Arrowhead PTA 6.10.5Board of Director & Committee Training

August 27, 20136:30 – 8:00 pmArrowhead Library

Welcome/Introductions

Keeping it S.A.F.E

Board of Director Business

Committee Reports

Treasurer Reports

Committee Chair Training

Upcoming Events

Agenda

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Welcome

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•Introductions

•Name

•# of Kids/Ages

•PTA Role (can simply be meeting attendant!)

Keeping it S.A.F.E!

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•Simple/Sustainable, Accessible, Fun, and Enlightening

•Board of Directors vs. General – Drives when we vote (and what we vote on)– All meeting types are open to everyone!

•6:00 Pre-Meeting Social (30 minutes prior)

•Fast Introductions

•Survival Kits – Using the Paddle!

Board of Director Business

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•Approval of Meeting Minutes, Quorum Established

(motion required)

• Standing Rules Revisions (VPs Anne Bartol and Anna Gilbert)(motion required)

Overall Goals for 2013-2014

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• Increase Community Awareness through– Increased PTA Meeting attendance

– Including Teachers & Staff– More Weekly Mailing subscribers– Increased PTA membership– More parent education opportunities– Increased use of technology

– Website visits, Facebook likes, E-mails opened

• Increase Partnership with MLC program

• Continue to keep it S.A.F.E.

(motion to adopt these goals will occur Oct 8)

Check out new PTA Checklist on Web!

Introducing Our New Logo!

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Thank you to Kay Nakajima!

Committee Reports

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• CARE Update – Coleen Frederick (on behalf of Laura Nordyke)

• Open Chairs – Anna Gilbert/Anne Bartol

• Welcome Back Event – Holly Reed

– 5:00 – 7:00pm

– New Families (special table)

• Fall Club News• After School Basketball – Angela Cummings

• After School Drama – Anne Bartol

•Membership Update – Erin Person

Treasurer’s Report

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• 2013-2014 budget changes

• 2012-2013 Year End Financial Report

• June 2013 Financial Highlights

• July 2013 Financial Highlights

• Financial Review Report – Erin Person

2013-2014 Budget

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2013-2014 budget revisions (for vote October 2013):– Add $900 to staff funds due to increased staff– Add $100 to membership budget

Refer to online link for the 2013-2014 budget file on PTA meeting materials page titled Appendix A.

Financial Highlights for the entire 2012-2013

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Cash as of 6/30/13 $46,571

Revenue for 2012-2013 $50,208

Expenses for 2012-2013 $(48,500)

Favorable difference of $1,708

Refer to online link for the 2012-2013 budget file on PTA meeting materials page titled Appendix B.

June 2013 Financial Highlights

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Cash as of 6/30/2013 Checking $28,673.36 and Savings $17,897.58

June Income     $ 5,165.34June Expense    $ (6067.34)Net Incr/(Decrease) $ (902.00)

Income 

          Hawk Walk Donations $ 2,538.60          Carnival $ 2,385.25

Expenses 

          Americana Quilts $ (1,074.88)          Hawk Walk Expense $ (768.28) Carnival Expense $ (450.57) Classroom Art Funds $ (530.50) Staff Funds $ (1,653.57)

Carnival Recap: Original budget of $1208, $208 added for police officer.  Rock Auto donated $175 for the Striker game.  Expenses came in at 1209.29   Budgeted income of $1000; actual income $2385.25.  Net profit on carnival $1,175.96.  GREAT JOB ReBecca!! 

 Hawk Walk Recap: Total donations as of 6/30/13 $15950.60, plus $2575 from Sponsors.  Total expenses are $1267.35, plus $2228.91 for t-shirts.  Next profit on Hawk Walk of $15029.34.  Matching funds are still trickling in.  GREAT JOB Erin and Cathy.

      

July 2013 Financial Highlights

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Cash as of 7/31/2013 Checking $28,713.14 and Savings $17,899.86

July Income     $ 46.24July Expense    $ (4.18)Net Incr/(Decrease) $ 42.06 

Income 

          Hawk Walk Donations $ 40.00

       

Expenses 

          No significant expenses in July

      

Erin Person

Financial Review Report

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Anne Bartol – co-VP Clubs/Events

Anna Gilbert – co-VP Clubs/Events

Natalie Bachiri –co-VP Communications

Amy Smith - Treasurer

Committee Chair Training

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Tips for Committee Chairs – Where do I start?

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•Talk to previous chair

What worked well?

Suggestions for change

Committee notebook

•Meet Executive Team contact

Anne Bartol and Anna Gilbert

•Committee Chair Quick Reference Guide and on website

•Recruit Volunteers

Tips for Committee Chairs – Communicating Your Event/Activity

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•Hawk Talk Newsletter/Hawk Highlights Weekly Reminder

•First Newsletter deadline – Sept 5

•PTA website – update committee page by Sept. 30th

•Facebook

•Roller board

•Posters on School Walls – use approved tape

•Permission from office/teachers/staff to use window

•Ask for help from the Graphics Coordinator

•Keep forms updated on PTA wall

•Must include “This is a PTA sponsored event.” on all communications

Tips for Committee Chairs – Where to Find Supplies

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After determining what supplies you will need:

•Check the PTA Container before purchasing supplies

Behind gym, office needs to call to have it opened

If items are not marked, they are OK to use

Tips for Committee Chairs – Notebook and Committee Reports

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•Notebooks – please keep current

What would be helpful for future chairs?

