Skip To Main Content

Logo Image

Eureka High

Logo Title

Eureka High
Committed to challenging and developing all students to become highly competitive, responsible and productive members of society

Class Representative Information

General Information

Each grade level class at Eureka High School (EHS) has a group of parents that work within the EHS Parent Teacher Organization (PTO) to represent their class. These PTO volunteers, called Class Representatives, organize, plan and execute all the activities that culminate in a Senior Celebration that is safe and fun for the graduating seniors. This is accomplished by planning fundraising activities that provide the funding for Senior Celebration.

Officers

Section 1

Each group of Class Representatives will elect their own officers that are guided by the President of the EHS PTO who in turn reports to the Executive Board of the EHS PTO.

Section 2

The Class Representative Officers should include, at a minimum, President, Secretary and Treasurer. It is also helpful to have a Vice President. Any office may be held by two people and designated by the prefix "Co."

Section 3

Any officer absent from three consecutive meetings will be considered inactive unless absences are due to extenuating circumstances and the remaining officers are notified in advance of the absence.

Section 4

Recruitment for Class Representative Officers for the Freshman Class will begin in the fall of the freshman year. Class meetings can begin after Class Representative Officers are elected.

Section 5: Duties of Officers

President(s)

  • Preside at all meetings
  • Work with the Secretary to prepare the agenda for each meeting, and if there is no secretary, the President will prepare the agenda
  • Work with the Secretary to prepare and/or approve information to be sent to parents of the class
  • Attend EHS PTO Executive Board meetings

Vice-President(s)

  • Aide the President(s)
  • Perform the duties of the President(s) in the absence of the President(s) o Perform the duties of the Secretary/Secretaries in the absence of the Secretary

Secretary(s)

  • Record the minutes of the meetings of the Class Representatives
  • Aide the President(s) in preparing the agenda for all meetings
  • Make copies of the minutes of the prior meeting available to all members of the group before each meeting
  • Provide information to be included on the EHS PTO website
  • Maintain a current copy of the records of all meeting minutes, a list of all committees and their members, and a list of the current members

Treasurer(s)

  • Work with the EHS PTO Treasurer(s)
  • Keep an accurate record of receipts and expenditures
  • Be responsible for all financial information for the Class Representatives o Present a statement of account at every meeting of the Class Representatives and any other times as needed
  • Maintain a file of the financial reports presented at each meeting and a copy of all receipts

Section 6

The Class Representative President and Treasurer will be bonded by the EHS PTO. Bonding of additional officers will occur as needed.

Section 7

Upon the removal or resignation of any officer, such officer shall turn over to the President or Secretary, without delay, all records, books, and other materials pertaining to the office, and shall return to the President or Treasurer, without delay, all funds pertaining to the office.

Class Representatives and the Role of the EHS PTO President

Section 1

The responsibilities of the EHS PTO PRES include providing support and guidance to the Class Representatives and acting as a liaison between the EHS Executive Board PTO, the school administration and the Class Representatives.

Section 2: Communication

  • News Releases: Any proposed news releases the Class Representatives want to publish in any local newspaper or mailing must be forwarded to the PTO President for review prior to its release.
  • Flyers and posters: Any proposed flyers or posters must be forwarded to the PTO President. Once approved, the flyer/poster is submitted to the Athletic/Activities Director for final approval. If approved, the Athletic/Activities Director will initial the flyer/poster which can then be copied (with the initials) and posted throughout the buildings. A copy of the flyer/poster with the Athletic/Activities Director's initials should be placed in the PTO mailbox for the President.
  • Electronic Sign at EHS: Any notices that Class Representatives would like to have posted on the electronic sign on the EHS Campus must be forwarded to the PTO President for approval. The President will forward the request to EHS administration for approval and posting.
  • PTO website/Membership Toolkit: Information that Class Representatives want to have posted will be drafted by the Class Representatives and forwarded to the PTO President for review. The President will forward it to the PTO Webmaster to be posted to the website.
  • Mailings, emails and other forms of communication: Information that Class Representatives want to have sent via US Mail, email or posted to social media will be drafted by the Class Representatives and forwarded to the PTO President for review.

