MSIS PTA Committee Information

Dear Chairperson,

I would like to thank you for chairing a committee this year for MSIS. It is important to the students, I appreciate it, and our school will be a better place for it. I hope you find it as satisfying as I do to be involved. The following information should help you in your work:

• If your committee involves an event in the school, whether during school hours or after hours, you must fill out a Use of Building form, which can be found in the main office file cabinets. It is submitted to Doreen Cipoletti and the pink copy will be returned to you when approved. Be complete and descriptive of exactly what you need. If there is a special setup that you need, please include it on this form or attach a form to the request for Doreen to forward to the custodians. This includes equipment and table setups in gymnasium, hallways, cafeterias, etc. Include a diagram if necessary. You need to fill out this form also if your committee chooses to have a meeting in the school building.

• Submit your flyer to me for approval at least 3 weeks prior to your event. You will be informed if it will be online only or to be photocopied for distribution. Separate Flyer Procedure information available.

• If you need a cash box for your event, please contact Diane Abrams, our Treasurer at 864-1717 or dianeabrams4@gmail.com at least 7 days prior to your event. Separate Cash Box Request Voucher available.

• Let me know if you need volunteers for your committee or event. We will have sign-up sheets at PTA meetings, Open House and I can send them via email also. If you would like to use a high school volunteer, please see the separate letter from Debbie Virga. If someone offers to volunteer, please make sure you contact them whether you end up needing to use them or not and thank them for offering.

• Please try to attend PTA meetings. If you cannot, please contact your assigned Vice President to give them a report. Separate Committee Report form available.

• If you purchase supplies for your committee, please use the Tax Exempt form. Submit Expense Reimbursement Request Voucher  to Diane Abrams, Treasurer at 864-1717 or dianeabrams4@gmail.com If you collect money, submit all checks and cash with a Deposit Record form to Diane also, as soon as possible. It is important not to hold checks.

Please feel free to contact the Vice President assigned to your committee for any questions or help.  We are in this together.  The VP Committee Assignment breakdown is as follows:

Ginny Reib 670-7345 ginnypta@gmail.com

Arts-In-Ed, Box Tops, Bulleting Board, Carnival, Class Parent Coordinators, Entertainment Events, Fifth Grade - Camp Mariah, Gift Wrap, Halloween Happenings, Historian, Holiday Boutique, Photography (school pics), Plant Sale, Scholarship, School Store, Scoop, Sports Nights, Staff Appreciation, Sunshine, Website

Christine Kramer 486-8087 christineot@optonline.net

After School Workshops, Budget, Cookie Dough, Disabilities Awareness, Entertainment Book, Environment, Gala, Health and Safety, Legislation, Membership, Nutrition, PIR-PARP, Parent Workshops, Parliamentarian, Reflections, SEPTA, SMINGO, Student Directory, Talent Shows, Yearbook, Year End Dinner

Thank you for your commitment to the students of Sawmill.

MSIS PTA COMMITTEE DESCRIPTIONS 2008-2009


EXECUTIVE COMMITTEE: Comprised of the President, Vice-Presidents, Recording Secretary, Corresponding Secretary, Treasurer, School Board Representative and alternate, Council Delegate and alternate, School Principal and Past President.

EXECUTIVE BOARD: Comprised of the members of the Executive Committee, all Chairpersons of standing committees and the teacher liaisons for each grade.

GENERAL MEMBERSHIP: Comprised of all PTA members who are not members of either the Executive Committee or the Executive Board.

AFTERSCHOOL WORKSHOPS
• Arrange schedule of classes for students of MSIS, i.e. Arts & Crafts, Music, Sports Activities, etc.

ARTS IN EDUCATION
• Committee integrates Arts in Education by selecting (with Principal and teachers) programming that is brought into the school, enhancing curriculum. PTA supports the programming through its fundraising.
• Coordinate scheduling of programs with teachers and Principal.
• Attend monthly AIE meetings.

BOX TOPS
• Coordinate collection of box tops and submit for payment to PTA.

BUDGET AND LEGISLATION
• Keep membership well informed of how our tax money is being spent.
• Attend budget workshops and focus groups.
• Review Legislative Bulletin.

BULLETIN BOARD
• Create a theme and decorate the PTA bulletin board, on a monthly basis, with all upcoming events.

CARNIVAL
• Arrange schedule of various arts/crafts, games, etc. for the students.
• Purchase all necessary items, including food and prizes.
• Solicit local merchants for donations, if necessary.
• Create and distribute flyers for advertising and donation purposes.
• Coordinate volunteers for the event.

