Officers and Committees

Officers and Committee Chairs are elected each spring for the following year. We are always looking for volunteers to help the PTO with programming, fundraising, financials and events. Please consider volunteering!

Officers

  • President, Joey Conover

  • Vice President, Dina Halme

  • Treasurer, Amanda Olhms

  • Secretary, Jennifer Rubenstein

Committees, Chairs

  • Buzz by Belmont 5K, Amanda Poncy 

  • Directory

  • Fundraising, Cristelle Koerper

  • Garden, Mackenzie Esposito

  • Hospitality, Victoria Burruss-Jones 

  • Local Reward Programs, Catherine Gray

  • Membership, Krista Jana

  • Spring Fun Fair, Andrew Koerper

  • Teacher Appreciation, Ashley Morse and Anna Katherine Clemmons 

  • Community Relations

  • Publicity, Joey Conover

  • Volunteer Coordination

Parent Representatives (non-PTO Related). Please contact these parents for more information or to share thoughts.

Gifted Program (Quest): Joey Conover and Arnitha Brown

Special Education: Tobiyah Morris

CLASS After School Program: Jennifer Rubenstein

Officer and Committee Chair Descriptions


The PTO Executive Board is comprised of elected officers, committee chairs, and school representatives. It meets one evening per month to conduct PTO business. Anyone may attend. General meetings for the entire membership are scheduled twice per year: one in August to approve the budget, one in May to elect officers.


Elected Officers


President – Serve as leader and key contact for the PTO; preside at all PTO meetings; ex-officio member of most committees; appoint chairpersons for special committees; coordinate the work of the officers and committees so that the PTO’s objectives can be met. (Effort: year-round, on-going)


Vice President  - Act as an aide to the President; perform the duties of the President in the absence or inability of that officer to serve; assume other responsibilities as assigned by the Executive Board; coordinate the general activities of any Special Committees created by the Executive Board.  Ideally –  is willing to serve as President in the future.  (Effort: year-round, time varies depending upon roles)


Secretary - Keep the minutes of all general meetings and all meeting of the Executive Board; prepare correspondence and perform all other duties assigned; maintain master documents on school computer; help recruit committee chairpersons for all vacant standing committees of the board; keep the calendar of events for the PTO.  (Effort: 3-4 hours per month, includes attending meeting and typing up minutes)


Treasurer - Be responsible for and have custody of all funds; make disbursements as properly authorized; be present at all PTO events where money will be collected; assure that PTO policies and best practices are followed with regards to funds; prepare financial reports for each meeting and as needed; prepare the books for an annual audit. (Effort: 4-5 hours per month, average)


Parliamentarian – Act as a consultant to assure that meetings and processes are conducted in accordance with bylaws; advise on parliamentary procedures using Robert’s Rules of Order; bring current copy of Constitution and By-Laws to all meetings. (Effort: 2 hours per month).



Chairs and Other Positions (Remember, these are COMMITTEES – there should be volunteers to help.)


Community Relations - Coordinate community partnership activities, works closely with Publicity and Buzz by Belmont 5K Committees. Effort varies.


Directory – Publish the student address directory. Responsibilities include 1) formatting of excel file from student registration, 2) advertising sales, 3) student art contest for cover and sections, 4) layout and coordination with printer.  Project occurs in September-October and effort varies depending on how work is divided.


Fundraising - Manage the coordination of the PTO’s fund-raising activities, including Local Rewards Programs. The PTO holds one fundraising event in the fall and one in the spring. Other small programs include Box Tops for Education, grocery rewards and “family nights” where a restaurant or recreation center hosts a “XYZ Night.” Only 2 or 3 per year, Family Nights require minimal effort – a few phone calls to arrange and sending home a flyer (usually supplied by host).  Effort: Buzz by Belmont (12-14 hours), Fun Fair (3-5 hours), Family Nights (1-2 hrs each).

Hospitality – Coordinate any hospitality activities, including welcome program for new families and kindergarten families.


Membership - Organize the annual PTO membership drive and the on-going process to encourage membership. Maintain membership records.  Effort is primarily in August, September. 3-5 hours per month.  Minimal role after September.


Publicity - Disseminate positive information to the community about the school, its students, and the PTO. Promote related activities and programs in order to heighten community awareness.  Many tasks can be accomplished via email (to news outlets) and social media. Work with the Community Relations Liaison for the City of Charlottesville (Effort: year-round, but minimal, 1-2 hours per month.)


Garden – Organize the school’s garden Clean Up Days. Act as liaison to City of Charlottesville Schools to get mulch. Work with the City Schoolyard Garden and other community garden and neighborhood groups to keep the grounds looking nice and being an educational resource for the children. Build community with families and neighbors. Effort can be split among multiple project leaders, but includes 1-2 hours per month during year, 10-20 hours per month for the two months surrounding Clean Up Days (September and April).


Spring Fun Fair – Coordinate the PTO’s annual spring family event.  Typically includes games, bounce house, concession sales, and activities. Usually held in April.  Planning begins by January.  Involves a committee with project leaders for various areas.  Effort is substantial, especially the 6 weeks prior to the event.  Time spent depends on how work is divided and how roles assigned.


Teacher Appreciation – Organize Fall/Spring (or more often) teacher appreciation activities and coordinate daily recognition for Teach Appreciation Week in May.  Generally, each month is rotated so that a specific grade hosts the activity (lunch, dessert, treat, small gift, etc.)  Works closely with Hospitality and Grade Parents. (Effort: 2-4 hours per month, more in May depending on what activities planned.)


Buzz by Belmont 5K – Organize October race held on a Saturday at Clark. Largest fundraiser of the PTO. Effort is substantial, but there are systems in place from previous years.


Volunteer – Coordinate volunteers for PTO events, school activities, and classroom snacks.  Collect list of general volunteers at beginning of year and for special events.  Assure that volunteer data is recorded and available to both the Board and teachers. Work with teachers, staff, and leaders of committees to assure volunteers are recruited for programs. On-going dialog with Grade Parents as to class and grade activities.  (Effort: on-going, year round; time peaks with a few big events. Average: 3 hours per month; could range from 0 to 8 hours per month during major events.)


Grade Parent – One parent representative from each grade (K-5) whose job is to touch base with the teachers of that grade and report at the monthly meeting of the PTO Executive Board.  The Grade Parent relays what activities are occurring in that grade, if any field trips or programs are planned, if the teachers need volunteers for upcoming events.  (Effort is minimal – 1 hour per month). Appointed at beginning of year.

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