Afton PTO Committee Guidelines

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Belinda Walker
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Afton PTO Committee Guidelines http://www.aftonpto.org Email: ptoadmin@gmail.

1 Afton PTO Committee Guidelines Event Name: Event Date: Committee Chair(s): EBoard Representative: Approved Budget for Expenses: Anticipated Fundraising/Income: Attached are the general PTO committee guidelines, including general, financial and contact information. Thank you for all your time and effort in chairing this committee. Have a great year!

2 GENERAL INFORMATION: Page 2 Your PTO Executive Board Contact: Before implementing any plans, please contact the PTO EBoard to go over your ideas and any questions you may have. 2015/2016 PTO EBoard Contacts President Amanda Sciortino Amanda.sciortino@yahoo.com Co-VP Fundraising Yvonne Foote yklebe@yahoo.com VP Assemblies Lauren Templeton laurenedelstein@hotmail.com Co-Treasurers Susan Holden Roshani Vyas Susan@SurvivingStrong.org Roshani.Vyas@yahoo.com HR Parent Coordinator Amber Foster ajanaib@outlook.com PR Officer Allison Burke-Laderman Allison@laderman.com 5 th grade Coordinators Denise Barnes Laura Taylor Secretary Amy Vietti avietti1@yahoo.com deniseannbarnes@yahoo.com laurataylor@comcast.net Deadlines at a Glance: Weekly Newsblast Special Event Newsblast Check Requests for invoices Check Requests for reimbursements Deposits Event Budget Form Request to go over budget Requests for additional funding No later than 6p on Wednesday for the following week No less than 5 days notice No more than 7 days from receipt No more than 30 days from purchase Within 10 days of receipt DO NOT HOLD CHECKS OR CASH Complete within 30 days of end of event As soon as anticipated; no additional spending is allowed until EBoard approval As soon as anticipated; by May 1 for summer activities. No spending is allowed until EBoard approval Committee Information: Information about how your activity/event was handled in the past is often available. If you have not received this info, please contact last year s committee chair or the EBoard. As you chair your committee this year, we ask you to keep notes on how you did things, when you did them, how much you spent, and copies of communications. Please your notes to the PTO so we can share with future committee members and keep in a file to be passed on.

3 COMMUNICATIONS INFORMATION: Page 3 Weekly Newsblasts: PTO Committee Chairpersons and Afton Teachers should submit any information to be included in the weekly newsblast no later than 6 pm on Wednesday evenings. Please Allison Burke-Laderman at Allison@laderman.com and Cheryl Primola cprimola13@gmail.com Any PDFs of flyers will be uploaded to the School Handouts page of the PTO website, and hyperlink to it in the newsblast. Please send the original flyer to Allison and Cheryl in MS Word format. Cheryl will coordinate all the information received from the committee chairs and prepare the newsblast. Allison will review the newsblast and it to Mr. Masgai and the PTO President for approval by Friday morning. Once the newsblast has been submitted for approval, no changes will be made. Mr. Masgai will review and approve the newsblast, and it will be sent to distribution list on Monday every week from the ptoadmin@gmail.com account. No newsblasts will be sent out without Mr. Masgai s approval. Special Newsblasts FOR EVENTS ONLY: A supplemental newsblast is available for events for the purposes of announcing the event, and reminding parents about the event - when ticket orders or registrations are due, etc. For all supplemental announcement / reminder newsblasts, please keep your information brief, about 2-3 short sentences. Include the first name and of the contact person for the event. Indicate the date you request the supplemental newsblast sent. A minimum of five days notice is required for any special newsblasts. to Allison Burke-Laderman Allison@laderman.com and Cheryl Primola cprimola13@gmail.com Announcement newsblasts can be sent out 4-6 weeks prior to the date of your event. Reminder newsblasts can be sent out 1-2 weeks prior to the date of your event, or the date ticket orders or registrations are due. No more than two special newsblasts will be sent per event. Mr. Masgai will review and approve the special newsblast, and send approvals. It will be sent to distribution from the ptoadmin@gmail.com account. No newsblasts will be sent out without Mr. Masgai s approval. Sign-Up Genius: If you need volunteers or donations of food or other items, please use the Afton PTO Sign-Up Genius (SUG) account, not your personal SUG account. Previous years sign-ups can be found on this account, and can be updated as needed so you don t have to re-create from scratch. Contact a member of the EBoard for the PTO SUG logon / password

4 FINANCIAL INFORMATION: Page 4 Requests for Funding: Any requests to have the PTO fund projects not already budgeted and approved for the school year must submit them to the EBoard. These requests be reviewed and voted on by the EBoard before any action is taken. Requests for funding of projects to be completed over the summer must be submitted to the EBoard no later than May 1. Budget: The budget amount for your committee/event/activity is listed on the first page of these guidelines, or contact the Treasurers at afton.ptotreasurer@gmail.com to verify the amount. Should there be a need to spend more than the budgeted amount, please contact the Treasurer before any money is spent. You ll need to provide an explanation and the anticipated additional cost. Additional costs must be reviewed by the EBoard and presented for vote. Checks and Reimbursements: Each committee has either a budgeted amount to spend and/or a targeted amount of income to generate. A check request forms are available attached to this packet, on the PTO Webpage under Forms for Committee Chairs and also located in the RED folder in the PTO Treasurer mailbox. Attach all applicable receipts and/or invoices to the form Leave completed check request in the RED check request folder in the Treasurer s box in the Afton mailroom Notify Treasurer of check request by at afton.ptotreasurer@gmail.com An response will be sent when check is available for pick up or has been mailed out Requests for reimbursement should be submitted no later than 30 days after the event/activity. Requests for checks for invoices should be submitted no later than 7 days after receipt. Deposits: A deposit form needs to be completed for all monies (checks and cash) received. For audit reasons, you CAN NOT hold cash to fund future expenses for the event. DO NOT wait until the end of the event to deposit funds. Deposit forms are available attached to this packet, on the PTO Webpage under Forms for Committee Chairs and also located in the folder in the PTO Treasurer mailbox. All deposits must be prepared within 10 days of receipt. Do not hold checks or cash. Notify Treasurer of prepared deposit at afton.ptotreasurer@gmail.com Under no circumstances is a child/student permitted to transport monies to be deposited. Deliver deposit to the Treasurer in person or deliver to school. If leaving at school: o Put prepared deposit in a sealed enveloped labeled PTO Treasurer o If deposit includes cash, please ask the main office staff to store in the safe o If the deposit does not include cash, leave in the Treasurer s mailbox in the folder

5 Event Information Sheet: Page 5 Attached to this information packet is a budget outline to be completed for the current school year. An updatable version is also available on the PTO Webpage under Forms for Committee Chairs. The top section has a place to track all inflows (deposits) and outflows (check requests) of money. The bottom of the form is a space for notes and any information that may be helpful for the following year. Please attach any other documents or paperwork for your event. The completed Event Information Form is due to the EBoard no later than 30 days after the event.

COMMITTEE CHAIR TRAINING

COMMITTEE CHAIR TRAINING What is a Committee Chair? A Committee Chair is a PTSA Member in charge of a PTSA Sponsored program or event. The Committee Chair position can be held by one or more persons, and