2012-2013 COMMITTEE CHAIRPERSON GUIDELINES
Event/Fundraiser: _______________________________________
Date:_______________
Chairperson(s): _______________________________________
Co- Chair(s):
_______________________________________
Executive Board Oversight Contact:_________________________________
E-mail:_________________________________________________
FINANCIAL INFORMATION
Budget Amount – _______________________.
Fundraiser Goal-________________________.
Purchases – GS is a tax-exempt organization. The tax exemption form should be used whenever you purchase
any materials for your event.
Reimbursement of Funds – Please refer to the attached reimbursement procedures. Contact co-treasurer,
SuEllen Marett marett455@verizon.net with any questions.
Costco Membership: Home and School has a Costco Membership. Please contact Nicole Daly
daly916@verizon.net if you need the membership card.
COMMUNICATE YOUR EVENT
CONDUCT NOTICE – The following must be included on all social event materials/flyers.
Just a reminder: ALL children attending Home and School social events must be supervised by a
parent or guardian at all times. H&S social events are planned and organized so that your
children and your family have a lot of fun together. We need you to not only ensure that your
children play safely at these events, but that they adhere to the Student Responsibility Behavior
Plan and respect and take care of school property while at these events.
PHOTOCOPYING REQUESTS FOR MATERIALS AND FLYERS
Please note: All flyers and emails require approval from both Mrs. Steinberg (Principal) & Nicole Daly
(H&S President).
Per the Gwynedd Square Home & School Association By-laws: Article XI: Committees; #2 “All
correspondence/communications/questions for any event/fund-raiser will go through the H&S President,
who serves as liaison with the Principal and with District Administration.”
New for 2012: Per Gwynedd Square Administration Policy – Gwynedd Square paper supplies are no longer
acceptable for use for event/fund-raiser flyers. Copies of flyers made at Gwynedd Square Elementary School
must adhere to the following guidelines:
Prepare Gold Photocopying Request Form (Which is labeled: “For Home and School Use Only”) - School &
Code number is #2200
Include:
 Phone # or email in case Kathy D’Abbene (Principal’s Secretary) needs to contact you.
o ESC copy room needs 10 working days to complete a request.
o Number of copies – all students 582; youngest only 400
 Please design your flyers so you use our ‘Youngest Only’ system, whenever possible
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Booklets of any kind should be copied for family count only.
General copying should be scrutinized, as we continue to monitor &control copy costs
when possible.
 Please make every effort to use email and generate only those flyers that are absolutely
necessary.
(1) Submit the flyer with gold, “ Photocopying Request Form (For Home and School Use Only)” on
top, to the H&S mailbox.
(2) H&S Executive board will approve and submit to Mrs. Steinberg for approval.
(3) Kathy D-Abbene will send to the ESC copy room to make copies.
Note: If you are making your own copies (not utilizing Gwynedd Square resources to make copies), prior to
making your copies, attach the “Photocopying Request Form (For Home and School Use Only)” to the flyer and
write at the top of the form “No copies needed.” Then please submit to the H&S mailbox. Once H&S and Mrs.
Steinberg have approved your flyer, Nicole Daly will alert you that your flyer is ready for pick-up and you may
proceed in making your own copies.
Backpack Wednesdays (BPW)
1. The BPW handout deadline is Tuesdays at Noon!! That is the deadline for handouts to be copied
and ready in the office. (If BPW is moved to another day of the week due to scheduled holidays, the
deadline for handouts is always NOON the day before).
a. Note: If a handout shows up in the office past the deadline, it might not get sent home…
either because BPW was already cancelled or we don’t have enough helpers to collate and
staple because we only planned on enough help for 1 handout. The opposite case is also true….
if a handout is promised, and then it doesn’t show up, we will have wasted volunteers’ time.
So, having handouts in place by the deadline is really important to us.
2. BPW handouts should be written with a one per family design. If a handout has a space for families to
respond and send a form back in to school, please allow room for more than one child’s information.
3. For the first 2-3 weeks of school, we send handouts home with every student so we need 650 copies of
BPW handouts planned for September. By mid-September, we’ll know our youngest/only copy
count going forward (normally @475-485 copies) and that count will be provided to chairpersons via
email. The BPW copy count can vary with enrollment changes during the school year, so the current
BPW copy count will be posted in the copy room and on the H&S website under “Backpack
Wednesday”.
ADVERTISE - At School – Posters, etc. in lobby, front door windows and hallways. Please DO NOT use
regular tape on walls. Use the tack strips that are mounted to the walls. Use the push pins that are already
located on them or ask Kathy or Maria (school secretaries) for more.
Reporter Newspaper – To advertise in the Reporter, contact Katie Lloyd at lloydk@npenn.org ; She needs
two weeks notice.
Around the Square- submit your advertisement to Kristi Zoll at zollfamily@comcast.net She will send an
email out when the submission deadline for the next newsletter is approaching.
WEBSITE - Contact the webmaster Ken Keiser at ken@keiserfamily.org by the month prior to your event
with information you would like placed on our website. All information posted on the website must have Mrs.
