Westminster P.T.O.
Westminster Elementary School/Meetinghouse School
Standing Committee Descriptions
The Westminster PTO has various committees to handle the many activities and projects it supports. The committees have been proposed by the Executive Board and approved by its general membership. The Chairperson(s) are appointed yearly at the June business meeting. The Chairperson(s) must be a member of the Westminster PTO and must be present at the June business meeting or must send a letter of interest to the Executive Board in advance of that meeting.
It is the responsibility of the Committee Chairperson(s) to supervise his/her committee in fulfilling its task on behalf of the Westminster PTO. In addition to meeting with his/her committee, the Committee Chairperson(s) is responsible for keeping the Executive Board and the general membership informed as to the activity of his/her Committee’s work. The Chairperson(s) of those Committees requiring funds to fulfill their purpose is responsible for presenting the Committee’s request for funds to the general membership at a business meeting and submitting a detailed written report of the committee’s expenditures and any income, if applicable, to the general membership. The Chairperson(s) of any Committee using PTO funds to operate must submit the Committee’s report, in writing to the Treasurer at the first business meeting following conclusion of the Committee’s work.
First Day of School (September 2007)
The First Day of School Committee coordinates PTO members who report to both Meetinghouse School and Westminster Elementary School to assist children from the bus and/or school entrance to their new classrooms. Volunteers also remain in the building after the buses have unloaded to assist children with how to get to the office with attendance cards and how to get to the cafeteria with lunch orders, etc. It is helpful for the volunteers to become familiar with the layout of the school in which they will be working. The Committee begins work during the mid-August and concludes after all students have arrived to school on day #1.
Chairperson: The Chairperson(s) of this committee is responsible for placing an adequate number of volunteers at specified locations in each school.
Volunteers: Volunteers are needed for both MHS and WES to assist children from the bus and in locating their new classrooms. Roughly 2 volunteers for each grade are needed as well as others for other strategic places around the building. Volunteers also board the buses and place stickers on the 1st and 2nd grade students as well.
2006-2007 Chairperson(s): Lynn Breau and Nikki Moorshead
Fundraising Committee
This committee is responsible for coordinating the fundraisers which provide the funding for the Westminster P.T.O. operating budget. The fundraiser currently takes place in September with the distribution in mid-November. This Committee begins its work during the summer, prior to the start of the school year and concludes when the orders have all been fulfilled and monies processed.
Chairperson: The duties of the Chairperson(s) of this Committee include reviewing options with the Committee and choosing the fundraising project, meeting with the representatives of the company(s) chosen for the fundraising project, coordinating volunteers to assist with the fundraising effort, and handling financial aspects of the fundraising effort with the Treasurer.
Volunteers: Volunteers assist with preparing fundraising packets to send home, distributing sales packets to students with a brief explanation of the fundraiser, as well as tabulation of the orders received, and sorting and distributing the orders when they are delivered to the school.
2006-2007 Chairperson(s):KC McNally, Joann Reed, Christine Macchia, and Ina Carey
Refreshment Committee
This Committee provides refreshments for events sponsored by the P.T.O.
Chairperson: The Chairperson(s) is responsible for contacting Committee members to bring baked goods for the programs, meetings and events throughout the year.
Volunteers: Committee members may be called on at any time during the school year.
2006-2007 Chairperson(s):Tanya LeBlanc
Open House
This committee is actually 2 committees each with their own Chair: one for Westminster Elementary School and one for Meetinghouse School. This committee is responsible for coordinating the Open House for parents at each school. Open House is usually held in mid to late September and gives the parents an opportunity to meet with their child’s teacher to obtain an overview of the classroom curriculum for the year and ask any questions they may have regarding their child’s upcoming school year. The parents will also be introduced to the principal and other staff members who will be assisting the students. The PTO addresses the parents and invites them to join our organization. This committee begins work when school opens and concludes when each Open House is completed.
Chairpersons: The Chairpersons of this Committee are responsible for coordinating with the principal to set the date for the Open House and coordinate the volunteers to assist with the refreshments and sign-up table.
