BOOTH HILL SCHOOL PTO
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    • Open Positions Interest Form
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    • Building Use Form
    • Event Detail Form
    • SignUpGenius Request
    • Cash Box Request
    • Reimbursement Request
    • Vendor Check Request
    • Event Deposit and Income Form
    • Funds Protocol Policy
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Committee Chair Responsibilities - Effective 9/1/19

  • Communicate Event to the BHS PTO Executive Board
    • Discuss event details at least 5 weeks prior to event
    • Discuss event budget
    • Provide event updates as needed or as requested
      • Attend PTO meeting prior to event date to give an update
  • Complete Building Use Form
    • Must be submitted 3-4 weeks prior to event
    • Keep in mind all fees for custodian, fire, police and food service personnel will be deducted from event budget
  • Send Event Details, Flyer and SignUpGenius Information
    • Submit Event Detail Form or send email directly to the BHS PTO Executive Board
    • Event Details and Flyer must be submitted 2-3 weeks prior to event for approval
    • Flyer will be distributed to school 2 weeks prior to event
    • Flyer should include the following details:
      • Name of Event                                                                 
      • Date of Event
      • Time of Event
      • Location of Event
      • Cost of Event
      • RSVP Date
      • Event Chair(s)
      • Event Chair(s) Contact Information
      • Any Additional Event Details
    • Flyer must include the following RSVP, funds and volunteer wording:
      • Wording for all PTO social events:
        • The BHS PTO can only accept online RSVPs and payments at https://booth-hill-school-pto.square.site
      • Wording for all PTO non-social events (book fair, plant sale, etc):
        • The BHS PTO can accept cash, checks (payable to BHS PTO) and credit card payments
      • Sign up to volunteer: SignUpGenius Link
    • Include the following volunteer request details on SignUpGenius Request or send email directly to the Secretary, if SignUpGenius needs to be created for volunteers
      • Set Up Time
      • Set Up Number of Volunteers Needed
      • Clean Up Time
      • Clean Up Number of Volunteers Needed
      • Additional Helpers – Include Task, Time and Number of Volunteers Needed
  • Collection of Funds and Completion of PTO Event Deposit and Income Form
    • Refer to the BHS PTO Funds Protocol
      • It is the responsibility of all Committee Chairs to read and fully understand the BHS PTO Funds Protocol
  • Collection of Square RSVPs and boothhillschoolpto.org Forms
    • Coordinate with the Treasurer to obtain all Square RSVPs
    • Coordinate with the Vice President to obtain all boothhillschoolpto.org Forms
      • Verify all forms completed on boothhillschoolpto.org were paid for on Square before giving purchased item to student (birthday buddy gram)
  • Complete Cash Box Request, if needed
    • Must be submitted 1 week prior to the event
  • Purchase and Reimbursement for Event Items
    • Purchase event items within the event budget
    • Submit Reimbursement Request within 30 days after event date
      • Receipts must be included
      • Submit all event receipts together at one time instead of individually at separate times
      • If large reimbursement is needed in advance of the event date, reach out directly to the Treasurer for approval
    • Submit Vendor Check Request before event date, if needed
      • Invoice must be included
    • Reimbursement and Vendor Checks will be provided within 10 days of receipt
    • Make sure you return all purchased event items to the BHS PTO Executive Board by the end of the event, as these items are possessions of the BHS PTO
  • Document and Provide All Committee Details to the Secretary
    • Include the process, completed building use form, contacts, vendors, etc
    • Provide documentation of expense details
    • Provide event headcount with family names
    • Indicate family payment by Square, Walk-in, etc
 

Copyright 2018. Created by Parent Volunteers from the Booth Hill School PTO in Shelton, CT.

  • Home
  • About
    • A Message from the PTO
    • Our PTO
    • PTO Organizational Chart
    • PTO Membership
    • Room Parents
    • Events
    • Meetings
  • Reminders
  • Forms
    • Open Positions Interest Form
    • Birthday Buddy Gram Form
    • SignUpGenius Form
  • Event Policy
    • Committee Chair Responsibilities
    • Building Use Form
    • Event Detail Form
    • SignUpGenius Request
    • Cash Box Request
    • Reimbursement Request
    • Vendor Check Request
    • Event Deposit and Income Form
    • Funds Protocol Policy
  • Links
  • Contact Us