Committee Chair Handbook 2016-17 School Year Mission Statement: Support and work alongside our Parents, Teachers, and Students toward the common goal of enriching, enhancing, and supporting the education process at our school. Communications Board Meetings: The PTSA Board meets on a monthly basis and you are welcome to attend. Please contact the President(s) in advance if you have something you would like to discuss with the board so you can be added to the agenda. File Folders: Each committee has a PTSA file folder that is used for distributing information and correspondence. The file system is located on the counter by the copy machine behind the front office. Use this file system to distribute any paperwork you have for a committee chair and be sure to check your file for information regularly. Plastic Bin: There is a plastic bin above the teacher mail cubbies designated for PTSA things that don t fit in the file folders. When you first walk into the room with the copier it s right on the right hand side near or above head height. Notebooks: All committee chairs should either have or should create a binder that gets turned over to the following year s committee chair. These binders should include budget history, contact information, sample flyers, notes, lessons learned, timelines, to-do lists, volunteer lists, etc. Include a thumb drive with electronic versions of the documents, if possible. Resources
PTSA Supplies: The PTSA is currently using two cabinets in the hall across from the 2nd Grade pod (on the back side of the Library) for storage. If you need supplies for your event (cups, napkins, etc.) check the PTSA supplies FIRST or use the Inventory spreadsheet (on the website under Volunteer Resources) to see if there are supplies from previous events that can be used. You may use any of these supplies unless they are marked for a future event. At the end of your event, you may place extra supplies in the cabinet area. Either way, please update the Inventory and either put things back where you found them or store new things with similar items. If you are storing supplies for a future event, be sure to clearly mark them so that they are not used for something else. Our space is VERY limited in these cabinets, so please do not store supplies unless there is highly likely that they will be used in the future. Explore Art supplies are stored in the small conference room adjacent to the Library and in the courtyard across from the FIrst Grade pod. Copy Machine: The most convenient option. Located in the School Workroom at the end of the front hallway adjacent to the library entrance. The PTSA Copier Code is 200001. Please use this code for PTSA PROJECTS ONLY. If you are making copies for school staff, please ask them for the appropriate code. The PTSA is billed at the end of the year based on the number of copies made on our code. Please note that children are prohibited from the workroom. District Copy Service: The cheapest option and most efficient for big jobs at about $0.35 per copy (collated and stapled). Use the following steps: Send copy request with file attachments to Helen Baxter ( hbaxter@lwsd.org ). The.pdf format is preferred. Specify due date, # of copies, single or double-sided, color paper (white or other), additional services needed (such as collation, order of documents if multiple files, etc.). Provide phone number for them to reach you at when copy job is finished. Pay by check only to Lake Washington School District. Pickup job. Print services is located in the LWSD Support Services Center on 15212 NE 95th St in Redmond. File request for reimbursement with the PTSA Treasurer. That form is available on the PTSA website under Volunteer Resources. FedEx Copy Service: We have an account with Fed Ex through the WPTSA. PTSA members will receive special rates from FedEx/Kinkos as part of the partnership with the WSPTA, including black and white copies available at just 3.8 (single-sided) a piece; color copies will be available at 37 (single-sided) a piece and PTSA members will receive 20% off on all other production services. Account number 0520882103 Laminator: The laminator is not available for use without assistance. Please ask the office staff if you have a need to use this machine. Die-Cut Machine: Located in the same room as the Copy Machine. Useful for making letters/symbols for the the Bulletin Board. There is no formal training. Ask staff or other PTSA members for assistance if you are unfamiliar with how to use the die-cutter. Variquest Machine: Located in the small conference room adjacent to the Library. This is a great machine for designing billboards and posters as well as making cutouts for crafts etc. This machine is not available for use without assistance or previous training. Please ask the office staff if you have a need to use this machine and
