Churchville Elementary PTO Policy Manual (Dated 4/12)

Churchville Elementary PTO Policy Manual (Dated 4/12) I. PURPOSE This policy is: A. A supplement to the By-Laws, interpreting the procedures not covered by the By-Laws. B. A guide for new Board members to assist in the effective performance of their duties. C. A clarification of established procedures so that items herein need not be discussed at board meetings until revised. D. To be reviewed by each spring by the Parliamentarian and a volunteer committee and shall include any changes that have been made during the year. All changes must be approved by the board in accordance with Section 7 of the By-Laws, Article III. II. GENERAL POLICIES A. The primary emphasis of the PTO should be focused upon the promotion of the PTO objects and principles, as stated in the PTO By-Laws. B. PTO shall not permit any sales or solicitations by outside groups at any of its functions except as follows: a. As participants at an Annual Event as part of a collective gathering of vendors, at the discretion of the event chair(s). b. Interested vendors will apply to be a participant in the event, and if selected, will pay an entrance fee to secure space and conduct business at that event only. c. PTO involvement with each vendor will be as organizer of that event only, and in no way implies a continued relationship beyond that event. d. At no time will PTO permit outside sales or solicitations directly to its Churchville families. e. Careful consideration regarding any solicitation or the use of any vendors must be given by the entire PTO Board/committee chair(s) present at the meeting during which such discussion is being held. III. GUIDELINES A. Nominating Committee will be responsible for the distribution of current By-Laws and Policy for new chairs. B. When the tentative calendar is approved, committee chair people responsible for seeing that each of their activities is presented and accepted on an individual basis, with specifics, at a board meeting at least one month to its date. C. Board members must notify either the President or the Recording Secretary prior to a Board meeting if unable to attend; otherwise the absence is unexcused. a. Three unexcused absences shall result in the loss of voting privilege and subsequent replacement. b. Board vacancies will be filled as stated in the By-Laws, Article VI Section 8. Page 1 of 8

D. All PTO members must present all materials for general distribution to both the PTO President and Vice President, AND the school principal for approval before such materials are duplicated and distributed. E. Any materials for display on the PTO bulletin board must be school related and will be the responsibility of the committee chair(s) and the Board. F. Every Board member/committee chair is to maintain a detailed record of their activities. This record shall serve as a reference for future Board members/committee chairs and shall be the property of the PTO. G. An annual fiscal report shall be submitted by the Treasurer in duplicate to each officer and standing committee chairperson at the May Executive Board Meeting. H. The PTO President or Vice President shall be an ex officio member of every standing committee, and as such, shall be advised in all planning. I. Board members shall inform all members of their committees to make sure they have a current TB Tine test on file with the school nurse. J. All board members/chairs/homeroom moms shall sign the school district Harassment Policy Form. IV. RESPONSIBILITIES OF BOARD MEMBERS/COMMITTEE CHAIR(S) A. PRESIDENT a. Preside at all general and Board meetings to maintain order. b. Be informed on all communications and committee activities. c. Coordinate the work of officers and committees. d. Collect all material addressed to PTO and distribute to appropriate Board members. e. Use his/her discretion to authorize payments up to 10% variation on an item approved for purchase, along with the Treasurer. f. Be a member of the Finance Committee. g. See that PTO meeting dates are placed on the School District calendar. h. Attend PTO President s meetings. i. Back to school packet. j. Attend new student orientation, including first grade. k. Attend or participate at every PTO function. If unable to attend, obligate duty to another Board member for that event. B. VICE PRESIDENT a. Officiates at PTO meeting/other function requiring representation when President cannot. b. Coordinate the Back to School teacher luncheon/teacher appreciation. c. Prepare, when requested, programs for the education and enjoyment of the general membership and/or Churchville community. d. Works in conjunction with the President. e. Attend PTO President s meeting if President is unable to attend. If unable to attend yourself, then assign duty to another Board Member. Page 2 of 8