Section 3

The Class Representatives will inform the PTO PRES of any and all meeting dates, planned activities, and fundraisers. Any new activities, fundraising or not, need to be reviewed and approved by the PTO EXEC.

Section 4

Any Class Representatives that would like to sell tickets, have a table set up, or participate in any way during, or after school or any EHS event must notify the PTO President two weeks prior to the event. Events may include, but are not limited to, Open House, Parent/Teacher Conferences, Curriculum Night, and sporting or other non-academic events. The Class Representatives will work with the PTO President and EHS Administration in selecting their physical location for each event.

FUNDRAISING ACTIVITIES

Section 1

All fundraising events must be reviewed and approved by the PTO EXEC. Any new fundraising activities must also be approved by the Athletic/Activities Director. The Class Presidents will send an email to the PTO President with specifics of the proposed fundraising activity and the PTO President will follow up with EHS administration for approval. When the administration gives approval for a new fundraising activity, the PTO PRES will inform the Class Presidents who can then proceed with the proper paperwork. New fundraising activities also include selling already approved fundraising items at athletic events.

Section 2

Alcoholic beverages are not allowed on school property, even as part of a basket or raffle at an evening event.

Section 3

All monies raised during any fundraising activities are retained in the PTO accounts for the class for their Senior Celebration activities. Any other fundraising activities other than the ones mentioned below must be approved by the EHS PTO Executive Board.

Section 4

Each class has individual fundraisers to raise money for Senior Celebration. Below, please see examples and succession plan.

  • FRESHMAN YEAR – There are no specific fundraisers held by the Freshman Class.
  • SOPHOMORE YEAR – Flamingo Flocking, Ambush, Survival Kits and Cornhole Tournament.
  • JUNIOR YEAR – Car Decals and Major Fundraiser. These have included Trivia Nights, Mouse Races, Taste of the Town, etc.
  • SENIOR YEAR – Senior Celebration Tickets, Wall of Fame Tickets, and Yard Signs

GENERAL TIMELINE

Section 1: Freshman Year

  • During the first semester, the PTO President will hold a meeting with the parents to elect their Class Representatives. Fundraising activities can begin as soon as Class Representatives have been elected.
  • Any new fundraiser for the freshman class will need the approval of both PTO Executive Board.
  • By March/April, the Class Representatives need to have a Committee and Chairperson for the Flamingo Flocking/Ambush, Cornhole Tournament and Finals Survival Kit fundraisers conducted during sophomore year.
  • In May, the Class Representatives may put together a flyer and order form for inclusion in the EHS summer mailing with information about Flamingo Flockings/AMBUSH, Finals Survival Kits and any other approved fundraisers. The flyer and/or summer mailing information will be forwarded to the PTO PRES for review and inclusion in the summer mailing.
  • Class Representatives must attend annual transition meeting and supply electronic and written copies of their committee reports.

Section 2: Sophomore Year

  • The primary fundraisers for the Sophomore Class are Flamingo Flockings/AMBUSH, and Cornhole Tournament and Finals Survival Kits.
  • In August, September and October the Class Representatives will want to attend the Junior Class Representatives meetings. This will help the Sophomore Class Representatives understand the activities for the following year.
  • In late fall, the Class Representatives should determine their major fundraiser for junior year and secure a location. All contracts must be signed by the PTO President.
  • In January, the Class Representatives should begin meeting to start planning their upcoming fall event. At that time, the Class Representatives should continue to recruit volunteers and chairpersons.
  • In May, the Class Representatives may put together a flyer/order form for inclusion in the EHS summer mailing with information about Car Decals and Major Fundraiser. The flyer will be forwarded to the PTO President for review and inclusion in the summer mailing.
  • Class Representatives must attend annual transition meeting and supply electronic and written copies of their committee reports.

