Pond Springs Elementary PTA 2012-13 ROOM LEADER/ PARTY COORDINATOR ORIENTATION MEETING Meeting Notes 1. Introductions – Lynn and Deb are your Room Leader Co-chairs. Contact them with questions. 2. General Information - DON’T PANIC. We are here to help. - All volunteers must sign up on the PSE PTA website: www.pse.my-pta.org. If you haven't already, you must create a Log-in account. AFTER you have logged in, go to the ROOM LEADER tab and follow the sign up instructions. You can indicate whether you are a Room Leader or Party Coordinator. ALL GROUP CORRESPONDENCE WILL BE SENT OUT THROUGH THIS SITE. IF YOU DO NOT SIGN UP, YOU WILL MISS IMPORTANT INFORMATION. All forms in this packet will be available digitally AT THE BOTTOM OF THE ROOM LEADER TAB. If you are already on the site, skip the skip the account creation and just go straight to the Room Leader tab to sign up. - Get together with your Co-Room Leaders and/or Assistants immediately and decide how to work together. There are a lot of tasks to accomplish throughout the year so select how best to tackle that based on each person’s schedule and strengths. - If you do not have any helpers and would like some, notify your teacher and us as well and we will continue to assist in recruiting some additional hands for your class. - Room Leaders help the class participate in the Annual Fall Festival (October 27, 2012) and Teacher Appreciation Week (Spring 2013) as well as help gather or take photos for the class yearbook page. Please note some important changes: Room Leaders are no longer responsible for class parties or collecting monies from parents! - Party Coordinators are responsible for putting together (3) class parties: Winter, Valentine’s, and End of School. - New this year: The previous Room Leader position has been split into 2 positions: Room Leader and Party Coordinator. Please note some important changes: Room Leaders and Party Coordinators are no longer required to collect monies from parents! - New this year: Room Leaders are not responsible for Year Book pictures. The Year Book chair is taking care of all photography. - Your classroom will receive $35 from the PTA, total. The PTA is still discussing exactly how much will go to the Room Leader and how much will go to the Party Coordinator. However, this money is intended to assist with paper/copies for flyers and events/items for Teacher Appreciation Week. You will be notified as to how much you have as soon as we know. See next items for rules regarding spending PTA monies.
Transcript
Pond Springs Elementary PTA 2012-13
ROOM LEADER/ PARTY COORDINATOR ORIENTATION MEETING
Meeting Notes
1. Introductions – Lynn and Deb are your Room Leader Co-chairs. Contact them with questions.
2. General Information
- DON’T PANIC. We are here to help.
- All volunteers must sign up on the PSE PTA website: www.pse.my-pta.org. If you haven't already, you must create a Log-in account. AFTER you have logged in, go to the ROOM LEADER tab and follow the sign up instructions. You can indicate whether you are a Room Leader or Party Coordinator. ALL GROUP CORRESPONDENCE WILL BE SENT OUT THROUGH THIS SITE. IF YOU DO NOT SIGN UP, YOU WILL MISS IMPORTANT INFORMATION. All forms in this packet will be available digitally AT THE BOTTOM OF THE ROOM LEADER TAB. If you are already on the site, skip the skip the account creation and just go straight to the Room Leader tab to sign up.
- Get together with your Co-Room Leaders and/or Assistants immediately and decide how to work together. There are a lot of tasks to accomplish throughout the year so select how best to tackle that based on each person’s schedule and strengths.
- If you do not have any helpers and would like some, notify your teacher and us as well and we will continue to assist in recruiting some additional hands for your class.
- Room Leaders help the class participate in the Annual Fall Festival (October 27, 2012) and Teacher Appreciation Week (Spring 2013) as well as help gather or take photos for the class yearbook page. Please note some important changes: Room Leaders are no longer responsible for class parties or collecting monies from parents!
- Party Coordinators are responsible for putting together (3) class parties: Winter, Valentine’s, and End of School.