C. RECORDING SECRETARY a. Record minutes of all board and general meetings. b. Take written roll at PTO meetings and give to Homeroom chair. c. Maintain minutes book. d. Provide President with copy of board meeting minutes. e. Cast elective ballot of Board Member for nominee. D. CORRESPONDING SECRETARY a. Compose a monthly newsletter of the PTO meeting as well as any information of Churchville s activities, board meetings and functions. b. Publicize the date and time of monthly school board meetings and PTO meetings. c. Report on all correspondence and answer all correspondence. d. Coordinate with Publicity re: Bulletin Board. e. At the PTO s expense, sends all other necessary correspondence and/or points of contact, including thank you cards, notes, invitations, gifts, etc., as follows: i. For birth of a child by staff member, gift of approximately $50 value. ii. For staff wedding or retirement, card only. iii. For death of staff member, staff member s spouse or child, student or sibling or parent of a student: donation to a charity or a book of similar value, selected by the child/family suffering loss, donated in the deceased s name to the school library; card to the family suffering loss. iv. For long term illness, surgery or accident of a staff member or PTO board member, gift of approximately $50 value. v. For long term illness, surgery or accident of a student, gift of approximately $50 value. f. Distribute birthday cards to teachers/staff. g. Notification given at PTO meetings of what was sent, to whom and the reason. E. TREASURER a. Receive invoices, write checks, file invoices, and make deposits. b. Prepared a monthly financial statement which contains a list of exact monies received and dispersed at Board meetings and distribute at PTO meeting. c. Itemize fund raising receipts and expenditures. d. Be in charge of money counting room at the Annual School Festival, including responsibility for final count. e. Use discretion to authorize payment up to 10% variation on an item approved for purchase along with the President. f. Pay bills after verification by committee chairperson or officer incurring the expense. g. Be a chair of the Finance Committee. h. Prepare an annual financial report to be submitted by the Finance Committee at time of audit at the end of the fiscal year. F. DELEGATE Page 3 of 8

a. Attend or watch tape of Council Rock School Board meetings and/or coordinate a committee of volunteers to do so on a rotating basis, b. Report information discussed at the School Board meetings to the President prior to monthly PTO meeting and then to the PTO at the monthly meeting. G. PARLIAMENTARIAN a. See that Robert s Rules of Order govern all PTO meetings in all cases in which they are applicable. b. Responsible for the updating of the By-Laws/ Policy Manual as need arises or at least every three years. H. FACULTY REPRESENTATIVE a. Represent the Churchville teachers at the PTO monthly meetings. b. Maintain communication between the PTO and the Churchville School staff. I. YEARBOOK a. Form a committee to take pictures of Churchville events with their own cameras and coordinate with the Yearbook chairperson. b. Responsible for collection of pictures to be used in the yearbook. c. Responsible for distribution of order forms for yearbook. d. Maintain relationship with yearbook contractor/vendor. e. Prepare main yearbook. J. HOMEROOM PARENTS SPLIT WITH 6 TH GRADE a. Prepare Homeroom parent volunteer flier to be included in the 1 st day packet. b. Collect names (phone and email) of selected Homeroom Parents from teachers. If there are no volunteers, then solicit a second request for volunteers. Teachers can choose up to 3 Homeroom Parents, with the exception of 2 for 6 th grade. c. Prepare a list of Homeroom Parents names, phone numbers, and email for distribution to Executive Board. d. Establish an Emergency Call System and list with emergency numbers. e. Prepare a Homeroom Parents Instruction sheet and provide a copy to each homeroom parent at a parent meeting. f. Be responsible for all activities and functions of the Homeroom Parents as listed on the instruction sheet. g. Provide parent assistance when requested. h. Conduct Homeroom Parents meeting as necessary. i. Responsible for tracking of attendance of homeroom parents at a minimum of three PTO meetings per year. j. Responsible for coordinating help requested by committees and/or teachers. Page 4 of 8

Sixth Grade Committee Coordinator- chosen by homeroom parents of 6 th grade as well as 6 th grade chairs. (Note: this is what makes up the 6 th grade committee): This 6 th grade committee is then responsible for the following: k. Coordinate 6 th grade dances (i.e. Valentine s Dance, end of year Dance) l. Order 6 th grade T-shirts. m. Coordinate yearbook signing event. n. Responsible for finding out the date for the 6 th grade track meet. K. LIBRARY LIASON a. Coordinate daily library volunteers with librarian. b. Coordinate Book Fair volunteers with the librarian. c. Make back-up list/substitute list. L. BOOKMARK a. Distribute Birthday Bookmark letters to students on a monthly basis. b. Record and log all birthday book orders and monies for the librarian and Treasurer. c. Works with school store to secure pencils for Birthday Bookmark. d. Work with librarian for book selection. M. HOSPITALITY a. Look at activities and acquire refreshments and serve at various student activities, when requested. b. Responsible for picking a date for student appreciation day and purchasing refreshments. N. MEMBERSHIP a. Prepare membership drive information. Flyer to be included in the first day packet. b. Collect membership dues. c. Keep record of monies received and deliver counted monies to Treasurer for deposit. d. Keep record of family and faculty memberships. e. Forward membership information as it should appear in the school directory to Student Directory chairperson. O. DIRECTORY a. Develops and prints student directories. b. Distributes student directories to all members. P. PROGRAMS Page 5 of 8