Section 3: Junior Year

  • The primary fundraisers for the Junior Class are Car Decals and another Major Fundraising Event to be determined Sophomore Year..
  • Junior Class Representatives should attend several of the senior class meetings. This will help the Sophomore Class Representatives understand the activities for the following year.
  • In late fall, the Class Representatives should determine their major fundraiser for junior year and secure a location. All contracts must be signed by the PTO President.
  • In January, the Class Representatives should begin meeting to start planning their upcoming fall event. At that time, the Class Representatives should continue to recruit volunteers and chairpersons.
  • In May, the Class Representatives may put together a flyer/order form for inclusion in the EHS summer mailing with information about Senior Celebration, Yard Signs, Wall of Fame and any other key information. The flyer will be forwarded to the PTO President for review and inclusion in the summer mailing.
  • Class Representatives must attend annual transition meeting and supply electronic and written copies of their committee reports.

Section 4: Senior Year

  • Fundraising for senior year include ticket sales for Senior Celebration, Wall of Fame, and Graduation Yard Signs. Any new fundraising activities need the approval of the PTO EXEC Board. Any additional fundraising activities will be subject to the approval of the EHS PTO President.
  • Class Representatives must attend annual transition meeting and supply electronic and written copies of their committee reports.

FINANCES

Section 1: Cash

  • Senior Celebration will be a cash-free event in accordance with Rockwood's Regulation 2950 and Policy 3370. Students must purchase a ticket and all activities at the celebration are included in the price of the ticket. There will be no cash prizes awarded. Gift cards are acceptable.
  • Cash Boxes – The Class Representatives will periodically require a cash box from the PTO to sell tickets, etc.
    • When a cash box is needed, the Class Representatives Treasurer must contact the PTO Treasurer to request cash to make change. The Class Representatives Treasurer will need to let the PTO Treasurer know how much cash is needed. The request must be made at least two weeks prior to when the cash box is needed. The PTO VP should also be notified of the request.
    • It is the responsibility of the Class Representatives Treasurer (or his/her designee) to count/verify the amount of cash in the cash box with the PTO Treasurer, prior to the start of the activity.
    • Cash and checks that are collected will be summarized on the appropriate form. Each summary page (Tabulation Form) will be totaled and signed by the person(s) that collected the monies. The cash and checks for each page will be attached to the page and the form will be given to the PTO Treasurer at the event where the collections are made. Once the PTO Treasurer has verified the amount of the cash and checks, they will sign and date the page and put a copy in the class folder in the PTO mailbox for pick up by the Class Representatives Treasurer.
    • The PTO Treasurer will deposit the monies into the PTO bank account to be held for the class.
    • Monies collected by a Class Representative should not leave the campus unless being deposited by the PTO Treasurer.

Section 2: Credit Card Transactions

  • All credit card transactions will be conducted through Membership Toolkit. If an event requires computers to create/purchase items, work with the PTO President/Treasurer to secure technology support

Section 3: Budgets and Statement of Income and Expense

  • Budgets
    • The Treasurer(s) for the Class Representatives will work with each Committee Chair to establish a budget. The Treasurer(s) will also work with each Committee Chair to provide an accurate accounting of how monies are spent for each Committee.
  • Statement of Income and Expense
    • The Treasurer(s) for the Class Representatives will work with the PTO Treasurer(s) to accurately provide the Class Representatives with information regarding both income and expenses.

Section 4: Reimbursement for Funds Spent

  • PTO Reimbursement Form is used by the freshman, sophomore, junior and senior class representatives/parents for reimbursement of monies spent relating to fundraising activities.Submit the completed form with the original receipts attached. This can be done at a PTO meeting or place it in the Treasurer's folder in the PTO mailbox. A check will be written and sent via US Mail to the payee in a timely manner. Specifics about the form:

The Committee/Budget should be reflected as Class of XXXX.

Original receipts MUST be attached to the form to get reimbursed. No reimbursement will be made without the related receipts. Please keep any personal purchases separate from class purchases. Once a check has been received, please deposit in a timely manner.

Copies of the EHS PTO Reimbursement Form are available from the PTO President or Treasurer, or the PTO website.Use EHS PTO's tax-exempt number whenever possible. Copies of the form are available from the PTO VP or Treasurer upon request. Sales tax will not be reimbursed if you fail to use the tax exempt form.

