Arrowhead PTA 6.10.5 Board of Director & Committee Training

1. Arrowhead PTA 6.10.5Board of Director & Committee Training • August 28, 2012 • 6:30 – 8:00 pm • Arrowhead Library

2. 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

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

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

5. 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) Board of Director Business

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

7. 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 Tips for Committee Chairs – Where do I start?

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 (3:45)

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 student’s name must be cleared eachtime 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 • If other PTA members are purchasing on behalf of your committee, clearly communicate the amount you have authorized them to spend. • If they overspend thank them for their generous donation! • Save all your receipts. Expenses can’t be reimbursed to you or others if there is not documentation supporting the expense. • Complete an Expense Reimbursement Form with attached receipts. Leave expense reimbursement requests in the Treasurer’s mail box located in the office. • 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. • 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.

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@ptaarrowhead.org.

21. 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 Committee Reports

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

23. 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 Board Game Club

24. Examples of Board Games (motion required)

25. Treasurer’s 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

28. Budget Detail for 2012-2013

29. Budget Detail for 2012-2013

30. Budget Detail for 2012-2013

31. Budget Detail for 2012-2013

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

34. Financial Highlights for 2011-2012, cont.Non- Income Producing Committee Expenses

35. Financial Highlights for 2011-2012, Cont. Expense for other Programs

36. Financial Highlights for 2011-2012, Cont. Expense for Administrative Costs

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. 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 Fall Fundraiser – “Change” is in the Air!

39. 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

40. S.A.F.E.ty Clip Items?