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 Making
Copies for PTO Activities:
The Volunteer brochure is the one of the few items we pay for Staples
to copy - because of it's size (12 pages). We also pay for copying
of the newsletter because it's a special ledger size, and for the
directory because of its booklet format. All other handouts are
xeroxed by each committee/area head at the Coffin School on colored
paper purchased by the PTO and stored at the Coffin School. (We
can use the school's paper if the copies are on white, but we generally
try to do color to draw attention.) Just ask Linda Mills to show
you where the storage closet is. The Xerox machine is adjacent to
the library. It works really well. You're not allowed to make copies
during the lunch hour as that's when teachers need the machine.
Don't be afraid to ask for directions or help from Linda. She's
great.
Coordinator/Supervisory Responsibilities
When someone is in charge of an area - like Volunteer Coordinator,
or a fundraiser, or an event - you plan your strategy, consulting
with your contact(s) on the officer team, write the memos to the
community, and email them to the communications coordinator for
proofreading and approvals (currently Beezee
Honan ). We adopted a communications coordinator role so that
we could make sure communications are known about before they go
out, are generally error free and so that memos carry our logo,
etc. Next, you then make enough copies for both schools and deliver
them to Mary at Gerry and Linda at Coffin for backpack distribution
(Both Mary and Linda can tell you how many students are at each
school.. a few extras are a good idea, also). You generally need
to get Mary and Linda the memos in the AM if you want them out that
day.
If you can't do the copying and distribution leg work, the secretaries
can often help you out. You'd email them the document and give instructions
on how many and when to distribute. But we usually try not to weigh
them down with every mailing..it's too much - they only handle the
overflow when others can't handle it.
When you are in charge of something that requires paying for copies,
after the thing is approved, you go to Staples, spec out the copying
and then pay for it on your Visa card. You submit a check request
with a receipt to the treasurer (there are forms in the Coffin School
Treasurers mailbox at Coffin main office) and the Treasurer gets
you a check - usually within a week or so. (this can be part of
the tour)
The revision/input and approvals process for all memos makes it
important that we all have MSWord loaded up on our computers and
that we all check our email pretty regularly. |
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