contact the President(s) if you would like to be trained. We are hoping to be able to offer a scheduled training class soon. General Procedures: 1. Preview Videos. Go to: http://www.variquest.com/customer-resources Scroll to the bottom of the page where it says Product Training Videos. I m assuming you probably want to use the Cut-out maker so watch: Cutout Maker Creating Cutouts & Manipulatives, Cutout Maker Maintenance Tips, and Cutout Maker Set-up and Blade Installation. 2. Take the training when it is scheduled. 3. Schedule use of the room with Kellie Eaton. The Variquest room is also used for instruction so you need to make sure that it is available. 4. Follow proper procedures for use of the machine as taught in training. Use paper without folds or cuts so that you don t break the needle. 5. Clean up after yourself. Again, this room is also used for instruction and we don t want to be kicked off this machine. Sound System: The PTSA has it s own PA Sound System for use during events. It will be stored in a locked cart will be stored in the OT / SLP room (next to the Sensory room, near the gym). The key to the padlock will be kept at Libby's desk and it will need to be signed out / in just as we do with the portable key. Legal Concerns Legal Documents/Contracts: ALL legal documents and contracts must be signed by the President, as well as one other elected officer. Gaming and Raffles: We do not have a current gambling license and raffles are limited by law. Please contact the President(s) for more information. Door prizes or free drawings are acceptable as long as no compensation is received. Conflicts of Interest: https://www.wastatepta.org/leadership/pta_law/1213/sample_conflict_of_interest.pdf Money Matters It is the responsibility of the committee chair to maintain bookkeeping of their budget. All deposits and reimbursement/check requests must be signed off by the chairperson and one other PTSA member. Budget: Committee chairs must adhere to the budget as approved by the General Membership. Please note that you are entitled to spend all money in your budget. Any savings that you are able to accomplish are helpful to the PTSA as a whole. Unspent money in your budget as of 6/30 will revert to the PTSA General Fund (i.e. it will not carry over to your Committee budget for next year). Any expenses that are not approved by the Board/General Membership and exceed the budget will be considered a donation to the PTSA. REMEMBER : Only PTSA members can handle PTSA funds.
Any cash/checks collected in the course of a PTSA sponsored event should be delivered to the Treasurer for deposit ASAP. Please take care to safeguard the funds. PTSA funds should always be kept separate from personal funds. All committee chairs should make copies of the deposit paperwork for their files. Budget Management: A copy of the current PTSA Budget is included in this packet. Please review the income and expense commitments that pertain to your committee/event. The expenses allocated are fixed and in most cases cannot be increased without a vote of the general membership. It is important that your committee/event stay within its allocated budget amount. To do this, identify your largest expenditures first and plan around these. Please note: You may not spend what you don t have. In other words, you may not overspend your budgeted expense amount by assuming you can use some of your anticipated income. If your committee spends more than the approved budget allows please know that this amount will be considered a donation to the PTSA. Deposits: ALL deposits require two PTSA member signatures verifying the amount submitted: The committee chairperson and another PTSA member. It is best practice not to have deposits signed by two spouses. Schedule to meet with the treasurer to deliver the funds for deposit. Reimbursements/Check Requests: A Reimbursement/Check Request Form is a record that indicates to the Treasurer that the committee chair authorizes and verifies the expenses drawn from the budget. It should be completed by the individual making the request and include a specific explanation of the expense. It must be submitted for any/all disbursements and be signed off by the committee chairperson. All Reimbursement requests MUST have an original receipt attached and be submitted within 30 days of purchase. Reimbursement Process: When you or a member of your committee spends money, you must submit a Reimbursement Request Form to be reimbursed. Please complete the form and attach all receipts. All expense forms need to be approved and signed by the head PTSA Committee Chair before they are turned in. Completed forms should be placed in the Treasurers file. Cash Box Request: Complete a Cash Box Request Form 1 week prior to your event. Schedule time to collect the cash box You must count and verify the amount when it is received from the Treasurer. PTSA money should ONLY be handled by PTSA members and NEVER left unattended on school property. Immediately following an event: Cash should always be with two PTSA members until it is counted and verified. Complete the Cash Box Tally Form If you have one or more checks, complete a Deposit Form and attach.
