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Bellerive Elementary
Parent Teacher Organization (PTO) Handbook
2016-2017
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Dear Families, On behalf of the PTO, welcome! We are already planning great events and activities for a fun year ahead, and we hope you’ll join us. What is PTO? The Bellerive PTO consists of parents and teachers working together to support and enrich all students. Our
primary objective is to provide our school with funds, programs, resources, and services that enhance and
maximize the education of every child. Through the efforts of parent volunteers like you, the PTO supports
numerous school programs, including:
field trips school speakers
family nights class parties
book fairs technology purchases
teacher and staff appreciation Buzz Book (school directory)
fundraising
back-to-school picnic
yearbook
spring picnic
and more! Ways to Get Involved Coordinating these activities is a team effort, and we can’t do it without you! Joining a committee or volunteering at an event are great opportunities to not only support your child, but to connect with other Bellerive families, and to get to know our wonderful teachers and staff. No matter how much or how little time you have, we have ways to get involved! Please see the list of current committees and volunteer opportunities in this handbook, and let us know which interest you. You can contact the PTO at [email protected], visit the PTO tab on the Bellerive website, or find us on Facebook at www.facebook.com/bellerivepto. And of course, don’t forget to come to PTO meetings! Not only do we need your input, but attending PTO meetings is also a great way to meet other parents and find out more about what’s happening at Bellerive—and how you can get involved. Free childcare is provided at the school during meetings. We are confident that, with your help, 2016-2017 will be another great year! Jessica Garnreiter PTO President
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PTO Executive Board
2016-2017
President Jessica Garnreiter [email protected]
Treasurer Brian Black [email protected]
VPs Fundraising Lori Bradley
Amy Christadore [email protected]
VP School Programs Jill Sachs
VP School Services Renee Siffer [email protected]
VP Publicity
Sara Moss [email protected]
Recording Secretary
Jo Bertier [email protected]
Ways and Means
Lisa Dzafic [email protected]
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Bellerive Elementary Committee Chairs 2016-2017
Below is a listing of the chairperson for each committee. If you have questions or would like more information, please contact the chairperson listed or email [email protected]. All parents are welcome to join any committee, and we’d love your help and input. Additionally, some committees still need chairs. All committees can be co-chaired. See a program or event that interests you? Grab a friend or new acquaintance and sign up! ***Please note that, per Parkway School District policy, all volunteers need to fill out an online volunteer application annually, and sign a Volunteer Commitment and Responsibility Statement. The application link and statement can be found under the PTO tab on the Bellerive webpage.***
Committee Executive Board Member Chair/ Co-Chair
Annual Fundraising Event Fundraising Amy Christadore
Book Fair School Services Jo Bertier
Box Tops Fundraising Lori Bradley
Buzz Books School Services Jennifer Roberts
Career Day School Programs N/A
Champions for Children Fundraising Lori Bradley
Dining Out For Bellerive Fundraising
Family Nights (i.e., Culture Night, Sock Hop) School Programs Jill Sachs
Family Picnics School Programs Jill Sachs
Fifth Grade Party School Programs Dawanna Michel
Gift Wrap for Teachers School Services
Grounds Beautification School Services Sheri Ragland
Health Room School Services Renee Siffer
Kids Voting School Programs Jill Sachs
Library School Services Jo Bertier
Pictures School Services Becky Skoultchi
Popcorn Fridays School Services
Janelle Baur, Joan Hager
Room Parents/Class Parties School Programs Sara Moss
Schnucks E-Script Program Fundraising
Staff Appreciation School Services
Teacher Dinners School Services
Yearbook School Services Amy Kerkemeyer, Sara Moss
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Bellerive Elementary PTO Committees