- New this year: The previous Room Leader position has been split into 2 positions: Room Leader and Party Coordinator. Please note some important changes: Room Leaders and Party Coordinators are no longer required to collect monies from parents!
- New this year: Room Leaders are not responsible for Year Book pictures. The Year Book chair is taking care of all photography.
- Your classroom will receive $35 from the PTA, total. The PTA is still discussing exactly how much will go to the Room Leader and how much will go to the Party Coordinator. However, this money is intended to assist with paper/copies for flyers and events/items for Teacher Appreciation Week. You will be notified as to how much you have as soon as we know. See next items for rules regarding spending PTA monies.
Pond Springs Elementary PTA 2012-13
3. Policies and Protocols: General
- You cannot use PTA money designated for your class to buy your teacher PERSONAL gifts or gift cards OF ANY KIND. When Teacher Appreciation rolls around, any $$ spent as a gift for the teacher MUST BE A GIFT FOR THE CLASSROOM. It has to do with IRS rules and giving ‘cash’ is not allowed. All gift cards, regardless of source, are considered cash. INDIVIDUALS may give a teacher anything they would like. It is the $$ designated for Room Leaders to purchase things on behalf of the class that cannot be used for this purpose. If you have any doubt about whether it is ok, CALL US or Andra Gardner for clarification. Some examples:
i. Books for the classroom purchased from Teacher Heaven: OK
ii. Gift Card from Teacher Heaven: NOT OK
iii. Desk Organizer from Target for teacher’s desk: OK
iv. Scarf and Hat from Target: NOT OK
- Check Request Forms- For reimbursement for $$ spent on allowable items by Room Leaders or Party Coordinators, send the check request form directly to Andra Gardner by placing the form included in this packet and the receipt stapled to the upper right corner of the form in the PTA Treasurer box located in the Teacher Lounge. If you need reimbursement faster than 1 week, please contact Andra Gardner directly. Otherwise she will send it to you however you requested on the Check Request Form.
- Tax Exempt Forms are included in your packet. Please use these when purchasing on behalf of the PTA for your classroom. NO SALES TAX WILL BE REIMBURSED. Period. Don’t ask.
- To make copies, go to either workroom (one by 2nd grade or one by gym), and use 4444 as copy code. If you are making more than 50 copies or so, please contact one of us to find out how to use the RRISD print shop. PTA only has 1,000 copies per month in the budget.
- Do not mass email your parents directly. Contacting individuals to coordinate items is fine, but all general announcements to class parents must be approved by the PSE office. You CAN however, write the email or flyer for parents and ask the teacher to forward it on your behalf.
- If you are coming to school to perform Room Leader (or any other PTA functions) sign in on the Raptor system (the computer in the office) and select PTA and PTA Volunteer. This will clock your volunteer hours AT THE SCHOOL.
- If you are doing any PTA work off campus, (including shopping for your room, etc.) you can log your time in on the aforementioned PSE PTA website.
- The purpose of clocking hours is the school participates in a grant program that allows the school to earn money for their volunteer time. It is very important that everyone tries to document their time – the more time, the more money.
Pond Springs Elementary PTA 2012-13
Party Coordinator Room Role and Guidelines
1. Party Coordinators: Check with your teacher for party times and guidelines. Ask about any dietary restrictions or if parties need to be a specific time of day OTHER than end of day. Second grade, for example, has specials at the end of the day.
2. Party Coordinators will no longer collect monies from parents. A letter to give to your teacher to pass out to parents is included in your packet. This letter solicits parents for assistance in either volunteering time or donating items for the parties. The PTA will not be collecting money on your behalf for the class parties.
