Transcript READ ME FIRST – THEN DELETE THE SLIDE

Arrowhead PTA 6.10.5
Board of Director & Committee Training
August 28, 2012
6:30 – 8:00 pm
Arrowhead Library
Agenda
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
2
Welcome
•Introductions
•
Name
•
# of Kids/Ages
•
PTA Role (can simply be meeting attendant!)
•Introducing Jesse Harrison
3
Keeping it S.A.F.E!
•Simple/Sustainable, Accessible, Fun, and Enlightening
•New Meeting Format
4
•
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
• 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)
5
Committee Chair Training
Anne Bartol – VP
Amy Smith – VP
Coleen Frederick - Treasurer
6
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
7
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
8
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
9
• 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
•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
10
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.
11
•Afterschool Clubs – Same Start Time (3:45)
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 student’s name must be cleared each time by the
office prior to publishing in any newsletter, etc.
12
Office copy machine & die cut machine policy – Exec.
Team only
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.
13
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.
14
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!
15
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 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!
16
Handling the Money
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 .
17
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.
18
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.
•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.
19
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 [email protected].
20
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 6:30
• Ice Cream Social – Jeanne Leasure/Holly Reed
– Committee Chair Table Sign Up
21
Committee Reports (cont)
• Club News
• Lego Club – Erin Person
• New Art Vendor - Christine Harold
• Sewing Club – April Rose
• Board Game Club – Ken Rufo
22
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
23
Examples of Board Games (motion required)
24
Treasurer’s Report
• 2012-2013 budget
•2011-2012 Year End Financial Report
•June and July 2012 Financial Highlights
•Financial Review Report – Erin Person
25
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.
26
Budget Summary for 2012-2013
Revenue
Budget for Income Producing Committees
$
Expense
Variance
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
$
Budgeted Cash In/(Out) for 2012/2013
$
(5,200.00) $ (5,200.00)
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
27
Budget Detail for 2012-2013
Budget for Income Producing Committees
After School Science
Art Auction
Chef's Club
Donations
Emergency Prep.
Geo Club
Hawk Walk
Interest Income
Movie Night
Missoula Children's Theater
Pancake Breakfast
Popcorn
Product Sales
PTA Membership
Fall Fundraiser
School Carnival
School Dance
Budget for Income Producing Committees
28
$
Income
1,280.00
Expense
$ (1,280.00) $
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
700.00
4,000.00
400.00
250.00
17,000.00
70.00
500.00
3,300.00
875.00
700.00
100.00
3,675.00
13,000.00
1,000.00
900.00
47,750.00
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Net
-
(700.00) $
$ 4,000.00
(600.00) $
(200.00)
(250.00) $
(2,000.00) $ 15,000.00
$
70.00
(500.00) $
(3,500.00) $
(200.00)
(950.00) $
(75.00)
(580.00) $
120.00
(100.00) $
(3,462.50) $
212.50
(1,500.00) $ 11,500.00
(1,000.00) $
(900.00) $
(17,322.50) $ 30,427.50
Budget Detail for 2012-2013
Budget for Non-Income Producing Committees
Art Docent
Art Night (designated funds)
Care
Dad's N Doughnuts
Directories
Fall Family Fun Night
Grandparents Event
Green/Garden Team
Hospitality
Ice Cream Social
Legislation
Parent Education
PTA Awards
Reflections
Science Fair
Student Enrichment (SEC)
Staff Appreciation
Talent Show
New Family Events
Budget for Non-Income Producing Committees
29
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Expense
(400.00)
(1,000.00)
(450.00)
(150.00)
(200.00)
(400.00)
(50.00)
(450.00)
(350.00)
(300.00)
(650.00)
(150.00)
(550.00)
(100.00)
(600.00)
(3,300.00)