Volunteers: The committee volunteers will be responsible for arranging for and setting up refreshments for the evening and assisting with signing up parents wishing to join the PTO.
2006-2007 Chairperson WES: Christine Macchia
2006-2007 Chairperson MHS: Tanya LeBlanc
Student Directory Committee
Volunteers are needed to edit collected data submitted by families as well as to assemble, print, and distribute the PTO directory. The chairperson of this committee coordinates these efforts. This takes place primarily in September and October.
2006-2007 Chairperson(s): Stacey Sutela
Fall School Dance Committee
The school dance began as an evening of fun and dance for the students and for their families. In conjunction with the dance a raffle was held and the funds raised was used for specific depts. at each school. Currently the dance occurs in the fall as Family Fun Night and is intended to be an evening of fun and enjoyment for students and families. This committee usually meets several times during Sept. and Oct. prior to the dance. .
2006-2007 Chairperson(s): Leslie Lothrop
Babysitting Committee
Volunteers are needed to coordinate babysitters for certain events throughout the year, ie, PTO meetings, programs, and events, Kindergarten Orientation, etc. We also need people to actually volunteer to do the babysitting!
Chairperson(s): The Chairperson of this committee serves as the contact for people needing babysitting services for their specific events. He/she secures babysitters or delegates to volunteers to secure these services.
2006-2007 Chairperson(s): Jenn Dewey, Monica Blessington
Publicity Committee
This committee does publicity for various events planned by the PTO. Committee Chairs contact the Publicity Chair with information for newspapers, Cable Access tv, etc. The chair contacts the local newspapers, etc. to ask them to cover upcoming PTO events or to publicize them.
2006-2007 Chairperson(s):Stacey Sutela
General Mills Box Tops for Education
General Mills offers schools an opportunity to collect product labels and /or box tops in exchange for a variety of products including physical education equipment, computer software and other supplies for the classroom. Aside from collecting box tops at various drop locations, this can primarily be done at home.
Chairperson: The Chairperson for this committee coordinates efforts regarding collection of box tops at each school, coordinates volunteers responsible for collating and sending in box tops at assigned times. This program runs throughout the year and its deadline times for mail in are October, February and June.
Volunteers: Volunteers are needed to cut box tops, trim submitted labels and assemble them into proper packaging for submission.
2006-2007 Chairperson(s): Kim Samson, Sarah Paiste
Cultural Events Program
The Cultural Events Committee plans for and coordinates enrichment programs to enhance our children’s education. This committee consists of two co-chairs, the principal, a teacher representative from each grade level, and parent volunteers to help with coordinating the programs. The committee generally meets once a month in April, May and June to determine a budget and plan for the following year’s programming and once in late September to finalize scheduling. The individual volunteers planning events work as their events progress.
Co-Chairpersons: The co-chairs are responsible for coordinating the planning meetings to select the desired programming, obtaining funding from the general membership of the PTO, supervising the scheduling of programs and obtaining assistance with applying for possible grants from local and state cultural agencies. Chairpersons will be in contact with volunteers planning individual events and assist volunteers where needed.
Volunteers: Volunteers are needed to assist in the planning process and in making arrangements for various programs to take place. Arrangements include speaking with an artist and/or its agent regarding cost and availability of the artist, speaking both the principal and grade level teacher to arrange dates and time for performances, scheduling the artist’s performance, arranging for payment for the performance and being available to the artist during his/her performance to assist with any set up, needs, etc. Volunteers may work together in planning performances and the chairpersons of their committee are available to assist any volunteers. This committee operates throughout the school year and some projects. such as long-term residencies , may need attention over the summer. Volunteers planning specific events will be in contact with one of the chairpersons at all times to follow through with programming.
2006-2007 Co-Chairperson: Colleen Cole
2006-2007 Co-Chairperson: Renee DalBon
SCRIP Gift Cards Program
Started in 2004, the SCRIP program is available from over 80 merchants that allow nonprofit institutions to purchase cards at a reduced rate while still offering full face value on the gift cards for the consumer. Most of the administration of this program is done via email. SCRIP runs semi-monthly throughout the school year and at set times throughout the summer months.
