Committee Chair Guide
Summary
This guide provides essential instructions for committee chairs on effectively managing their roles and responsibilities.
Gathering Volunteers
- Recruit and organize committee volunteers early in the planning process.
Creating a Project Plan and Managing Budgets
- Develop a project plan that fits within the budget approved by the PTA board.
- If additional funds are required, request further budget approval before incurring extra expenses.
- Strictly adhere to the budget, even when securing sponsorships.
- Prioritize using the PTA budget over seeking outside sponsorships to avoid donor fatigue.
Managing Expenses
- Obtain at least two bids for large ticket items, as required by Texas PTA guidelines.
- Ensure all contracts are signed by the PTA President (contact: rcepta01@gmail.com).
- The Treasurer will only approve and pay for expenses related to contracts signed by the PTA President.
Procedures for Handling Sales Tax and Reimbursements
- Use the PTA's sales tax exemption form or request one from the Treasurer (contact: rummelcreektreasurer@gmail.com).
- Utilize the PTA's tax-exempt Amazon account for purchases. Request the information from the PTA President.
- Submit reimbursement requests within 30 days of the expense, including receipts.
- Electronic reimbursements are processed quickly, while check requests take 10-15 days.
Social Media Request
- Send a flyer, artwork, dates, and blurb in a final format to Celeste, Rachel, and Blair at the following email addresses: rcepta01@gmail.com, rhgilbert86@gmail.com, blair.ebbs@gmail.com.
- One team member will handle the post. Kindly provide a minimum of 2 days' advance notice and ensure all necessary post information has been shared.
Membership Toolkit Form Request
- Complete the Membership Toolkit Request Form if you need a Sales Form or page created for the PTA website. Kindly provide 1 week's advance notice to ensure all necessary information is correct before publishing.
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