a. Prepare, when requested, programs for the education and enjoyment of students and families. NOTE: PROGRAMS shall not consider its events fundraiser events at any time. b. Provide PTO Corresponding Secretary with calendar of events. c. Present at May PTO meeting a tentative schedule of activities and approximate dates for the upcoming year. d. Bingo. e. Mother/Son event, Father/Daughter dance, Mother/Daughter event, Father/Son event. f. Back to School Picnic. g. Puttin on the Hits h. Reading Olympics. Q. PUBLICITY a. Publicize all PTO sponsored events via news releases to area newspapers, posters, and fliers given to other schools when appropriate. b. Maintain PTO bulletin board- coordinate with corresponding secretary. c. Work with the district s public relations department to ensure that publicity paperwork is forwarded to the appropriate person. d. Coordinate any publicity for school events, as requested. R. ANNUAL SCHOOL FESTIVAL/CARNIVAL a. Coordinate and execute all phases of the school festival, including setting up subcommittees. Sub-committees should report to chairs with progress on a regular basis. b. A general outline of the planned activities must be presented to the Board for approval at least 3 months prior to said event, after approval by school principal. c. Present at May PTO meeting a tentative date for upcoming year. S. STUDENT STORE a. Order all inventory to be sold- coordinate with grade level coordinators and price accordingly. b. Schedule and prepare volunteers and substitutes. c. Post list/schedule outside of school store with information (names, phone numbers and date to be worked in school store). d. Collect money from sales and deposit counted monies directly to the Treasurer. e. Hours of Operation are 8:50 am 9:05 am daily. Store must be manned daily. T. WAYS AND MEANS a. Present at May PTO meeting a tentative schedule of activities and approximate dates for upcoming year. b. A committee that plans and executes fundraising activities for the PTO, excluding the School Festival. Page 6 of 8

c. Be a member of the Finance Committee. d. Coordinate with homeroom chairs when assistance is required. e. Chair(s) responsible for coordinating sub-committees for desired fundraisers. Each sub-committee will have a coordinator responsible for reporting back to Ways and Means chair(s). U. PARENT ADVISORY BOARD a. Attended by the PTO President and two additional PTO members. (Each district school has 3 representatives.) b. If selected member cannot attend any given meeting, that member must find an appropriate substitute to attend in his/her place. V. PAST PRESIDENT a. The immediate past president(s) of the Churchville PTO shall serve on the board in an advisory capacity only. W. BUIDING AND GROUNDS a. Act as liaison between principal, school staff, and PTO, as well as parents, to review requests for improvements to the school building and grounds, outside the perimeters of school board approved projects. b. Recruit volunteers and resources to execute PTO/school principal-approved projects. X. MARKET DAY COORDINATOR a. Prepare and distribute Market Day flyer. b. Coordinate all Market Day activities on a monthly basis. c. Prepare a monthly report of funds generated to be reported at PTO meetings. Y. WELCOMING COMMITTEE a. Receive all names of new families from school secretary. b. Attend new student orientation along with President as PTO representative. Bring signup sheets for those interested in getting involved in PTO. c. Call all new families to: welcome them to our school, extend invitation to join PTO, explain class parties, activities, assistance in the classrooms, other PTO functions. Creation of a Welcome Packet to be presented to all new families is advisable. d. Seek information from township for distribution to new families. e. Call new families who signed up at Orientation and invite them to the September PTO meeting. Z. PRODUCT REDEMPTION a. Responsible for the collection and tracking of Box Tops for Education or any other redemption program in which the PTO participated. Page 7 of 8

b. Coordinate any promotional activities related to these programs and find new ones. Coordinate finds with Treasurer. AA. COMMUNITY SERVICE LIAISON a. Responsible for coordinating and implementing any community service effort by the PTO or by the school and outside agencies in conjunction with the PTO. b. Work with faculty and outside agencies in developing programs as stated in (a) above. BB. ASSEMBLY LIASION a. Coordinates PTO-sponsored assemblies for the enjoyment and education of the students. CC. DD. NOMINATING COMMITTEE a. Responsible for replacing the Board and any open Board positions and open chair/co-chair positions. b. Committee should consist of 3 to 5 people. (See article IX, Section 1-C of By- Laws) FINANCE COMMITTEE a. Committee consists of the PTO officers, the principal, the Ways and Means chair(s), and 2 or 3 other members. (See Article IX, Section 1-A of the By- Laws) EE. AUDIT COMMITTEE a. Members of this Committee shall audit the books of the PTO at the end of the fiscal year. b. Appointed by the Vice-President. (See Article IX, Section 1-B of the By-Laws) V. BOARD FINANCES A. General Policies a. PTO funds should always be used for PTO work and not be diverted to other channels; for example, donations to other organizations or charities unless event advertised as a charity function only. b. Bills will be paid by the Treasurer only after verification by the committee chairpersons or officer incurring the expense within a 2-week period. Page 8 of 8