Angling Road PTO Handbook and Volunteer Guide

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Angling Road Elementary
Parent Teacher Organization (PTO)
Handbook and Volunteer Guide
Angling Road Needs You!
Table of Contents
INTRODUCTION
OBJECTIVE
VOLUNTEER REQUIREMENTS
BACKGROUND CHECK
PTO VOLUNTEER BOARD POSITIONS
PRESIDENT JOB DESCRIPTION
VICE-PRESIDENT JOB DESCRIPTION
SECRETARY JOB DESCRIPTION
TREASURER JOB DESCRIPTION
CO-TREASURER
PRINCIPAL OF THE SCHOOL
COMMITTEE CHAIR POSITIONS/ VOLUNTEER OPPORTUNITY DESCRIPTIONS
5TH GRADE CD
BATTLE OF THE BOOKS
BIRTHDAY BOARD
BOO BASH
BOOK FAIR
BOX TOPS
CARNIVAL
FIELD DAY
GIRLS ON THE RUN
HEALTHY KIDS, HEALTHY MINDS
HOLIDAY SHOP
JUNIOR ACHIEVEMENT
LABELS FOR EDUCATION
LIBRARY HELPERS
LUNCHBOX MATH
PUBLIC RELATIONS
ROAD RALLY
ROADRUNNER 5K
ROOM PARENTS
SOCIAL COMMITTEE
STAFF APPRECIATION
WEBMASTER
YEARBOOK
THE ABC’S OF ANGLING ROAD
PTO BY-LAWS
VOLUNTEER BACKGROUND CHECK FORM
SCHOOL CALENDAR
INTRODUCTION
On behalf of the Angling Road PTO, we are inviting you to become involved as a
volunteer in your child’s school programs and activities, many of which would not be
available without the help of our wonderful Angling Road parents.
This handbook will explain the many opportunities for volunteering. Investing ourselves
in Angling Road Elementary will continue to make visible differences in our children’s
education. If you have any questions regarding the committees do not hesitate to call
the PTO Board members or committee Chairpersons. You may also send an email to
[email protected]
OBJECTIVE
The objective of this handbook is to help you understand the PTO Organization at
Angling Road as well the volunteer opportunities that are available to you as a parent
and how you can make a difference in your child’s education.
VOLUNTEER REQUIREMENTS
To be in compliance with the Safe Environment Policy you must complete
• Volunteer Background Check Form
• Have a current background check on file
BACKGROUND CHECK
All volunteers need to complete and submit to the school office a volunteer Background
Check form. The school will have the forms reviewed by the Administrative Office of the
Courts. The principal will screen the results and will have absolute discretion in
determining whether an individual is eligible to participate as a volunteer. The
Background Check form can be obtained in the school office, in the back of this
handbook, online at www.anglingroadpto.weebly.com or provided to you from a
committee Chairperson or PTO Board member.
PTO BOARD VOLUNTEER POSITIONS
Members
Pam Wesley
Rachel Kaiser
Rachelle Bartz
Rick Green
Anne Ehrmann
Board Appointment
President
Vice President
Secretary
Treasurer
Co- Treasurer
Email Address
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Overview: PTO Organization ensures our parents and teachers are working together to
improve our children’s education.
Key Metrics:
• Initiate, organize and support school fundraisers
• Initiate, organize and support teacher/parent/child appreciation activities.
• Ensure PTO Budget Goals are met – Measured for each event or fundraiser. Actual
project costs measured against Project Planned budget. Report will be generated at
each meeting with updated values.
• Ensure Programs are enhanced/developed – Review a plan each year to determine
what the following year priorities are based on prior year activities, economy, school
needs, etc.
Key Deliverables:
• Monthly PTO Meeting Schedule
• Monthly PTO Meeting Agenda
• Monthly PTO Minutes
• Monthly balanced PTO Budget
• Annual Calendar of Events/Fundraisers
• Ensure Funds Allocated accurately
I. President
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Schedule and coordinate monthly PTO board and PTO meetings.
Prepare agendas for the PTO board and PTO meetings.
Facilitate the PTO board and PTO meetings.
Follow up on any concerns or outstanding issues raised during the PTO
meeting unless otherwise delegated.