The following is a brief overview of current PTO committees, although additional programs and events requiring volunteer help may arise throughout the year. All parents are welcome and encouraged to join any committee, whether you’re brand new to the school or have years of PTO experience. We welcome your input and hope you’ll feel free to jump right in and join a committee that interest you. Each committee also needs 1 to 2 people to serve as chairs. Budgets for each committee, event, and/or program are set and approved annually. Approved expenses incurred for PTO-related events and programs will be reimbursed per the policies outlined in the Check Request Form, which can be found in this handbook and on the PTO website. Check Request Forms are also available in the PTO Treasurer’s mailbox in the school office. ANNUAL FUNDRAISING EVENT Fundraising Each year the PTO holds one fundraising event, usually a trivia night, silent auction, or quarter auction. This is the biggest fundraising night of the year and is always a well-attended, fun-filled evening for Bellerive parents and their friends and families. We need volunteers to plan and coordinate the event, as well as volunteers to solicit donations. We also need volunteers to plan decorations, and to help set up on the day of the event. If you love Pinterest, have an interest or experience in event planning, have contacts with local businesses…or simply want to be part of a very rewarding evening, we would love to have your help! Volunteers needed: The more, the merrier! 1 to 2 co-chairs to spearhead the event, as well as at least 6 to 10 volunteers to plan the event, solicit auction items, and help at the event. BOOK FAIR School Services Bellerive holds two book fairs each school year, during fall conferences, and again in the spring. Monies raised fund author visits to the school, and the purchase of new books for the library. The Chair works closely with the school librarian to secure dates and facilities, promote events, and coordinate volunteer shifts during the book fair. The Chair also completes and submits annual reports to the Treasurer, deposits all cash and checks, keeps record of all deposits, and informs Treasurer of dates and amounts. Volunteers needed: 1 to 2 co-chairs, as well as 15 to 20 volunteers to work hourly shifts during the book fairs. BOX TOPS Fundraising The collection of Box Tops and Campbell Soup labels helps raise money for our school. The Chair collects and submits box tops and labels, creates flyers, cuts/counts box tops, creates and executes incentives, and recruits necessary volunteers to assist with this program. The Chair also presents information to the general PTO when checks are received. Volunteers needed: 3 to 5 volunteers to cut and count box tops/soup labels, and to coordinate student/class incentives. Every family can help this committee by saving and sending in as many Box Tops as possible!
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BUZZ BOOKS School Services The Buzz Book serves as a directory for all Bellerive families, students, teachers and staff. The Chair is responsible for compiling all the information needed to create the Buzz Book, and coordinating printing. (Data is provided by the school district.) Volunteers needed: 1 to 2 volunteers to create the directory and organize printing. CAREER DAY School Programs Last year’s career day was such a success that it will be returning this year--mark your calendars for May 18! The school plans this event, but would like a few parent volunteers to sit on the planning committee, and to volunteer and/or recruit volunteers to represent their professional field at the event. Volunteers needed: 2 to 4 volunteers to join the school's planning committee, as well as additional volunteers to present and/or assist on Career Day. CHAMPIONS FOR CHILDREN Fundraising Champions for Children is our primary fundraising effort, providing funds that pay for field trips, school speakers, technology purchases, class parties, and other enrichment opportunities. Rather than ask students to sell magazines or gift-wrap, or to solicit money for each class party or activity, the PTO asks families for a one-time Champions for Children donation. To maximize this effort, we ask families to seek out corporate matching gifts, and to reach out to friends, family, and local businesses to consider donating and becoming a “champion” for our children too. Pledge requests are sent home at the start of each school year, with additional pushes throughout the year as needed. This year’s Champions for Children’s campaign will include a Roadrunner Rally on September 23 and fun incentives to not only encourage charitable giving in support of our school, but to promote school spirit among students as well. Volunteers needed: 1 to 2 co-chairs, and multiple committee members to help plan and execute events and activities to maximize fundraising efforts.
