General Guidelines

  1. President/Executive board must be informed of all committee meetings. 
  2. Board of Director Meetings are typically held the last Thursday of the month. 
  3. The general PTA meeting is typically the first Thursday of the month. 
  4. It is not mandatory that you attend every PTA meeting.  However, it is very helpful if you plan to attend the board meeting and general PTA meeting prior to your event to provide an explanation of your event.
  5. Please send an electronic copy of all communication, flyers, signs, etc., to the President for approval.
  6. All relevant documents will be posted on the King Springs PTA website. 
  7. Do not enter into any agreements or sign any contracts on behalf of the PTA.  The PTA President is the only one who can legally sign contracts on behalf of the entire PTA.
  8. Committees should keep meeting notes and copy of all notes submitted to President/Executive Board (see Meeting Minutes Template).  
  9. After each event, please submit a detailed electronic summary of the event.  This should include:
              -  Number of volunteers that helped support the event (planning and execution)
                         *  A copy of report from Volunteer Spot from Carol Milliron
                             (cmilliron@mindspring.com)
              -  Supplies purchased; the amount used; usable remaining supplies (approximate)
              -  Best practices/lessons learned
    This should be completed within one month of the event.
  10. COMMUNICATION, COMMUNICATION, COMMUNICATION!! - Every 2nd Tuesday we will be communicating with our KSE families via E-news.  Please plan accordingly.  Prior to each event, please e-mail Katie Kroll (copy the President and your Board Member event sponsor) with event details, volunteer opportunities, and contact info. 
  11. After the event, send a thank-you to the committee; summarize the event, i.e., how much money raised, community support, etc. 
  12. Submit all reimbursement requests on a check request form accompanied by receipt to Treasurer within a week of event or purchase.
              -  A check request form can be obtained on the KSE PTA website (under parent resources) or in the PTA file/mailbox.
  13. Be respectful of the school and custodians and always clean-up if you are having your meeting at the school.
  14. Check the PTA closet and the closet behind the stage before you buy anything.  We have lots of napkins, decorations, plates, etc., in both places. PTA closet is organized to keep like stuff together.  Items that are rarely used go on top. Event decor goes to the right. Signs go above the helium tank behind the door.  Hospitality/food serving items go straight ahead.  Office supplies go on the plastic shelves. 
  15. To ensure the success of our PTA, we must all work together in recruiting/inviting others to join us.  Please assist in finding a co-chair for your committee for next year.
  16. A major focus of PTA this year is how to get Dads involved.  While working on your event/committee please try to include ideas how Dads can be involved.
  17. If an event occurs after hours, you must clear your schedule with the Executive board, and the Principal.  This includes clean up and set up. 
  18. This year we are going to assign each committee to an executive board member sponsor.  The board member will be your point-of-contact for questions and support.  They will review your Plan of Work and follow-up with collecting the documents prior to and proceeding the event.