Purpose of the PTC
Enrich our children's educational experience by providing supplementary equipment and program funding through money raised at various PTC fundraising events.
Foster a healthy family environment within the community through various social activities.
Park PTC Meetings
Park PTC Bylaws were most recently revised in February 2016.
Committee Binder Information
From: PTC Executive Board
You should have received a Committee Binder which contains important information that will help make your event / committee run more smoothly. Your binders will be collected at the end of your term and passed onto the next chairperson. Please keep all papers in the binder for next year’s chairperson. Review the following forms and let us know if you have any questions. Thanks again for your support!!
Please keep us updated about your committee’s activities and meetings throughout the year. After the end of your event please provide your final numbers to the 8th Grade President or 7th Grade President within two weeks.
Following is a list of the materials included in your committee packet, please take some time to review and let us know if you have any questions.
1. Communication with Park Families
2. Check Request for Events
3. Check Disbursement Procedures
4. Deposit Procedures
5. Cash Handling Procedures for PTC Events
6. Miscellaneous Forms (Letterhead, Chairperson Report)
7. Tax Exempt Form (Please obtain this form from the school office, from the PTC Treasurer, or from your PTC Exec Board contact.)
We are looking forward to working with you this year and make this another successful year for the PTC. Please feel free to contact Andrea Faikus at firstname.lastname@example.org
Click here for a printable version of this letter.
PTC Organization Structure
Administrative: Reports to 8th Grade President
8th Grade Graduation Party
Fundraising: Reports to 7th Grade President
Graduation Reception (given by 7th grade parents)
Social: Reports to Secretary
Friday Night Live (FNL)
Ice Cream Social
PCN / Parent University
Promote Your PTC Events
On the first Sunday of every month, we will send out a Monthly email that will include general PTC information, a listing of events coming up in the month, and stories about specific activities / events / fundraisers. This will replace the Weekly email that has been sent in the past.
Additionally, we will send out Single Topic emails on an as needed basis. This will entail a 'Save the Date' email approximately 2 weeks in advance of each event and then a 'Reminder' email the day prior to your event. For larger events, we may send an additional 'Reminder', at the discretion of the PTC Co-Presidents. Committee Chairs are responsible for providing the content that they want distributed. PTC Presidents are responsible for approving the content.
In order to promote your fundraisers, events and activities in email, on the PTC website, and on Facebook, we are asking that PTC committees follow these guidelines:
1. Please complete the online Promote Your PTC Event Form by clicking the link. Your information must be sent no later than Sunday of the week prior to the 1st Sunday of the month, as we need time to obtain approvals and post your information on the website as well as include it in the email.
If your event is very early in the month, please be sure to send your information well in advance, to allow us time to send a 'Save the Date' email approximately 2 weeks before your event.
Please respect that those putting out emails and updating the website are also volunteers who may have other deadlines and priorities. The more time they have, the easier it is for them to fulfill your request.
2. All promotional information should contain the following information:
Who: is sponsoring the event and a contact name and phone number
What: the event is for or what the event is
Where: location of event
When: the time (start and end) and date of the event
3. If you have an attachment for your event, such as a Registration Form, Permission Slip, Coupon, etc., please email it to email@example.com.
Thank you in advance for your adherence to these guidelines!
Use of School Copier
If you have questions, please see Flo or Jill in the school office.
Park PTC Check Disbursement
Please complete the Check Request form located by clicking here or in the PTC drawer located in the main office.
Attach any receipts for items you purchased for the PTC event. Please make copies of all documents for your records and forward the originals to your committee chairperson. Check will not be issued unless there is an approval signature of a person other than the person the check is payable to.
Please notify the Treasurer via email ( ) to let her know you are making a check request
The Treasurer will only issue the checks. The 8th Grade President, 7th Grade President or school Principal can sign the checks. If a check is over $2,000, there must be 2 signatures.
All documentation must be attached and given to the Treasurer.
The Treasurer will make the check out to the individual on the check request form and mail it to the address on the form.
Tax Exemption forms can be found in the PTC drawer located in the main office. These forms are needed to exclude sales tax for any PTC purchases. Sales tax is not reimbursed.
Park PTC Deposit Request
Cash / checks and deposit form is to be placed in the school safe. Only the Principal or Assistant Principal can put the money into the school safe. Please make arrangements the night of the event for the Principal / Assistant Principal to deposit the funds in the safe.
To eliminate the risk of loss and theft, all cash and checks should be deposited immediately in the school safe after school events.
For programs that are conducted off school premises, like Magazine Drive, Spirit Wear, School Kidz, etc., funds should be deposited into the school safe within 24 hours after the last order is taken for that event. You need to notify the Treasurer or 8th Grade President immediately of your deposit into the school safe. The school safe is only accessible during school hours. If the last order is taken on a Friday, this deposit to the school safe must be made the following Monday.
To eliminate the risk of loss and theft, all cash and checks should be deposited immediately after all school events in the school safe. Please do not hold onto cash / checks any longer than necessary, as insurance does not cover the loss of cash / checks maintained in volunteers' homes.
Please remove all staples!
Have 2 adults handle cash at all times.
Please make copies for your records.
Please submit all bills sorted and face up.
Deposit all money in the safe until you can notify the Treasurer of a deposit.