Present ideas for events requiring PTO sponsorship and/or funding to the
board for consideration.
Attend PTO Luncheons
Act as liaison and main point of contact between the PTO board, PTO
members and school staff.
Ensure PTO information including upcoming events is included in the weekly
PTO newsletter as appropriate. This may include writing articles or
coordinating with other board members, PTO members, or committee chairs.
Assist in the recruitment of committee chairs and other volunteers as needed.
Recruit and train new officers.
Monitor budget reports.
Ensure the by-laws and other policy/procedure documents are being
followed and initiate any revisions if required.
Ensure the PTO is operating in accordance with the 501(c) (3) guidelines.
II. Vice President
• Assist with monthly PTO board and PTO meetings.
• Facilitate the PTO board and PTO meetings in the event the President is
unable to attend.
• Assist in following up on any concerns or outstanding issues raised during the
PTO meeting.
• Monitor the PTO e-mail box and coordinate any follow up with the President.
• Maintain a binder or electronic files of PTO related documentation.
• Assist in the recruitment of committee chairs and other volunteers as needed.
• Recruit and train new officers.
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Support committee chairpersons and serve on PTO sponsored event.
Manage, support, and recruit Room Parents and Chairpersons
III. Secretary
• Attend monthly PTO board and PTO meetings.
• Prepare the attendance sheets for the monthly PTO board and PTO meetings.
• Record and transcribe PTO board and PTO meeting minutes.
• Distribute the minutes to the PTO board for approval within a week.
• Review and send any e-blast request to the office.
• Create policy or procedure documents as needed to record PTO processes
or guidelines.
• Maintain a binder or electronic files of all PTO board and PTO meeting
agendas, attendance sheets, meeting minutes, and other relevant documents.
• Assist in following up on any concerns or outstanding issues raised during the
PTO meeting.
• Assist in the recruitment of committee chairs and other volunteers as needed.
• Recruit and train new officers.
• Support committee chairpersons and serve on PTO sponsored event committees
as needed during the planning and execution of an event.
IV. Treasurer
• Attend monthly PTO board and PTO meetings. Prepare the treasurer’s budget
report for the PTO board and PTO meetings.
• Prepare and maintain the PTO budget.
• Reconcile the PTO checkbook monthly.
• Write checks for reimbursement or other expenses as required.
• Maintain a binder or electronic files of all receipts, reimbursement requests,
invoices, bank statements, and other relevant documents.
• Organize and distribute change boxes as needed at events.
• File the appropriate 990 form annually.
• Assist in following up on any concerns or outstanding issues raised during the
PTO meeting.
• Assist in the recruitment of committee chairs and other volunteers as needed.
• Recruit and train new officers.
• Support committee chairpersons and serve on PTO sponsored event
committees as needed during the planning and execution of an event.
Co- Treasurer
• Attend monthly PTO board and PTO meetings.
• Facilitate any tasks for the Treasurer when the Treasurer is unable to do so.
• Collect money at the end of all events/fundraisers, prepare deposits for the
bank, and deposit funds in the bank following standard procedures.
• Assist in the recruitment of committee chairs and other volunteers as needed.
• Recruit and train new officers.
• Support committee chairpersons and serve on PTO sponsored event
committees as needed during the planning and execution of an event
Principal of the school
The Principal will ensure the needs of the parents, teachers, children and the school are
met in each session. The Principal will provide an administrative update in each meeting
to communicate timing and resource needs by the PTO. The Principal will also serve as
a liaison to the between the parents, teachers, children and school as observed in the
day-today activities of the Principal.
VOLUNTEER COMMITTEE CHAIR POSITIONS/VOLUNTEER OPPORTUNITY
DESCRIPTIONS
If you are interested in volunteering for a Committee Chair position or as a Room Parent please
contact the PTO. If you are interested in volunteering as a Subcommittee Chair, please contact
the Committee Chair for that event. Anyone wishing to volunteer in any other capacity please
contact the PTO.
5th Grade CD
COMMITTEE CHAIR CONTACT: Vacant
Role Description: Collects pictures from 5th grade parents, teachers, and Yearbook
Chairperson to review and organize. Compiles pictures, set to music, onto a CD. A CD
is made for each 5th grade student.
