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Upcoming Events

Full Calendar

Social Media

 

Coordinator Resources

 

Key Forms/Links: 

 

PTA Deposit Form

 

NEW! Online Check Request

 

Printable PTA Check Request Form

 

NEW! Event Supply Order Request - Digital Submission (for Amazon, Walmart, Oriental Trading, Staples, or Target)

 

 

 

Book Fair Deposit Form

 

PTA Tax Exemption Certificate

 

PTA Post Event Debrief Form

 

PTA Logo (Color) png

 

 

PTA Logo (Black & White) png

 

CTSD PTA Statement of Ethics

(Approved 8/9/21)

 

Data

  • All data collected, managed or maintained by the PTA should be used only for PTA related purposes/activities. Information from forms, lists, purchases, etc. are not to be used for personal or non-PTA purposes.
  • The exception is the print or digital public directory, by which permission for inclusion is made with the understanding that the CTSD school community has open access to the information published therein. 

Communications

  • General official communications typically come from the President and the Corresponding Secretary, unless otherwise delegated. The President is the main administrative liaison, and the Corresponding Secretary fields incoming correspondence via email or social media, and either responds or forwards to the relevant board member or coordinator/chair. The Corresponding Secretary also will send flyers in for district approval. 
  • Coordinators and chairs of programs, events, activities and fundraisers are authorized to directly communicate with their vendors, companies, volunteers, and relevant school staff.
  • When communicating with vendors, parents, staff, etc, as a PTA representative, please complete your signature with your PTA title, such as PTA Science Night Chair, to designate the correspondence as official PTA business, in contrast with personal correspondence. 
  • Group communications, such as room parents emailing student parents or program volunteers, should be blind copied (BCC) to protect privacy. Communications within coordinators, such as book fair inter-school coordinators, need not, as names/contact info for these positions are shared publicly to current membership. Communications within smaller volunteer groups might sometimes be shared for close working volunteers who need to reach each other, such as sometimes is needed during book fair, etc. If unsure, please ask a member of the Executive Board for clarification.

Resources

  • PTA supplies are to be used for PTA activities only, and not for personal use or benefit.
  • The PTA maintains a general use supply of some materials, such as food serve ware, that can be used across multiple events and activities. This prevents accumulating a large duplication of supplies and is more cost effective to purchase. Some programs require supplies to be kept and maintained for specific events, such as book fair. These materials are labeled by activity and should not be used for other programs.
  • Check requests for vendors or reimbursement for out-of-pocket expenses (taxes will not be reimbursed - please use our tax-exempt form for purchases) should be submitted through the Treasurer, who should be notified when any big expenses (ie assembly contracts) or income (ie Tricky Tray) are coming. Amazon purchases on our PTA account should be requested via the Treasurer, unless permission is given for another arrangement.

 

Coordinator Guidelines

 

Membership 

Please ensure you are a paid member of the PTA for the current school year. As official representatives of Clinton Township PTA, all coordinators are required to be PTA members. Membership may be purchased here.

 

Event/Fundraiser Information

You should have been provided you with the information necessary to successfully run your event/fundraiser by the previous coordinator for your event/fundraiser or our Vice President, Activities or our Vice President of Fundraising. Please contact them if you require further guidance. 

  

Financial Information

Please check your event budget before beginning to plan your event. Additional funding requests beyond your specified budget must be submitted to the PTA President, Tara Oliveira ctsdpta@gmail.com or brought to a PTA meeting before those expenses are incurred. Budget inquiries may be directed to the PTA Treasurer, Richard Hall ctptatreasurer@gmail.com.

 

Any purchases made for PTA events should be tax-exempt, typically requested by showing the vendor our PTA Tax Exemption Certificate ST-5. Note that tax cannot be reimbursed to individuals by the PTA. For purchases at Walmart or Staples, specific tax-exempt numbers are required, and these may be found on the PTA Check Request Form. Additionally, Walmart requires individuals making purchases for PTA events to visit the service desk to obtain a card confirming tax-exempt eligibility before making your first purchase. This card may then be kept and reused for future PTA purchases. If you wish to make PTA purchases at Costco, please contact either Sabrina Henneman ptaannouncements@gmail.com or Kelly Boyle kboyle922@gmail.com to make arrangements to use the PTA Costco membership card. Costco purchases must still be submitted for reimbursement, as this is a membership card and not a credit card. Purchases may be made through the PTA Amazon account by completing the PTA Amazon Order Request Form and submitting to Richard Hall ctptatreasurer@gmail.com.