Steinberg’s(steinbjn@npenn.org) approval. MSWord format is preferred. PDF files can only be produced as
links to the document. Also, please check out the GS website under your event and make it as current as
possible.
MEMBERSHIP MEETINGS - Please try to attend the meetings around your event in order to address any
questions /comments by membership. If requesting additional monies for your event, you must be present at the
meeting to address any questions before the vote.
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PERIODIC EMAIL SYSTEM – If you would like to utilize our email system, please forward your email to
our H&S President, Nicole Daly at gsehsa@gmail.com
MORNING ANNOUNCEMENTS – Send School Secretary, Kathy D’Abbene at DAbbeneK@npenn.org or
Marie Marczuk at marczuma@npenn.org an email with your announcement and the dates at least 2 days prior.
CONTACT CUSTODIAL STAFF OR EXTENDED SCHOOL CARE (BASE)
CUSTODIAL STAFF – Ron Garrett atgarretrd@npenn.org
Information needed 3 weeks prior to event:
 Home and School Event Form filled out and sent to Ron. (A copy of the form is attached to this
packet.)
 H&S volunteers are responsible for clean up and will be assisted by Custodial staff if needed.
EXTENDED SCHOOL CARE (BASE) – Theresa L. Brooker - brooketl@npenn.org
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Must contact 3 wks prior if using gym or cafeteria during the following hours:
Prior to 9AM or between 3PM to 6PM
Weekend Events – If your event falls on a weekend or a day in which the school is closed, a special contract
must be completed by Erin Crew to ensure the school is open for restroom use and janitorial staff is available.
You must contact Erin with the date, time volunteers will be arriving and leaving and any other important event
information at creweg@npenn.org and she will prepare the contract.
Committee Meetings: You may use the school for committee meetings. Please contact Erin Crew in order to
make arrangements to have access to the school and facilities.
END OF EVENT
H&S END OF EVENT REPORT – Complete after conclusion of your event. This report is extremely
important for the Executive Board who uses it for planning and budgetary decisions and next years chair. Please
return the event binder to the H&S mailbox at the end of your event. A copy of the report is attached to this
packet.
VOLUNTEERS
A list of volunteers will be sent to you for your event. Contact Nicole Daly H&S President at
gsehsa@gmail.com if you do not receive a list, need more volunteers, or have any volunteer related questions.
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Please note that each event must have a volunteer available to watch the area outside the
bathrooms and hallways to ensure that all children act in a responsible manner.
Remember to thank your volunteers.
If you do not need all the volunteers that have signed up for your event, please let them know
prior to the event.
Please have your volunteers wear name tags and have a welcome table with a sign in sheet.
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A great new way to find additional volunteers for your event/fund-raiser is to use Sign Up Genius http://www.signupgenius.com
FOOD AND PAPER GOODS SUPPLIES
H&S supply closet – The closet is located in the cafeteria and is locked when cafeteria is not in use. All chairs
have access to the supplies located in the H & S area of the closet. Check supplies prior to purchasing any food
services or supplies.
Refrigerator or Freezer Space – Please contact Maggie Dwyer (215) 853-1468, Food Service Team Leader, if
this space is needed for your event. Bring in your items no more than one day prior to the event. Maggie will
let you know if space is available.
MISCELLANEOUS
All forms are available on our website. http://www.npenn.org/Domain/629
Spotlight Photos of the Week – The Office of School and Community Services would like to post pictures on
the North Penn School District website. Below is a list of requirements that the photos must follow:
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Photographs must be of high quality. Scanned photos are discouraged due to poor quality.
Individuals in the photograph must be identified, though names will not be posted on the web.
Provide caption in 10 words or less. Captions may be edited further once received.
Photographs must be current. No photos will be posted that are over a month old.
The procedure for doing so is the following:
The North Penn School District uses Phanfare to upload and share its
photos and videos. Please go to http://npsd.phanfare.com to view photo
albums and videos from the past several years.
Now staff members and parents/guardians can go to this website and
upload photos from their classrooms and school events. Once submitted, a
staff member from the Office of School and Community Engagement will
approve the submission and your picture will be posted and shared on the
Phanfare website. In addition, the picture may be featured on the NPSD
website and in various NPSD publications. Please check with your school
office to ensure that no students in the picture are on the publicity
refusal list.
To upload photos, please go to http://npsd.phanfare.com. In the upper
right-hand corner, please click on the down arrow called the drop box.
Once you have selected the "Get Started" button, please include your
name, email address and a caption in the "Note to Site Owner" box. You
can then select your pictures to upload. If you have any questions about
this process, feel free to contact Chris Doerr at doerrcj@npenn.org.
Yearbook Photos – Please contact Eileen Sullivan Paul & Eileen Sullivan at sullivan.gang@verizon.net to
ensure photos from your event/fund-raiser are included in the yearbook.
Most importantly – please ensure that you are communicating with your oversight
contact______________________________Please bring any questions or concerns to your oversight
contact – he/she is there to help you!
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