•Post updates on website

•Keep your Exec Team contact in the loop

•Give updates at PTA meetings

Tips for Committee Chairs – Contracts, Insurance, Background Checks

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Contracts •PTA assumes responsibility & legal obligation to comply with terms and conditions of contracts including any payment specified by the contract

•Signed by 2 elected officers; need 2 copies

Insurance - Outside vendors must provide

Background Checks for Parent Volunteers•Required for all school/PTA events

•Forms available in the office.

Tips for Committee Chairs – Coordinating with the School

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•Before & directly after school events require parent permission slip in addition to registration form

Class roster to office at least 2 work days prior to event start

Office must receive permission slip for child to participate

PTA member must be present during entire activity and until all students are signed out by parent/guardian

Any student’s name must be cleared each time by the office prior to publishing in any newsletter, etc.

Office copy machine & die cut machine policy – Exec. Team only

Tips for Committee Chairs – Other Important Info

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•Do NOT change dates/room locations – if there is an issue, contact Jenny

•Check your mailboxes often – especially during enrollment

•Wrap-up committee activities

Send surveys to participants

Thank everyone involved – website/ticker, newsletters, email, etc.

The Financial Budget -

•Each committee has a budget for 2013-2014.

•Committee Chairs are responsible for not exceeding their budgeted expenses.

•For income producing committees, it is important to keep the Vice Presidents apprised of concerns meeting budgeted revenue.

Financial Training for Committee Chairs

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As a Committee Chair you may be responsible for the following:

• Purchasing or procuring items

• Handling Funds – checks and cash

• Assisting with scholarship for PTA Sponsored Programs

The good news is, we have established process and procedures in place to make this easy!

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Navigating the Financial World of Arrowhead PTA

1. If other PTA members are purchasing on behalf of your committee, clearly communicate the amount you have authorized them to spend.

2. If they overspend thank them for their generous donation!

3. Save all your receipts. Expenses can’t be reimbursed to you or others if there is not documentation supporting the expense.

4. Complete an Expense Reimbursement Form with attached receipts. Leave expense reimbursement requests in the Treasurer’s mail box located in the office.

5. Expect a check in your Committee box in less than a week!

Purchasing Items for your Committee

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Cash Boxes- Some events require starter cash

1.5 Days prior to your event, submit an expense reimbursement form to the Treasurer. Specify the committee and the funds are for starter cash.

2.The Treasurer will issue a check in your name and you will cash it.

3.Prior to your event, obtain one or more cash boxes. Cash boxes can be found under the PTA mailboxes in the office. You will also need a cash deposit sheet and a calculator.

4.Never leave the cash box unattended at an event!

5.After the event, make sure two PTA members simultaneously count the cash, and properly complete the cash deposit sheet. Cash deposit sheets must be signed by counters.

6.Roll coins and bundle bills by denomination.

7.Prearrange with the Treasurer for collection of the deposit. PTA cash cannot be kept in your home .

Handling the Money

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Deposits-

•Checks should always be made out to Arrowhead PTA.

•Never leave cash unattended.

•Money should always be counted by two PTA members immediately after an event. Roll coins and bundle cash by denomination.

•Counters should completely fill out the cash receipts form. List the last name on the check and the amount on the back of the cash receipts form. List cash on the front of the form.

•Ask Treasurer for assistance at PTA event if you need help.

•Prearrange with the Treasurer for immediate pick up of the deposit.

Handling the Money

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•PTA will grant up to $60 per child to participate in 2013-2014 PTA sponsored events. The Treasurer will track scholarship usage to ensure the $60 is not exceeded.

•Parent’s can find the Scholarship form on the web under Treasurer. Please have Parent’s complete the form and place it in the Treasurer’s mailbox.

•Information regarding Scholarship requests are to be kept confidential.

•It is important to note - Scholarship can only be used for PTA sponsored events.

Scholarships

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•Expense Reimbursement Form, Cash Deposit, Scholarship Form and Money Handling Instructions can be found on the Arrowhead PTA website.

•Remember, as a Committee Chair you are responsible for managing your budget.

•If you have financial related questions your Treasurer is there to help! Contact me at treasurer@ptaarrowhead.org.

Financial World of Arrowhead PTA

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Wednesday, Aug 28

Teacher Meet & Greet, Supply Drop 4:30am – 5:15pm

Welcome Back Event, Gym 5:00 – 7:00pm

Tuesday, Sept 3

First Day of School!

Friday, Sept 6

First Popcorn Friday

Tuesday, Sept 10

Curriculum Night (6:15 – 1 & 2 and 7:00 – 3 & 4)

Tuesday, Sept 17

Curriculum Night (6:15 – K & MLs and 7:00 – 5 & 6)

Upcoming Events

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