(700.00)
(100.00)
(425.00)
(10,325.00)
Budget Detail for 2012-2013
30
Budget for Other Programs
Author's Fair
Art - Classroom Funds (designated funds)
Art - All School Event (designated funds)
Bank-A-Meal
Classroom Enrichment
Field Day
Health Room Fund
Library Resources
Math/Reading Support
Music Appreciation
OLC Cooking Funds
Physical Education
School Assemblies
Expense
(750.00)
(1,875.00)
(1,280.00)
(500.00)
(2,000.00)
(100.00)
(200.00)
(500.00)
(500.00)
(500.00)
(350.00)
(500.00)
(2,000.00)
$
$
$
$
$
$
$
$
$
$
$
$
$
PTA Scholarship Funds - (for PTA sponsored clubs)
Scholarships
Science Afloat
Spring Writing Class
Student Appreciation
Staff Funds
Budget for Other Programs
$
(500.00)
$
(800.00)
$ (1,100.00)
$
(100.00)
$
(700.00)
$ (6,500.00)
$ (20,755.00)
Budget Detail for 2012-2013
PTA Administrative Expenses
31
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)
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
32
Financial Highlights for 2011-2012
Income Producing Committees
Fundraiser
Fall Fundraiser
Hawk Walk
Art Auction
Other Donations
Total PTA Dues
MCT
After School Science
Emergency Prep
Pancake Breakfast
Movie Night
School Dance
Popcorn
Chef's Club
Product Sales
Interest
Other Income
Total
33
Revenue
$14,396
$17,596
$ 4,655
$ 4,539
$ 3,779
$ 3,327
$ 1,380
$ 1,105
$ 874
$ 492
$ 816
$ 766
$ 340
$ 260
$
76
$
7
$54,408
Expense
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
1,254
2,747
716
273
3,617
3,623
1,280
381
979
380
912
485
271
-
$
16,916
Net
$13,143
$14,849
$ 3,939
$ 4,266
$ 162
$ (295)
$ 100
$ 724
$ (105)
$ 112
$
(96)
$ 281
$
69
$ 260
$
76
$
7
$37,492
Net Budget
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
11,000
15,000
1,000
4,000
361
(200)
(500)
200
120
30,981
Variance
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
2,143
(151)
2,939
266
(199)
(95)
100
1,224
(105)
112
(296)
281
69
260
(44)
7
6,511
Financial Highlights for 2011-2012, cont.
Non- Income Producing Committee Expenses
Art Docent
Art Night (designated funds)
Care
Classic Books
Dad's N Doughnuts
Directories
Fall Family Fun Night
Geography Club
Grandparents Event
Green/Garden Team
Hospitality
Ice Cream Social
Legislation
Parent Education
PTA Awards
Reflections
Science Fair
Student Enrichment (SEC)
Staff Appreciation
Talent Show
New Family Events
Expense for Non-Producing Committees
34
Expense Budget Expense
$85
$400
$315
$139
$500
$361
$325
$350
$25
$0
$200
$200
$60
$100
$40
$70
$200
$130
$395
$400
$5
$208
$90
($118)
$0
$50
$50
$328
$350
$22
$287
$350
$63
$263
$300
$37
$410
$650
$240
$0
$150
$150
$518
$550
$32
$71
$200
$129
$437
$600
$163
$2,528 $3,300
$772
$625
$600
($25)
$24
$100
$76
$392
$425
$33
$7,165 $9,865
$2,700
Financial Highlights for 2011-2012, Cont.
Expense for other Programs
Expense Budget Expense
Author's Fair
Art Fund - Music Appreciation
Art - Classroom Funds (designated funds)
Bank-A-Meal
Classroom Enrichment
Field Day
Health Room Fund
Library Resources
Math/Reading Support
Music Appreciation
OLC Cooking Funds
Physical Education
Programs (Counseling Programs)
PTA Scholarship Funds - (for PTA sponsored clubs)
Scholarships
Science Afloat
Spring Writing Class
Student Appreciation
Staff Funds
Expense for Other Programs
35
$750
$750
$1,181
$500
$1,000
$0
$213
$493
($108)
$503
$350
$379
$3,900
$495
$0
$2,200
$63
$480
$5,695
$750
$750
$1,500
$500
$2,000
$100
$200
$500
$500
$500
$350
$500
$3,900
$400
$1,200
$2,200
$100
$700
$7,000
$0
$0
$319
$0
$1,000
$100
($13)
$7
$608
($3)
$0
$121
$0
($95)
$1,200
$0
$37
$220
$1,305
$18,844 $23,650
$4,806
Financial Highlights for 2011-2012, Cont.
Expense for Administrative Costs
Communication
Bank Fees
Admin. Expense
Sales Tax
PTA Training/Convention
Expense for PTA Administrative Expenses
Expense Budget Expense
$367
$1,100
$733
$102
$50
($52)
$1,736
$2,000
$264
$75
$80
$5
$1,407
$2,300
$893
$3,687
$5,530
$1,843
Financial Highlights for June & July 2012
June 2012 Total Revenue: $1,690
Total Expense: $4,442
Significant Expenses:
•
•
•
•
•
Staff funds
Classroom Art
Music Appreciation
Physical Education
Communication
$1,800
$ 375
$ 305
$ 200
$ 200
July 2012 – No significant expenses to report.
37
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
38
Upcoming Events
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
39
S.A.F.E.ty Clip Items?
40