Please attach adding machine tape tally when submitting more than 10 checks.
Attachment - ParkPTC Deposit Request Form
Park PTC Cash Box Request
The request must be signed off by one of the PTC presidents or the event chairperson.
Please put the cash box request form in the PTC mailbox at school and notify the president immediately that the request is there.
The Treasurer will mail the check to the address on the check form. Take this check to your bank and cash it for the proper denominations required for your event.
The start up cash must be counted by 2 people before the event starts. Both parties need to sign the Park PTC Deposit form.
After the event, all cash, including the start up cash, along with any checks must be counted by 2 people. The Park PTC Deposit form must be signed and dated. 2 copies need to be made: one for the Treasurer and one for the event chairperson to keep in the committee communication binder.
Cash / checks and deposit form are to be placed in the school safe. Only the Principal or Assistant Principal can put the money into the school safe. Please make arrangements the night of the event for the Principal / Assistant Principal to deposit the funds in the safe.
Please see the Park PTC Deposit Request page for further instructions.
Cash Handling Procedures for PTC Events
For all events where cash is being accepted, the paid attendance must be tallied. 7th graders and 8th graders need to be counted separately to keep an accurate account of attendance and monies. A tally sheet will be provided on the PTC website and in the PTC drawer located in the main office. Two copies of the tally sheet should be made: one for the Treasurer and one for the chairperson's committee binder.
Please submit all bills sorted and face up.
Contact the PTC Treasurer with questions.
Park Jr. High PTC Volunteer Opportunities
Directly oversee all chair positions and PTC business; prepare agendas for and run PTC meetings; attend District Roundtable meetings; updates monthly emails to families.
Assist 8th grade president in attending meetings and overseeing general business of the PTC; attend PTC and District Roundtable meetings; prepare monthly newsletter of PTC activities; responsible for filling open committee positions; oversee fundraising activities.
The 7th Grade President position rotates through the four district elementary schools:
Attend all meetings, prepare and maintain a budget, keep accurate records of and handle PTC cash flow. Distribute approved money to appropriate chairs; distribute approved reimbursements.
Coordinate dates between committees and school district, produce calendar, and upload to PTC website. Main responsibilities occur in June, July, and August. Attend all meetings; record and prepare minutes for next meeting; oversees all social activities; handles PTC correspondence.
Work with 8thGrade President to maintain the Park PTC Website; update the Park PTC FaceBook page as needed. Periodic work all year long.
Student Directory: Compile data obtained at registration and mail merge into a directory format; proofread copy; choose cover art. Coordinate printing with local printer and distribute books at the school Main responsibilities occur in the early fall.
Arrange a Conference Day snack / lunch in November; arrange a treat for students during Student Appreciation Day in December; arrange a snack during spring conference day; arrange a Teacher Appreciation luncheon in the spring; coordinate volunteers to help with purchasing, preparing, and serving food, and cleaning up afterward; plan and support other Teacher Appreciation Week activities and goodies.
8th grade parents plan end of year party (for 8th graders only) on the Friday before graduation; responsible for decorations, food, DJ and chaperones. Main responsibility April – May.
For 7th grade parents only. Set-up, serve and clean-up for the 8th grade graduation reception. Serve refreshments to graduates and guests after the ceremony. Main responsibility in May to set up on graduation night.
Organize and coordinate the sale of the 8th grade graduating class yard signs. Main responsibilities occur March – May.
Organize and coordinate the fall magazine drive; responsible for promotional events, collecting funds and coordinating volunteers. Main responsibility in the fall.
Coordinate Park Jr. High restaurant nights with various restaurants/stores in the area. Schedule 1 night per month during the school year. Responsible for promoting the event by coordinating with the PTC Secretary.
Obtain school supply lists from teachers and coordinate with School Kidz, our supplies vendor. Obtain promotional materials and order information from School Kidz. Promote the program with the assistance of the Facebook / Website Coordinators from Park PTC and the 4 elementary schools. Collect orders; and coordinate distribution of kits to students/classrooms prior to the start of school.
Fun Run: Spring Activity that plans throughout the year. Work with committee chairs from each school in the district to coordinate the District 102 community Fun Run.
7th grade parents only needed. Registration forms are collected during registration. Schedule students into sessions and communicate session information to families. Coordinate with dance instructor and volunteers for each dance (chaperones, baking, and cleanup). Main responsibilities occur in the fall.
Responsible for planning 3 Friday Night Lives from November through April, including arranging for chaperones, DJ, snacks, and games/activities. Responsible for promoting the events by coordinating with the Facebook/Website Coordinator.
Coordinate a party held the Friday before Halloween. Responsible for arranging for decorations, food, DJ, chaperones and cleanup.
Takes place in April or May on the same night as Park Fest; responsible for arranging for ice cream delivery, set up, volunteer servers and cleanup.
Two people are needed each week to volunteer to copy materials / stuff envelopes as needed for Park staff. If enough volunteers, time commitment is once per month.
Two days during the first week of school: coordinate any paperwork with school office and assist in photos being taken; arrange volunteers for 8th grade pictures taken in March or April.
Liaison between the Parent Instrumental Music Association and Park’s PTC. Historically, this position is filled by PIMA unless they are unable to fill it.