3. Party Coordinators: The party dates are as follows this year:
- Winter Party on December 20, 2012;
- Valentine’s Day Party on February 14, 2013;
- End of Year Party on May 31, 2013;
- 5th Grade End of Year activity (date TBD)
Room Leader Room Role and Guidelines
1. Room Leaders represent their class for Fall Festival- Julie Do, Chair and Yvette Hastings, Volunteer Coordinator
- Specific tasks for Fall Festival are located on the Fall Festival handout located in your packet. Please read this portion of the packet and contact Yvette with questions regarding Room Leader tasks for Fall Festival. All contact info is included in the Fall Festival section of your packet.
2. Room Leaders represents their class during Teacher Appreciation Events - Sarah Hoflich
- Specific tasks for Teacher Appreciation are located on the Teacher Appreciation handout located in your packet. Please read this portion and contact Lynn or myself or Sarah with questions. Teacher Appreciation events do NOT crank up until 2013 so we will be sending more details starting in January.
Thanks to everyone for volunteering. Contact us if you have any additional questions or concerns.
1) HOW MUCH DO I HAVE TO SPEND? • Pre-K thru 5th grade and SLC classrooms will receive $35 from the PTA. The PTA is still
discussing how much will go to Room Leaders and how much will go to Party Coordinators. This money is intended to assist with paper/copies for flyers and Teacher Appreciation events/items. We will make an announcement to the exact $$ for each position as quickly as possible.
2) HOW SHOULD MONETARY DONATIONS BE HANDLED? • The PTA is NOT collecting monies from parents this year for classroom activities. However,
you can collect donated items and food for the class parties, Fall Festival, Teacher Appreciation, etc. as needed and those items can be used directly for their intended function.
3) WHAT CAN I SPEND MY $35 FROM THE PTA ON? • You may use it for copying and/or purchasing colored paper for your event handouts or any
items that will directly benefit or enrich the classroom. You MAY NOT use it for personal gifts to the teacher or gift cards. Classroom gifts of an educational nature are allowed, such as books. Supplies that will benefit the classroom such as pencil sharpeners,staplers etc are allowed.
4) HOW DO I GET MY MONEY BACK? • The request for reimbursement should be submitted on a “Room Leader Check Request”
form. A copy of this form is included. Please make copies as needed. Please fill out the form completely. You must also staple your receipts supporting the request to the form.
5) WHERE DO I TURN FORMS IN? • In the PTA Treasurer’s mail box in the Teacher’s lounge. I will leave the check as soon as
possible with the teacher. 6) DEADLINES FOR REIMBURSEMENT? • Four check requests are allowed per year up to the amount of your budget. NO
REIMBURSEMENTS WILL BE MADE FOR ANY AMOUNT OVER YOUR BUDGET. I realize funds can be tight from time to time and will do my best to work with you for fast reimbursement. While I cannot guarantee same day turnaround, if I know you need it back right away, please give me a call and I will do my best to work with you.
7) WHY DIDN’T I GET MY SALES TAX BACK? • As we are a tax-exempt entity, we don’t have to pay sales tax. Therefore, sales tax is
NOT REIMBURSABLE as an expense. When you buy something for your classroom, you don’t have to pay tax IF you use a PTA tax exemption certificate. The certificate is included and you may make copies as need
If you have any questions, please feel free to call me at 739-5753 or [email protected].
