ICS PTSA Board of Directors Committee Meetings

Please plan to attend the Board of Directors Meetings. It is at these meetings that issues are discussed, PTSA projects are planned, and the Parent Meeting Agenda is set. Each PTSA Vice President is responsible for communicating with their group of committee chairs. Check in with chairs monthly to remind them of the meetings and to see if they would like to be on the agenda for either the Board of Directors or Parent meeting. Also, please get updates on what each committee is doing. If a committee chair cannot attend the Board of Directors Meeting, the VP will need to give the report (if any) to the Board of Directors.

Committee Budgets

Copies of the budget are available from the Treasurer at every BOD and Parent Meeting. The ICS budget has been carefully prepared with input from last year's committee chairs. It is the responsibility of each committee chair to stay within the committee's budget. Any expenses over budget must be pre-approved by the BOD. If the amount exceeds $1,000 it must be approved by the BOD and then by the PTSA membership. Within each committee's budget, expenses are flexible. ICS PTSA does NOT pay for personal articles, such as clothing (t-shirts, socks, etc.).

Reimbursement Procedures

In order to be reimbursed for any expenditure, PTSA members must provide a receipt (either the original or a copy) for the purchase and fill out an Expense Reimbursement Form. This form is available in the ICS office or online at the ICS website www.icsptsa.org.  This procedure is not negotiable. As a non-profit organization, we MUST document all expenditures.  Allow ample time for check processing – at least two weeks.

Contracts

All contracts for goods and services MUST be signed by both of the Co-Presidents. We have form agreements for independent contractors that must be used.  We also have certain insurance requirements that must be part of most agreements for PTSA-sponsored events and activities. All contracts must be submitted for review and signature at least thirty (30) days in advance of any due date.

Using the Newsletter for Volunteers and/or Event Publicity

ICS PTSA has several parents who post items in the Newsletter. If a committee or event needs volunteers, or needs to publicize an event, please send a copy-ready announcement to the following address: communications@icsptsa.org. Reference the Submission Instructions for how to do it. Be sure to include an email address and/or phone number in the announcement if a reply is needed. Posters will edit requests, if needed, but they will not compose announcements. Also please include the dates that announcements and requests need to be posted.

If there are any questions, please contact the Vice President in charge of the committee, or one of the presidents.