CLASS PARENT COORDINATORS
This is a 3-chair committee, one for each grade level.

• Organize a Class Parent Tea (see district calendar) to meet all class parents (selected by the teachers) and explain their duties. ALL CLASS PARENTS MUST BE MEMBERS OF MSIS PTA.
• Obtain class lists and distribute to class parents, reminding them that all lists must be kept confidential.
• Distribute ‘Class Parent Guidelines’ to be followed.
• Contact class parents for any events/programs in which parents are needed as well as necessary phone chains.
• 3rd and 4th Grade Coordinators will be responsible for organizing refreshments for 5th Grade Moving Up Day.
• Have a meeting with class parents prior to field days.
• Organize all supplies needed for field days.

COOKIE DOUGH FUNDRAISER
• Create and distribute flyers.
• Coordinate with vendor and Principal for delivery date/time of orders.
• Collect order forms and payment.
• Distribute items ordered to students/parents.

DISABILITY AWARENESS
• Coordinate programs to promote awareness during Disabilities Awareness Week (check district calendar). Meet with Principal to discuss programs and scheduling.

ENTERTAINMENT BOOK
• Coordinate with supplier and Principal to distribute books and order forms to classrooms.
• Set up a table for sales at Open House and any other events necessary.
• Collect all returned/unsold books and order forms/payment for sold books.

ENVIRONMENT
• Increase awareness of environmental issues affecting students and our world.
• Coordinate a recycling program by sending out flyers and collection procedures.
• Meet with Principal to schedule three (3) dates (fall, spring and school year end) for children of MSIS to participate in ‘Mother Natures Apprentices’ club, which beautifies the front grounds of MSIS through gardening.

FIFTH GRADE COMMITTEE
The committee must raise money to offset the cost of the 5th grade trip and purchase necessary supplies.
• Organize a fundraiser and have the ideas approved by the PTA President and Principal.
• Responsible for purchasing snacks and supplies for trip.
• Purchase t-shirts for each student and dye to be used.
• Arrange for a pizza and ice cream party for those children not attending the trip- must arrange for parent supervision.

GALA NIGHT
• Make all arrangements for selection of theme, venue, entertainment, and favors.
• Committee responsible for soliciting local merchants and parents for donations.
• Create and distribute flyers for advertising and donation purposes.
• Arrange for ticket sales.
• Coordinate volunteers for baskets, set up, ticket sales, etc.

GIFT WRAP/FALL FUNDRAISER
• Create and distribute flyers.
• Coordinate with vendor and Principal for delivery date/time of orders.
• Collect order forms and payment.
• Distribute items ordered to students.

HALLOWEEN HAPPENINGS
• Organize donations for the CHS Student Council Halloween event.

HEALTH AND SAFETY/TRANSPORTATION
• The goal of the committee is to promote healthy and safe conditions around the school.
• Contact Principal and work with school nurses to make all necessary arrangements for Boys and Girls 5th Grade Maturity Nights.
• Act as a liaison between parents and the district transportation office.
• Attend district transportation meetings.
Blood Drive
• A community service project sponsored by Commack PTA Council in which all arrangements are made with LI Blood Services. The date is listed on the District Calendar.
• Coordinate donors and volunteers

HISTORIAN
• Maintain a record of all PTA documents (by-laws, budgets, board lists, guidelines)
• Maintain a folder of all flyers and pictures.
• Update MSIS bulletin board at Hubbs.

HOLIDAY BOUTIQUE
• Create and distribute flyers.
• Coordinate sale of holiday items from selected vendor to students during scheduled times/days.
• Coordinate schedule of classes with teachers and Principal.
• Set up delivery of products with vendor and coordinate with Principal.
• Determine any additional products needed each day of the sale.
• Schedule volunteers for help/clean up when necessary.

MEMBERSHIP
• Collect and maintain accurate records of all members and dues paid.
• Send out PTA cards to all members.
• Send out flyers to encourage maximum participation.
• Coordinate with Treasurer for timely payments of dues.
• Verify all Class Parents and Committee Chairs have paid membership dues.

NUTRITION
• Promote good nutrition among students.
• Attend monthly district Nutrition meetings at Hubbs.
• Organize activities during Nutrition Week (see district calendar).
• Meet with Principal for approval of activities.

PARENT WORKSHOPS
• Act as a liaison between PTA and district to develop informative parent workshops.
• Report to membership regarding ideas for workshops.
• Coordinate with district to plan upcoming workshops.

