PTO COMMITTEE CHAIR INFORMATION This packet includes all the information you will need for the 2015-16 school year. Welcome back returning Committee Chairs; please review the information in case something has changed and for new Chairs, we hope you find this information useful with your Committee planning. Please contact your Board Liaison or Desiree Wallin (Volunteer Coordinator) with any questions: volunteer@mvpto.org. We are all here to help! Thank you for volunteering for the KMV PTO! We couldn t do what we do with out and we appreciate you! 2015-16 BOARD Co-Presidents Co-Vice Presidents Co-Secretaries Treasurer Karen Meinerz Desiree Wallin Nichole Weil Tyler Torba karen.meinerz@cox.net Desiree.Wallin@cox.net Nicholecweil5@gmail.com Tyler.willis80@gmail.com (480) 540.1282 (480) 773.3982 (512) 663.8277 (602) 582.5584 Jen Yee Mindy Olson Elizabeth Tudor iamjenyee@gmail.com omindy@ymail.com entudor@yahoo.com (602) 725.0730 (602) 751.3047 (214) 762.2079 COMMITTEE MEETINGS @ 8am GENERAL MEETINGS @ 6:30pm unless noted Room 24 unless told otherwise Childcare and pizza provided August 26, 2015 August 7, 2015 (After Welcome Back Breakfast) September 23, 2015 September 28, 2015 October 21, 2015 December 16, 2015 (cookie exchange) November 16, 2015 January 25, 2016 January 20, 2016 March 21, 2016 March 16, 2016 April 25, 2016 (final Rock Star Award meeting) ** If you cannot attend the Committee Meeting during your planning or actual event month, please submit an update to your Board Liaison before the meeting. PTO BOARD COMMITTEE LIAISONS: Karen Meinerz: PSC, PTO email, Hospitality, School/PTO Calendar, Family Breakfast, Carnival, & Movie Night Jen Yee: Spirit wears, Heritage Garden, Mom and Son Bowling Event, Project Brain Power & Site Council Updates Desiree Wallin: Volunteer Committee, Record Keeper, School Cents, Watch DOGS, Marquee, EBlast, Facebook, Website, and Sweetheart Dance Mindy Olson: Workroom, Art Masterpiece, Book fair Nichole Weil: Spirit Wear and Gear, Reading Wall, Pumpkin Walk Elizabeth Tudor: Boxtops and Labels for Education, Directory, Family Dinner Nights (FDN) Tyler Torba: Teacher Support Committee, Yearbook, and Bingo Night
MUST DO:! Always get flyers approved by Ms. Ramundo. Email a copy to her directly (cc Elaine and cc your Board Liaison). Please allow for 48 hours for approval.! Our Facilities request process is now automated and the PTO Board Secretary should have requested a high-level facilities request in our computer system. This automatically flags Elaine in the office. Please follow up your board liaison to make sure we have included any and all needs (room, time, custodian, extra trash cans, tables, lighting, A/C, etc.) for your event.! Print Shop: Submit printing requests to your board liaison & Elaine for Print Shop after approval from Ms. Ramundo. Allow 2-3 school days for delivery.! Request an updated classroom count from the office to count out flyers by classroom. If time sensitive, alert the teachers with a clearly marked notice. Please try to allow for a couple of days for teachers to pass out flyers. You can also follow up with your Board Liaison who can then email our teacher liaison who can send out a message to all the teachers.! Teacher Workroom: You may use the workroom copier if it is not in use and when you have 30 pages or less to copy. Elaine has PTO copier code. Only use the laminator if you have been trained by PTO Workroom Chair. The laminator is a very expensive and sensitive piece of equipment and we want to make sure it lasts us a long time. If your Committee laminates a large amount, please let your Board liaison know so we can replace laminate if necessary.
