Fairfield CT Democratic Town Committee


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Volunteering > Chairperson Guidelines

Please keep in mind.

Thank you for chairing a McKinley School PTA event. The PTA sincerely appreciates your efforts. To help make all PTA events run smoothly, please read the following chairperson guidelines:

Guidelines Overview:

  1. Find out all you need to know about your event.
  2. Contact volunteers.
  3. Obtain the necessary supplies and equipment.
  4. Publicize your event-- contact the External Communication/Publicity chairpeople, make flyers, advertise in the PTA display cases and bulletin boards, request notices to be posted on the website, have your event announced on the morning announcements on MKTN-TV, and/or write an article for the McKinley Messenger.
  5. Understand your budget and stick to it. Keep records of expenses and know how to pay when buying items for PTA events.
  6. Thank everyone personally who helped you and give a list to the Volunteer Coordinators of those who helped you.
  7. Read and follow the Important Reminders.

Guidelines:

  1. Find out all you need to know about your event: Contact the chairperson who has previously handled your event. The previous chairperson will have (a) tips and information that can help you save time and energy and (b) a file/folder to give you with lots of helpful notes. If you do not know who the previous chairperson was contact the Volunteer Coordinators,  Jill Kellerman or Tracey Rosato.  Also, make sure to keep accurate notes of your work (i.e. dates, schedules, contacts, etc.).   Please turn in your folder to the Volunteer Coordinators after your event has been completed. Final Important Note: If your event/program involves a contract, make sure the PTA President, Jenn Chrysadakis, gets a copy and all details are discussed prior to Jenn signing the contract.
  2. Contact volunteers: You are primarily responsible for getting volunteers to help you. If you need assistance, please contact the Volunteer Coordinators, Jill Kellerman or Tracey Rosato. Once you have your volunteers, contact them to explain how they will be helping you.  Please provide them with as much advance notice so that they will be able to assist you.
  3. Obtain supplies, equipment and cash boxes: If you need supplies (i.e., utensils, paper goods, tablecloths, etc.) for your event, please check the PTA Room before buying. (The PTA Room is located near the cafeteria, as you enter the cafeteria from the music/art hallway). If you do need to buy food and/or refreshment supplies, please contact the Treasurer, Jennifer Hoffman or Assistant Treasurer, Crismeylin Rivano. Both individuals carry a tax-exempt PTA BJ's Membership card. Room reservations have been made for every event on our PTA calendar.  If you have any questions, please ask the PTA President, Jenn Chrysadakis.  If you need additional rehearsal dates, other than the day of the event, you need to contact the PTA President, Jenn Chrysadakis, as soon as possible, so that your date can be secured and extra reservation times can be scheduled.  Be sure to give at least five days' notice. If you need equipment (i.e., tables, chairs or removal of furniture for your event), you need to speak with our head custodian, Mr. Bob McMaster. Contact him directly, leave a note in his mailbox at least two days in advance. For some events a cash boxes may be needed. Contact the Treasurer Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano at least one week in advance and advise the amount needed for each cash box. Either the Treasurer, Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano will pick up the cash boxes after the event. Chairpersons are not to leave with cash boxes, unless previously authorized by the PTA President.
  4. Publicize your event: If a flyer is needed and you would like help, please contact the PTA President, Jenn Chrysadakis.   Be sure you have all information pertinent to event available. Expect a one-week turn around time for flyer design. Also, give yourself enough lead time to get document created, get flyer approval and make copies. (Start the process at least two weeks prior to the date you would like the flyer to appear in the Friday Folders and included in the eNews). If you would like local press coverage for your event, contact the External Communications/Publicity Chairpeople, Wes Greenop and Illya Berecz.   There is a four-week lead time.  Once a flyer has been created, it needs to be approved by the Principal and PTA President before being distributed. Once your flyer has been approved, you can make FREE copies at the Board of Education offices at 501 Kings Highway, 2nd Floor (“BOE”).  Each school has its own code for the BOE copier. McKinley’s is 0075#.   To ensure there is sufficient turnaround time, the flyer must be submitted to the Principal, Dr. Dale Bernardoni and PTA President Jenn Chrysadakis no later than end of Tuesday of the week the flyer is expected to be in the Friday Folders.  Chairpersons are also responsible for writing an article about their event in the McKinley Messenger.  It may be advisable to publicize your event before it happens and write an article after your event has occurred. If you have any questions about your deadline, contact the McKinley Messenger Chairpeople, Shannon Goodchild and Tracey Rosato. Also, if you would like your event publicized on our website, contact the Website Coordinator and Webmaster, Wes Greenop and Richard Luciano as well.
  5. Understand your Budget: If you have any questions concerning your budget, contact the PTA President, Jenn Chrysdakis, Treasurer, Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano. It is your responsibility to stay within that budget. It is imperative that you advise the PTA President, Jenn Chrysadakis if you expect to exceed your budgeted costs for some extraordinary reason. Make copies of your receipts and record all expenses for your chairperson/event folder. Turn in receipts for reimbursement to the Treasurer, Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano.  The request for reimbursement needs to be clearly documented and submitted on a PTA Reimbursement Form with the receipts.  .  To download a copy of this form, click here.   The completed PTA Reimbursement Form with receipts should be placed in an envelope addressed to the Treasurer, Jenn Hoffman in the office within 30 days of the date the expense was incurred, as practicable.  
    The PTA does not issue a blank check for any purchases. Some businesses will accept the PTA tax-exempt form with your own form of payment, but many will not without a PTA check. (To get form, contact the Treasurer, Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano). If you need help purchasing items for your event, please contact the PTA President, Jenn Chrysadakis, Treasurer, Jenn Hoffman or Assistant Treasurer, Crismeylin Rivano. Please note, if you make purchases without a tax-exempt form, the PTA will not reimburse you for the tax incurred.
  6. Thank those who helped: Make sure to personally thank everyone who helped you. Also, make a list of those who helped you and once the event is over, give the list to Volunteer Coordinators, Jill Kellerman and Tracey Rosato.

 

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