Get to know the PTO…
Find the parent-sized volunteer opportunity that’s right for you!
Our PTO is made up of hard-working parents & teachers who pool their talents to provide practical support for our school. Our PTO Advisory Board works together with equal voting rights to support our Cox community.
Our PTO’s PURPOSE is
-To enhance and support the educational experience at AW Cox Elementary School.
-To develop a close connection between school and home by encouraging parent involvement.
-To improve the school environment through volunteer and financial support.
FREQUENTLY ASKED QUESTIONS:
WHAT IS THE PTO?
The PTO is a hands-on organization involved in many aspects of the educational process. Some of our jobs are not so exciting: making telephone calls, sending emails and organizing activities sounds a lot like our everyday lives. The benefits of these tasks, however, are a school system that runs smoothly, parents who are kept informed and students who have all the advantages that a community can provide. Sometimes the activities that we are involved with are sizeable both in terms of the effort and money involved. With the money raised from our fundraisers throughout the year, the PTO defrays costs for school field trips, funds field trip transportation, various artistic and cultural performances, and a variety of special presentations and workshops. We also provide additional funds to the teachers for project based learning activities and after school enrichment programs that supplement the school curriculum. Relying on parent, faculty and administration input, we continuously look for ways to make AW Cox Elementary School the best that it can be. The key to keeping the PTO a successful organization is the involvement of the entire school community! For some families, it simply means supporting our fundraisers.
For others, acting as a grade representative or chairing a fundraiser or program. Your time and energy are the only limitations to the extent that you would like to be involved.
HOW DOES MEMBERSHIP IN THE PTO WORK?
If you are the parent/guardian of a child attending AW Cox Elementary School, you are already a member of the PTO! There are no dues to pay and no membership forms. Simply sign up on Membership Toolkit online via http://coxpto.membershiptoolkit.com
Come to a meeting and find out how you can help make your child’s school even better than it already is!
HOW DOES THE PTO COMMUNICATE WITH THE SCHOOL COMMUNITY?
Our primary form of communication is email and our membership toolkit page. Look for your form in your child’s backpack in September. Simply fill out the form with your email address and return it to school. The secondary forms of communication are the AW Cox Facebook page and flyers sent home in your child’s backpack. Some of the things you will receive via email are the PTO newsletter and notifications of PTO meetings.
WHAT HAPPENS AT PTO MEETINGS AND WHEN ARE THEY HELD?
Meetings are typically held monthly. The meetings try to end after an hour. A typical agenda includes reports from major committees and the Principal and Treasurer. Time is allotted to suggest and discuss new ideas/activities. All meeting times/dates will be listed on the PTO website, the AW Cox Elementary School website and are posted on the Facebook page. Anyone can attend!! Join us!!
WHAT HAPPENS IF I CAN NOT ATTEND A MEETING?
Meeting minutes will be available on the PTO website. If a parent is unable to attend a meeting, we want to make the PTO accessible and encourage families to provide ideas and input. Send a note in your child’s backpack marked “PTO suggestion box” or email awcox.pto@gmail.com and it will be given confidentially to the PTO secretary. Or you can contact the secretary directly at any time for any reason.
HOW IS THE PTO FUNDED?
Funding takes the following forms:
Direct donation – This is a suggested dollar amount per family (optional), which is collected at the beginning of the school year but a direct donation may be made at any point during the school year.
School events – These are events that are hosted and directed by the PTO. They include 3 Scholastic book fairs, family events, 2 large fundraising events (1 in the fall and 1 in the spring) and some smaller fundraising events during the school year. In addition, all proceeds from school enrichment, spirit wear, box tops and the school store are funneled back into the school.
HOW CAN I GET INVOLVED?
There are so many opportunities. Every hour of time volunteered increases the quality of education for our students. Some positions demand a lot of time – others only an hour or so. To help you decide on your involvement, our “Volunteer Opportunities” listing are found on the following pages.
ADVISORY BOARD
Grade Representative Leader: Coordinates and oversees the individual grade representatives. Provides guidance and assistance to the grade representatives. Has voting rights.
Programs Leader: Fields questions pertaining to their programs. Provides leadership when needed. Has voting rights.
Fundraising Leader: Coordinates and oversees all fundraising activities. Is not in charge of each and every fundraising event but provides guidance to the people chairing each fundraising event. Has voting rights.
Treasurer: Receive all monies for PTO. Keep accurate record of receipts/expenditures. Present statement of account at each general meeting. At annual meeting provide full annual report. Present budget for next year at “end of year” meeting in June. Has voting rights.
Assistant Treasurer: Fulfills duties of Treasurer in their absence. Provide general banking assistance. Has voting rights.
Secretary: Keep minutes of PTO and advisory board meetings. Send all correspondence and maintain database of all correspondence sent on PTO behalf. Maintain a master calendar of events and check for conflicts. Responsible for greeting the AW Cox community and recruiting for PTO positions. Field questions, comments, and concerns from AW Cox community. Connect the community with the appropriate branch representative needed. Assist any PTO representative with any support necessary. Has voting rights.