Thank you for volunteering as a room leader. I look forward to working with you this year. Andra Gardner PSE PTA Treasurer
Please staple receipts on back in this corner.Room Leader
Check Request Teacher’s Name & Grade: __________________________________________ Name of Payee: ______________________________________________________________ Address (if mailed): __________________________________________________________ ____________________________________________________________ Amount of Check: $__________________________Date Needed: ___________________ Reason for Disbursement: __________________________________________________ ________________________________________________________ ________________________________________________________ Please check one: _______ Mail check to payee _______ Return the check to: __________________________________ _______ Other instructions: ___________________________________ Requested By: _____________________________________________________________ Name Phone Number _______________________________________________________________ Signature (MUST SIGN) Date All disbursements require a receipt. Please attach the required receipt (s) to this form and place in the PTA box in the Teacher’s lounge. Please remember the PTA does not reimburse for sales tax. Typically, checks will be delivered to school on the following Thursday. I will leave them in the same box. Every effort will be made to process this request in a timely manner. If you have any questions, please contact the 2012-2013 Treasurer, Andra Gardner, at 739-5753. Treasurer’s Use Date Received: ____________________ Check #: __________________________________ Date Paid: ________________ Amount: ____________________Account:____________
Dear Parents, My name is ____________, and I will be the 2012-13 Party Coordinator for Mrs. ______’s class. {_____________________ has agreed to join me in these duties.} I {We} look forward to working with you throughout the year to make this a fun and memorable time for our children at Pond Springs Elementary. The special occasions and celebrations for the year are:
1. Winter Party on December 20, 2012;
2. Valentine’s Day Party on February 14, 2013;
3. End of Year Party on May 31, 2013;
4. 5th Grade End of Year activity (date TBD)
We have a list of opportunities for you with respect to the various activities this year. Please check any/all that you would be available to participate. Even if you cannot help with any of the events, please fill out the remaining sections of the form so that I can contact you about other classroom-related occasions. Detach the bottom portion of this letter and include it in the attached envelope. Thank you in advance for your help and support! Name Contact info (suggests email and phone) ____ I would like to donate items for parties ____ I would like to help at the parties Parent Name _________________________________ Child’s Name ____________ Email _______________________________________ Phone __________________
Room Leader Timeline Dear Room Leaders, You are an important part of the Fall Festival’s success. This is our biggest fundraiser of the year with profits going directly to support the school and teachers. Thank you so much for all of your time and effort. Lynn Raridon & Deb Frankhouser, the Room Leader Chairs, will be emailing you a note containing these items in the next couple of weeks.
• Fall Festival Initial Letter for Parents • Auction Basket Items for your classroom • Class/Booth Assignments • Room Leader Timeline (this letter)
September
• Read over the Fall Festival information in your email and contact Lynn, Deb or I with any questions. . • Post both the Booth Volunteer Sign-up Sheet outside the classroom where parents can easily access it.
Attach a pen or pencil to make it easy for the parents to sign up. Week of Sept 24th
• Make copies (on a bright color paper) of the Fall Festival Initial Letter to Parents to go home in the Oct 2nd Tuesday Folder. You may want to edit this letter to include your contact information. These letters will have already been approved by Ms. Binns to go into the Tuesday Folders.
• The teachers will have their Fall Festival Volunteer signup sheets beginning this week. Deb & Lynn will distribute these
• Deliver the copies to your teacher or teacher’s box in the teachers’ lounge by Monday Oct 1 to be included in the 10/2 Tuesday Folder.
Week of Oct 1st
• Collection sacks will be placed at each classroom door on Monday, Oct 1. Please begin taking the Silent Auction Basket Items from your classroom bag at least once or twice per week, if you can, and store them in a spot in your classroom agreeable to the teacher. If you are unable to do this, please let us know.
• If your Volunteer Sign-up Sheet (signup is also available online, check this from time to time and update the hard copy at the classroom) is not completely full, please request that your teacher have them out in full view at the Parent /Teacher Conferences (Monday, Oct 8) and ask them to request that the parents sign-up for a slot. The teachers have already been asked to do this, but please give them a courtesy reminder.
Oct 8th, Monday
• Deliver the copies of the Donation Reminder note to your teacher or teacher’s box in the teachers’ lounge by Monday Oct 8 to be included in the 10/9 Tuesday Folder.
Oct 12th , Friday • Turn in your completed Volunteer Sign-up Sheet to the PTA mailbox in the Teacher’s Lounge, or email your
lists to the Fall Fest’s Volunteer Coordinator Lynn or Deb (em below). Be sure to make a copy of each sheet for yourself in order to call and remind volunteers of their timeslot. (if you fill in all of the names on the PTA
Website, an email will automatically be sent to them as a reminder of their volunteer timeslot). Please let Lynn or Deb know ASAP if you are having difficulty filing your booth volunteer slots!