Make deposit immediately following the event; use the Night Drop box if after banking hours (Chase will provide a deposit receipt the next business day for you to pick up). Chase will also provide a night box key, so please email the President(s) or Treasurer before the event. Handling payments: At times, money will be sent in to school through the students. The Treasurer has provided each teacher with a labeled 9 x 12 envelope. The teachers have been instructed to collect all funds and paperwork for any event in progress, and return the envelope to the PTSA box in the office. The Treasurer will contact the appropriate committee chairs upon receipt of funds/paperwork. Event Planning Here is a basic outline of steps you should take to plan an event. 1. Begin building a strategy, including a schedule of milestones, 2-3 months prior to the event date. 2. Complete school facilities form (available on the PTSA website under Volunteer Resources) and file with Kellie. 3. Create a Budget 1-2 months prior to the event and get Board approval. 4. Contact outside vendors and volunteers 1-2 months prior to event. 5. Make announcements 1 month prior to event. 6. Meet with custodian for ½ hour when planning the event. The custodian will then be able to share his expectations for the way clean up should be handled. Together you will come up with a checklist to follow for the event clean up. Schedules and Calendars Scheduling Events: The President(s) meets with the Principal at the end of the school year to plan out the events for the next school year. Thus, most standard events are already in the calendar. If you are introducing a new event, please work with the President(s) to schedule it appropriately. Elementary school events are planned on Thursdays so they don t conflict with the Jr. High (Tuesdays) or High School (Wednesdays) events. The PTSA is limited to one major event per month. Reserving Rooms: Committee chairs are responsible for reserving rooms for their function. In order to hold a function at school, you will need to check with office staff to make sure the space is available and complete a Building Use and Events form (which can be found on the website). Additionally, if you need to use a classroom, the library, or the gym, you must coordinate with the teachers to ensure there isn t a conflict. If you need tables, please see the office staff to get a request in to the district. They can also check availability before you schedule your event to be sure that the tables aren t already reserved at another school. After Hours Events: You will need to have a staff member unlock or lock the building if you are doing something outside of the normal hours someone is at the school (i.e. a weekend or after 10pm on a weekday). The principal or a school employee may be available with adequate notice. FYI: the overtime rate for the custodian is approx. $34/hour. Calendars: We have a calendar on the website and we also use the district s tandem calendar. Any items that need to be posted should be sent to the President(s) for approval. The President(s) will forward the approved postings to the Communications VP. It is possible to overlay the website calendar on your own google or other personal calendars via a link at the bottom.
Making Announcements Website: We have a website which, in addition to hosting our calendar, provides users with Announcements, Articles, Pages, Packets and Links to offer more in depth information about our events and services. The content is overseen by the Communications VP and managed by the Webmaster. Registrations and payment collection can be setup on the website for your event if you give the webmaster enough time to organize it for your event. 2-4 weeks in advance of operations should be adequate. Facebook : We have a social networking presence on Facebook. It is a great place to post announcements and acknowledgements. The content is overseen by the Communications VP and managed by the PTSA s Facebook Administrator. Reader Board: The reader board located at the entrance of the school will post PTSA event date and times on a weekly basis. Please contact the Reader Board Chairperson or the Communications VP for details about posting an event. PTSA Bulletin Board : The PTSA bulletin boards are located in the front courtyard closest to the library doors. If you would like to use one of the bulletin boards for a committee event, please email communications@smithptsa.org with the date you would like to schedule for display. This year, Tisha Linn has graciously volunteered to manage the billboard displays in the Quad area at school. This is awesome because she is super experienced with these boards and has done them herself for years so she knows how much can fit at once etc. You can email Tisha at Billboards@smithptsa.org. Some things to keep in mind: 1.Tisha will be managing the billboard (on a scheduling basis), it is the Chair's responsibility to advertise the event. If you have an event, please send a note to Tisha to see if there is available space on the board (about 6 weeks prior to your event). She may likely help you if she has time. We kindly ask that yo u give her 2 weeks notice if you need help, and Tisha will see what she can do to help out. 2.The billboards add color and fun to the school and get the kids excited (especially when the dreary winter sets in). The more excited the kids are, the more they will nag mom and dad to support your event. Let s get less involved parents more invested! 3.Be sure to schedule time to be trained on the Variquest Machine (Tisha with Jen Riley can possibly help there.). It makes posters and cuts paper so that you can decorate the boards without a hit to your budget. 4.Please pick up after yourselves. Ladders, paper, office supplies need to be put back. Nothing bugs the staff more than missing items that someone has borrowed and not returned. Staples will fall out of the boards so be sure not to leave them- ouch! Flyers: The PTSA has been encouraged to not send flyers home via kid mail and to instead use Peachjar which enables the distribution of electronic flyers. However, in a recent Communications Survey, parents indicated that this was one of the most effective means of communication about school events and needs. Either way, a small amount of paper flyers should be available in the front office for those families that do not participate in
