-Goal: Earn $1k in Box tops contributions for the academic year.
1. Collect Box tops
2. Plan contests and prizes
3. Send Box tops in for redemption
4. Maintain spread sheet/goal board, have up to date numbers prepared for monthly meetings by sending them to the secretary at least 3 days prior to the meeting.
5. Provide information to newsletter team to include in communications.
6. Stay up to date on any changes with the program, inform board.
7. Attempt to increase involvement on the Box Tops app that often gives 5x the amount.
8. Enter Box Tops Sweepstakes, encourage other parents to do so as well.
Direct Your Dollars Coordinator: Heather Gerlach/Jamie Dirkse
-Goal: Earn $1k in Direct your dollars contributions for the academic year, meaning 150k in DYD qualifying receipts.
1. Collect receipts in DYD mailbox
2. Plan contests and prizes
3. Maintain spread sheet/goal board, have up to date numbers prepared for monthly meetings by sending them to the secretary at least 3 days prior to the meeting.
4. Provide information to newsletter team to include in communications.
5. Stay up to date on any changes with the program, inform board.
Coca-Cola Give Coordinator: Becky Krause/Heather Gerlach
-Goal: Earn $1k in Coca-Cola Rewards for the academic year.
1. Collect bottle caps, product codes, etc from the designated collection spot.
2. Enter them on Coca-Cola Give as a donation to our school, Sheldon Woods Elementary.
3. Plan contests and prizes
4. Maintain spread sheet/goal board, have up to date numbers prepared for monthly meetings by sending them to the secretary at least 3 days prior to the meeting.
5. Provide information to newsletter team to include in communications.
6. Stay up to date on any changes with the program, inform board. Always watch for the “double your donations” weekends/days. Often surrounding holidays. Create a buddy system to enter codes if exceeding the maximum amount of codes entered/day on double donation days. If unable to enter codes during a double your donations period, contact the volunteer coordinator.
Conference Meal Coordinator: Sarah Garza
-Goal: To organize, plan, and execute the delivery of meals, desserts, drinks (coke & diet coke), and paper products for each day of scheduled conferences.
1. All meals are gathered and donated by parents, work with the volunteer coordinator to access the parents that have showed interest in this. Anyone may help.
2. Meals may be baked at school the day of; our secretary can put them in the oven and bake them if needed.
3. Using our teacher representative, coordinate the best time for meal readiness.
Teacher Appreciation Coordinator: _____________________________________
-Goal: To organize, plan, and execute our appreciation for our teachers and staff during the first full week of May.
1. Create a theme to surround appreciation week.
2. Collaborate with Volunteer Coordinator for needed volunteers
3. Meals are appreciated on a donation basis, 1 catered meal is often done.
4. Organize a daily gesture/small token daily during the week for each teacher (usually done by volunteers. Examples include; small candy items, fountain pops during lunch, bagels/donuts before school.)
5. Plan one student involved activity; assembly, personalized notes, etc. Must be approved with principal.
6. All purchases must be approved
7. Budget:
Donation Sponsorship Coordinator: Kara Burklow/Jamie Dirkse
-Goal: To gather donations from restaurants and businesses throughout the year for PTO functions. Ex. t-shirt sponsors, food donations for events, student incentives, carnival prices, business participation – photo booth, rental company, etc.
1. Create a list of possible donors. Also check into school connections, for example, Joe Shmoe has an Uncle that owns The Roller Rink. Keep the list in the binder for future chair representative.
2. Divide and conquer. If you’d like to work as a committee to reach as many businesses as possible that is an option. Some companies respond better with personal interaction rather than an email or letter.
3. Use the letter head provided by the West Ottawa School District, this can be obtained in the Sponsorship Chair binder.
4. Update spreadsheet to be updated prior to meetings to keep track of who has been asked and who has responded/what they responded with. A google drive link will be provided to necessary sheets.
5. Ensures that sponsors receive thank you cards and recognition in the PTO newsletter, website, etc. If a hospitality chair is filled for the year, the list may be provided to them to carry out the
Hospitality: Kara Burklow
-Goal: Coordinate any hospitality needs as listed below.
1. Responsible for purchasing and mailing all thank you, get well, sympathy and birthday cards.
2. Responsible for sending/purchasing flowers or gifts approved by the PTO Board.
Grants coordinator _____________________________________
1. Research, write and submit grant applications on behalf of Sheldon Woods P.T.O
2. Update secretary to provide information in monthly minutes.
3. Notify newsletter coordinator as necessary.
(A minimum of 5 grants should be applied for each year.)
Yearbook Coordinator: Jamie Dirkse
-Goal: Create a yearbook for the academic year highlighting memories made.
1. Recruiting and coordinating with photographers throughout the year for all school events and activities.
2. Works closely with the yearbook publisher.
3. Layout the yearbook and submit it to Geskus in a PDF doc and they will print it from what you submit.
4. The number of pages for the Sheldon Woods yearbook is 20 to 24, deadline is end of February.
5. It is the editor’s choice to do all 20 to 24 pages OR only do the “extra pages” (8-10 pages)
6. Editor must notify Geskus of their choice by the end of September.
(Student Council, Job Squad, Orchestra, “not pictured” staff members by Geskus, Girls on the Run from previous year, Tulip Time from the previous year.)
Contact: Rita@geskusphoto.com, 1-800.473.3885 x-101
Book Fair Coordinator: Pam Haight & Angie Dick
-Goal: To provide parents, students, and staff with an opportunity to shop and earn books for our school in an organized, fun, and successful manor.
1. Act as liaison between school and Scholastic to schedule Book fairs
2. Plan Book fair theme
3. Oversee daily set up
4. Setup/break down delivery, help children shop, and manage classroom schedule and checkout sales.
5. Work with volunteers to create and execute advertising and contests.
6. Run final report and enter information on Book fair Website
7. Print and deliver Invoices to Treasurer for payment to Scholastic, Add copies to Google Drive
8. Work with Board to decide how to use Book fair profit.
(Book Fair Months should be determined during the May or June planning meetings; actual days of the month of the event may remain TBD.)
Newsletter Coordinator: _____________________________________
-Goal: To communicate with the families of Sheldon Woods, providing important information and recognition in a timely, efficient manner.
1. Create and distribute monthly newsletter including but not limited to: PTO activities, fundraiser results, upcoming events, etc.
2. Coordinate with school secretary to provide the newsletter via PDF before school newsletter distribution.
3. Recognize volunteers, businesses, donors.
Kindergarten and/or Transfers Registration and Welcoming Coordinator: _____________________________________
-Goal: Answer questions, recruit new parents to attend meetings, and create an atmosphere where new families feel comfortable, welcome, and informed.
1. Attend the school’s incoming parents/registration meeting with a small, prepared speech (approx. 3 min) showcasing the P.T.O, what we do, how to be involved, and welcoming new families.
2. Provide welcome program and documentation for new families and kindergarten families.
3. Assist with new family needs/questions as they arise that pertain to P.T.O or something we can help with.
4. Create a table specifically for new families to be on display during the August Open House and for the mid-year enrollment parent meeting. Coordinate with the volunteer coordinator for positions available to display during these events.
School Store: Jamie Dirkse & Jamie DeFeyter
-Goal to fundraise $1k each academic year.
1. Schedule monthly school store day during May/June planning meeting
2. Work with the volunteer coordinator for parents volunteering to work the store
3. Count the cash box before and after the store no later than one school day after the event.
4. Create special packages or items to be sold before/near dates of special events.
5. If approved by administration, schedule Spirit Stores/Pop up shops during events.
Budget: $500.00