Arrowhead PTA 6.10.5Board of Director & Committee Training

August 28, 20126:30 – 8:00 pmArrowhead Library

Welcome/Introductions

Meet Arrowhead’s New Principal: Jesse Harrison

Keeping it S.A.F.E

Board of Director Business

Committee Chair Training

Committee Reports

Treasurer Report

Fall Fundraiser

Upcoming Events

S.A.F.E.ty Clip Topics

Agenda

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Welcome

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•Introductions

•Name

•# of Kids/Ages

•PTA Role (can simply be meeting attendant!)

•Introducing Jesse Harrison

Keeping it S.A.F.E!

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•Simple/Sustainable, Accessible, Fun, and Enlightening

•New Meeting Format

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

•Fast Introductions

•Survival Kits – Using the Paddle!

•S.A.F.E.ty clips

•Saving Open Forum to the end

Board of Director Business

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• Board of Directors vs. General Meetings

• Approval of Meeting Minutes, Quorum Established

(motion required)

• Standing Rules Revisions (VPs Anne Bartol and Amy Smith)(motion required)

Anne Bartol – VP

Amy Smith – VP

Coleen Frederick - 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

Amy Smith and Anne Bartol

•Committee Chair Quick Reference Guide and Check List for Activity Committees on website

•Recruit Volunteers

Tips for Committee Chairs – Communicating Your Event/Activity

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•Hawk Talk Newsletter/Hawk Highlights Weekly Reminder

•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

•PTA room in library is for Hospitality Committee, Exec. Team, and Art Docent supplies only

Roller board/letters & sign out sheet are kept here – get key from office

•If you need prizes for an event or equipment donated, talk to Allison Barr our very amazing Procurement Chair. She is a whiz at getting things donated to our PTA!

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.

•Afterschool Clubs – Same Start Time (3:45)

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 Rose

•Check your mailboxes often – especially during enrollment

• Take pictures and have fun! Check with office prior to publishing student photos

•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 2012-2013.

•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 2012-2013 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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Committee Reports

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• CARE Update – Jackie Suarez (on behalf of Laura Nordyke)

• Open Chairs – Jackie Suarez

• Product Sales Update – Jackie Suarez (on behalf of Ann Tillotson)(motion required)

• New Family Event – Jackie Suarez

– New Families Only until 6:30

• Ice Cream Social – Jeanne Leasure/Holly Reed

– Committee Chair Table Sign Up

Committee Reports (cont)

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• Club News• Lego Club – Erin Person

• New Art Vendor - Christine Harold

• Sewing Club – April Rose

• Board Game Club – Ken Rufo

Board Game Club

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• Proposal - Grades 1-3, 90 minutes, Thursdays

• Purpose – Use Game to Enrich After School

•Method – Quality Analog Games that are Age-Appropriate and Skill Building

•What sort of skills?• Socialization

– Turn-taking, Good Winning/Good Losing, Cooperation

• Problem Solving

– Short-term vs. Long-term thinking, Pattern Recognition, Spatial Reasoning

• Fundamentals

– Following instructions, Addition/Subtraction, Memory

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Examples of Board Games (motion required)

• 2012-2013 budget

•2011-2012 Year End Financial Report

•June and July 2012 Financial Highlights

•Financial Review Report – Erin Person

Treasurer’s Report

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2012-2013 budget revisions:

•Added Product Sales revenue and expense of $100

•Added After School Science revenue and expense $1,280

•Changed Read A Thon to Fall Fundraiser

•Changed Welcome Family Dinner to New Family Events

•Updated Projected Cash as of 6/30/13 to be $38K based on actual Cash as of 6/30/12.

2012-2013 Budget

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Budget Summary for 2012-2013

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Revenue Expense Variance

Budget for Income Producing Committees $ 47,750.00 $ (17,322.50) $ 30,427.50

Budget for Non-Income Producing Committees $ (10,325.00) $ (10,325.00)

Budget for Other Programs $ (20,755.00) $ (20,755.00)

PTA Administrative Expenses $ (5,200.00) $ (5,200.00)

Budgeted Cash In/(Out) for 2012/2013 $ 47,750.00 $ (53,602.50) $ (5,852.50)       

       

Cash as of 6/30/2012     $ 44,862.90

Budgeted Cash In/Out) for 2012/2013     $ (5,852.50)

