PTA Committee Chair Resource Page

Volunteers | Advocate Deadlines | Website | Financial Procedures | Files/Notebooks| Flier Copying | Distribution

Below is information that many committee chairs will need throughout the year. If you are missing information that is not here, please contact Laurie Clark (lauriepta@gmail.com) to get it added.

In addition, there are other Web pages that you might want to look at to make sure the information for your committee is current:

Committees: a description of your committee's activities

Calendar: Please make sure that the dates for your events are on the calendar

Forms: check here for the Check Deposit Form, the Check Request form and the Request for Reimbursement form.

General Membership Meetings

Monthly PTA membership meetings are held the third Wednesday of each month at 7:00pm at the following locations:

Mount Daniel: September, November and March (to complement the book fair)

TJ: October (to complement the book fair), January, February, May and June

Executive Board Meetings

Monthly Executive Board meetings are held the first Sunday of each month beginning at 7:30pm. Please contact Debbie Schantz-Hiscott if you are interested in attending.

Volunteers

Terri Tornell, President-Elect serves as the PTA volunteer coordinator. She compiles the list of volunteer forms submitted for each committee and contacts the committee chair(s) as soon as it is completed. Committees with im-mediate volunteer needs in the fall will be compiled first. Please contact each volunteer on your list as soon as you have received your list regardless of when your actual committee work will begin. It is important that our volunteers realize they have been assigned to a committee and they have an opportunity to ask questions and get involved as soon as possible. If you need any additional volunteers, please contact Terri (territornell@aol.com). She will main-tain all committee volunteer lists for the school year. If you co-chair a committee with other individuals, please get in contact with each other at the start of the school year to verify involvement and responsibilities.

The Advocate

The deadlines for article submission and the corresponding Advocate release dates are:

Please send articles to editor Laurie Clark at lauriepta@gmail.com and cc Debbie Schantz-Hiscott at dshiscott@verizon.net.

Website: www.fallschurchpta.org

Please provide updated information for the website to Laurie Clark at lauriepta@gmail.com and cc: Debbie Schantz-Hiscott at dshiscott@verizon.net. In addition to brief notices of upcoming events, we also maintain a calendar with dates for meetings, activities, deadlines etc. As appropriate, fundraiser order forms and registration forms can also be uploaded to the website.

Financial Procedures

Expense Reimbursements: When seeking reimbursement for PTA expenses, complete a reimbursement form, attach receipt(s) and forward to Rachelle Sharrer, Treasurer. When purchasing items for FCEPTA, please use our tax exempt status (certifying letter included) whenever it is feasible to do so. EXPENSE REIMBURSEMENTS MUST BE SUBMITTED BY THE LAST DAY OF SCHOOL IN ORDER TO BE REIMBURSED BY FCEPTA. Additionally, please use our tax exempt number (contact Rachelle if you do not have a copy of this letter).

Check Issuance: Two officers' signatures are required on all FCEPTA checks, so please provide the Treasurer with sufficient notice to issue checks and obtain the additional signature from another officer.

Collections: When collecting money for an event, please follow these guidelines:

• Please count and record total amounts on a spreadsheet and/or envelope, with money enclosed, sign and submit to the Treasurer.
• Remove all staples from checks.
• Rachelle has a FCEPTA stamp which committee chairs can use to save time when people are writing out checks at an event
• When you use a flier/form in which parents return cash/checks in through their children's backpack, ask to put the form with cash/checks in an envelope marked "PTA" and specify what it is for (i.e. T-shirts, class basket, etc.) This will reduce the possibility of orders getting left or lost in the PTA mailboxes. The PTA maintains mailboxes at both Mount Daniel and TJ marked "PTA" in the teachers' mailboxes area in the offices.
• If a cash box is needed for an event, please contact the Treasurer with advance notice.

Files/Notebooks

It is important for committee chairs and officers to keep files or a notebook with information about your committee/office's activities. Please keep all copies of important papers, such as contracts, agreements, contacts, budgets, fliers, room reservation requests or any items submitted to the The Advocate or website. It is also very helpful to your successor if you are able to include a running timeline to help planning in future years. At the end of the school year, if you are not continuing in your position, kindly contact the new chair or officer and pass along your files and notebook. It will be very much appreciated!

Spanish Translations

We attempt to translate important PTA communications into Spanish. Please contact Debbie Schantz-Hiscott if you need to have something translated and she can arrange a translator to help with your document.

Flier Copying

Copying: To get the lowest price on copying, choose one of these procedures, if possible:

1. Buy paper at Staples, Office Depot, etc. and make copies at TJ. TJ has two copiers located past the library. These can be used before and after school hours.
2. Self-serve at Staples is cheaper than Kinkos.
3. With a day or two lead time, Welsh's printing will print at a price slightly less than Staples.
4. Remember to use the tax exempt number and to save your receipts to get reimbursed for those expenses.

Distribution

A total of 852 copies:

326 for Mt. Daniel (13 sets of 25 copies, plus one for Kathy Halayko)

526 for TJ (21 sets of 25 copies, plus one for Vincent Baxter)

This number may be revised once final enrollment has been determined at the schools. Mount Daniel fliers can be left in the mailboxes at any time as mail is sent home every day. TJ fliers should be left in the mailboxes no later than Thursday afternoon to be included in Friday folders.