General Information:

• Contact all persons listed in the committee’s volunteer list to encourage continued involvement in the PTA.
• Utilize the prior year’s Chairperson(s) and/or committee folder.
• In preparation of, or during your event, please use the PTA’s office supplies before approaching the school’s teachers and staff. These supplies are clearly marked “PTA” and are stored in the PTA closet located in the copy room.
• Please take pictures of your event, if possible.
• Contact the VP, Ways and Means with any questions and concerns regarding your fundraiser.

Notice/Flyer Information:

• Refer to the PTA website for notices used the previous year. [flyer archives]
• All notices need to be approved first by the PTA President (via email, if possible) and then by Mrs. Gray, Principal. This approval is necessary even when using a notice from the previous year. Reminder notices do not need approval.
• Copies should be made (17 sets of 25, 1 set of 15, and 1 set of 10 for the office) of all notices and brought to the main office. Please ask for the notices to be distributed.
• Original approved notices should be placed in the Historian folder in the PTA mailbox.
• A copy of all notices should be placed in the committee folder.

[click to email flyer]

Reporting Information:

• The committee Chairperson(s) shall report at the PTA meetings held each month. If a Chairperson is unable to attend the PTA meeting, please arrange to have a report delivered in a timely manner to the VP, Ways and Means, who shall report in your absence.

Money Information:

• Contact the Treasurer with several days notice for a check or cash box.
• Refer to your budget. The committee is not permitted to exceed the budget without advanced Executive Board approval, which will be granted only when necessary. If the committee can save money, please do so. It is not necessary to spend the entire budget.
• A copy of all invoices/receipts is to be placed in the committee folder. Submit originals to the Treasurer for payment or reimbursement in a timely manner.
• On the final day of the fundraiser, one Chairperson is to count all money to the other Chairperson until each Chairperson has counted the money and all agree to the amount. One Chairperson is to then count the money to the VP, Ways and Means who shall count and deliver the money to the Treasurer.  All money must be delivered to the Treasurer within 48 hours of it’s collection or within 48 hours of the final day of the event, whichever is sooner

[PTA Reimbursement Form]
[PTA Remittance Form]

End-of-Fundraiser Information:

• At the conclusion of the fundraiser:
• Document any information that might be helpful to future committee Chairperson(s), such as: number of volunteers needed, timing needed for booking an event, dates of release for notices and reminders, order information, cash receipts/disbursement information, and any input you feel would be beneficial (including things you recommend be done differently). Place this information in the committee folder.
• Please email to the VP, Communications:
  1. (a) a short paragraph for the Newsletter containing the results of the fundraiser and thanking those who volunteered and/or made donations;
  2. (b) copies of any pictures you may have taken of your event; and
  3. (c) a short paragraph of the fundraiser’s job description for next year’s committee sign-up form.
  4. Please place a copy of (a) (b) and (c) in the committee folder.
• Return committee folder to the VP, Ways and Means.