|
|
|
Sargent PTO Committee Guidelines 2008-2009 |
 |
 |
 |
1. Please be sure to contact everyone who has volunteered to help on your committee. A simple phone call is all that is needed to say thank you for volunteering and to let them know what the committee expectations are. In the past people have complained about signing up for committees and never being contacted. The PTO board is willing to assist with any calls to volunteers, so please contact the co-presidents for help. Everyone on your committee should get a job, no matter how small. If you can’t find a job for someone, call the co-presidents and we can follow up with the volunteer. A personal call of thanks after the event concludes is courteous, but you may also put an announcement in the Monday Minutes directed to your committee. “Thanks to all who volunteered . . .”
2. Keep a folder or notebook with everything to be passed onto the next chairperson. Please keep track of notes from meetings, expenses, income, suggestions for next year, photos of the event, feedback from the event, volunteer list, and importantly, a timeline of tasks leading up to the event. Thorough documentation will greatly help future chairpersons to run events smoothly.
3. Turn in all receipts to the Treasurer for reimbursement. It helps to keep track of expenses for future budget planning. We would like to avoid volunteers paying out-of-pocket for items. The Treasurer can also write checks ahead of time if you call her with the amount and payee information.
4. Copying help is available through our copy committee. All PTO flyers are done on pastel yellow paper. Volunteers come in to copy on Mondays and Thursdays. If you have something to copy and distribute, it can be left in the office PTO box. A simple form needs to be completed with instructions. Please contact our copy person if you have questions.
5. Please use Monday Minutes as the primary means of communication with parents. Plan for a submission to run for 2 weeks. Our MM editor has discretion to edit submissions if needed. PTO committees and staff can submit items directly by email. A confirmation that your message was received will be sent back to you. Deadline is 5 PM on Fridays. Submissions from organizations outside the school must go through the Principal first.
6. A facilities use form must be completed for all events and meetings that take place at school. Please contact the co-Presidents for information. All requests must come through the PTO board for signatures.
7. Please periodically check the PTO mailboxes in the office for any mail, returned forms, etc. for your committee.
8. The PTO Secretary can help with thank you letters that are needed for anyone who has helped you, such as the school secretary, teachers, or custodians. This is especially courteous for events such as Breakfast Buddies, Holiday Social, and Ice Cream Social. Since these events are self-funding, you might include in your expenses a reasonable gift certificate as a way to show appreciation to custodians or other staff. There are thank you notes and envelopes in the office by the sign-in book.
9. All parents who volunteer in the school must complete a CORI form (a background check). Once done, they are good for 3 years. Check with the secretary in the office for forms.
10. If you would like to post information on the Sargent School website, contact the webmaster for our school. There are special guidelines with respect to photos published on the website. The address is: sargentwebmaster@northandoverpublicschools.net
11. Please refer to the Committee Directory for email and phone information for other committee chair persons.
Our school and our children are lucky to have dedicated and enthusiastic volunteers. Thank you for doing your part to make Annie Sargent a fun, enriching place for our children and their families.
|
|
