Patterson Elementary School PTA
Board Member
Handbook
Patterson PTA
3731 Lawrence Dr.
Naperville, IL 60564
Phone 630-428-6500 • Fax 630-428-6501
December 5, 2018
Patterson PTA
Table of Contents
SECTION 1: GENERAL PTA INFORMATION
PTA Mission and Objectives
National PTA Website
Annual PTA Resources
Membership Dues
Directory Cost
Patterson PTA Bylaws and Standing Rules
SECTION 2: CURRENT SCHOOL YEAR INFORMATION 2011-2012
Committee Roster
Committee Descriptions
School Calendar
PTA Budget
PTA Treasurer Tip Sheets
Illinois Sales Tax Exemption Letter
Miscellaneous Information
Insurance
Contracts:
Prairie Dog Mascot:
SECTION 3: PROCEDURES
Flyer Approval Process
Making Copies
How to get a Flyer Distributed (Used only with PTA President permission-due to “Go Green” initiative.
Patterson Press
Reserving Patterson or District Facilities
Reserve the Outdoor Sign
Committee Planning & Communication
Chairing a Committee
Website
List-serve
SECTION 4: FORMS
Forms
Location of Forms
Samples of Commonly Used Forms Follow
PTA Flyer Approval Form
Committee Report
Request for Outdoor Message
PATTERSON PTA VOUCHER FORM
PTA Receipt Form
SECTION 1: GENERAL PTA INFORMATION
PTA Mission and Objectives
- To support and speak on behalf of children and youth in the schools, in the community and before governmental bodies and other organizations that make decisions affecting children;
- To assist parents in developing the skills they need to raise and protect their children;
- To encourage parent and public involvement in the public schools of this nation.
- To promote the welfare of the children and youth in home, school, community, and place of worship
- To raise the standards of home life
- To secure adequate laws for the care and protection of children and youth
- To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth
- To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
National PTA Website
The National PTA Website is This website features a member’s only section which has a wide variety of information available that can be used by committees. For example, articles from the National PTA Magazine “Our Children” can be copied from the website. Logos are available here. You can post PTA related questions here and receive responses from around the country.
The member’s only site is accessed with our PTA unit number which is 031478 (also on the back of your membership cards)
* Please visit the PTA website for PTA Standards and Parent Involvement.
Annual PTA Resources
Each year, in August, we receive an updated manual from National PTA which covers the following topics: Your National PTA, Governance and Operations, National Bylaws, Leadership, Membership Development, Marketing & PR, Program Planning, Legislative/Advocacy and Money Matters. Your current PTA President has this manual.
Membership Dues
Membership dues for the 2011-2012school year are $12.00 per family membership. The membership dues include a copy of the Directory, PTA membership card, National, State and Local PTA dues.
Directory Cost
One copy of the directory is included in individual and family membership dues.
Effective 8/1/2011, the price of a directory for non-members is $10. The price of additional directories to members is $5.
Patterson PTA Bylaws and Standing Rules
To review the Patterson PTA By-Laws and standing rules, Please contact Alissa Chrisos,
SECTION 2: CURRENT SCHOOL YEAR INFORMATION2011-2012
Committee Roster
The PTA Roster use is for the sole purpose of PTA business and is not to be used for solicitation of business use, political use, or other matters not pertaining to PTA business. A current copy of the Committee Roster is posted on the Patterson PTA website
, or contact the VP in charge of the program.
Committee Descriptions
A current copy of the Committee Descriptions are posted on the Patterson PTA website
, or contact the VP in charge of the program.
School Calendar
A current copy of the Patterson School Calendar is posted on the Patterson PTA website
PTA Budget
The current year’s PTA budget is distributed at the first PTA meeting of the school year. A copy of the current years approved budget can be requested from the Treasurer and is posted in the office.
PTA Treasurer Tip Sheets
A current set of PTA Treasurer tips and procedures is posted on the Patterson PTA website
Please abide by these policies and procedures.
Illinois Sales Tax Exemption Letter
A copy of the current tax exemption letter from the state is available by contacting your Vice President or the Treasurer. Present the exemption letter to merchants when making purchases on behalf of the PTA. The PTA does not pay sales tax and will not reimburse you for sales tax paid.
