PTO DANCE COMMITTEE Job List

Transcription

1 PTO DANCE COMMITTEE Job List MAY (Start of Dance Year) Electronic (via distribution of current participants) and Paper distribution of registration packets to teacher s mailboxes. Interest form distributed at Kindergarten Orientation. Both Verner & Tenth St. receive paper copies. Submit Registration form to Mr. Zolkowski & Mr. Shoaf to be put on school websites. DATE: Monday AFTER Recital. Note: as of 2012/13 dance year, PTO Dance is Paperless. No one permitted to register without a valid account. Only paper copies issued will be original Dance Registration. Collect registration forms and deposits from PTO Mailbox (Registrar). Forms should be dated as they are received. (DATE: Prefer before school ends, date TBD by Chair and Registrar) Book Photographer for the next year (Remind Photography Chair) Invite Committee chairs to return, if interested, for: DVD, Shirts, Flower/Balloons, Concession, Photography, etc. JUNE/JULY Checks from registration go to PTO Treasurer (from the Registrar) Dance Chairs and Registrar meet with Maria to set up class structure. Dance Chair works with Jen Z. at Verner for her class structure for Acro. Get Recital Theme from Maria. Make Dance Schedule with Maria (CM3 on Tues., CM4 on Wed., No Boys back to back, Combo classes cannot start earlier than 3:45, watch order for shoe changes for Maria) Recruit Class Leaders and any committee chairs still open. Registrar/Chair DATE: by August 1 st. o Update Gmail database with names/ s/phone numbers. o Create Groups in for classes, include all families on Master Group. o Class Assignment/Payment s to families with assignments/balance. o Create Rosters for all classes. AUGUST Finalize Class Leaders, Committee Chairs & Dance Schedules Prepare Newsletter DATE: by August 15 th o Includes: o Dance Calendar o Schedule o Dance Policy Statement o Shoe Swap Flyer Class Leader Information includes: o Leader Letter o Roster

2 o Monitor Schedule/Instructions SEPTEMBER Payment Plan 1 st payment due September 5 th. Registrar picks date near 1 st payment to accept Credit Card payments using 4square account. Tuition Balances due September 5 th. Classes begin on Monday for Acro the week after Labor Day. Classes begin on Tuesday/Wednesday for Dance the week after Labor Day. Registrar and Chairs meet with Maria before Costume Measuring to update Rosters and send out any corrections to Leaders. T Shirt Chair permitted to work with this chair as soon as theme decided, work with them on when to start selling T shirts, the earlier possibly the better. (See additional notes at end) OCTOBER reminder regarding Costume Measuring. Costume measuring is held the last Tuesday/Wednesday of October. Costume Chair(s) assist Maria with process (measuring forms, payments, etc). Registrar/Chair attend to verify Spelling of names on rosters, have parent sign that they verified, therefore no errors or omissions for program production. NO REGULAR CLASSES ON DAYS OF COSTUME MEASURING. Costume PAYMENTS DUE at time of measuring, payment directly to Miss Maria. Acro Costume measuring will occur during regular classes and payments directly to Jen Z. NOVEMBER Second payment due November 5th, Registrar to attend block of time to collect Credit Card payments using 4square account. Half of total balance is due at this time, if half not paid at this time then need to make special arrangements or else they may not continue classes. DECEMBER Registrar any Payment Due Notices. No Classes during Winter Break JANUARY Payment Plan 3 rd payment due January 5 th. Registrar picks date near 3 rd payment due date to accept Credit Card payments using 4square account. FEBRUARY Verify with Miss Nancy/School that no scheduling conflicts due to school play.

