PTO ROLES

EXECUTIVE BOARD

PTO CHAIR, VICE CHAIR
The Chair and Vice Chair provide the overall leadership for all PTO activities. They serve on the Executive Board, work closely with the Principal and other school and district administration, and provide guidance and oversight to all committee coordinators.

PTO SECRETARY
The Secretary creates the agenda for all executive and general PTO meetings and records the minutes at these meetings. Also responsible for writing, gathering information, and scheduling the release of the Thursday Notice newsletter each week and working closely with the Webmaster to gain a high comfort level with the Constant Contact newsletter system. Serves on the Executive Board and actively participates in all PTO functions.

PTO TREASURER, ASSISTANT TREASURER
The Treasurer and Assistant Treasurer are the PTO’s chief financial officers and are responsible for managing the PTO’s bank account and funds as well as reporting on the same at PTO meetings. They administer cash boxes and write reimbursement and payment checks. They also act as the Retail Partners Liaison and Wish List Coordinator. Both are members of the Executive Board and actively participate in all PTO functions. Taxes are professionally done.

COMMITTEE CHAIRS

APPAREL
Order and maintain inventory for Loring promotional gear. Sell gear at various times during the year and at chosen Loring events.

AUCTION
Plan all aspects of the auction, the biggest fundraiser and parent social event for the PTO. Responsibilities include directing committee coordinators, vendor selection and management, soliciting donations, printing of all auction materials, and decorating. Typically held on a Friday or Saturday night in the spring each year.

BINGO NIGHT
Plan and run the annual Loring Bingo Night. Planning of the event includes tracking RSVPS, ordering pizzas, ordering Bingo prizes and cards, coordinating volunteers for the event, and running the bake sale. Typically held on a Friday night during the winter each year.

BIRTHDAY BOOK CLUB
Access the librarians’ spreadsheet tracking all birthday books purchased, and send thank yous out in the Thursday Notices. Promote using the Thursday Notices and/or Facebook.

BOOK FAIR – FALL
Coordinate the Loring Fall Book Fair. Work with Scholastic in terms of scheduling and restocking throughout, coordinate volunteers, and keep track of the financials. Held in October each year.

BOOK FAIR – SPRING
Coordinate the Loring Spring Book Fair. Work with Best Book Fairs in terms of scheduling and restocking throughout, coordinate volunteers, and keep track of the financials. Held in early June each year.

BOXTOPS FOR EDUCATION
Collect all BoxTops submitted to Loring on a monthly basis. Count by classroom, report the winners to the Assistant Principal with certificates, and create announcement of winners for the schoolwide morning announcements, Thursday Notices, and Facebook page. Twice a year, count all the BoxTops submitted and send to BoxTops for Education.

CAMP FAIR
Coordinate the Loring Camp Fair. Rent the facility and necessary tables/chairs, put up signs (including sandwich boards) all over Sudbury and surrounding towns to advertise, and coordinate table layout the day of the event. Solicit donations of bags, and stuff them with materials provided by the camps — give out to the public to use to collect information from the camps during the fair. Collect and track payments. Manage volunteers. Prepare brochure for distribution to the public the day of the fair. Typically held on a Sunday in late January each year.

CARDBOARD BOX DERBY
Plan and run the Loring Cardboard Box Derby. Planning of the event includes tracking RSVPS, providing hot chocolate, ordering prizes, and coordinating volunteers for the event. To be held on a Saturday morning or afternoon during the winter.

CREATIVE ENRICHMENT
Responsible for bringing in creative enrichment programs to Loring both for the whole school and for individual grade levels. Each grade level coordinator works with the teachers and administration to identify enrichment programs that match the curriculum for that grade as well as the annual goals of the school. Once programs are selected, the creative enrichment coordinators schedule the activities and meet the presenters on the day of the activities to get them settled and provide payment. The Loring creative enrichment coordinators together manage the largest portion of the PTO budget.

FAMILY PHOTO DAY
Serve as the liaison with the vendor of Photography for Family Photo Day. Create flyer promoting Family Photo Day and also post to the Thursday Notices and Facebook. Typically held on a Saturday in October.

5TH GRADE EVENTS – BROOMBALL
Coordinate the volunteers, registration, t-shirts, and fifth graders as they face off against the parents and teachers. Typically held on a Friday night in late May or early June each year.

5TH GRADE EVENTS – CREEPY CAFE
Plan and run the annual Creepy Café the same night as our Spooky House/Pumpkin Patch and Fall Book Fair. Planning of the event includes tracking RSVPS, ordering pizzas, coordinating the salads and desserts, and managing the volunteers and fifth graders as servers for the event. Held the second ILAP Wednesday in October in the evening.

5TH GRADE EVENTS – FIELD DAY
Coordinate the volunteers and activities for this event. Typically held during a school day in the spring each year.

5TH GRADE EVENTS – MOVING ON
Coordinate the ceremony and reception for the fifth grade graduation. Typically held the day before school gets out for the summer.

FOOD PANTRY
Help oversee Loring’s commitment to provide food to the Sudbury Food Pantry. Generally this means promoting the collection of food once a month through the Thursday Notices and Facebook, coordinating with the administration on special event days (pajama day, crazy hair day, etc), helping with the collection once a month, coordinating the drivers and delivery of items collected to Our Lady of Fatima Church where the Sudbury Food Pantry is located, and tallying the numbers for the food pantry.

FUN RUN
Plan and coordinate the annual Loring Fun Run. Planning of the event includes scheduling with the administration and outside vendor, getting sponsors, ordering and distributing t-shirts, scheduling food trucks for the day of the event, marketing the event through flyers, the Thursday Notices, and Facebook, and collecting pledges/donations.