CLASS PARTIES School Programs Classroom parties are a favorite of Bellerive students, and a fun volunteer opportunity! There are three parties each year: Fall, Winter and Valentines Party. Volunteers needed: A committee of volunteers is needed to plan the parties, and additional volunteers (1-2 per class) are needed to help run the parties and lead communications to class parents. DINING OUT FOR BELLERIVE Fundraising Area dining establishments support Bellerive by giving a percentage of sales on a given day to the PTO. Dine Out events are generally held on a monthly basis. A Chair contacts dining establishments to set dates, coordinates promotional materials, and collects and submits proceeds. Volunteers needed: 1 to 2 people to help coordinate and promote events.
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FAMILY NIGHTS School Programs Family Nights are fun evenings for Bellerive students and their families. Past events have included a sock hop, ice skating night, and a family trivia night. The Chair(s) organize committee meetings to plan these events, submit plans to be approved by principals, and communicate information with the general PTO before and after the event. If you have event planning experience, or just some great ideas for family fun, this committee is for you! Volunteers needed: 1 to 2 co-chairs, and multiple volunteers needed to help plan and execute events, with additional volunteers needed to help at the event. FAMILY PICNICS School Programs The PTO sponsors a back-to-school picnic and an end-of-the-school year picnic. Both events are family events. The fall picnic is generally held in August at Millennium Park, and the spring event is held at Bellerive. The PTO usually has food trucks at the event, or families can pack their own picnics. The spring event also features a dunk tank, and our wonderful teachers and staff let the students dunk them as a fundraiser for the PTO. This event also generally includes additional activities, such as a bounce house, kickball games, etc. The Chair(s) recruit and work with a committee to plan the picnic activities, secure entertainment, and plan food options. Volunteers needed: multiple volunteers are needed to help plan these fun-filled family events, with additional volunteers needed to work shifts during the events. FIFTH GRADE PARTY School Programs Each year the graduating fifth graders celebrate with a pool party, traditionally held at the Pointe in Ballwin. This event is typically planned by a fifth grade parent. Volunteers needed: 1 to 2 fifth grade parents to work with the teachers to coordinate a date, book the facility, and plan and purchase food for the party. The PTO has a budget for this event and will reimburse costs incurred. Additional volunteers may be needed during the event. GIFT WRAP FOR TEACHERS School Services Give the gift of gift wrapping to our fantastic teachers! From December 12 through December 21, we’ll have a gift wrapping station set up at school where teachers can drop off their gifts to be wrapped by parent volunteers. Volunteers needed: 1 to 2 co-chairs to coordinate, and as many volunteers as possible to fill gift-wrapping shifts and to donate gift wrap, boxes, tape, scissors, ribbons, etc., GROUNDS BEAUTIFICATION School Services Volunteers are needed to help beautify the school grounds by planting flowers and greenery, and assist with weeding and maintenance of school landscaping. Grounds beautification days are held on multiple dates throughout the school year. Volunteers needed: 1 to 2 volunteers to co-chair this committee. Chairs will recruit and communicate with volunteers, identify grounds upkeep needs, and coordinate appropriate dates for grounds beautification. Additional volunteers—the more, the merrier!—are needed to help on grounds beautification dates.