Chairperson(s): The Chairperson of this committee coordinates program dates and distribution of gift cards, as well as intake of orders and payment and deposit of monies received.
Volunteers: Volunteers are needed to Xerox and distribute SCRIP order forms and distribute gift cards upon receipt.
2006-2007 Chairperson(s): Sarah Paiste, Leslie Lothrop, Christine Macchia
Movie Day
Started in 2006, this committee oversees a movie day made available to all Westminster families. Volunteers are needed to secure a movie, projector produce publicity, and to prepare snacks for all interested.
2006-2007 Chairperson(s): Tim Tata
Wish List
This Committee was started to assist the teachers in obtaining items that were not provided for in the school budget, hence the name Wish List. Each year the P.T.O. budgets a sum of money to this committee and each teacher, either individually or as a grade level submits a list of things they would like to have for their classroom or for the grade level as a whole. Over the years, the P.T.O. has purchased dictionaries, atlases, calculators, maps, computer software, and other various teaching aids for our teachers and students. The Committee generally begins its work in October and concludes by March.
Chairperson: The Chairperson(s) are responsible for overseeing the request and purchase process of these items.
Volunteers: Volunteers are needed to help coordinate teacher’s requests, order and distribute requested items.
2006-2007 Chairperson(s): Ina Carey
Holiday Workshop (Nov-Dec)
The Holiday Workshop typically occurs on the first Saturday of December in the morning and is designed to provide an opportunity for children in grades K-5 to complete a different, grade/age appropriate craft project that they might give to family members as a holiday gift! These projects are holiday-themed and are able to be completed at the workshop.
Chairperson: The chairperson is responsible for coordinating the event including arranging for one parent volunteer from each grade level to plan, organize, and execute a craft for that grade. The chairperson also reserves space at the school for the event through the school office.
Volunteers: Volunteers are needed to organize an age appropriate craft for each grade level (K-5), shop for supplies for each craft and work through the craft as well as prepare examples of the actual craft for reference on the day of the workshop. This committee begins in October and concludes the day of the event.
2006-2007 Chairperson(s): Renee DalBon with Paula Varieur, Sandy Thompson
Christmas Tree Lighting Ceremony Committee
This committee is responsible for arranging the lighting of the town Christmas tree (Academy Hill) on the first Sunday in December. This event includes some form of sing-along or entertainment, and refreshments. This committee usually begins its work in November and concludes with the close of the Christmas holiday season.
Chairperson: The Chairperson(s) for this event coordinate publicity, lights, entertainment, and refreshments for the tree lighting ceremony.
Volunteers: Volunteers are needed to help coordinate the event and to provide refreshments.
2006-2007 Chairperson(s): Christine Sears, Juliet O’Brien
Kindergarten Orientation
The Committee works directly with the Ashburnham/Westminster Community Partnership Council and the Meetinghouse School Office to plan a series of orientation sessions to familiarize incoming Kindergarten students and their parents/guardians with our Kindergarten classes and teachers at the Meetinghouse School. This Committee meets with the preschool and kindergarten teachers to arrange for speakers and presentations at four orientation sessions during the course of the winter and spring months. The students accompany their parents to three of the sessions during which time they visit each of the Kindergarten classrooms and have a chance to participate in various classroom activities while parents are introduced to faculty. The final meeting includes a school bus ride for the students. This Committee meets once or twice a month (depending on need) beginning in January and continues meeting through the beginning of June, when all activities for this program conclude.
Chairperson: The Chairperson of this committee and the CPC/Meetinghouse School Office coordinate and supervise the Orientation sessions.
Volunteers: Volunteers are needed to help set up and clean up individual sessions, organize refreshments for the adults and children attending, register children at individual sessions, provide babysitting, assist with phone calling, and assist the kindergarten teachers in the classroom on the day of the event.
2006-2007 Chairperson(s): Joann Reed
Book Fair Committee
The Book Fair is our large fundraiser for the Spring. The Scholastic Book Fair is typically held in March over the duration of one week at Meetinghouse School and Westminster Elementary School.
