pvp council of ptas training for 6 vps ,...
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PVP Council of PTAs Training for 6th VPs , Fundraising
1 Revised April 2017
Welcome…
Incoming Council 6th VP: Janet Feigle, [email protected]
Incoming 6th VP Asst: Katie Hirsch [email protected]
Outgoing Council 6th VP: Selina Lai [email protected]
General Responsibilities of 6th VPs
The major responsibility of the fundraising VP and committee members is to raise the funds needed to meet the
proposed unit budget and to work cooperatively with the PTA president and treasurer in accounting for receipts
and disbursements for these activities. The Fundraising committee may also plan specific fundraising events and
activities. You are responsible for finding chairpersons to run your fundraisers and for training them on PTA
procedures for fundraising. If you cannot find a chair for a certain fundraiser, you may either cancel it or chair it
yourself.
Become familiar with state and local requirements for fundraising. These include the school district policy for
use of school grounds, equipment, food services; the local permits for solicitation; municipal regulations for
public gatherings – fire, curfew, traffic, food sales, health and safety; and regulations governing tax-reporting
requirements.
6th VP Meetings – 6th VPs are expected to attend scheduled meetings to share and discuss fundraising ideas,
listen to guest speakers, and receive updates about the PVP Council Costume Closet. The meetings are held at
the Costume Closet Meeting Room, 300 ‘D’ Paseo del Mar, PVE 90274.
Planned Meeting Dates for 2016-2017 School Year
o Thursday, Sept. 7, 10:30am
o Thursday, Oct. 5, 10:30am
o Thursday, Nov. 2, 10:30am
o Thursday, Jan. 11, 10:30am
o Thursday, Mar. 1, 10:30am
o Thursday, May 10, 10:30am IN/OUT Meeting, Council Training
The PVP Council Costume Closet
The Costume Closet is a program of the PVP Council of PTAs. PVP Council Executive Board members are
required to contribute a minimum of 16 volunteer hours at the Costume Closet each year. As 6th VPs, you are
part of the team that keeps the Costume Closet serving our community. Under 6th VP, each school should
have a Costume Closet Representative. This volunteer position can be assigned to a parent or grandparent
who has an interest in fashion design, history, retail sales, sewing, or working with the public in general. We
ask that Costume Closet Representatives work one 2 hour shift each month of the school year (total minimum
time commitment over a school year is 16 hours). We encourage all parents to come volunteer at the Costume
Closet for a fun and rewarding volunteer experience. Costume Closet volunteers earn $5 of rental credit for
each hour of service. We recommend that Costume Closet volunteers aim to work at least one 2 hours shift a
month to become familiar with Costume Closet procedures over time. Please use the attached flyer for your
school registration packets.
PVP Council of PTAs Training for 6th VPs , Fundraising
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From the PTA TOOLKIT…
A. Job Description for Fundraising Chairperson
(web address: http://downloads.capta.org/toolkit/jd/FundraisingChairman.pdf )
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B. Noncommercial Policy
(Web address: http://toolkit.capta.org/finance/fundraising/noncommercial-policy/ )
The noncommercial policy requires that the name “PTA” or the names of PTA officers not be used in conjunction with the commercial activities of other organizations, including, but not limited to, the promotion of their goods and services.
Continuing or repeat projects produced in cooperation with a commercial business may be seen as PTA endorsement of that business, as they may the use of the name of PTA along with the business name in promotions. The association or members in their official capacities shall not be used to endorse or promote a commercial entity or engage in activities not related to the promotion of the Purposes of the PTA.
Do not make a qualitative judgment of the sponsor’s products or services; i.e., Joe’s widgets are the best!
Do not include comparative language or language that implies good quality in the acknowledgment; i.e., Joe’s widgets are so much better than Bob’s widgets!
Do not permit the sponsor to write the acknowledgment of thanks; i.e., Thank you, ABC PTA, for endorsing our product!
Do not ask members or the public to buy the products or services of the sponsor; i.e., Go to Joe’s for your widgets!
Do not advertise a product or service.
Do not endorse a product or service; i.e., Our PTA supports Joe’s.
C. Fundraising and Finance
The financial section of the PTA Toolkit includes a section dedicated to appropriate and legal fundraising. Web address: http://toolkit.capta.org/finance/fundraising/
Topics included are:
Local Requirements for Fundraising Standards for PTA Fundraising Fundraising Committee Responsibilities Committee Procedures Fundraising Inventory Management Noncommercial Policy Sponsorship versus Endorsement Selecting Appropriate Fundraising Activities Obtaining Grants
D. Check out this link for ‘Healthy Fundraisers’
Web address: http://capta.org/pta-leaders/run-your-pta/finance/healthyfundraisers/
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Sample Promotional Flyer for a Restaurant Fundraiser
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Councils and Units
State PTA 33rd District PVP Council of PTAs Unit PTAs
Units are the governing bodies. Council Vice Presidents are asked to provide courtesy copies of training handouts to the
presidents.
Toolkit
The Toolkit has great information and should be the first place to start. Go to Toolkit.capta.org.
Publicity
All flyers to be approved by the PTA President and principal.
Budget
Stay within budget. Obtain approval prior to exceeding budget.
Line items must be released at association meeting before being spent.
To be reimbursed, all expenditures must have an original receipt.
Use the Payment Authorization (disbursement) form and obtain necessary signatures before requesting reimbursement.
Gift cards – if they are donated, they can be given as a gift. PTA money cannot be used to buy gift cards to be given as gifts. PTA money can be used to buy prizes if nominal ($5-$10 range).
Cash Verification
All cash and check deposits require two signatures, one of whom must be a board member.