Battle of the Books
COMMITTEE CHAIR CONTACT: Rachel Kaiser
[email protected]
Role Description: Find subcommittee volunteers (snacks, awards), choose six books for
the 4th and 5th graders to read, distribute paperwork and information to participants,
maintain bulletin board, compose Battle questions, and facilitate the Book Battle. Held
on the last Friday in March during school.
VOLUNTEERS NEEDED: Battle Coaches, Subcommittee
Birthday Board Chairperson
COMMITTTEE CHAIR CONTACT: Traci Bammert
[email protected]
Role Description: Work with the office to gather student birthday information. Every two
months the bulletin board in the front hall is decorated and each student with a birthday
in those months is represented. (in September birthdays in September and October are
recognized)
Book Fair
The school librarian acts as committee chair for Book Fair events. PTO volunteers are
needed to help set-up and work the Book Fair. Book fair is normally held during the
Spring Parent/Teacher Conferences.
Box Tops for Education
COMMITTEE CHAIR CONTACT: Angela Bowers [email protected]
Traci Bammert [email protected]
Role Description: We receive 10 cents for every Box Top. Box Tops need to be
collected from each classroom and recorded for the class contest. Distribute Box Tops
to clipping volunteers, mail Box Tops in to redeem. Follow up with PTO Treasurer on
check deposits, bring fund disbursement ideas to PTO meeting to be voted on, maintain
Box Top bulletin board, and Box Tops master binder.
VOLUNTEERS NEEDED: Box Top clippers to get monthly Box Tops from Box Top
Committee Chairs, clip them, bag them, and return them to school. This is a great
volunteer opportunity for parents who cannot volunteer during school hours.
Carnival
COMMITTEE CHAIR CONTACT: Amy Koffler
[email protected]
Role Description: Manages and plans Carnival, recruits subcommittee chairs (food,
games, basket raffle, prizes), makes sure all subcommittee chairs have supplies
needed for their job, works with PTO Board members on any requests, manages
marketing for carnival (posters, bulletin board, flyers), attends and floats at carnival to
assist where needed, keeps and maintains the Carnival Master Binder, reports event
status and submits a funds disbursement report to PTO after event.
SUBCOMMITTEE ROLE DESCPRITION: (Games, Prizes, Food, and Basket Raffle)
Subcommittee Chairs work closely with Committee Chair to help run their specific part
of the event, work with volunteers that have signed up under their subcommittee, and
help in any way the Committee Chair may need.
VOLUNTEERS NEEDED: game monitors, cake walk baked goods, concession workers,
set-up help, and clean-up help. Great volunteer opportunity for parents who cannot
volunteer during regular school hours. Held on a Saturday in February.
CIC
COMMITTEE CHAIR CONTACT- VACANT
Role Description- Attend the monthly Curriculum Instruction Council meetings and
report back to the monthly PTO general meetings about what was discussed.
DAC
COMMITTEE CHAIR CONTACT-
Heather Kakabeeke
Role Description- Attend the monthly District Advisory Council Meetings and report back
any information the PTO monthly general meetings.
Field Day
Ran by PE teacher. Assist our PE teacher with set up, running games, cleaning up,
and help move children from classroom to event and back. This event is held at the end
of the May.
Girls on the Run
ANGLING ROAD SITE LIASON: VACANT
Role Description: Work with GOTR office to get information out to 3rd, 4th, and 5th grade
girls. Recruit coaches, create teams, gather registrations and fees, manage and support
coaches. Training and paperwork provided by GOTR.
VOLUNTEERS NEEDED: coaches for after school from March- May.
Healthy Kids, Healthy Minds
COMMITTEE CHAIR CONTACT: Rachel Kaiser
[email protected]
Role Description: Ensure all programs that fall under Healthy Kids, Healthy Minds (run
club, Mileage club) are being run properly. Keep within the budget generated by the
Roadrunner 5k. Bring in new programs that promote health and wellness.
Holiday Shop
COMMITTEE CHAIR CONTACT: Karen Bale
[email protected]
Role Description: Facilitate, organize and manage the Holiday Shop in December.
