Chairperson Resources
Thank you for volunteering to chair a fundraiser or event for the Roscoe PTO! Your efforts are what drives the success of our organization. Please take the time to read through the information below, detailing a chairperson's responsibilities. This should help answer most of your questions and give you many of the tools necessary to get started. If you have any questions, please click here for PTO board contact information. :)
Copying Materials
We can use the copying machines at all buildings to copy materials for PTO events only. Please contact the board for our copy machine code and paper supply.
Distributing Fliers
To distribute fliers, order forms, etc. to students; you need to count out the number of fliers for each classroom and distribute them in the teachers' mailboxes at Ledgewood, Stone Creek, Kinnikinnick, and/or Roscoe Middle School. Please contact school secretaries for a class size list. As class sizes can fluctuate throughout the year, always include a few extra beyond the listed number.
Please contact the board to also have your fliers included on:
Please contact the board to also have your fliers included on:
- Digital Backpack
- PTO Website
- PTO Social Media
- District Wide E-mail
Funds & Accounting
You are responsible for turning in funds within 5 days of the final date of your fundraiser or event. Monthly fundraisers should turn monies in monthly. This should help us in keeping NSF checks and the fees associated with them to a minimum.
Before handling or collecting money, it is essential that you read the Handling & Collecting Money Instructions in your chairperson packet.
Before handling or collecting money, it is essential that you read the Handling & Collecting Money Instructions in your chairperson packet.
Budget & Spending
Because we are a non-profit organization, we do not pay sales tax on items we purchase for our organization. PLEASE use the tax-exempt letters when purchasing items for your committee/event. Simply bring the letter to the store and present it to the cashier…it is as simple as that! Each year, we unnecessarily pay hundreds of dollars in sales tax. We need your help to ensure the PTO’s hard-earned money does not get wasted. While PTO wants to give chairs the autonomy to make their event amazing, we also need to be conscious of spending money that has been donated to the organization. PTO has many supplies and resources available to chairs, so please check with PTO board prior to purchasing items. Once purchases have been approved, please complete the Reimbursement Request form and submit it, along with all receipts, to PTO Treasurer
Party Rewards / Incentives
Per the district wide health and wellness initiative, beBRAVE beWELL, we encourage nonfood related rewards and incentives. If you do decide to offer food rewards / incentives for your fundraiser or committee, please be aware that there are children in the district with food allergies. If you choose to provide a food reward, please email the school nurse at least one week in advance to let her know what treat you are providing and ask if there are any food allergy issues in that class. Please read and review all additional information provided.
Donations
There may be events that require you to ask for donations from local businesses. Please contact the board for sample Donation Request and Donation Thank You letters to use as examples.
Mailbox
The official PTO Mailbox is in the office at Ledgewood School. It will be your responsibility to either hand deliver correspondence to officers or to the mailbox. There is interoffice mail between the schools but there is no guarantee it will get to us by a deadline. Deposits are not to be left in any PTO mailbox at any time. Please help us in providing a secure transit of funds at all times. If you have any concerns and/or questions, please contact Genna Eckstein.
PTO Meeting Attendance
You should try to attend the meeting(s) that are scheduled - especially when your committee is active. If you are unable to attend meetings during your activity, please complete the Chair Report provided and submit to Genna Eckstein. The report should be emailed to [email protected] at least 2 days prior to the meeting. Our purpose is to be informed as to your event’s dates/sales/profit figures and/or other basic happenings. This ensures we are able to stay on track with the budget. Check the Meeting Schedule for dates, times, and location.
Website / Facebook
If you have any information you need to have added to the website and/or posted to our Facebook page, please submit it to Rachel Feigel.
Volunteers
You are responsible for arranging the required volunteers for your fundraiser or event. A volunteer database will be available in late September or early October of each school year. The board can also assist in recruiting volunteers.
Contacting Schools
You are responsible for setting up the dates, times, materials, and room(s) for your fundraiser or event. Please plan accordingly. Please contact the board for a link to request the use of school buildings.
Setup & Cleanup
You are responsible for coordinating volunteers for setup and cleanup for your event. We recommend using a volunteer sign-up platform to recruit these volunteers.