• Donation Deadline. Make sure your basket items are in the PTA Portable. Oct 13th , Saturday (time TBD)
• Room Leader Auction Basket Assembly in the PTA Portable! The baskets, packing materials, cellophane, and bows will be provided. Please make every effort to attend. If you cannot attend, please provide a substitute to assemble your classroom basket.
Oct 22nd , Monday
• Make sure everything is ready for your class booth. Call your booth volunteers to remind them of the time and place they will be working. This really helps eliminate no shows! Ask them to check into the volunteer booth prior to their shift. Please tell your booth volunteers to wait until the ticket runners have come around before they switch shifts with another volunteer. There is a brief questionnaire on their booth that they will need to fill out and place inside their ticket bag.
Oct 26th , Friday
• Fall Festival Set-up begins at 6PM! Please help set-up Friday evening if you are available. We need all the extra hands we can get.
Oct 27th , Saturday – FALL FEST DAY
• Please arrive early to ensure that your booth is set-up. All booths should be set up and ready to go by 10:15AM. Monitor your booth throughout the day and make sure the last shift helps to clean up your booth. If applicable return booth materials to the gym. ENJOY THE FALL FESTIVAL! Thank you SO much for helping make this Fall Festival a HUGE Success!
Please put these dates on your calendar! If you have any questions, comments or suggestions, please feel free to contact us.
Julie Do 2012 PSE Fall Festival Chair: 257-0728/627-7711 - [email protected] Yvette Hastings, Volunteer Coordinator: 335-0975/431-4375 – [email protected] Room Leader Co-chair, Lynn Maddox: 249-7284 - [email protected] Room Leader Co-chair, Deborah Frankhouser: 632-6446 - [email protected]
Staff Appreciation Week April 8-12, 2013 Room leaders play an important part in making Staff Appreciation Week a great event for our teachers and staff. As room leader, you will be responsible for several events for your individual class. There are special activities for each day of the week. Monday: Flowers for the teacher and front bulletin board display Tuesday: Breakfast for the teachers Wednesday: Gifts for specials teachers and decorating the staff bathrooms Thursday: Catered lunch for all staff Friday: Class gifts and coffee catering service Bulletin Board Display – We will be decorating the front bulletin boards and/or hall to honor all our teachers and staff. With just one location we should be able to focus our energy and still honor everyone. As time gets closer, we will be looking for wonderful volunteers to help make this look amazing! Mon: Flowers – Each class gives flowers to their teacher. Some classes have each child bring in a flower. Others just purchase a bunch. Flowers can be real, silk, paper, etc. Room leaders will be responsible for providing a vase and arranging the flowers that morning. There will also be flowers available for students to purchase for $1 each by the front doors before school. Tues: Breakfast for teachers – Room leaders provide breakfast for their teachers. Each grade level group of room leaders can either provide separately for their individual teachers, or they can get together and collectively bring food for the entire grade level. Example: 5 teachers for kinder, one room leader brings muffins, one brings kolaches, one brings juice, etc. Possibly base food choices on the teachers’ “Favorites” sheets. Wed.: Gifts for Specials Teachers: Each class or grade level (to be determined by room leaders) will give a small gift to one of the Specials Groups Pre-K – Custodial Staff/Crossing Guards Kinder- Cafeteria staff 1st – Librarians 2nd – PE teachers 3rd – Music teachers 4th – Art teachers 5th – Office Staff Bathrooms: We plan this year to add some extras to the staff bathrooms. Perhaps some nice toilet paper, fun posters, hand lotion, and nice soap, etc. Ideas are welcome! Fri.: Class Gift to teacher: Room leaders gift their teachers with things they can use for the classroom. I appreciate your help to make our teachers and staff feel appreciated! If you have any questions or information, please feel free to contact me: Sarah Hoflich Staff Appreciation Week Chair [email protected]