Miscellaneous Information
Insurance: The Patterson PTA carries liability insurance which covers the activities of anyone participating in the business of the PTA. Our insurance does not require that all volunteers be PTA members. As long as the individual is participating in the business of the PTA, our insurance will cover the liability. We also carry bonding insurance which is specifically for the embezzlement, burglary and theft of PTA funds. Only ten individuals are covered by our bond. Therefore, it is imperative that our procedures for the handling of money be followed.
An Insurance Rider for moon jumps, rides, etc. is available (at no additional cost) as part of our liability insurance. Contact the PTA President who will fill out the necessary paperwork for the rider. The rider is effective only for a set time-period (the date/time of the event).
Vendors holding any events during PTA events should be asked to provide a copy of their Insurance Policy (called Proof of Insurance) before or at the event.
Contracts: All contracts can only be signed by the PTA President. This includes but is not limited to contracts for the following vendors: Apparel, Assemblies, Gift Wrap, School Supply Kits.
Prairie Dog Mascot: We do have a costume available for various events. Please contact the Mascot Chair or VP of Enrichment for information.
SECTION 3: PROCEDURES
Flyer Approval Process
Any flyer, poster or letter to be distributed through the students or displayed anywhere on school grounds, must be approved by the PTA President (or other executive committee board member) and the school Principal. After creating your flyer, email the flyer to both the PTA President and school Principal, with a carbon copy to the respective Vice President. If you need help drafting your flyer, please contact your VP in charge for assistance.
Making Copies
You can use the copy machine in the school office for a small number of copies (50 maximum), giving priority to school personnel. The copier at Patterson is not designed for high volume copying. Please use the PTA Access Code located on the wall in the copier room.
The preferred method for making copies is to use District 204 Reprographics Department through the DistrictPrintCenter. To use the DistrictPrintCenter, follow the steps below:
- You must first register with the District. Use the following link to access the Digital Storefront.
- You will then need to login and enter your password. If you are not yet registered, click Register. You will then follow the prompts and fill in the required fields. When you are finished, your account will be reviewed by the DistrictPrintCenter and within 24 hours you will be able to place orders.
- PTA’s are notrequired to provide an account number, but must check the PTA box. You can email it or take it to the 95th street location (located behind the library).
- Copies are delivered back to Patterson and are placed in the PTA room. You will not receive notification that they have arrived. You must check at the office when you are expecting copies.
How to get a Flyer Distributed (Used only with PTA President permission-due to “Go Green” initiative.
Oldest & Only: Use the Oldest & Only count of students (posted on the bulletin board in the copy room or available from the secretary) to count out by grade the number of flyers to each teacher. It is recommended that you attach a cover note indicating who is to get the copies and when they arrive you must count out the copies yourself. Counted copies must be delivered to the office receptionist for placement in the teacher/staff mailboxes. As a courtesy, leave a copy for the Principal and PTA President if you have not already done so.
Each Student: You will need to count out the number of copies by teacher (request the latest count from the secretary). Again, attach a distribution note if you wish.
Patterson Press
Monthly PTA Newsletter
What can be published:
- Articles or information received from the National or State PTA
- Articles or information received from IPPC (Indian Prairie Parent’s Council)
- Articles or information about PTA sponsored events or committees.
- Articles or information from District 204 or its business partners.
- Articles or information from Patterson Elementary for school related or sponsored events.
- Parenting tips or articles of general interest.
How do you get something published:
- Email a copy of your article in a word document to the Patterson Press chairperson Articles do not need to be pre-approved as the approval process takes place with the President during the draft process.
Publishing Process:
- Chairperson compiles all information submitted.
- The Patterson Principal and PTA President review the articles for appropriateness and accuracy.
- The Press is posted on the Patterson District website on the first day of each month except no Press is posted in January. Approximately 10 paper copies are available in the office for those not having internet access.
A guideline of typical PTA items published by month follows:
- In every issue:
- Letter from the Principal
- Letter from the PTA President
- Parenting Tips (from articles and brochures received from National PTA or the district) if applicable
- Executive Board Roster
- IPPC Press
- Calendar of upcoming events
Reserving Patterson or District Facilities
Patterson Facilities:
Most rooms or other Patterson facilities for PTA events are reserved during the annual school planning process. This process is completed by the Principal with input from the PTA President. This process begins at the end of the current school year for the next school year. This means that individual chair people do not have to reserve facilities themselves, usually. Check with your PTA President to see what has been reserved if you have a question.