GRADE REPRESENTATIVE BRANCH
Primary Grade Representative: Serve as liaison between teachers and parents to facilitate classroom events and help open lines of communication. Contact parents of students in grade either by telephone, letter or email. Maintain database of volunteers and contact information. Collect/distribute information to parents. Interpret/promote work of PTO within the grade and community. Provide brief synopsis report on grade activities as needed for monthly PTO newsletter. Sit on PTO advisory board as voting member. Inform/keep the Alternate Grade Representative briefed so they may fill in when necessary.
** 4th Grade Representatives have many events to coordinate.
4th Grade float in the Guilford Parade (September)
4th Grade bowling party (winter)
4th Grade party (spring)
Yearbook (spring)
Early Guilford Days (spring)
4th Grade present to the school (June)
Stepping up Ceremony/4th Grade picnic (June)
Alternate Grade Representative: Perform the duties of the Representative for which he or she is an alternate in the stead of such Representative.
PROGRAMS BRANCH
In School Enrichment: Presentation of cultural diversity through the arts. Plan/contract cultural enrichment assembly style programs. Recommendations from the Connecticut Culture and Tourism and Young Audiences of Connecticut considered. These may change every year to convey appropriate messages and to captivate the attention of the AW Cox students. Principal’s approval required. Work within preset budget. Requires 2 chairs.
After School Enrichment: Plan/schedule after school programs or clubs that are education based beyond what is offered by school (e.g. Chess, Nature Explorers, Karate, Drama). All ages need to be considered. Principal approval required. Work within preset budget. Requires 2 chairs.
FUNDRAISERS BRANCH
Direct Donation: Write solicitation letter and send home in backpacks.
Scholastic Book Fair: Coordinate 3 Scholastic Book fairs. Set-up, breakdown, help students select books and write “wish lists”. Work during fair and cash out purchases. Volunteers are needed on all levels. Requires a minimum of 2 chairs.
School photos: Coordinate dates with photo company. Send photo packets in backpacks, collect paperwork and funds. Send reminders, secure volunteers, organize classroom photo schedule for teachers. Supervise/coordinate on picture day. Principal must approve date.
School store: Purchase supplies, manage expenditures, and coordinate volunteers for staffing. Open 1x every other week.
Box Tops: Collect and submit Box Top clippings. Maintain display area in lobby. Keep submission deadlines. Generate promotional materials.
Amazon Smile: Assist families in connecting with Cox Amazon Smile.
Spirit Wear: School sweatshirts, T-shirts, shorts, etc. to order during the school year. Write flyer with order forms, collect paperwork and funds and distribute to families.
Fall Fundraising Event: A school wide event to be held outside of school hours with the purpose of raising money.
Spring Fundraising Event: A school wide event to be held outside of school hours with the purpose of raising money
MISCELLANEOUS POSITIONS
Communications Coordinator: Primary responsibilities are (1) PTO database. (Main vehicle for communications/ email based system) and (2) Create and distribute weekly newsletter and maintain PTO portion of AW Cox school website. Send request form to join the Toolkit database in backpacks at beginning of the year. Collect forms and enter addresses to database. Maintain and update Membership Toolkit. Participate in creating yearly Master Calendar.
Toolkit Coordinator: Responsible for updating and upkeep of Membership Toolkit. Creates informational “flyers” and creates SKU’s for online payments for PTO events. Keeps statistics for users of Membership Toolkit.
School Directory: The directory is available online at Membership Toolkit (https://coxpto.membershiptoolkit.com/). Follow the link to register and add your contact information
House and Grounds: Plan/coordinate special projects to improve exterior of school. Turn over gardens and maintain flowerbeds.
Coyote Notes: Create cover letter/Coyote Note “sample”. Work with local printer to order pads. Keep stock and re-order when required.
Hospitality: Host luncheons for teachers 4 times a year (before the school year begins, each parent teacher conference week, and teacher appreciation week in the Spring). Provide food, plates, napkins, etc. Set-up in teacher’s lounge. Coordinate volunteers and donated items. Work within preset budget.
Talent Show: A spring event to showcase the talents of our wonderful students. Held at the high school. Also involves a bake sale and a flower sale. Requires 2 chairs.
Field Trip Coordinator: Works closely with the teachers and the transportation company to coordinate transportation for each and every field trip. The teachers are required to book the field trips. The PTO supplies the funds for the field trip and coordinates the payments.
SEPTO Representative: Shares updates and upcoming events about SEPTO.
ABAR Representatives: Shares updates and upcoming events about Anti-Bias Anti-Racist Committee.
WELCOME PTO CHAIRS FOR THE NEW 2024-2025 SCHOOL YEAR!
THANK YOU FOR VOLUNTEERING!
Click to access our PTO Bylaws and PTO position descriptions.
Click here to access our PTO Slate Voting and Nomination Process.
Questions?
Please email awcox.pto@gmail.com attn: Jaime Wood.
Those listed below volunteered to provide leadership for this year 2024-2025. Get to know their names and faces, and feel free to ask them if you have questions.
PTO MEETING MINUTES 2024-2025
September 4, 2024