3 MARCH Create line up sheets (one per class) and give to Maria for completion DATE: March 15 th Contact T-Shirt, Video, Photo, Flowers/Balloons Chair Persons. Have them submit order forms for their committees to be included in April Packet. DATE: all forms by March 25 th. (Due to Gmail account and working electronically, review forms from year before and ask for an update or any changes.) Fill out facilities permits for next year (One for each Tuesday Classes (Café), Wednesday Classes (Café), Finale Practice (Aud), Dress Rehearsal (Aud, Café, Gym & Art Room), Recital (Aud, Café, Gym & Art Room) Copy Permits from year before as a guide. We added in an Auditorium Tuesday & Wednesday in December so students can get used to stage. We added in an Auditorium Tuesday & Wednesday two weeks before recital as well. These may be bumped but worth the try. Submit to Nancy. DATE: by March 15 th. Acro permits will be taken care of by Jen Z. Fill out District Calendar (will receive from Nancy) and return by due date. Look at previous year s dance calendar for guidance. Send Kindergarten Information sheet to Nancy/Karen for Kindergarten Orientation Packets. Contact Auditorium Manager & review needs for Finale Practice, Dress Rehearsal & Recital. Have DVD/Video Chair set up meeting with Auditorium Manager to meet the needs of equipment. Have photography chair call to confirm dates with photographer. Also have them get a blank picture order form. DATE: March 15 th. Have Ticket Chair order tickets. Get Class Lists to ticket chair and let them know about the Committee Chairs and Class Leaders (receipt of free ticket); Remind them to set aside tickets for Backroom Parents. Remind them to work with DVD Chair for any space needed for Videographer. DATE: March 15 th. Make up Dress Rehearsal Schedule (work with Miss Maria, be aware of costume changes and space between numbers. Also, watch the type of dance you don t want to schedule 3 tap dances in a row, be aware of ages of groups performing). The schedule should be broken up into 1 hour rehearsal blocks with 5 groups per block. Start rehearsal at 4:15 (Acro goes first, groups can start arriving at 3:45 for pictures) THIS WILL BE THE SAME ORDER AS THE RECITAL. DATE: March 25 th. Submit Class Rosters to the Program Chair. DATE: March 31 st. Prepare forms for April/Recital , including: DATE: MARCH 31 st. o Important Dates o Costume Distribution Information o Ticket Information o Dance Picture instructions/forms o Committee Help Request (Usher, Backroom, 6 th grade video, tickets) o Concession Sign up o Video Form

4 o Flower/Balloon Form o Finale Practice o Dress Rehearsal Information & Schedule APRIL Send out Newsletter information via . DATE: April 1 st. Prepare written instructions to Concession Chair. DATE: April 1 st. Contact Costume Chair(s) for Distribution Date. Send out notice about pick up & ask Class Leaders to be present for any additional instructions for costumes night of recital. Get completed line up sheets from Maria. Have 10 copies made of each one (Maria, 2 to booth, 3 to Stage Manager, 3 Program Chairs (2 Chairs/1 Registrar). Distribute before Dress Rehearsal. DATE: April 15 th. Contact Flower/Balloon Chair and ask them to order flowers for Maria and Jen Z. Chairs will recruit Backroom Parents. Verify with District if clearances are needed. Prepare Security Notice and Backroom expectations per RHS District. Prepare sign in/out sheet for dancers in the back room. Acro participants will need to be signed out after performance and return to auditorium. Find an announcer for the recital. Get script from Maria (make 2 copies) and give one to announcer for recital night. Give committee list to Program Chair. Submit song titles and order for each class DATE: April 15 th. Review Program before goes to print. Programs need to be completed by April 25 th. Recruit Adult to manage hallways/security (i.e. Cathy Favo, or maybe another teacher?) Prepare Recital paperwork Sign in/out sheets, Class Signs already made and laminated. Ask Maria what classes she wants to hold the Tuesday before Finale practice, in case it is different. MAY After Finale Practice, determine where classes line up, map created in past, try to follow as best as possible, boys go in cafeteria, 6 th grade in Art room, be aware of where Screen set up to watch show. Recruit two 6 th graders to give Maria flowers. Recruit 6 th grade Acro participant to give flowers to Jen Z. Let them know where they will be backstage. Water, soda, ice for Stage Crew & Backstage workers at Dress Rehearsal. Set up in Art Room. Pick up baked goods to give to custodians as a thank you. Order Pizza for Friday (about 5:30 pm) Crew and Photographer. Get plates & napkins. Get rugs for hallway from custodians (to keep dancers quiet) Print to/from worksheets & copy for backroom moms. Distribute Registration Packets (week after recital) Start of New Dance Year.