These are the typical facilities reserved by the Principal & President: Multipurpose room for PTA meetings, the gym and multi-purpose room for Meet and Greet, space for School Supply kit and Gift Wrap pick-up, the gym & multipurpose room for Variety Show and Science Night.
However, even though the room(s) have been reserved, a rental application (Building Use Form) MUST still be completed. These forms assume liability for PTA sponsored events. The chair person must fill out this rental application (see below) for any event requiring Patterson facilities.
If your committee needs to reserve space that has not been covered by the pre-planning process with the Principal and President, your request can be handled by talking to the main Secretary in the office to verify availability and then completing the rental application.
Other District 204 Facilities:
A rental application must be completed and mailed or delivered in person to the District 204 Education Center. A rental application will automatically be sent to you if you have previously rented space in one of the district buildings. If you have not previously rented space, contact the Director of Building Operations for District 204 to be put on the mailing list or you can obtain one from the Patterson school office (once they have been distributed). The applications are generally available in May or June for the next school year.
The rental application will be accompanied by directions for preparing the application, submitting the application and general information regarding the building rental program.
The applications are considered on a “first come, first serve” basis. Responses to the applications are mailed out in late July or early August before the start of the school year.
Reserve the Outdoor Sign
The outdoor sign is for use by the School and by the PTA. School events will take priority. PTA events will be prioritized by the Secretary based on the information on the form (start/end dates). Conflicts will be resolved by the Secretary.
To reserve the outdoor sign use the following steps:
- Use the Outdoor Sign form to prepare the message for the outdoor sign. Obtain the form from the Patterson school office or PTA file cabinet. A sample of the completed form is in Section 4.
- List your name/committee and your phone number.
- Document when you would like the message to be placed on the sign. Provide the earliest and latest start dates as well as the end date. This will help the school schedule the use of the sign. Print your message clearly limiting it to 25 characters.
- Submit the form to the office.
Our main communication with Committee Chair people is through email. If you need other means of communication, please contact the PTA President.
Committee Planning & Communication
Committee Chair’s and Co-Chair’s are solicited at the end of the current school year for the following year. They are solicited at PTA meetings, via articles in the Patterson Press, separate flyers and at the Kindergarten Welcome. The VP–Committees then work over the summer to fill open positions. The final opportunity to fill a position is at Meet & Greet. Any committee still open after this time will be shut down for the school year.
Parents to volunteer on the actual committee (rather than chairing them) are solicited at the beginning of the school year. The first Patterson Press will contain the sign-up form. Meet and Greet is our best opportunity to solicit volunteers. Various committees also solicit volunteers individually via flyers or articles in the Patterson Press.
Per Standing Rule #15:
The committee chair positions for each school year are solicited to the general membership and incoming kindergarten parents in each registration packet and/or May 1st. Committee chair positions are filled at the discretion of the Executive Board based on the following criteria:
(1)Qualifications and experience
(2)Ability to follow rules and regulations set forth in the Patterson PTA By-laws and Standing Rules
(3)Ability to communicate effectively and in a timely manner with the Executive Board
(4)Timely applications are given priority consideration. However, timeliness of application is not the sole factor in determining chairmanship.
(5)PTA membership is required for all committee chairs, co-chairs and assistant chairs.
Chairing a Committee
Every committee is responsible for maintaining their Committee Binder/flash drive throughout the year. At the end of the year or when the committee is transitioned to a new chairperson, the Binder/flash drive must be up to date and passed on. Historical information is critical and should be placed in the binder/flash drive. Updates to the binder/flash drive can also be distributed by the Executive Board. Make sure to place these updates into your binder/Flash drive.
As you begin planning your committee, solicit input from your VP-Committees and prior chairperson. If you have new ideas for what you would like your committee to accomplish or how you plan to do it, review it with your VP-Committees. We encourage and appreciate fresh and new ideas. Once you’ve finalized your plans, prepare a report to present at the next PTA meeting. This report should list your goals for the committee for the school year.
Plan to solicit volunteers for your committee at Meet & Greet and with articles in the Patterson Press. You may advertise your committee using the same means.
Once your event or committee is done, you should prepare a report about how the event went. It should be turned in at a PTA meeting and also kept in your binder/flash drive. This information will be invaluable for those who follow in your footsteps!