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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 and Overview:

            
  1. Find out all you need to know about your event.
    2.                 
  2. Contact volunteers.
    3.                 
  3. Obtain the necessary supplies and equipment.
    4.                 
  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.                 
  5. Understand your budget and stick to it. Keep all receipts and records of expenses, know how to pay when buying items for PTA events.
    6.                 
  6. Personally thank everyone who helped you and give a list to the Volunteer Coordinators of those who helped you.
    7.                 
  7. Read and follow the Important Reminders.

Chairperson Responsibilities:

        
  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,Barbara Harrington or Amie Steelman. Also, make sure to keep accurate notes of your work (e.g., 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, Jill Kellerman, gets a copy and all details are discussed prior to Jill signing the contract.
    2.     
  2. Contact volunteers: You are primarily responsible for getting volunteers to help you. If you need assistance, please contact the Volunteer Coordinators, Barbara Harrington or Amie Steelman. Once you have your volunteers, contact each volunteer to explain how they will be helping. Please provide them with as much advance notice as possible so that they will be able to arrive at the scheduled time.
    3.         
  3. Obtain supplies, equipment and cash boxes: If you need supplies (e.g., utensils, paper goods, tablecloths, etc.) for your event, please check the PTA closet before buying. (The PTA closet 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, Crismeylin Rivano or Assistant Treasurer, Mindy Morgan. Both officers carry a tax-exempt PTA owned 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, Jill Kellerman. If you need additional rehearsal dates, other than the day of the event, you need to contact Jill Kellerman as soon as possible, so that your date can be secured. Be sure to give at least five days notice. If you need equipment (e.g., tables, chairs, or removal of furniture for your event), you need to speak with our head custodian, Mr. Bob McMaster. Contact him directly or leave a note in his mailbox at least two days in advance. For some events cash boxes may be needed. Contact the Treasurer, Crismeylin Rivano or Assistant Treasurer, Mindy Morgan at least one week in advance and advise the amount needed for each cash box. One of these two officers 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.         
  4. Publicize your event: If a flyer is needed and you would like help, please contact the PTA President, Jill Kellerman. 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 a 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). 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 (BOE) offices at 501 Kings Highway, 2nd Floor. 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. Ginger Vale and PTA President Jill Kellerman no later than end of day 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. Also, if you would like your event publicized on our website, contact the Website Coordinator and Webmaster, Chrystal Moynahan and Eugene Hoffman as well.
    5.         
  5. Understand your Budget: If you have any questions concerning your budget, contact the PTA President, Jill Kellerman, Treasurer, Crismeylin Rivano or Assistant Treasurer, Mindy Morgan. It is your responsibility to stay within that budget. It is imperative that you advise the PTA President 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 or Assistant Treasurer. 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, Crismeylin Rivano, in the PTA mailbox within 30 days of the date the expense was incurred. The PTA will not issue a blank check for any purchases. Some businesses will accept the PTA tax-exempt form with your own form of payment, but most will not accept it without a PTA check. (To get a copy of the tax-exempt form, contact the Treasurer or Assistant Treasurer). If you need help purchasing items for your event, please contact the PTA President, Treasurer, or Assistant Treasurer. Please note, if you make purchases without a tax-exempt form, the PTA will not reimburse you for the tax incurred.
    6.         
  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, Barbara Harrington or Amie Steelman.

 

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