As a Coordinator You Will Be Required To

September 2014

Dear Committee Coordinator:

A tremendous thank you for volunteering. Without your leadership as a Coordinator, events could not happen and there would be no PTO. As a new team of PTO Officers, we worked diligently on planning and organizing ways to assist each Committee. Each Committee will have an Executive Board Liasion to “go to” for assistance, support and guidance. This folder should be used to keep important paperwork on your event. Such items might include: copies of any flyers sent out, vendor invoices, notes and suggestions on what to continue and what improvements are needed. This file, along with your Committee Coordinator report will be passed on to the next Coordinator so the more information the better.

As a Coordinator you will be required to:

1-Submit monthyly status reports to your Executive board liaison the Monday before a PTO meeting is scheduled. Even if there is no activity on your event, just send a quick note tht says so. 2-Submit all materials, i.e. flyers to your liasison for approval PRIOR TO distribution. Please give at least one week for approval. If you require a quick response, let the liaison know. 3-Review the attached Arranging PTO Activities Guidelines. 4-Review the attached Treasurers Guidelines so that you know the procedures for request funds or getting reimbursed.

As a Coordinator, you attendance is important at PTO Meetings. Your insight on upcoming events and issues that affect our kids is key. Let us know if your Committee needs to be added to an Agenda at a monthy meeting and we will accommodate you.

The board put together a budget for the coming year. Please adhere to your budget. If you are in a position where you need more funds, HAVE A DISCUSSION WITH YOUR ASSIGNED EXECUTIVE BOARD LIAISON BEFORE SEEKING APPROVAL. Only after a discussion with your liaison, it MUST than be approved by Stacey Senatore and Kathy Gabriele.

To get you started we have included the following in your folder:

-PTO Activities Guidelines when Contracting with Vedors –Treasurer Guidelines –Notice of Approval –Disbursement Request Form –Deposit Verification Form (used mostly for Bagels, Membership, School Spirit Clothing Sales) –Committee Chair Report-Must be completed at conclusion of your event

Your dedication and efforts are greatly appreciated!

Stacey Senatore-PTO President