:

  • Average of 2 hours weekly (Flexible)

School and PTO Support Available:

  • Vision and Mission Statements for School and PTO
  • School Community Description.
  • District Description
  • Demographics
  • Examples of successful awarded grants
  • Needs List: Specificity
  • Coordination of programs