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Arrowhead PTA 6.10.5 Board of Director

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Arrowhead PTA 6.10.5 Board of Director & Committee Training August 28, 2012 6:30 8:00 pm Arrowhead Library – PowerPoint PPT presentation

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Title: Arrowhead PTA 6.10.5 Board of Director


1
Arrowhead PTA 6.10.5Board of Director
Committee Training
  • August 28, 2012
  • 630 800 pm
  • Arrowhead Library

2
Agenda
  • Welcome/Introductions
  • Meet Arrowheads 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

3
Welcome
  • Introductions
  • Name
  • of Kids/Ages
  • PTA Role (can simply be meeting attendant!)
  • Introducing Jesse Harrison

4
Keeping it S.A.F.E!
  • Simple/Sustainable, Accessible, Fun, and
    Enlightening
  • New Meeting Format
  • 600 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

5
Board of Director Business
  • 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)

6
Committee Chair Training
  • Anne Bartol VP
  • Amy Smith VP
  • Coleen Frederick - Treasurer

7
Tips for Committee Chairs Where do I start?
  • 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

8
Tips for Committee Chairs Communicating Your
Event/Activity
  • 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

9
Tips for Committee Chairs Where to Find Supplies
  • 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!

10
Tips for Committee Chairs Notebook and
Committee Reports
  • 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

11
Tips for Committee Chairs Contracts, Insurance,
Background Checks
  • 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 (345)

12
Tips for Committee Chairs Coordinating with the
School
  • 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 students 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

13
Tips for Committee Chairs Other Important Info
  • 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.

14
Financial Training for Committee Chairs
  • 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.

15
Navigating the Financial World of Arrowhead PTA
  • 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!

16
Purchasing Items for your Committee
  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 cant 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 Treasurers mail box located in
    the office.
  5. Expect a check in your Committee box in less than
    a week!

17
Handling the Money
  • Cash Boxes- Some events require starter cash
  • 5 Days prior to your event, submit an expense
    reimbursement form to the Treasurer. Specify the
    committee and the funds are for starter cash.
  • The Treasurer will issue a check in your name and
    you will cash it.
  • 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.
  • Never leave the cash box unattended at an event!
  • 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.
  • Roll coins and bundle bills by denomination.
  • Prearrange with the Treasurer for collection of
    the deposit. PTA cash cannot be kept in your home
    .

18
Handling the Money
  • 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.

19
Scholarships
  • 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.
  • Parents can find the Scholarship form on the web
    under Treasurer. Please have Parents complete
    the form and place it in the Treasurers mailbox.
  • Information regarding Scholarship requests are to
    be kept confidential.
  • It is important to note - Scholarship can only be
    used for PTA sponsored events.

20
Financial World of Arrowhead PTA
  • 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_at_ptaarrowhead.org.

21
Committee Reports
  • 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 630
  • Ice Cream Social Jeanne Leasure/Holly Reed
  • Committee Chair Table Sign Up

22
Committee Reports (cont)
  • Club News
  • Lego Club Erin Person
  • New Art Vendor - Christine Harold
  • Sewing Club April Rose
  • Board Game Club Ken Rufo

23
Board Game Club
  • 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

24

Examples of Board Games (motion required)
25
Treasurers Report
  • 2012-2013 budget
  • 2011-2012 Year End Financial Report
  • June and July 2012 Financial Highlights
  • Financial Review Report Erin Person

26
2012-2013 Budget
  • 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.

27
Budget Summary for 2012-2013
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

28
Budget Detail for 2012-2013
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
29
Budget Detail for 2012-2013
Budget for Non-Income Producing Committees Expense
Art 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)
30
Budget Detail for 2012-2013
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)
31
Budget Detail for 2012-2013
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)
32
Financial Highlights for the 2011-2012
  • 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

33
Financial Highlights for 2011-2012
  • Income Producing Committees

Fundraiser Revenue Expense Net Net Budget Variance
Fall 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
34
Financial Highlights for 2011-2012, cont. Non-
Income Producing Committee Expenses
  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
35
Financial Highlights for 2011-2012, Cont. Expense
for other Programs
  Expense Budget Expense
Author'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 18,844 23,650 4,806
36
Financial Highlights for 2011-2012, Cont. Expense
for Administrative Costs
Expense Budget Expense
Communication 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
37
Financial Highlights for June July 2012
  • 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.

38
Fall Fundraiser Change is in the Air!
  • 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

39
Upcoming Events
  • Thursday, Aug 30
  • Teacher Open House 1130am 1215pm
  • Tuesday, Sept 4
  • First Day of School!
  • Friday, Sept 7
  • First Popcorn Friday
  • Tuesday, Sept 11
  • New Family Event 545pm on playground
  • Ice Cream Social 630pm in gym

40
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