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Volunteer Coupon Book

Summary:

Below is a description of the volunteer staffing responsibilities through creation and distribution of two Volunteer Coupon Books, in September and January of each year.

Calendar of Responsibilities:

June-July-August

  • Contact printer: Contact "Ali", the head of the Tamalpais High School District Print Shop at 945-1005 or Hekmata@marin.k12.ca.us to determine his availability over the summer to produce (print and copy) the Volunteer Coupon Book in September. He can be quite busy in August and may need Volunteer Coupon Book finalized earlier so that it can be ready for distribution - preferably by the 2nd or 3rd week of school. The Tam H.S. District Print Shop charges us a fraction of what other copier/print shops will, so it is well worth it to work around their schedule. [The first year that we distributed the Volunteer Coupon Book -- in September, 2004 - Ali was too busy and at his suggestion, we used Larry Jacobs of Greater Works Printing at 707-584-8313 in Rohnert Park. This would be a good alternative if necessary, as they did a professional job that was cheaper than Kinkos.]
  • Determine computer format to be provided to Ali (or whatever print shop is used.) For the second Volunteer Coupon Book distributed in early 2005, we emailed Ali the Volunteer Coupon Book in Excel format, which was not an easy format for him to use. He has indicated that PDF or PS is preferred - either InDesign or new PageMaker - so be sure to confirm the best format to use with him. PTA funds will be available if software needs to be purchased.
  • Determine approximate number of copies and pages of Volunteer Coupon Book for estimate. This will be based on the estimated number of families plus staff and extras to keep in Volunteer Office. In the first year the Volunteer Coupon Book was distributed (2004-05 school year), we made 750 copies of a 30-page Coupon Book in the Fall and 700 copies in the Spring of a 24-page Coupon Book (when the families with multiple children had been identified and only the youngest child per family received a copy.) This can be revised and are for purposes of an estimate from the printer. The Coupon Books are 1/3 of a page.
  • Obtain written quotes to avoid misunderstandings. It is especially important to nail down the details in writing with Ali.
  • Contact all PTA Executive Board members (email is easiest) requesting that the VP's to contact their Committee chairs to determine their coupon needs for the September Volunteer Coupon Book and provide copy. Also contact Foundation co-presidents to determine what coupons the Foundation will need. The timing of these contacts will depend on the Print Shop's requirements.

September

  • Finalize Volunteer Coupon Book copy, graphics and number of copies for printing.
  • Make Pink Sheet submission calling attention to the Volunteer Coupon Book and encouraging parents to check it out and return coupons to get involved.
  • Distribute Volunteer Coupon Book directly to classes.
  • Post folder on Volunteer Office bulletin board for completed coupons to be returned (Foundation will have separate folder.)
  • Prepare file folder labels for coupons to be filed (blue box on PTA bookshelf in Volunteer Office).
  • Prepare tabulation sheet listing each volunteer coupon so that number received can be kept track of.
  • Check Volunteer Office regularly and file coupons in blue box, keeping track of number of coupons received. Contact Committee Chairs regularly to inform them of coupons received so that they can retrieve coupons from blue box.

 

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