2006-07

PTO COMMITTEE GUIDELINES

I. KEEP RECORDS ON YOUR COMMITTEE.  Include details on supplies needed, items purchased, copies of flyers/letters sent, attendance numbers, etc.  Treasurer provides committee financial report for your file, if there is financial activity.  Your notes & records are to be passed on each year to help future chairpersons.

II. PLAN AHEAD AND BE PREPARED FOR EVENTS.  Ask for volunteer help with sign-up sheets at PTO meetings, phone calls, request parent’s help on flyers/letters sent home, etc.  If needed, order supplies early, get prices, confirm dates & times, schedule set up times, plan agenda, etc.

III. CHECK PTO STORAGE BEFORE BUYING SUPPLIES.  We have many supplies in storage for PTO use.  Check for decorations, tablecloths, napkins, cups, plates, coffee, sugar, creamer, utensils, etc.  Storage room is located next to Mrs. Dick’s Kindergarten room.  Call a board member for the storage key.

IV. GIVE COMMITTEE UPDATES AT PTO MEETINGS.  Attend meetings at least before & after your event to give everyone an update.  If you can’t attend meetings please ask someone to give your report for you.

V. ADVERTISE COMMITTEE EVENTS:

1) Flyers & Letters - MUST be approved by Renee Shaarda BEFORE sending home to parents.  Give her a few days notice.  PTO is responsible for making copies and distributing flyers/letters to mailboxes.  Make copies for all classroom teachers and their students, plus all other mailboxes, and Mrs. Mayle.  Also make extra copies to put in the front office.  Conserve on paper by making documents 2-sided, half-sheet, etc.

2) Towslee Times Newsletter - Renee Shaarda accepts PTO articles for the school’s monthly newsletter at rshaarda@brunswickschools.org.  Submit your articles by the last week of the month (otherwise, PTO secretary will submit a brief summary of PTO events for the newsletter).

3) Morning Announcements - Turn morning announcements into the office by 9:10 a.m.  Your child can turn it in for you.

VI. COMMITTEE FINANCIAL RESPONSIBILITIES:

1) Cash Boxes - We have 3 cash boxes with start up money for events (1 @ $30, 2 @ $50).  Call the treasurer, in advance, if you will need a cash box, extra change, etc.

2) Sales Tax Exemption Certificate - Use this form whenever possible for PTO purchases.  If vendors have questions or problems accepting the form they should call the Brunswick School Board Treasurer-Pat East.

3) Money Receipt Form - Fill out a Money Receipt Form before turning in money from your committee’s event.  Call treasurer to make arrangements on turning committee money in – within 2 days of your event.

4) Check Request Form - If you need a check for any committee expenses, first fill out a Check Request Form and then give it to the treasurer, or put in treasurer’s mailbox.  Be sure to attach all receipts and invoices.

VII. CHECK THE PTO MAILBOX(ES) IF YOU’RE EXPECTING MAIL.  Some committees will have a separate drawer labeled when it’s near the time of their event.  Only take mail addressed to you or your committee.

VIII. THANK YOU FOR VOLUNTEERING YOUR TIME!  We appreciate everyone’s help.  Please call any board member if you have questions, problems, or concerns.

IX. ATTACHMENTS:

1) Committee Allocations

2) Sales Tax Exemption Certificate

3) Money Receipt Form

4) Check Request Form