  • EHS PTO MasterCard Charge Form is used only representative/parents for monies spent relating to activities using the PTO MasterCard. He/she must complete the MasterCard form with the receipt attached. Scan/send to the PTO Treasurer within 2 days of a purchase. Originals must be placed in the PTO mailbox. Original receipts MUST be attached to all forms. Please keep any personal purchases separate from class purchases. Copies of the EHS PTO Senior Celebration Payment of MasterCard Charge Form are available from the PTO VP or Treasurer, and the PTO website, Use EHS PTO's tax-exempt number whenever possible. Copies of the form are available from the PTO President or Treasurer upon request.
  • EHS PTO Payment Request Form Submit the completed form to the Class Representative President or designee—usually the Class Treasurer. This person will approve the request and then place this form in the PTO "Treasurer" folder in the PTO mailbox. The request must be made at least two weeks prior to when the checks are needed. The PTO VP should also be notified of the request. The check(s) will be written and given to the payee at the next class meeting. Be specific regarding the committee that incurred the expense. That is the only way the Class Representative Treasurer can prepare the financial information for the Class Representatives.

Section 5: Final Income and Expense

  • For each academic year, the Class Treasurers must complete an annual report to the PTO Treasurer. This report is a statement of the final income and expenses with an explanation of differences.
  • Senior Celebration Excess Funds

Any excess funds remaining after all expenses are paid will be passed down to the next class to be used for the next Senior Celebration and/or used to purchase a gift for the school or district.

NOTE: Gifts are welcomed by the school; however, the class must consult administration for logistics before finalizing the choice of a gift. Gifts are typically determined by the administration based on needs of the school.

FORMS

Various forms must be completed by the Class Representatives. Required forms for all class fundraisers/events include:

Section 1: Building Usage

A Facility Usage Form must be completed and submitted online anytime a Rockwood School District facility is used for an activity or meeting, including but not limited to, Taste of the Town, Senior Celebrations, Class Representatives meetings, etc.

A one-time application to become an approved facilities usage requester has to be completed online first, before the Facilities Usage Form can be accessed. This application can be found by going to the RSD website homepage and hovering over the Community tab. Click on the Facility Usage tab then follow the link to apply for facility usage and follow the directions.

  • Use your personal email address and create a password for your account
  • Agree and Register when asked to agree and abide by the terms and conditions o When setting up your account, use your own personal contact information when listing phone number and street address
  • When entering your Organization information, list your organization's name as Eureka High School PTO-Class of XXXX. When asked to identify the Organization type, highlight District Recognized Parent Organization. Use the address of EHS for the organization address:
    4525 Hwy 109
    Eureka, MO, 63025
    DO NOT USE YOUR HOME ADDRESS FOR THE ORGANIZATION ADDRESS.
  • Allow 10 business days for your registration to be approved.

Once you have been approved as a facilities usage requester, then you can complete a Facility Usage Form for your meeting or event.

You should allow 2 weeks for the online form to be approved. When your Facility Usage request has been approved, you will receive a confirmation email. Billing for custodial staff if necessary, will be sent to Eureka High School to the attention of Eureka High School PTO-Class of XXXX.

NOTE: A Facility Usage Form should be completed online for large events such as Taste of the Town and Senior Celebration based on the timelines established in Part 5.

There are no custodial fees for meetings held during the week while the custodial staff is on site. Activities held on campus may be assessed a custodial fee based on the actual custodial cost incurred by the District. The fees are based on the salary plus benefits of the custodians working during the event. Any custodial fees incurred will be summarized and billed to the EHS PTO after the event. The PTO Treasurer(s) will pay the bill with class monies held by the PTO and let the Class Treasurer(s) know the amount paid. Before the event, consult with the athletic director's office to inquire if additional fees will be charged so you can include it in your budget.

Contracts and Insurance

Section 1

All contracts that require a signature for class fundraising or other events must be signed by the PTO President.

Section 2

It is the responsibility of the Class Presidents to work with the PTO President regarding acquiring insurance for activities, events and venues. Go to insurace@ptotoday.com to see a list of general liability coverage.