How-To’s

General Committee Chair Info

PTA MEETINGS

PTA meetings are usually held the 2nd Thursday of the month in the library at 11:30AM or 7PM and last one hour. Check the “Meetings” section of the website for the schedule. This is where decisions about the direction of the PTA are made. They are open to everyone. Your participation is highly encouraged and your input is greatly appreciated. If your committee is listed on the Agenda, please attend the meeting to give an update.

CONTACTING YOUR VOLUNTEERS

When you get a list of your volunteers from the Volunteer Coordinators, contact them to acknowledge their interest in participating on your committee. Let them know what areas they can contribute and what time frame their help will be needed. Overlooking volunteers may keep them from volunteering in the future. We would like for everyone to get involved and feel like part of the Hill community!  If you don’t have a need for some of your volunteers, please let the volunteer coordinators know so that they can find another committee that is looking for help!

GETTING MAIL

The President’s and Treasurer’s boxes are in the Teachers’ workroom (bottom right). Every committee has a hanging file folder, kept in the PTA room (lower right drawer of the desk). Please check your file folder regularly as this the best means of transferring paperwork.

COLLECTING INFORMATION OR MONEY

1. As it becomes time for your committee to collect money, ask Ms. Barnes or Ms. Loflin in the Office to create a new white envelope and put it in the wooden paper rack mounted on the wall BEHIND Ms. Carlson’s receptionist desk in the Office. If the collections are large, use a box and place close to her desk.

2. The envelope/box needs to be checked daily.

3. After the event, please clear the envelope/box, and recycle/throw away any extra flyers.

RECEIVING DONATIONS

If you receive a donation, fill out the “Donation to PTA” sheet and follow instructions. Do this for every donation, because Partners-in-Education Chair will keep a tab and realize someone is eligible to become a Partner with an accumulation of donations. If donation is $200 or above, see two Partners sheets and contact Partners Committee Chair.

KEEPING NOTES

Take notes while you are planning your event and immediately following it. Do not rely on your memory. Your notes of what to expect, what worked and what did not will help the next person succeed and carry on the duties of your committee. Incorporate your notes into you committee chair notebook, and at the end of the school year, pass your notebook to the incoming committee chair.

BUDGET

As you begin to prepare for your committee, please be aware of your budget.  Most committees have specific budgets and we all need to work to stay within our budget.  If you are unsure of your budget, please contact Stacey Thompson at sbthomp@swbell.net.

PURCHASES

Purchases that you make for your committee can be reimbursed (excluding tax).  Reimbursement forms are located in the “forms” section of this website or in the treasurer’s box in the teacher workroom.  Note that your receipt must be attached to the reimbursement form.  There are also tax-exempt forms available on the website.  You can take one of the forms to wherever you are making purchases and therefore avoid paying tax.

The PTA also has a Sam’s Club card.  If you would like to make a purchase at Sam’s, please first contact Stacey Thompson, sbthomp@swbell.net for instructions on doing this.

HOW TO GET FLYERS READY FOR A WEDNESDAY FOLDER

AND

HOW TO SEND INFORMATION HOME IN WEDNESDAY FOLDERS

All correspondence going home in the Wednesday Folders (or posted at school) must be approved by Ms. Koss in the Hill office first. Please ask for it to be reviewed, and make sure the Office has a copy for their records. This helps her stay informed of what we are up to, and helps us because she is able to answer questions for us.

We have two options for making copies this year.  One is Karen Mullins, who is a Hill parent. Karen teaches in the mornings until 12:30pm each day so she will do her copying in the afternoons.  You can reach her at 300-7082 or epcaustin@earthlink.net (please just leave a message if it is during her teaching hours and she will get back to you).  Our other option is with Office Max.  You can use any Office Max in the Austin area but the one closest to us is at Hwy 183 and Loop 360 (next to Golfsmith).  Just tell them the order is with the Hill PTA and they will give you our reduced copy rate and will not charge you sales tax.  Karen will invoice the PTA to pay her directly.  At Office Max, you must pay for the copies and then be reimbursed. Make sure before you pay, they have not charged tax. HILL PTA DOES NOT REIMBURSE TAX.

Count out the number of copies needed for each class. If possible, use the reduced list located above the copier in the teacher workroom.  This list removes multiple children in the same family so that only one flyer is sent home to each household.  Be sure to include a copy of the flyer for each teacher as well.

Try to copy double sided, if at all possible.

Do NOT use Salmon colored paper; it is used for the school newsletter only. 

Put the counted flyers in the Teachers’ mailboxes before Wednesday at 10:30AM.

Put a copy in the PTA President’s box.  Please also e-mail a copy of your flyer to Marcie Skonieczny at marcieds@sbcglobal.net so that she can also post your flyer to the E-Wednesday folder section of the website.

Put extra copies in the wooden paper standing rack located outside of the Office, to the left.

TEACHER’S WORKROOM

Please note that supplies in the teacher workroom are for the school only.  If you need assistance with items in the teacher workroom, please contact the teacher workroom chairs, Cheryl Willrich at clwillrich@sbcglobal.net or Patricia Sudderth at jbrick@swbell.net.  The PTA must use outside vendors for our copy services.