Chairperson(s): The Chairperson for the Book Fair coordinates efforts for both schools for the fair regarding scheduling, publicity, sales, delivery, ordering, and works closely with the Treasurer handling all financial aspects of this fundraising effort.
Volunteers: Volunteers are needed to coordinate scheduling of fair staffing, to assist in the set up and break down of the fair at both schools, provide publicity and actually sell the books provided by Scholastic.
2006-2007 Chairperson(s): Kim Samson with Paula O’Brien
Lion’s Club Citrus Sale
Each winter the Westminster Lions Club holds its annual citrus sale and has invited Meetinghouse School and Westminster Elementary to participate in their sale. This sale takes place during February or March.
Chairperson: The chair is responsible for coordinating volunteers to help distribute the fruit when it arrives. Volunteers: Volunteers are needed over the course of a few days to distribute the fruit.
2006-2007 Chairperson(s):____________vacant__________________
Colonial Days Committee
This Committee plans and organizes the Colonial Days program for Grade 3. Colonial Days is an all-day event which takes the children through a day as it would have been in Colonial times in Westminster. Children observe Colonial handiwork such as pottery making, basket weaving and tin punching so volunteers need to coordinate artisans as well as assist the children throughout the day with crafts. This committee works from the beginning of the school year through the conclusion of the Colonial Days event, which is usually held in May.
Chairperson: The Chairperson(s) of this committee plan the day, including scheduling the artists, communicating with the community representatives to arrange the use of various buildings in town, coordinating with the principal and third grade teachers to arrange the programming. It is requested that one of the Co-chairs for this Committee be a third grade parent. It is also encouraged that a parent of a second grade student becomes involved in the organizational process so that he/she is familiar with the program for next year.
Volunteers: Volunteers are needed to help plan the activities for the day, assist with the children throughout the day, assist with crafts, and prepare lunch items for volunteers and teachers. In the event that a parent has a particular talent, which would have been utilized during colonial times (basket weaving, yarn spinning, weaving textiles, wood working), volunteers are always welcome to share their craft with the children. Volunteers are also needed to coordinate costumes for all third graders.
2006-2007 Chairperson(s): Kristy Aubuchon, Leann Dennen
Bike Rodeo
Every year, usually in May (National Bike Safety Month) the P.T.O. sponsors a Bike Rodeo. Students in grades K-5 are invited to compete in a series of bicycle challenges. A Committee is needed to assure the fun and safety of this event.
Chairperson(s): The Chairperson is responsible for publicizing the event, coordinating the efforts of the Police Department, Cyclery Shop and all vendors involved in giveaways, promotions, and educational materials. The Chairperson is responsible for overseeing the day’s events from set up to break down for volunteers as well as the rodeo process for participants.
Volunteers: The Committee members are responsible for planning and publicizing the event, setting up the day of the event and supervising the activities (road course, safety quiz, registration, event completion, bike safety check, etc.). This Committee meets once or twice during the month prior to the event and is at the event itself.
2006-2007 Chairperson(s):_______________vacant_______________
Playground Committee
The Playground Committee coordinates the maintenance, betterment, and beautification of the playgrounds at MHS and WES. This program runs throughout the year but is most active in the Spring.
Chairperson(s): The Chairperson coordinates necessary maintenance and repair of the equipment at each playground.
Volunteers: Volunteers organize an annual cleanup day for the playgrounds as well as suggest ideas for new equipment and/or supplies for the playgrounds.
2006-2007 Chairperson(s):_______________vacant_______________
Spaghetti Supper Committee
Each spring, the PTO plans this annual fundraiser to support the playgrounds at WES and MHS. The work of the committee begins about one to two months prior to the event.
Chairperson: The chairperson coordinates the event its publicity as well as soliciting Volunteer to prepare food; set up, serve and clean up.
Volunteers: Committee members are needed to secure food and raffle donations in addition to work the actual event.
