Monroe School PTO:  Committee Chair Guidelines

 

Thank you for volunteering to chair a PTO committee this year!  We hope these guidelines help you as you begin your important work with your committee.  

 

Getting Started

 

  • Your committee volunteers can be found on the sign-up genius located on the Membership Toolkit website (monroeschoolpto.com), under the volunteer tab. Please contact all the volunteers on your committee as soon as you can (found in the Sign Up Genius on Membership Toolkit homepage).  Please check the volunteer list prior to your event again to check if any additional volunteers have signed up. 

 

  • As a chairperson, you are responsible for documenting your committee activities and transitioning this information to any new chairs next year.  Hopefully you have already received any transition materials, binders/turnover documents from the previous year’s chairperson.  If you have not, please let us know and we will help you track them down.  

 

Communication

 

  • There will be three PTO General Meetings (10/23 at 7pm, 1/21 at 9:15am, 4/22 at 9:15am).  If your committee is active during this time frame, please make an effort to attend these meetings, and be prepared to make a short, informal report on your committee’s efforts.

 

  • The Mustang Minutes is our email newsletter and is our primary correspondence system.  Please use the Mustang Minutes  to announce events and updates from your committee. Mustang Minutes submissions are made on Membership Toolkit under the “submit content tab” (see Laura Raine’s e-mailed video sent on August 18, 2025 for reference).  All submissions are due Thursday by 5pm to be included in the next week’s Mustang Minutes.   

 

  • Push Notifications can  be used as reminders prior to an event.  Push notification submissions are also made via Membership Toolkit under the “submit content” tab.  Remember to keep your message brief.  The PTO board reserves the right to approve or modify all notification messages.  Please keep in mind, a push notification is an email blast to an entire grade level or the entire Monroe community.  These messages should be important and necessary.

 

  • Please contact the PTO Board or Maria Bush when having packages delivered to the school. 

 

Event Planning

 

When planning an event, it is important that your committee:

  • Confirm the dates with the PTO, school,  and district calendars. Please notify the Board of any proposed dates.  
  • Submit requests for facility use. Please email the presidents (president@monroeschoolpto.com) to secure all the necessary spaces and have equipment reserved ahead of time.  
  • Work with the PTO Board prior to making any commitments for events.  All contracts from any outside vendors must be co-signed by a PTO president to prevent undue liability.
  • Get approval from the Monroe School/district nurse if your on-site event requires food, treats, snacks, or drinks. Our PTO is required to ensure all food is approved by the district prior to purchasing or distributing. 









Treasurer Information

 

 

  • BUDGET

 

Please note your committee’s budget amount before planning begins.  We will share your budget/sales goal via email. The expectation is that the committee’s sales/revenue generated needs to cover all costs and expenses.  Any amount over the committee’s budget will need to be discussed ahead of time. Please keep track of your budget.

 

CHECK REQUESTS – Online ONLY

Complete the Online PTO Check Request Form for the following:

 

  1. To be reimbursed for expenses (please scan receipts and attach)
  2. To receive petty cash to have on hand for a PTO event
  3. To request payment to outside vendors (please scan and attach applicable invoice)

 

The Online PTO Check Request Form can be found on the PTO website under Our PTO—Forms and Guidelines tab.  

 

Note: The Treasurer needs a one-week advance notice for check requests to pay vendors or to receive petty cash.  Please try to submit your request for reimbursement in the month the expense is incurred.  All reimbursement requests for the current school year must be made prior to June 30th. Requests submitted after that time will not be reimbursed.  

 

  • In many cases, vendors will honor Monroe School’s tax-exempt letter and will not charge sales tax.  Please provide a copy of the letter to the vendor before making a purchase.  You may request this letter from the PTO Treasurer or Assistant Treasurer. 

 

 

  • DEPOSITS

 

All check and cash deposits must be accompanied by a PTO Cash Receipt Form and given to the Assistant Treasurer (treasurer@monroeschoolpto.com).  Cash deposits should be counted by at least two people and indicated as such on the cash receipts form.  Please do not leave cash or checks in the PTO Treasurer or Assistant Treasurer’s mailbox.  You will need to contact the Assistant Treasurer to make arrangements to drop off a deposit.  This form can be found on the PTO website and in the PTO mailbox.

 

 

  • DEBIT CARD

 

The PTO president  has a debit card that may be used to pay for higher-priced items or deposits that cannot be invoiced.  Before the debit card is charged for an expense/item, a Debit Card Request Form needs to be filled out and submitted to the PTO Treasurer and President for approval.  This form can be found on the PTO website.  Text Emily Grzelakowski at 740.507.4367 to discuss individual transactions. 

 

Once the item/expense is paid for, the receipt (attached to the request form) needs to be submitted to the Treasurer for bank reconciliation and record keeping purposes.