 

Reimbursement requests and/or vendor check requests must be submitted to the PTA Treasurer ctptatreasurer@gmail.com promptly after your event, using the PTA Check Request Form, and ensuring all necessary receipts/invoices are included.  

 

Any monies collected at PTA events should be submitted promptly to the PTA Accounts Receivable Coordinator for deposit, using the PTA Deposit Form. Cash/check totals collected at events/fundraisers should be counted by two PTA members and the totals sent via email or text to the Accounts Receivable Coordinators AND PTA Treasurer. 

 

Copies of all forms may be found on the "Resources" > "Coordinator Resources" page of the PTA website. Note: You must be a current PTA member to access these resources.

 

Facilities Requests 

Each coordinator must submit a "Use of Facilities" Form for their respective events, ideally at the start of the school year, and no later than two weeks before your event. The form and submission directions may be found on the District website Facilities page. If you prefer to submit a hard copy, it should be delivered to the Board office at Round Valley School or submitted to any school office for the attention of “Facilities” via internal mail. If your event requires a specific/extensive set up of tables, chairs or other equipment, a plan of your requirements should be attached to your Use of Facilities form. Please forward a completed copy of your form to the appropriate Vice President.

 

Flyers

All flyers must include the PTA Logo, and the following disclaimer: “The attached information is being distributed by the Clinton Township School District at the request of the organization. The District’s distribution of this literature is purely a courtesy to our parents and students and is not an endorsement by the District.” A library of editable flyers from many previous events is maintained by the Corresponding Secretary PTAannouncements@gmail.com. 

 

Your completed flyer should be forwarded to the Corresponding Secretary PTAannouncements@gmail.com as both a pdf and in an editable format for submission to the district for final approval, no later than four weeks before your event. Inclusion in the monthly newsletter requires information to be received at the beginning of the prior month, as newsletters are completed by mid-month before publication. Flyers are also used in email correspondence and are linked on our website, etc.

 

You will be informed once your flyer has been approved, at which point you may make copies for distribution on yellow PTA paper. Please check with your VP for any updates on flyer distribution. Copies may be made at Patrick McGaheran School. Coordinators may distribute flyers to teacher mailboxes at PMG & RVS. For CTMS-specific events, you may request the CTMS office staff distribute your flyers to the teacher mailboxes, as they are not accessible to building visitors. Office staff can give you current numbers for each grade/classroom.

 

Event/Fundraiser Publicity

Your event/fundraiser may be publicized via email blast to the entire PTA distribution list, or to specific grades and/or schools. It may also be publicized on the Clinton Township PTA Facebook page and the PTA website. All publicity requests should be sent to the Corresponding Secretary PTAannouncements@gmail.com in a timely manner.

 

To have a request submitted to include your event details and/or a flyer for your event/fundraiser in an individual school e-newsletter, please send your request to the Newsletter Editor(s) no later than Sunday of the week PRIOR to the week in which your event takes place.

 

Following your event/fundraiser, please forward any photos for publishing on the Clinton Township PTA Facebook page and/or PTA website to the Corresponding Secretary PTAannouncements@gmail.com. Note that photos including identifiable student’s faces require explicit parental permission before publication.

 

PTA Closet/Supplies

If your event calls for paper goods, please first check the PTA Room at Spruce Run before making any purchases. Beverage coolers are also located here; if used, please ensure they are cleaned and returned promptly after your event, as they may be required for other events. PTA storage at CTMS is limited to supplies specific to events held in that building (CTMS dances and Holiday Shoppe only). Please do not return any unused/leftover snacks or beverages to storage unless you have made specific arrangements with another coordinator to share resources for their upcoming event.

 

Debrief Form

Following your event/fundraiser, please complete a PTA Post Event Debrief Form, attaching all flyers, facilities forms, and any other documents that would prove useful to the next coordinator running your event. These should be submitted to either our VP of Events or our VP of Fundraising.