PTO Committee Chairperson Information
Thank you for volunteering to chair a committee for the Hance Elementary PTO! The PTO Board wants to make things easier for you by providing the following information but always feel free to contact the primary PTO Board contact for your committee with questions at any time.
Read the FAQs for questions about submitting information for your committee to be published in eNews and the website.
Facility Use Request
If your committee requires PRSD facilities, a facility request must be submitted to the District office as soon as possible to reserve the desired space. This can be done with the following link * PRSD Facilities.
Committee Planning – Supplies/Entertainment
One to two months prior to the committee, a review of what the committee entails should be undertaken. If supplies or entertainment is required, these should be ordered/contracted for at this time within the budget guidelines.
Committee Planning – Volunteers
If volunteers are needed for the committee, a request for these volunteers should be submitted to the Flash Administrator at email@example.com. The request should include the date, beginning and ending times for the volunteering opportunity as well as how many volunteers are needed. The exact date that you send this request will be determined by the Flash schedule. At least 1 week should be given for the responses to come in. The following links contain the directions *eNews Process to request a posting and the production schedule for the Flash.
A request may also be put to the Flash Administrator for the volunteer responses to be accumulated into a database. This data can be provided to the committee chair as a complete list thereby eliminating the need for the chair to compile the data from multiple email responses.
Committee Planning – Cash Advance
If the committee requires the use of a cash register, a request for petty cash for the opening cash drawer should be made 2 weeks prior to the event. This request should be submitted to the PTO Treasurer by placing it in the PTO mailbox or emailing it to the email address found on the form. The request should indicate the denomination and quantity of bills and coins needed. If the submission is placed in the PTO mailbox, a follow-up notification via email to the Treasurer should occur. The Treasurer will contact the chair following receipt of the request and arrange a time and place to provide the funds. The request should be done using the form found at this link *Hance Cash Request Form
If the committee chair or volunteers incur expenses, the form found at the following link should be completed and submitted to the PTO Treasurer for reimbursement within a week following conclusion of the committeeHance *PTO Committee Reimbursement Form. The Treasurer should be notified via email or call that a submission has been made. All expenditures should follow the budgetary guideline set in the relative committee budget.
In the event that monies are received as a result of the committee, these receipts should be submitted to the PTO Treasurer using the following linked form within a week of conclusion of the committee Hance * PTO Committee Deposit Form with * Hance Check Listing Record All checks are to be made payable to "Hance PTO" and all monies are to be for deposit to the Hance PTO account. When several checks are received, a spreadsheet detailing check number and amount must also be submitted along with the deposit form. Arrangements for transfer of the funds should be coordinated with the PTO Treasurer.
Throughout the entire planning process, periodic status reports should be provided to the committee’s PTO Board contact. The Board member will be responsible for looping in the administration when needed and informing them of final arrangements.