PARLIAMENTARIAN
• Assists the President and the Association in the interpretation of its by-laws and maintains order at all PTA meetings.

PIR/PARP
• Promote an active interest in reading among all students through a reading program.
• Obtain incentives for the reading program.
• Review ideas for approval with the PTA President and Principal.

PLANT SALE
• Select and purchase plants from local vendors.
• Coordinate delivery and set up of plants.
• Create and distribute flyers.
• Send out sign up sheets during PTA meetings and Open House for volunteers needed.

PHOTOGRAPHY (School Photos)
• Coordinate scheduling and organize classes on picture day and picture retake day.
• Distribute pictures.
• Attend PTA Council Photography meetings to choose photographer for following year.
• Have 5th Grade Class Picture framed for presentation at Moving Up ceremony.
• If applicable, coordinate orders for additional photography fundraiser.

REFLECTIONS PROGRAM
• Coordinate with Assistant Principal on program and theme from NYS PTA.
• Create and distribute submission forms for students.
• Collect submission forms.
• Submit selected entries to appropriate NYS PTA liaison.

SAWMILL SCOOP
• Coordinate schedule of newspaper with Principal.
• Compile the writings of the students of MSIS.
• Coordinate the typing, editing and formatting of the paper.
• Coordinate roving reporters.
• Submit draft to PTA President and Principal for approval.
• Distribute the paper to the students.

SCHOLARSHIP
• Work with PTA Council to help raise money for the scholarship fund.

SCHOOL STORE
• Obtain teacher supply lists and purchase school supplies before August visitation day.
• Sell school supplies at Student Visitation Day in August.
• Create schedule of sale dates, during lunch periods, for approval from Principal.
• Send out sign up sheets during PTA meetings and Open House for volunteers needed at visitation and all other dates scheduled.

SEPTA
• Attend all SEPTA meetings and report at MSIS PTA meetings to foster a better understanding between MSIS and SEPTA.
• Responsible for the collection and distribution of all SEPTA fundraisers.

SMINGO
• Coordinate BINGO games and prizes for date scheduled.
• Purchase all necessary items, including food and prizes.
• Solicit local merchants and parents for donations, if necessary.
• Send out sign up sheets during PTA meetings and Open House for parent volunteers.
• Coordinate with CHS for student volunteers.
• Arrange for flyers to be distributed to students for ticket sales.

SPORTS NIGHTS
This is organized by grade, with separate committees for each grade level.
• Organize games with the physical education department.
• Organize parent volunteers to supervise activities and refreshments.
• Send out sign up flyer for students interested in participating.
• Set up teams and schedule of events.

STAFF APPRECIATION LUNCHEON
• Organize luncheon for all staff members in faculty lounge.
• Obtain donations from parents.
• Send out sign up sheets during PTA meetings and Open House for parent volunteers.
• Organize Lunch Aide Appreciation event /program.

STUDENT DIRECTORY
• Compile and type all students who wish to be listed in the directory.
• Maintain parental/guardian permission slips for one year.
• Submit to PTA President and Principal for approval before copying.
• Distribute to all students.

SUNSHINE
• Send out cards/purchase gifts in accordance with Sunshine Guidelines.
• Raise money to fund such purchases.

TALENT SHOW
This is divided into two programs, with separate committees for each program. It is divided into one show for 3rd & 4th grade students and a second show for 5th grade students.
• Make all arrangements for show; responsible for total production of show.
• Arrange for parent meeting to review Talent Show Guidelines.
• Set, attend and oversee all rehearsal dates.
• Send out sign up sheets during PTA meetings and Open House for parent volunteers.
• Coordinate with CHS for student volunteers.
• Arrange for ticket sales, DJ, purchase of shirts for performers and the sale and distribution of flowers.
• Coordinate the typing, editing and formatting of the Talent Show Program, including sale/collection of personals and advertisements.

YEAR END DINNER
• Organize dinner for June PTA meeting, including venue and flowers for Installation of Officers.

YEARBOOK
• Obtain all needed pictures for yearbook.
• Arrange for staff and PTA pictures.
• Arrange for club pictures.
• Design layout; submit draft for approval from Principal.
• Collect orders for books, recording student name, grade and teacher.
• Submit list of all 5th grade student orders, by teacher, to President for review.
• Distribute yearbooks.

WEBSITE
• Coordinate with PTA President and Committee Chairs for updating information on MSIS PTA website.
• Submit changes/revisions to PTA President and Principal for approval.



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