Welcome!

Thank you very much for agreeing to chair a committee this year.  This letter is to provide basic information for every chairperson so you may get your committee work underway.

Volunteers:  You will find a list of volunteers under the Volunteers section.  You can email your team of volunteers right from PTBoard! 

Communication: Mail is located in the school office in a blue canvas bag near the teacher’s mailboxes.  As your activity draws near, there will be an envelope with your committee’s name on it and mail items will be placed in it as needed.  Please check it frequently when you are expecting return information from Flanders families. Please copy Leigh Epple or Cara Cieszynski (depending on your event- see chart below) when you correspond with school administration.  This allows us to help answer your questions and stay informed of your group’s progress and identify potential issues as they arise.

Distribution:  All items to be distributed to students and families must be approved by the school administration.  Approval may take a few days, so please allow yourself enough time before flyers are to be distributed. Any fundraiser flyer that is sent home must also be approved by Central Office. This process can take up to 2 weeks. Once approved, you can send to (flanderspto@gmail.com) to email to Flanders families. A list of classroom counts for paper distribution is available at the bottom of this page. Our goal is to be paperless but we understand this is not always the best option. It is up to the Chair persons to print/copy and distribute flyers. The best way to do this is to check out the class counts (under chairperson/committee) and make copies for each class and give to Donna to put into the teacher's mailboxes.

Building Use: If you need to use a classroom or part of the building for an event or club, please fill out a form and return to Donna Rossignol ASAP.  She will place a copy of the approval in the PTO bag in main office.

Money:  Incoming checks that are received must be presented to the treasurer as soon as possible so they can be deposited. If you need to keep a record, you can either record the name, check number, and amount or make a copy. Please email Leigh Epple (flanderspto@gmail.com) to let her know if you need cash, change, etc. for your committee or event or a check to make a payment. The committee chair should initiate the requests for reimbursements using the reimbursement request form.  Reimbursements can be mailed or by PayPal.  Please attach receipts and submit to the Treasurer. All necessary treasurer forms are under Treasurer forms on the left of the website menu.

Donations: We have many generous businesses in Southington and the local community! In the Chairperson Info tab, you will find sample donation letters as well as our PTO IRS determination letter if you choose to seek our donations for your event/club.  Before requesting donations of any kind, please contact our Donations Chairperson flanderspto@gmail.com to confirm we have not sought out donations from them this past school year.  We do not want to burden any local businesses. If you obtain donations, please email flanderspto@gmail.com with donation item and business contact information so she can send a thank you letter.

Fundraisers: Some clubs or committees may choose to fundraise for their group.  In order to reduce duplicate fundraisers and to not strain our families or greater community, we ask that all fundraisers be submitted to the PTO board for review. Please submit 4-6 weeks prior to event.

Budget: For this year, if you chair a club, please send a projected budget of your expenses and income. We will ask for this info in May again to project budget for the following year. Contact Leigh Epple with questions concerning the budget for the school year.

As always, please feel free to call or email if you have any questions or concerns regarding the startup of your committee, dates, activities, etc.  We appreciate your dedication to the Flanders School community. Together, we can make a huge difference at our school!

• Donation Letter Request 2021_22.docx

• 2021:22 Class Counts.pdf

• 501C3 PDF.pdf