the paperless program or need an additional copy. Each committee is responsible for supplying copies of their own flyers for the front office. All flyers, paper and electronic, must indicate they are from the PTSA, bear the PTSA logo, and should be approved by the PTSA President(s) prior to public release. The Smith PTSA logo is available on the website under Volunteer Resources. A form must be submitted to Kellie for the Peachjar process. If you would like to hang flyers or posters in/around the school, you must have permission from the office / principal. Dolphin Byte Newsletter: The school newsletter is emailed out each Wednesday and the PTSA maintains a section of this document. All Dolphin Bytes are archived on the website for the current school year. Generally, announcements in the Byte will need to be extremely brief with a link to the detailed announcement posted on the website. The deadline for each Wednesday morning newsletter is the Monday prior by 12:00 noon so that the VP of Comm can get it to Kellie by noon Tuesday. Send an email to the President(s) and Communications VP with the following information: Your committee name. The date you would like the notice to first appear. The total number of weeks duration it should be run. The title of the notice The information to be included in the notice. This information should be ready to be cut and pasted onto the website, so it should be spell checked, with correct dates, locations, and other pertinent information. Any associated documents should be included as an attachment to the email, preferably in.pdf form. Volunteer wanted ads should include as much information about the volunteer assignments as possible, including: A brief description of the assignment. The time to begin and end the assignment. Where and to whom they should report What to bring or wear The number of volunteers needed for each assignment E-mail Blasts: E-mails can be blasted to the entire website account-holder community (we are working on making that the entire membership) or to filtered segments of that community as necessary. We do try to limit our blast frequency so that when we do send something it is noted and not glossed over. Again, blasts are managed by the Communications VP and Webmaster. Local Newspaper Articles: You may want to advertise prior to or after a big event in local media. It s a great way to get positive publicity for the school as part of the community. Please submit articles or suggestions for the local papers to the Communications VP who will handle submissions as well as work with Kellie to verify that any students included in photos have not requested that their pictures be withheld from local news sources. Volunteers All members are asked to volunteer at least one hour during the school year. We are fortunate to have many people willing to give their time and talent to PTSA events and projects. These diverse groups of people are extremely valuable to PTSA efforts to enrich the education of our children. As such, we must make best efforts to use our volunteers time and efforts efficiently, and make sure they know how much we appreciate them.
1. Volunteer Contact List: The Volunteer Coordinator will use information collected when members registered to identify people who are interested in helping with your event or have pertinent skills or are able to serve for the required amount of time. The Volunteer Coordinator will send a preliminary email to these groups on your behalf to confirm their interest/availability. You will then receive a contact list in order to pursue their volunteer opportunities for your event further. 2. Signup Genius: As you begin to plan your event, work with the Volunteer Coordinator to set up a Signup Genius. We are using a Pro-level account which enables multiple administrators so that both you and the Volunteer Coordinator can manage your signup jointly. However, you will have primary responsibility for it s content and management; the VC will back you up and troubleshoot. To setup the Genius signup, you will need to provide volunteers the following information: a. Introductory paragraph describing event b. Description of the position/task c. Date(s) and times volunteers are needed d. How many people are needed for each position 3. Announcements: The VP of Communications can help you design and distribute electronic flyers to announce your event and to solicit volunteers. Begin coordinating this effort when you start planning your event. 4. Volunteer Contact: When you contact volunteers, consider contacting those people in a personal manner, via phone or email. For example: a. Hi, I m the Winter Wonderland coordinator and I see on your volunteer survey that you are interested in helping with this event. I need [list of positions]. Would you like to do one of those? b. Hi, I m the Winter Wonderland coordinator and I see on your volunteer survey that you can paint, would you be interested in painting us a backdrop for pictures this year? c. Hi, I m the Winter Wonderland coordinator and I see on your volunteer survey that you can support a 1-2 hour task. Can you fill one of the following 1-2 hour shifts? 5. Background Checks: All volunteers need to be approved through the school district background check process. The school office has a current list of all approved volunteers please check this list at least 2 weeks prior to an event. The Volunteer Coordinator can help with a preliminary check of approved volunteers. Volunteers MUST sign in upon arrival at the school and wear a volunteer badge if the event is conducted during school hours. 6. Volunteer Management: a. Provide clear expectations for their task. b. Help us allay the fear of the Volunteering Black Hole by letting people leave a task when their committed time is up and by respecting the small bits of time as much as the big bits. c. Ask for as much help as you need to do the job but don t schedule too many volunteers either. If volunteers end up standing around they may feel that their time was wasted or unappreciated. d. Try to understand if they are the kind of volunteer who can handle making decisions or if they would rather just follow directions. Empower them or provide clear direction as appropriate. 7. Thanking Volunteers: Show gratitude while the experience is fresh by doing one or more of the following: a. Say thank you. b. Write a thank you note. c. Post a thank you notice on the website, on Facebook, and in the Dolphin Byte (through the Communications VP. d. Provide an inexpensive token of gratitude -- a couple of Hershey Kisses or a Daisy etc. 8. Volunteer Survey: All volunteers will receive a survey from the Volunteer Coordinator in order to improve our volunteer experience in the future.
That said, Thank YOU for being a Committee Chairperson this year!!!!! :)