5 Dance and Acro Teacher Contact Information: Miss Maria O Malley Jennifer Zemarel (home) x 3113 (work) (cell does not text) (cell does text) 130 E. 21 st Ave. Munhall, PA ADDITIONAL INFORMATION: Summer of 2012, the PTO Dance Committee went paperless and very electronic. An account was created to prevent an overload of Dance communication to be sent to their personal s. Tenthstdance@gmail.com was created. Only the 1 st Chair and Registrar maintain the password for communication, so as to better keep track of communications being sent in and out. After Registration is started, the Registrar/Chair work together to collect all data and make it easier handled for the entire year. s/contact information and class listings are created in the gmail account. These are then put into Excel spreadsheets so that they can be edited and used for Rosters, Costume Measuring, Payment tracking, Recital, etc. Credit Card capabilities have been added to our program as well. In hopes to have quicker payments made and balances being taken care of without incidence. Registrar will then run reports of payment to track balances. Continual communication is able to happen now. We are able to notify Class Leaders and participants in a much quicker manner of any scheduling changes. Notices are still used outside of the Cafeteria as an additional form of communication. T Shirts: we used to wait until closer to the recital to order these. We are attempting (2013/14) that since we know the design to have the t shirts ready by Xmas so they will be able to wear them before the Recital. Contracts have been created and approved by the PTO to make a payment of $ each for a Stage Crew Manager and Tech Crew Manager, for the Recital weekend. Two main Chairs and Treasurer will receive 4 complimentary dance classes per year. 3 rd Chair will be interviewed and approved by PTO Board as a succession plan but will not receive any complimentary classes until they become 2 nd chair.

6 TREASURER INFORMATION: Payment is made to teachers on the 20 th of the month Regularly collect payments from the PTO mailbox Regularly deposit with request form to Treasurer. After registration, spreadsheet of names/classes/balance due to be submitted to Treasurer of PTO for auditing purposes. Adhere to collection dates per registration outline with a one week follow up to nonpayments. Half of tuition is due before payment of costume is permitted. Balances must be an open communication between the Treasurer and the Dance Chair. Records are kept of outstanding balances, all balances must be paid or registration again is not permitted.

7 FORMULA FOR TENTH STREET DANCE PAY MARIA O MALLEY Dance tuition cost is $ per student. With the exception of Ballet 6, Pointe which is $ This is only with Maria s approval for this amount. She decides this at the beginning of the school year. Number of students enrolled in each class multiplied by Year See spreadsheet attached for an in depth look. 215 students x 185= 39, ,775 - Deductions (chairs and financial assistance students) 3,060 = 36,715 36, 715 x.70% (Maria s take) = 25,700 $25,700 divided by 8 months = $3, (Maria s monthly pay) PTO receives 30% Payment is made on the 20th of each month. The treasurer receives a payment request from you with the payment amounts listed and he issues the check. Payments are months September thru April. ****Financial assistance is offered to anyone receiving free or reduced lunch programs at Verner or Tenth Street school. This can be confirmed with Judene Sykes (jsykes@rsd.k12.pa.us) in the school administration office. $50.00 is deducted off of ONE class only therefore reducing tuition to $ a month. Deductions for this year are below: Lio- $ Allis - $ Zatawski- $ McDade- $50.00 Metz-- $50.00

8 FORMULA FOR ACRO PAY JEN ZEMAREL Acro tuition cost is $ per student. Number of students enrolled in class multiplied by Year 26 x 200= 5,200 5,200 x.70% (this is the instructors take) = 3,640 PTO receives 30% 3,640 divided by number of months getting payment (8) = monthly payment $ Payment is made on the 20th of each month. The treasurer receives a payment request from you with payment amounts listed and he issues the check. Payment are months September thru April.