All PTSA Committee & Program Chairs Must be Members of the PTSA. Every committee and program is assigned to a member of the PTSA Executive Committee as your contact for information, planning, and assistance. Touch base with your Executive Committee contact and your co-chair(s) early on to discuss plans for the year – what worked well in prior years and what can be improved upon. Your Executive Committee contact will provide you with a budget and discuss any concerns that you may have regarding adhering to the budget. Keep in touch with your Executive Committee contact throughout the duration of your event. You must have a child within the IUFSD to serve as a Committee or Program Chair.
Contracts must be approved and signed by the PTSA President.
Money Handling Procedures
Before your fund-raiser or event, you must have PTSA Executive Committee approval for your plans and the expected related expenses. Give periodic updates and progress reports to your Executive Committee contact.
We are a 501(c)(3) tax-exempt, nonprofit organization and must file returns with New York State and the Internal Revenue Service. We get audited, so you must follow these accounting procedures. Failure to do so could jeopardize our tax-exempt status and our Treasurer may not be able to process your request.
We are a non-profit organization and are exempt from paying sales tax. Merchants will require our tax exempt organization number. Go to Tax Exempt Form to get a copy of our tax exempt certificate.
Requests of more than $100 need a signature from a PTSA Executive Board member. The Treasurer will obtain this approval
Keep copies of all forms and receipts for your records
Reimbursement/Check/Cash Request should be given to the PTSA Treasurer
Never pay expenses from the money you collect.
Collecting and Depositing Money:
A Deposit Form must be filled out in order for us to receive collected funds
Separate checks and cash by denomination
Make sure that all checks are made out to the Irvington PTSA and that the checks are signed
Count, bundle and list the total of each denomination of cash and checks (use rubber bands or paper clips to hold each bundle together)
Deliver the funds and Deposit Form to the Assistant Treasurer
Never pay expenses from the money you collect.
Accounting and Budgeting for PTSA Programs: After your program or event, notify the PTSA Treasurer when all deposits and expenses have been submitted no more than 30 days after the end of a fundraiser or program. The PTSA Treasurer will provide a Closeout Summary for review which should be submitted to the PTSA presidents.
Publicity, Communications and Flyers
Publicity and communication are key to a successful event. Please plan early. There are several ways to communicate your event within the Irvington community. All requests for publicity should go through your Executive Committee contact.
PTSA Website and Newsletter: All our PTSA events should be publicized on our website and in our newsletters. Please create a short message with an image, a headline with a date (if appropriate) and a short blurb about why this event/program is something a parent should consider attending/donating to. A link can be provided to a document for more information. The blurb should end with "If you have any questions or would like additional information, please click here (this is where the link will be placed) or email Jane Doe at JaneDoe@gmail.com.
Principal Newsletters: If your principal sends out a periodic newsletter, you can request that your event be advertised. Your Executive Committee contact or PTSA President will contact the principal for inclusion in their newsletter.
District's "This Week in the Irvington Schools": This email is sent out every Saturday during the school year at 6am and you can request inclusion in this communication as well. Your Executive Committee contact will send this request to the PTSA President. The PTSA President submits all requests to the District Office.
**NEW**As appropriate, please include the Photo Opt-Out Text below on flyers or electronic sign ups.
Information about your event should be submitted to your Executive Committee contact AT LEAST one week prior to the communication date. If you would like to run your publicity a few weeks in advance of your event, then the information (i.e. flyer and image/headline/description) needs to get to your Executive Committee contact earlier.
Flyers (DL and MSS only)If you feel that paper flyers are necessary (and intended to be backpacked home) for promoting your event, they must be approved by your Executive Committee contact and the appropriate school principal.
Flyers are photocopied at Irvington Printing, 129 Main Street, Irvington (phone 479-1200; fax 479-1201; e-mail email@example.com).
Kristy Schmitt will know how many flyers to print for each school, and can add the PTSA logo (banner and footer), which must be on each flyer.
Kristy will directly bill the PTSA for the cost of flyers and this cost will be charged to your budget. When you pick up the flyers, you will be asked to sign a receipt noting the cost of your job. Please include this expense on your Program Closeout Form.
Photo Opt-Out Text Please include the following on any flyer or electronic sign up for an event at which a PTSA representative may take photos that may be posted on the site:
Photos of this event will be taken by PTSA representatives and posted on the PTSA website. Participants' names will not be posted with their pictures, and if names are used as part of a list of participants, only first names will be used. Please initial here ________ if you DO NOT want photo(s) of yourself or your child(ren), as applicable, to appear on the PTSA website in connection with this event.
Get organized early, figuring out how many people you’ll need and when so you can line up any additional volunteers in plenty of time. Go beyond your social circle to get volunteers. The PTSA needs scores of people to pitch in throughout the year, so reach out. Ask parents of kids in your child’s class, call volunteers you’ve seen at other events, ask other co-chairs if they know of people who seem interested in working at PTSA events. But, do not ask class parents to find volunteers. Your Exec. Board contact will also help you identify volunteers.
Have a volunteer name/email sign-in sheet at your event or program so you know who volunteered. It’s a good idea to drop them an email to thank them for helping out.
It is important to make sure that you have planned ahead for all of your facility needs prior to your event.
If your event is listed on the District’s calendar, your room has been reserved and there is no need to prepare a Facilities Request Form.
If you need paper goods, aluminum trays, sterno trays or other supplies for your event, ask your Executive Committee contact about checking the PTSA inventory of supplies stored in the PTSA trailer behind Dows Lane or the PTSA closet at Main Street School before purchasing or asking for donations.