Determine how cash will be deposited. Cash does not go home.
Insurance and Legal Aspects of PTA:
PVPUSD Requirements
Food trucks – contact the business office ([email protected]) regarding policy for Food Trucks.
Contracts
Authorization from executive board before negotiating
Approval by PTA membership before signing
Signed by two elected officers, one of whom must be the president o “ABC PTA by Jane Smith, President and John Doe, (officer title)”
Length of contract limited to current membership year
Ask vendors to sign Hold Harmless Agreement
If vendor is an independent contractor and services are for more than $600, then need to issue a 1099 and 542.
Raffles
Forms and information on how to conduct a legal raffle can be obtained by going to the California Attorney Generals website. (See www.ag.ca.gov/charities/raffles.htm) A completed registration form and registration fee must be submitted by September 1 (or at least 60 days before your raffle) of each year (September 1 through August 31) during which a raffle is expected to be conducted. A Nonprofit Raffle Report must be completed for the raffles conducted during a reporting year (September 1 through August 31). Reports are due on or before October 1 (California Penal Code section 320.5).
PVP Council of PTAs Training for 6th VPs , Fundraising
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Vendors/Concessionaires/Service Providers
Vendor / concessionaire / service provider must sign PTA hold harmless agreement (found on insurance website)
evidence of insurance ($1M policy required)
Pre-approved vendor list on BB&T Insurance website
Insurance
Provided by CA PTA: Comprehensive General Liability, Directors and Officers Liability, and Fidelity Bond
www.pta.bbt-knight.com
Username: ptausers Password: member
Don’t sign hold harmless (unless get permission from insurance company)
Insurance & Loss Prevention Guide:
Red Light: activities and events that are prohibited
Yellow Light: Activities and events which may require additional insurance, waivers, or certificates of insurance
Green Light: approved activities and events
Hold Harmless Agreement
Incident Report
Parent’s Approval and Student Waiver
Participant’s Waiver Alcohol and PTA Events Selling Alcohol In accordance with the California State PTA insurance program, PTAs may not engage in the sale of alcoholic beverages. Donated alcohol may be used as auction items provided the auction is held at a nonschool- site location and the contents are not decanted during the event or on the premises. Serving of Alcohol at PTA Events The California State PTA strongly urges PTAs to refrain from serving alcoholic beverages at PTA functions. Any alcoholic beverages must be provided and served by a licensed establishment or catering company that has the appropriate permits and insurance. The PTA may not collect for the cost of the alcoholic beverages through ticket sales. This cost must be paid separately to the licensed establishment. Advertising/Endorsements/Sponsorships
Do not advertise or endorse any product or service.
Accepting contributions
Do not say ‘your contribution is tax deductible’. State that your nonprofit is a 501(c)3 nonprofit and their gift may
qualify as a charitable donation for federal income tax purposes
Allergies
PTAs should be aware of food allergies and plan events accordingly.
PTAs and PEF
PTAs are asked not to plan any fundraising events 6 weeks before Main Event.
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Unit Level 6th VPs and the Costume Closet
The Costume Closet is a program of the PVP Council of PTAs. It is staffed by volunteers from each unit and the community. PVP Council of PTA Executive Board members are required to contribute a minimum of 16 volunteer hours at the Costume Closet. Volunteers earn credits that can be used to rent costumes. At most schools, the Costume Closet falls under the 6th VP because when the Costume Closet makes money, these funds are returned to our PVPUSD PTAs according to the hours contributed by their volunteers. Did you know that the Costume Closet is likely the only operation of its type? Sure, there are costume rental houses and there are schools that offer costume rentals on a very small scale, but we have not found any other PTA-run costume rental house that offers some 8,000 costumes and accessories and returns profits (when we can) to the PTAs that provide our labor. Yes, we think we’re kind of awesome…because only because it’s true! By meeting regularly with other 6th VPs, we can share what works and what doesn’t and bounce ideas, strategies and struggles off of other officers who share many of your duties. Here are some Costume Closet-centered ideas to get you started.
Find out when your Walk-Through events (elementary) are scheduled and actively promote through room moms, or other communication tools your school uses during the couple of weeks prior to the event. Remember to mention that Walk-Throughs are eligible for discounted rentals.
Having a themed fundraising event? Be sure to mention that the Costume Closet can outfit you for pretty much any
theme. The Costume Closet supplied some fantastic costumes for Lunada Bay’s recent Marti Gras - themed fundraiser.
Intermediate schools have student newspapers. By tying themed Cotillions to the student newspaper, the students know that they can get their outfits from the Costume Closet.
Halloween! What can we say? This is a terrific time for publicity on the rental side, as well as the volunteer side. The
Council 6th VP will provide flyers and promotions to unit 6th VPs and 5th VPs.
For proms and debutante dresses, the Costume Closet has a large selection of formal wear. High school students and young ladies in service organizations like Las Hermanas and NCL can take advantage of this.
We want to hear from you! How can we support you as you support us? To that end, as 6th VPs in charge of the Costume Closet, you should sign up for at least one shift a month. You’ll gain the experience necessary to promote the Costume Closet, not as some abstract idea, but as an important community resource deserving of support and recognition. Why volunteer here? Yes, there are benefits!
For each hour you work, you’ll receive $5 in rental credit. Costumes may cost you nothing!
Flexible scheduling means you can pick a shift that works for you.
You’ll have on-site training by a fun and dedicated staff.
Hey, there’s coffee!
You’ll enjoy the knowledge that you’re helping PVPUSD schools, Council and the community.
We are proud of the Costume Closet and what it means to our community. We hope you’ll enjoy spending time with us and helping us grow.
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