Frequently Asked Questions – PTA Committees
How long am I a Committee Chair?
Most committees run on a 2 year cycle, with each committee chair in their role for 2 school years. When the committee has co-chairs, it is best if the 2 positions roll off on alternate years (so that there is one experienced head each year).
When it is time to turn over a committee to new leadership, it is expected that the out-going chair(s) will make an effort to find suitable candidates to suggest to their VP, since those who have done the job are most qualified to find replacements. For some of the busier committees, it helps to have the new chair identified before the retiring chair finishes the job so that the new chair can “shadow” the process.
How do I get a committee and how do I plan an event?
If you need a committee, it is your responsibility to recruit help. The PTA compiles a volunteer database at the beginning of the school year. Your VP will forward the names and contact information for any parents that are interested in helping on your committee. You can also ask for volunteers on the PTA website or through the Monday Morning Message. Please contact your VP to facilitate those announcements.
Events much be approved by the PTA Co-Presidents, and often by the Principals. If you are running an event, please refer to the PTA Event Checklist on the Resources page for guidelines.
What is your budget?
The general membership of the Chatsworth PTA approves an overall budget in September of each school year. You will be given a budget for your committee from your VP in the fall. In the spring, we will ask for your feedback on your budget to see if any adjustments should be made for the following year.
If you are the head of a fundraising committee, please know that your budget is projected, but not expected. No one is criticized if their committee does not achieve its goal. We use the budget for our overall planning but do not want undue pressure on revenue producing committees to make “enough” money.
When you spend money
All approved volunteer expenditures for committee expenses are reimbursable by the PTA. Reimbursement forms are available as a download on the Resources page of our website. Completed forms with receipts require the signature of the VP and should be left in the PTA Treasurer’s box, also in the office. We prefer to reimburse for expenses via PayPal, but if you would like a check, please note that on your form when you submit it.
Before committing to large and/or new expenses, you need to notify your VP. S/he will seek approval of the expense from the Executive Board.
How to use Chatsworth Space
Your Committee may use building space during and outside of school hours on an as-available basis. All use of school space outside of school hours needs to be requested through a Building Use Form. Please see Donna Williams in the main office for scheduling. Space reservations may also require approval by Katie Andersen. Evening and weekend events can result in overtime charges from the school’s janitorial staff, so please clear any use of space with your VP or the PTA Co-Presidents before reserving / committing to an event.
How do I handle contracts?
All contracts must be signed by the PTA Co-Presidents only. You are welcome to investigate new vendors and make recommendations to the Executive Board, but nothing can be committed to without authorization from the Board / Co-Presidents. All contracts are to be forwarded to the Co-Presidents for review and signature.
How do I get news included in the Monday Morning Message (MMM)?
The PTA Co-Presidents will be distributing the Monday Morning Message (MMM) every week that school is in session. This is the preferred method of communication with the parent / caregiver population. If you are running a large event, please have an approved communication plan in place with your sub-committees.
If you have an announcement you wish to have included, please email the information to your VP, and also feel free to copy the Co-Presidents. You can also submit your announcement via our “Monday Morning Message” (MMM) Request form, available on the Resources page of our website. It will be up to the discretion of the Co-Presidents as to whether to include your information. All submissions must be received by Wednesday at 12 p.m. to be included in the subsequent MMM. All submissions are subject to editing.
The MMM is used for PTA sponsored events only. Community events are posted to the PTA website homepage and may be submitted to Michelle Snyder for publication. This page is updated on at least a bi-weekly basis.
If I must make copies/printouts?
We are making an effort to minimize our copy costs and operate as a “Green” PTA. Any flyers, letters, etc. to be sent out must be approved by your VP and the PTA Co-Presidents.
We prefer that copies/printouts be done at Choice Copy. The PTA is not allowed to use school copiers or printers. Please consult your VP for additional information.
Copy runs for the whole school require 26 copies per class. The number of classes varies by the year. Once the copies are made, please leave a set of copies in each of the teachers’ mail boxes in the office. Not all teachers send flyers home every day so plan accordingly. Many seem to do it only on Fridays, so flyers need to be in mailboxes Thursday afternoon.
How do I find out what’s happened before on my committee?
Many committees keep a binder/file of information for passage to the next Committee Chair. As you take your committee forward, please continue to add to the history file or begin one of your own.
It is the responsibility of the outgoing Committee Chair to inform their replacement.
THANK YOU!