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HEALTH ROOM School Services Volunteers are needed to help staff the health room or bring students to and from the nurse’s office during such events as hearing screenings, flu shots, or other school-wide screenings. Volunteers will be called in advance on an as-needed basis. CPR certification is a plus. If necessary, CPR training will be provided for free in an all-day training session. Volunteers needed: 2 to 4 volunteers needed for occasional 2-4 hour shifts. Dates TBA. KIDS VOTING School Programs All Parkway students will vote at their school in the general election in conjunction with Kids Voting Missouri. Parent volunteers may be needed to help facilitate voting at Bellerive. Volunteers needed: 2 to 3 volunteers. LIBRARY School Services Library volunteers work 2-3 hour shifts each week, working with students to help them find books, shelving books, managing the circulation desk, and helping the librarian. You can choose to work the shifts when your child will be in the library, making this a fun way to get to know your child’s classmates and sneak a peek at what they’re up to during the day! The Chair works closely with the librarian to recruit volunteers, coordinate the volunteer calendar, and act as a liaison between the librarian and library volunteers. Volunteers needed: 2 to 4 volunteers needed per grade level for weekly 2-3 hour shifts. PICTURES School Services School pictures are taken twice each year. The Chair coordinates volunteers for fall and spring pictures and re-take days, and works with Interstate Photography, along with the Yearbook chairs to organize ordering and taking of pictures. Volunteers needed: 1 to 2 co-chairs to schedule pictures, and recruit and organize volunteers, as well as 2 to 3 volunteers to assist at each picture day. POPCORN FRIDAYS School Services PTO sponsors the ever-popular Popcorn Fridays. For 50¢, students can purchase one bag of popcorn to support a cause specified by the Student Leaders. The Chair collects volunteer slips and organizes helpers into shifts, orders supplies when necessary, communicates information to the general PTO and school staff. This is another great opportunity to interact with students. Volunteers needed: 1-2 co-chairs, as well as several additional volunteers needed one Friday per month to help pop and bag popcorn. SCHNUCKS E-SCRIPT COMMUNITY CARD PROGRAM Fundraising E-Script is a free program that donates money to our PTO every time a registered school supporter presents their eScript card at the time of purchase at any Schnucks store. This is a fantastic, but currently underutilized, fundraising opportunity for our PTO. Volunteers needed: 1 to 2 enthusiastic volunteers to develop promotional materials for this and distribute cards and promote the program throughout the year.
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STAFF APPRECIATION School Services The PTO shows our appreciation to the Bellerive staff throughout the year, including coordinating events throughout Teacher Appreciation Week. Volunteers needed: 1 to 2 co-chairs to plan activities/events to thank our teachers and to recruit and coordinate committee members, and multiple additional volunteers to help with planning, and to donate time and/or items as needed during Teacher Appreciation Week (dates TBA, usually early May). TEACHER DINNERS School Services The PTO provides dinner for the teachers on parent/teacher conference nights. Volunteers are needed to plan the dinners and to help set up food and drinks. In recent years, fall conference dinners have been potlucks coordinated by the committee chairs and donated by families, and the spring dinners have been purchased by the PTO from a local restaurant. Volunteers needed: 1 to 2 co-chairs to coordinate volunteers for the fall dinner and to coordinate, purchase and pick-up of the spring dinner, and additional volunteers to provide food, baked goods and drinks as needed. YEARBOOK School Services Calling all volunteers! We need pictures of school events featuring our Bellerive students, faculty, and staff. The Chair meets with a representative from Interstate Photography to finalize a contract, and also recruits parent photographers, gather photos from Bellerive School and community events, and plans and creates all pages for the school yearbook. All layouts are done on a computer with digital pictures. The Chair also coordinates yearbook sales and promotions, collects payment, keep records, and deposits funds. Volunteers needed: 1 to 2 volunteers to co-chair, as well as 1 to 2 volunteers per grade to take pictures throughout the school year and/or to create the grade-level collage pages. Training on yearbook software is available.
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Bellerive Elementary School PTO Check Request Form
Please place this completed form, along with all receipts and supporting paperwork, in the PTO Treasurer’s mailbox in the school office.
Submitted by: ________________________________________________________Date: _____________ Phone number or e-mail address: __________________________________________________________ PTO Committee/Budget line item: __________________________________________________________ Pay to: ________________________________________________________________________________ Address: ______________________________________________________________________________ ______________________________________________________________________________________ How would you like check returned? _____leave in PTO mailbox _____send home with my student _____pay through PayPal _____mail to me (please attach a self-addressed return envelope) Email or cell # to use:_______________________________________________________________ Please attach receipts for each item. If payment is to a vendor show proof of goods received. List each item separately and state the event to which the expense relates. If amount is >$500, please attach pre-approval from PTO President.
