Franklin PTO Committee Head
Guidelines for 2009-2010 School Year

PTO Committee Chairs are members of the PTO Board and act as representatives of the Franklin School in carrying out  Chair duties and responsibilities. As a Committee Chair, your conduct in chairing a Committee and representing the school are a reflection of the PTO. PTO Committee Chairs are responsible for reporting on the status of their committee at the monthly PTO meeting and updating Monday Minutes as appropriate.  This is especially important during the times in which each committee will be involved in their event planning.

In addition to the responsibilities unique to each Committee, there are a number of general responsibilities that you will assume as Committee Chair:

• You will need to maintain a folder of accurate and updated information on your committee to pass on to next year’s chairperson. All communications concerning the running of your event should be maintained within this folder.
• All PTO-sponsored events must have communication with the PTO Co-Presidents or Vice Presidents depending upon the Committee and the event. All initial memos, submissions for Monday Minutes or other communications need to first be approved by the designated Board Member before publication.  Submissions for Monthly Minutes need to be received by Nicole Radulski no later than the Sunday before publication. Submissions can be sent via e-mail to the designated Executive Board Member and Therese Williams.
• Feedback on an event is an important process in our continual efforts to improve our events and attract volunteers. After you have held you event, please place a clearly marked manilla envelope in the PTO mailbox to collect any feedback.
• Supplies can be found in the PTO closet in the Cafeteria. Please check with a PTO Executive Board Member before taking supplies. While the supplies are there to be utilized for all PTO events, it is important that we be able to track what supplies have been used and when supplies need to be replenished for the next event.

PTO Financial Guidelines

• You must maintain an accurate and detailed account of any money collected or spent for your event. Anticipated expenses should be first approved by your designated Board Member.  When an event is held, you are accountable and responsible for the funds until a final accounting has been done and they are signed over to the Treasurer, Dena Paris.
• Expenses must be contained to the budget for each event. If an overage is anticipated, contact the designated Executive Board Member for assistance in advance of the event.
• If you are running a PTO event/fundraiser, please make note that all checks must be made out to the Franklin PTO.
• If you require a cash box or credit card machine for an event, please let the Treasurer, Dena Paris, know at least three (3) business days before the event. Please also indicate how much cash you will require and what bill denominations and coinage is preferred.
• Payment Record forms are available in the Treasurer’s box opposite the school office. Any cash or checks collected must be accompanied by one of these forms before being submitted to the Treasurer, Dena Paris. It is important that an accurate account of event expenses and receipts be maintained.  Please double check all amounts submitted.
• Reimbursement forms are available in the Treasurer’s box opposite the school office. Please fill these out completely with ALL of your receipts for reimbursement. Please make sure that the designated Executive Board Member and/or Committee Chair has approved your purchases. Wherever possible, please do not mix personal items with items for reimbursement on the same receipt. If you are submitting receipts for items that fall under different budget items (e.g.: Hospitality and Newsletter), please separate your receipts and fill out separate reimbursement forms. Please remember...receipts must be collected for ALL expenses.

We truly appreciate all of you taking on this responsibility. Your commitment to the PTO is what makes this organization so successful and a great asset of the Franklin School. We look forward to working with all of you throughout the year. If you have any questions or we can be of any assistance to you, please feel free to contact us by phone or e-mail.

Thank you again!

Colleen Dias, Gerry-Lynn Darcy, Kathleen Yonchak, Co-Presidents
Wendy Kahn, Jenn Scarpa, Co-Vice Presidents