Order supplies- if needed, get information out to parents and teachers, work with
Volunteer Coordinator to get volunteers for day of.
VOLUNTEERS NEEDED: set-up, clean up, helping students shop, check out, and help
with gift wrapping.
Junior Achievement
COMMITTEE CHAIR CONTACT: Room Parent
Role Description: Ensure all classrooms have planned Junior Achievement programs,
teach the programs to class, work with teacher in completing the JA program.
Labels for Education
COMMITTEE CHAIR CONTACT: Cori Sanchez
[email protected]
Role Description: Gathers labels, organizes and interacts with company for refunds.
Keeps PTO updated on progress throughout the year, brings ideas on funding use to
PTO for vote, and promotes the program throughout the school.
Library Helpers
Ran by the librarian. Helping with check-outs, set-ups, and putting checked-in books
away.
Lunchbox Math
COMMITTEE CHAIR CONTACT: VACANT
Role Description: Promote and manage the Lunchbox math games to second and third
graders. Work with volunteers to teach the games and monitor them, distribute any
paperwork to school and parents. Program takes place during lunch and lunch recess in
winter for six weeks.
Popcorn Friday
COMMITTEE CHAIR CONTACT: VACANT
Role Description: Work with volunteers to set up popcorn to sell to students on Fridays
from Oct- May. Work with PTO and bring ideas for fund usage to meeting to be voted
on. Monitor supplies and work with Co-Treasurer on supply needs.
Public Relations
COMMITTEE CHAIR CONTACT: VACANT
Role Description: Work with PTO Board, Chairpersons, and room parents, as well as
school office to get events and good works out to the public and the media, help
maintain bulletin boards, attend monthly PTO meetings.
Road Rally
COMMITTEE CHAIR CONTACT: Amy Koffler
Rick Green
[email protected]
[email protected]
Role Description: Manage and promote the Road Rally. Work with volunteer coordinator
to get volunteers, bring funding ideas to PTO for voting, distribute all paperwork to
students and office, run the event on day of, maintain billboard.
VOLUNTEERS NEEDED: set up, clean up, passing out arm bands, counting laps,
recording laps, sno cone makers, and cheerleaders for the course.
Roadrunner 5k
COMMITTEE CHAIR CONTACT: Rachel Kaiser
Megan James
[email protected]
[email protected]
Role Description: Manage and promote Roadrunner 5k, establish subcommittees, work
with the City of Portage, Angling Road School, and PTO to ensure a successful event,
distribute flyers and paperwork to students and public.
SUBCOMMITTEES NEEDED: This event needs many volunteers and is great for those
who cannot help during school hours.
Room Parents
COMMITTEE CHAIR CONTACT: PTO Vice President
Room Parent Role Description: Liaison between teachers and parents to
help put them in touch with the right people and/or to facilitate questions. Helps
teachers with day to day tasks, plans class parties, gets class volunteers, helps to get
volunteers for PTO events, makes copies, attends PTO meetings when teacher is
unable to facilitate any teacher requests, helps teacher in any way the teacher needs.
Social Committee
COMMITTEE CHAIR CONTACT: Jodi Hoag
[email protected]
Role Description: Run and manage programs that fall under Social Committee such as
Movie Night, Pizza Night, Ice Cream social, etc. Find and organize volunteers. Ensure
all supplies are ready and allergy free.
Staff Appreciation
COMMITTEE CHAIR CONTACT: VACANT
Role Description: Coordinating teacher conference dinners in Fall and Spring,
coordinate and publicize Teacher Appreciation week, work with Volunteer Chairperson
to gat volunteers for different events throughout the year.
Volunteers Needed: help with decorations, set ups, clean ups, potluck, a great volunteer
opportunity for those who cannot volunteer during school hours.
Web Master
COMMITTEE CHAIR CONTACT: VACANT
Role Description: works with PTO Board Members to update and maintain the PTO
website. Computer knowledge is a must, but Chairperson will be trained on how to use
website
Yearbook
COMMITTEE CHAIR CONTACT: Rachel Kaiser
[email protected]
Role Description: Collect pictures for the yearbook and put everything together at the
end of the year. Coordinate team effort to make the yearbook happen. Volunteers from
each grade needed to help take pictures.
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