KMV PTO COMMITTEE CHAIR CHECKLIST " Checked the PTO CALENDAR to make sure Event Date works with schedule. " Received BINDER or FOLDER with forms and instructions from past Chair. " Know where WORKROOM, PTO STORAGE CLOSET, PTO SAFE ROOM is located. " Checked my Committee HANGING FOLDER in the Teacher Workroom PTO file cabinet. " MARQUEE: email request to Chair, Desiree Wallin (desiree.wallin@cox.net) by to be included on the updated Marquee (generally updated Friday morning). " Follow up with Board Secretary, Elizabeth Tudor to make sure you have what you need in the facilities request. " E-BLAST TUESDAY: Email Desiree Wallin a small write up by Friday of the previous week and attach any flyers/docs to your email (remember they must be approved by Ms. Ramundo). " GOOGLE CALENDAR (linked to PTO website): email additions to Desiree Wallin. " Submit request for WEBSITE additions to Desiree Wallin (Desiree.wallin@cox.net) " FACEBOOK: Email small write up and date to post request to Desiree Wallin. " VOLUNTEERS for event/activity, consider all of the following: o List of volunteers provided by Volunteer Coordinator o Teachers o KMV Student Council (Whigham) and NEHS (Hartland) o Local Boy/Girl Scouts o Altedena & DV Honors Society, DV Key Club " Consider DONATIONS instead of purchases for event/position from local businesses " Consider adding any school CLUBS, ART, ENRICHMENT ORGs into event (i.e. Does Lion s Roar Choir want to perform or do we have student artwork to display?) " Keep BOARD LIAISON in the loop on status and business pertaining to your event (via email and attend committee meetings) " Remember to take PHOTOS of the event for our YEARBOOK or designate a volunteer to take pictures " PTO NEWSLETTER: Please send brief submissions and/or photos to your Board Liaison to be included in the PTO Newsletter. We want to include your Committees successes, photos and special thanks to your volunteers. " At the end of the event, UPDATE COMMITTEE BINDER/FOLDER to pass on to next Chair (include instructions, important notes, suggestions, photos are always good so the next chair knows what to do and how the event looked)
FINANCIAL PROCEDURES You are responsible for maintaining your committee s budget. Special requests for additional funding must be brought to the PTO Board before the budget is exceeded. Treasurer business is conducted through the TREASURER folder in the PTO File Cabinet in the workroom, by phone and/or by e-mail. Counted CASH should be dropped in the PTO safe with a Safe Drop Cash Count slip as soon as it is collected. It is a violation of PTO Bylaws to take PTO cash home. Treasurer forms are available in the PTO file cabinet. REIMBURSEMENT OF FUNDS (when you use your own money): 1) Save all original receipts 2) Fill out a Reimbursement form and attach original receipts 3) Put the form and receipts in the PTO President folder in Workroom PTO File Cabinet 4) President will sign forms and place in Treasurer folder 5) Treasurer will pick up forms every TUESDAY & THURSDAY and have checks available the following Tuesday or Thursday. 6) Treasurer will either place check in your Committee folder or mail check if you include your mailing address and request the check be mailed. **Deadline for reimbursement is May 1 st (unless your event is after that date) PAYMENT REQUEST (when you need a check in advance for vendor or PTO can pay vendor directly): 1) Fill out Payment Request form 2) Attach supporting paperwork (quotation, invoice, receipt) 3) Place in PTO President folder to be signed 4) PTO President will sign and place in the Treasurer File 5) Treasurer will pay vendor directly or place check in Committee folder if you need to pay in person in advance ** Please coordinate closely with Treasurer if you have special circumstances and time restrictions. DEPOSIT NOTICE: If you are in charge of an activity that generates money you must verify the total amount being turned in, have the count witnessed, double counted and complete a Deposit Notice form to accompany the deposit. The form and money must be secured in a zippered, deposit bag and handed to a PTO President, PTO Treasurer or dropped in the PTO safe (Treasurer Tyler Torba, Elaine and Ms. Ramundo have a key to the safe room). CASH BOX/BAG REQUEST: If you are in charge of an activity that needs to have change prepared, complete a Cash box/bag Request for each bag/box required and submit to the TREASURER file at least one week before the event. Along with the email request, call or text Tyler Torba (602) 582.5584 to make her aware of your need. Cash boxes require a trip to the bank, so advance notice is essential. When you receive your cash box/bag, you must initial Cash Request form verifying amount received BEFORE the event starts. The Treasurer will include a Deposit Notice along with your Cash Request with each box/bag. Extra forms can be found in the PTO file cabinet if necessary.
CONTRIBUTION REPORT FORM: All free services, gifts and contributions to the PTO need to be reported to the PTO Treasurer on a Contribution(s) Report form. Failure to do so can jeopardize our 501(c) (3) status. Please follow instructions on the form. WRITTEN ACKNOWLEDGEMENT of CONTRIBUTION: Single contributions over $249.99 require special handling. If you anticipate a contribution of this kind, you should consult with the PTO Treasurer prior to contacting the prospective donor. In any case, this form must be completed by December 31 st in the calendar year in which the contribution was made and failure to comply can jeopardize our 501(c)(3) status. DISCLOSURE UPON RECEIPT of CONTRIBUTION: Single contributions of $75 or more where at least part of the contribution paid for goods or services provided by the PTO, also require special handling. If you anticipate a contribution of this kind, please consult the PTO Treasurer. This form also must be completed by December 31 st in the calendar year in which the contribution was made and failure to comply can jeopardize our 501(c)(3) status.