2006-2007 Chairperson(s): Colleen Cole, Renee DalBon, Lee Haschig
Retirement Committee
This committee plans for appropriate recognition of staff retirement and memorial recognition if and when needed. It is the responsibility of the PTO Executive Board to attend to these matters.
Nominating Committee
This Committee is responsible for solicitation of candidates to fill the various PTO Board positions as well as parent School Council representatives each year. Board member positions are filled for a period of two years. School council reps are also filled for a period of two years, however the elected parent must have a child in that particular school (WES or MHS) for the duration of his/her term. It is the responsibility of the Nominating Committee to present a slate of officers at the last PTO business meeting of the school year. The Committee members are responsible for preparing the ballots, collecting and tallying the votes, and announcing the new Board members to the general membership. This committee generally begins work approximately three months before the election meeting on an as needed basis.
2006-2007 Chairperson(s): Ellen Bell
Fifth Grade Promotion Night/Sundae Party Committee
This committee is responsible for coordinating the Ice Cream Sundae Party and Promotion Night for the fifth grade students in June. The committee begins its work in early May concluding at the end of the school year.
Chairperson: The Chairperson of this committee is responsible for meeting with the principal and the fifth grade teachers to organize the Promotion Night event and/or the Ice Cream Sundae Party.
Volunteers: The Chairperson, together with the other Committee members, prepares for the Sundae Party by purchasing the ice cream and toppings, preparing the cafeteria for the party, serving the ice cream and cleaning up after the party.
2006-2007 Chairperson(s) Promotion Night: Nikki Moorshead
2006-2007 Chairperson(s) Ice Cream Sundae Party: Ellen Bell, Paula O’Brien
Recycling Committee
The PTO attempts to spearhead the recycling efforts for our schools by offering inkjet and cell phone recycling services to families. Children bring in used toner cartridges and old cell phones for us to recycle for cash.
Chairperson: Chairperson(s) is responsible for coordinating recycling efforts including making contact with recycling companies, publicizing efforts to school community, and collecting and submitting recycled items.
Volunteers: Volunteers work with Chairperson to carryout committee efforts.
2006-2007 Chairperson(s): Diane Ciampi (cell phones), Tiffany Davis (toner cartridges)
Staff Appreciation Day Committee
Every year in May or June (typically the first ˝ day Friday), the PTO hosts a luncheon to thank the staff for all of their work for our children. The luncheon is based around a theme. The committee is responsible for choosing a theme, planning a menu and providing coverage for the teachers and staff. This committee usually meets several times beginning in February/March to coordinate this event.
Chairperson: Chairperson(s) are responsible for coordinating the volunteers and serving the lunch.
Volunteers: Volunteers are needed to help set up and decorate the WES gym for the luncheon, prepare main dishes and desserts and help clean up after the luncheon.
2006-2007 Chairperson(s): Barbara Cudak, Christine Sears
CHIPS program
This is not an annual event. It occurs every three years and 2006-7 is the next time in this cycle. The CHIPS program is a child safety identification program run by the Free Masons and made available to families for their children 18 and under. They videotape, fingerprint, make dental imprints, and obtain saliva swabs for parent use in the event that a child turns up missing or is kidnapped.
Chairperson: The chairperson is responsible for selecting dates with the school principal and coordinating school efforts with the Free Masons.
Volunteers: Volunteers are needed to distribute permission forms, help set up the room, fill out record cards and cleanup.
2006-2007 Chairperson(s): Monica Blessington, Jennifer Dewey
Nature’s Classroom (May)
This committee oversees plans for the fifth grade trip to Nature’s Classroom in May. The responsibilities for this committee are to coordinate all fundraising efforts and assist with planning the trip. The Chairpersons are responsible for coordination with the principal and teaching staff that will be attending camp with the students to set up the candy bar sale and any other fundraising projects to defray the cost of the trip for students. One or two volunteers from each fifth grade class are needed to follow up on candy bar sales and collecting payments from the students in each class. This committee meets at various times beginning early in the year and continues through the conclusion of the trip to Nature’s Classroom.
2006-2007 Chairperson(s): Paula O’Brien with Nikki Moorshead