HOSPITALITY – HIGH SCHOOL SENIOR DAY
Purchase cookies, lemonade, and water along with tablecloths and napkins for the high school seniors that come back to visit and speak to the Loring students on Senior Day. Does not require setting up the drinks and treats — just delivering to the office that morning. Typically held on a weekday in the spring.

HOSPITALITY – HOLIDAY TREAT SAMPLER
Plan and coordinate the December Holiday Treat Sampler for the faculty, staff, and teachers. Manage baked donations and volunteers.

HOSPITALITY – TEACHER APPRECIATION LUNCH
Coordinate the Teacher Appreciation Lunch in May. Typically held the last ILAP day of the school year.

HOSPITALITY – TEACHER ORIENTATION LUNCH
Coordinate the Teacher Orientation Lunch at the beginning of the year. Typically held the day or two before school starts for the year.

KINDERGARTEN FESTIVALS
Coordinate the three kindergarten festivals (Fall Festival, Friendship Festival, & Chick Fest) throughout the year. Plan activities, purchase supplies, coordinate volunteers, and keep track of the financials.

LEOPARD FEST BACK-TO-SCHOOL EVENT
Plan all aspects of the annual Leopard Fest. Coordinate activities and rentals (Cake Walk, Dunk Tank, & Face Painting), manage volunteers, and organize food and refreshments. Typically held in early to mid September as part of a Welcome Back celebration to Loring after the summer.

LIBRARY VOLUNTEERS
Coordinate the library volunteer schedule.

LOBBY PHOTO SCREEN
Post pictures to the TV screen in the lobby of Loring students throughout the year. First day of school photos, Birthday Book Club photos, Science Expo photos, etc, are all included.

LORING EATS
Coordinate four events per school year at local restaurants where Loring receives a percentage back for all sales that day. Schedule the events, promote the events through the Thursday Notices and Facebook, and work with the restaurant to obtain their donation.

LOST & FOUND
Monitor the Lost & Found cart in the Loring Lobby. If names are in the clothing, contact the owners. At the end of each month, donate clean textiles to the Loring Textile Recycling Bin and other items to Savers or another organization.

LUNCH & RECESS VOLUNTEERS
Coordinate the lunch and recess volunteer schedule.

METCO LIAISON
Help organize events for our Boston and Sudbury families to come together, including METCO playdates on several ILAP Wednesdays during the year and on Loring special event nights.

OUTDOOR BEAUTIFICATION
Handle the seasonal selection and placement of flowers or greenery in the planter at the front of Loring as well as in the courtyard and around the outside of the school.

PLAYGROUND EQUIPMENT
Purchase outdoor equipment for recess, including jump ropes, balls, etc. Have the hopscotch and other lines repainted before school starts each year and/or as needed.

READ ACROSS AMERICA
Work with principal to encourage reading across all grades. Coordinate volunteers and guest readers as part of the program. Kicks off on Dr. Seuss’ birthday in March each year and goes for one week.

RED FOLDERS
Purchase red folders for all students for the upcoming school year along with the stickers that go on the front of each. Place the stickers on the folders, and distribute to the teachers (who will fill in the names of the students in their class).

ROOM PARENT COORDINATOR
Work with the teachers to compile and maintain a schoolwide list of room parents by classroom.

SCHOOL PICTURES
Serve as the liaison with the vendor of Photography for our school photos. On school picture day, assist photographers and help coordinate volunteers. Typically, School Picture Day is in September.

SCIENCE EXPO
Coordinate all aspects of the annual Science Expo that typically has close to 200 student participants. Responsibilities include creating the Science Expo web site and registration form, publicizing the event to students and parents, tracking and ordering t-shirts, recruiting volunteer scientists, and making sure all runs smoothly the night of the event. Typically held on an ILAP Wednesday in March in the evening.

SPOOKY HOUSE/PUMPKIN PATCH
Plan and run the annual Spooky House/Pumpkin Patch the same night as our Fall Book Fair. Coordinate décor and activities, and manage volunteers. Held the second ILAP Wednesday in October.

SQUARE 1 ART
Coordinate with the Loring Art teacher to promote this event, assist with orders, and distribute orders when they arrive at Loring.

STUDENT DIRECTORY & DIRECTORY APP
Put together both the paper version of the school directory through use of special software as well as the online directory app. Coordinate with the printer to get the paper version printed.

STUDENT DIRECTORY & DISMISSAL PAD SALES & DISTRIBUTION
Help coordinate sales at the beginning of the year through a flyer in the red folders and at Back-to-School Night.

SUNSHINE COMMITTEE
Ensure all incoming families are warmly welcomed and provided with the necessary information to ensure a smooth transition into the Loring Community. Coordinate new family orientation before school begins in August, a kindergarten Playground & Popsicles event at the end of the summer just before school starts, and the Boo-Hoo/Woo-Hoo Breakfast on the first day of school. Also, conduct ongoing outreach to new families throughout the year, including targeted outreach to new families joining Loring mid-year.

TEXTILE RECYCLING
Market the textile recycling bin and program throughout the year through the Thursday Notices and Facebook. Run a drive in the fall and/or spring to encourage donations.

VISION & HEARING SCREENINGS
Work with the Loring nurse to schedule and coordinate volunteers for the Vision & Hearing screenings at the beginning of the year.

WEBMASTER
Maintain all content on the PTO web site. Send e-blasts out as requested. Monitor all incoming Community emails to ensure they are forwarded to the correct position (Secretary, Treasurer, etc). Set up and track all online payment and RSVP pages.

YEARBOOK
Coordinate the production of the Loring School yearbook each year. Take pictures throughout the year, send home a flyer to track orders, publish in the Thursday Notices and Facebook, and fulfill yearbook orders when they arrive at school.