Event/Item Description Amount
Total $
I certify that the above expenses were incurred on behalf of Bellerive Elementary School PTO in accordance with its budget and by-laws, and with the approval of the PTO Board.
Submitter’s signature: ________________________________________ Date: ______________
---------------------------------------- For PTO Use Only -----------------------------------------------
Check Date: _________ Check Amount $________ Check # _______ Initials ___ ___
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Bellerive Elementary School PTO Check Request Form
Check Request Forms are to be used to reimburse expenses incurred by PTO members or volunteers for PTO-related business. Do not put purchases of personal items on the same receipt.
Bellerive PTO is a tax-exempt organization. Use the Tax Exempt Letter whenever possible for making purchases on behalf of the PTO. Sales tax paid will not be reimbursed. You may contact the Treasurer for a copy of this letter.
Check Request Forms must be filled out completely, and must be accompanied by a receipt or other appropriate documentation for the items for which reimbursement is requested.
Check Request Forms with attached receipts must be placed in the PTO Treasurer’s mailbox in the school office. This mailbox will be checked weekly and immediately prior to regularly scheduled PTO meetings. If immediate reimbursement is required, please e-mail the Treasurer to make alternative arrangements.
If reimbursement is not requested within 60 days of your event, please consider your expense a donation to the PTO.
All event expenses in excess of the budgeted amount must be approved by the executive board prior to incurring the expenses.
All Check Request Forms must be submitted by the last day of the school year so that the PTO financial books may be closed on June 30th, which is the end of the fiscal year.
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PTO Calendar 2016-2017 August 10 Boohoo Breakfast 9:05 a.m. 18 Open House (parents only) 6:30 – 8:00 p.m. 19 Back-to-School Picnic at Millenium Park 5:00 p.m. September 12 23
PTO Meeting 6:45 p.m. Family Night: Road Runner Rally/ Pancake Dinner
October 15 Clean Up the Campus 28 Culture Night 31 Fall Party
November 11/12 - 11/17 11
Book Fair PTO Family Fun Event 6:30 – 8:00 p.m.
17 Conferences 28 PTO Meeting 6:45 p.m.
December 12-21 22
Gift Wrapping for Teachers Winter Party
January 23 PTO Meeting 6:45 p.m. February 14 28
Valentine Party Dr. Seuss Night
March
2 Conferences 25 Campus Cleanup April
5 8
Leadership Day PTO Auction Night
26 PTO Meeting 6:45 p.m. May
11 Summer Reading Event 18 Career Day 23 PTO Family Picnic
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Bellerive PTO Volunteer Sign-Up
Name:__________________________________________________________________________
Email:__________________________________________________________________________
Phone:_________________________________________________________________________
Child’s Name:____________________________________________________________________
Child’s Grade & Teacher:___________________________________________________________
We are looking forward to a great year, but we can’t do it without you! Please check any
committees you’re interested in and a PTO member will contact you. You can complete this
form online at https://goo.gl/eSzkh5 or send to school with your child.
___Annual Fundraising Event ___Book Fair
___Box Tops ___Buzz Books
___Family Nights ___Dining Out for Bellerive
___Kids Voting ___Spring Picnic
___Classroom Parties ___Culture Night
___Yearbook ___Grounds Beautification
___Library ___Picture Days
___Popcorn Fridays ___Career Day
___Teacher Appreciation ___Other______________________________
(i.e., providing dinner during conferences,
holiday gift wrapping, teacher appreciation week events, etc.)
Thank you for your help and support! Email [email protected] with questions, or find us
on Facebook at www.facebook.com/bellerivepto to stay up-to-date on the latest PTO news.
***Please note that Parkway School District requires volunteers to fill out a volunteer application annually.
The form can be found under the PTO tab on the Bellerive webpage.***