Less: Designated Funds for Reader Board     $ (1,000.00)

Projected Cash as of 6/30/2013     $ 38,010.40

Budget Detail for 2012-2013

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Budget for Income Producing Committees Income Expense Net

After School Science $ 1,280.00 $ (1,280.00) $ -

Art Auction      

Chef's Club $ 700.00 $ (700.00) $ -

Donations $ 4,000.00   $ 4,000.00

Emergency Prep. $ 400.00 $ (600.00) $ (200.00)

Geo Club $ 250.00 $ (250.00) $ -

Hawk Walk $ 17,000.00 $ (2,000.00) $ 15,000.00

Interest Income $ 70.00   $ 70.00

Movie Night $ 500.00 $ (500.00) $ -

Missoula Children's Theater $ 3,300.00 $ (3,500.00) $ (200.00)

Pancake Breakfast $ 875.00 $ (950.00) $ (75.00)

Popcorn $ 700.00 $ (580.00) $ 120.00

Product Sales $ 100.00 $ (100.00) $ -

PTA Membership $ 3,675.00 $ (3,462.50) $ 212.50

Fall Fundraiser $ 13,000.00 $ (1,500.00) $ 11,500.00

School Carnival $ 1,000.00 $ (1,000.00) $ -

School Dance $ 900.00 $ (900.00) $ -

Budget for Income Producing Committees $ 47,750.00 $ (17,322.50) $ 30,427.50

Budget Detail for 2012-2013

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Budget for Non-Income Producing Committees ExpenseArt Docent $ (400.00)Art Night (designated funds) $ (1,000.00)Care $ (450.00)Dad's N Doughnuts $ (150.00)Directories $ (200.00)Fall Family Fun Night $ (400.00)Grandparents Event $ (50.00)Green/Garden Team $ (450.00)Hospitality $ (350.00)Ice Cream Social $ (300.00)Legislation $ (650.00)Parent Education $ (150.00)PTA Awards $ (550.00)Reflections $ (100.00)Science Fair $ (600.00)Student Enrichment (SEC) $ (3,300.00)Staff Appreciation $ (700.00)Talent Show $ (100.00)New Family Events $ (425.00)Budget for Non-Income Producing Committees $ (10,325.00)

Budget Detail for 2012-2013

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Budget for Other Programs Expense Author's Fair $ (750.00)Art - Classroom Funds (designated funds) $ (1,875.00)Art - All School Event (designated funds) $ (1,280.00)Bank-A-Meal $ (500.00)Classroom Enrichment $ (2,000.00)Field Day $ (100.00)Health Room Fund $ (200.00)Library Resources $ (500.00)Math/Reading Support $ (500.00)Music Appreciation $ (500.00)OLC Cooking Funds $ (350.00)Physical Education $ (500.00)School Assemblies $ (2,000.00)

PTA Scholarship Funds - (for PTA sponsored clubs) $ (500.00)Scholarships $ (800.00)Science Afloat $ (1,100.00)Spring Writing Class $ (100.00)Student Appreciation $ (700.00)Staff Funds $ (6,500.00)Budget for Other Programs $ (20,755.00)

Budget Detail for 2012-2013

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PTA Administrative Expenses Expense

Communication $ (850.00)

Bank Fees $ (50.00)

Admin. Expense $ (2,000.00)

PTA Training/Convention $ (2,300.00)

PTA Administrative Expenses $ (5,200.00)

Cash as of 6/30/12 $44,863

Revenue for 2011-2012 $54,407

Expenses for 2011-2012 $46,612

Favorable difference of $7,795

Financial Highlights for the 2011-2012

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Income Producing Committees

Financial Highlights for 2011-2012

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Fundraiser Revenue Expense Net Net Budget VarianceFall Fundraiser $14,396 $ 1,254 $13,143 $ 11,000 $ 2,143 Hawk Walk $17,596 $ 2,747 $14,849 $ 15,000 $ (151)Art Auction $ 4,655 $ 716 $ 3,939 $ 1,000 $ 2,939 Other Donations $ 4,539 $ 273 $ 4,266 $ 4,000 $ 266 Total PTA Dues $ 3,779 $ 3,617 $ 162 $ 361 $ (199)MCT $ 3,327 $ 3,623 $ (295) $ (200) $ (95)After School Science $ 1,380 $ 1,280 $ 100 $ - $ 100 Emergency Prep $ 1,105 $ 381 $ 724 $ (500) $ 1,224 Pancake Breakfast $ 874 $ 979 $ (105) $ - $ (105)Movie Night $ 492 $ 380 $ 112 $ - $ 112 School Dance $ 816 $ 912 $ (96) $ 200 $ (296)Popcorn $ 766 $ 485 $ 281 $ - $ 281 Chef's Club $ 340 $ 271 $ 69 $ - $ 69 Product Sales $ 260 $ - $ 260 $ - $ 260 Interest $ 76 $ - $ 76 $ 120 $ (44)Other Income $ 7   $ 7 $ - $ 7 Total $54,408 $ 16,916 $37,492 $ 30,981 $ 6,511

Financial Highlights for 2011-2012, cont. Non- Income Producing Committee Expenses

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  Expense

Budget Expense

Art Docent $85 $400 $315 Art Night (designated funds) $139 $500 $361 Care $325 $350 $25 Classic Books $0 $200 $200 Dad's N Doughnuts $60 $100 $40 Directories $70 $200 $130 Fall Family Fun Night $395 $400 $5 Geography Club $208 $90 ($118)Grandparents Event $0 $50 $50 Green/Garden Team $328 $350 $22 Hospitality $287 $350 $63 Ice Cream Social $263 $300 $37 Legislation $410 $650 $240 Parent Education $0 $150 $150 PTA Awards $518 $550 $32 Reflections $71 $200 $129 Science Fair $437 $600 $163 Student Enrichment (SEC) $2,528 $3,300 $772 Staff Appreciation $625 $600 ($25)Talent Show $24 $100 $76 New Family Events $392 $425 $33 Expense for Non-Producing Committees $7,165 $9,865 $2,700

Financial Highlights for 2011-2012, Cont. Expense for other Programs

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 Expens

e Budget ExpenseAuthor's Fair $750 $750 $0 Art Fund - Music Appreciation $750 $750 $0 Art - Classroom Funds (designated funds) $1,181 $1,500 $319 Bank-A-Meal $500 $500 $0 Classroom Enrichment $1,000 $2,000 $1,000 Field Day $0 $100 $100 Health Room Fund $213 $200 ($13)Library Resources $493 $500 $7 Math/Reading Support ($108) $500 $608 Music Appreciation $503 $500 ($3)OLC Cooking Funds $350 $350 $0 Physical Education $379 $500 $121 Programs (Counseling Programs) $3,900 $3,900 $0 PTA Scholarship Funds - (for PTA sponsored clubs) $495 $400 ($95)Scholarships $0 $1,200 $1,200 Science Afloat $2,200 $2,200 $0 Spring Writing Class $63 $100 $37 Student Appreciation $480 $700 $220 Staff Funds $5,695 $7,000 $1,305

Expense for Other Programs$18,84

4 $23,65

0 $4,806

Financial Highlights for 2011-2012, Cont. Expense for Administrative Costs

Expense Budget ExpenseCommunication $367 $1,100 $733 Bank Fees $102 $50 ($52)Admin. Expense $1,736 $2,000 $264 Sales Tax $75 $80 $5 PTA Training/Convention $1,407 $2,300 $893 Expense for PTA Administrative Expenses $3,687 $5,530 $1,843

June 2012 -

Total Revenue: $1,690

Total Expense: $4,442

Significant Expenses:• Staff funds $1,800• Classroom Art $ 375• Music Appreciation $ 305• Physical Education $ 200• Communication $ 200

July 2012 – No significant expenses to report.

Financial Highlights for June & July 2012

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Fall Fundraiser – “Change” is in the Air!

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• Why the Change?

– Arrowhead Fall Fundraiser History

– Outcome of Recruiting Efforts

– "Keeping it S.A.F.E." with a Fall Fundraiser Modification

• Proposed Approach (motion required)

–Fall Fundraiser Chairs - Lisa Nelson and Kristen Green

Thursday, Aug 30

Teacher Open House 11:30am – 12:15pm

Tuesday, Sept 4

First Day of School!

Friday, Sept 7

First Popcorn Friday

Tuesday, Sept 11

New Family Event 5:45pm on playground

Ice Cream Social 6:30pm in gym

Upcoming Events

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S.A.F.E.ty Clip Items?

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