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Message from the CSB Director, Lisa KnoxGreetings! It almost goes without saying that I sincerely hope this newsletter finds you and your families healthy. It also goes without saying that we all continue to wonder what this school year will really look like as it unfolds. Hopefully, you and your families have adjusted to virtual or Chandler Online Academy instruction. And I know many of you eagerly await returning to school in accordance with the CUSD Board's recent decisions.
As we begin another school year, I want to thank you for your involvement in your PTO or booster club. Your commitment to serve is humbling in this environment, and please know that you are needed and appreciated for the work you do.
I invite you to read on, as you will find helpful information regarding a number of topics. Board President, Amiée Valenzuela-Altomare, starts off the newsletter by offering sincere, heartfelt and relatable comments about CSB membership and the dynamic situation we are all experiencing. I join her in offering thanks to outgoing Board members and a warm welcome and introduction to the President-appointed replacements.
Board member, Michelle Dexter, provides yet another terrific Best Practices article to help you with suggestions and ideas for planning and moving forward in the 2020-21 school year. Later, you’ll also find information about elections and virtual meetings, fundraising, matching gifts, sales tax, annual group and board registration, bylaws and a few reminders.
This newsletter is jam-packed with information! Please take a few minutes and really focus on this month’s content.
Stay safe and healthy!
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Message from the CSB PresidentThese last few months and several weeks have not been without multiple shifts for all of our lives. Our unique bond that we have as members of CSB is within our common aim to serve the mission of providing for additional resources that our beloved hardworking teachers and students need. You are an amazing group of volunteers to hold out this long in your great plans and adjusted plans for the last and current school year. Together we are paving the way, like CUSD, for the fundraising goals of our separate schools and clubs and sports while continuing to build sustainable effort for a sense of community. But we are going to push forward and adapt like our CUSD and we will be there to guide & support in anyway we can.
Personally, I’ve been thankful for school in its current form to return to my life and those of my children. It’s brought about a schedule and has brought a certain normalcy. It’s not ideal by no means because our family misses the interactions with friends and other families on daily basis.
Please allow me to extend my condolences to those of you who have experienced any hardships or loss of a loved one during these last several months. I know the Board joins me in expressing our message of support and comfort to you and your families and friends.
Finally, please join me in welcoming newly appointed Board members, James Jones, Treasurer, and Sarah Fogleman, Board member. Both have served CUSD as both parent volunteers and as current and previous PTO Board & Booster members. We have provided brief bios for James and Sarah, along with our other Board members. They bring a wealth of experience and a commitment to community service and I look forward to how each will contribute to the success and support of our CSB.
Amiée Valenzuela-Altomare
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Election and Virtual Meeting GuidanceDue to COVID-19 and school closure, many PTO and booster clubs were unable to hold their normal elections in the 4th quarter (March-May). In both April and July, the CSB issued guidance suggesting that elections be held once school resumes. Now that in-person school will not resume until later this month or until the second quarter, it has become obvious that alternatives for elections and meetings are important.
You may hold virtual meetings through online platforms such as Zoom, Google Meet or Microsoft Teams. Every attempt should be made to notify and invite all parents at the school (for PTO’s) or all parents of students on athletic or extracurricular teams (in the case of boosters). For PTO’s, coordination with the principal and school office manager would be necessary in order to facilitate a mass email to parents with the meeting invitation and other info described below. For booster clubs, the coach or sponsor should be able to send out the meeting invitation information or provide email contact information so that the booster officers can do so.
For regular meetings, business can pretty much be conducted like you normally would, with officers giving reports, discussion being held about activities and fundraisers and any votes on motions being taken with verbal yays or nays. If it is difficult to determine the difference in counts between yays and nays, then you could opt to have people respond in the comments with their vote. Don't forget that even when you hold a virtual meeting, you still need an agenda and your secretary will still need to record minutes of the meeting.
For elections, you will have a few options:
- Since the meeting organizer and attendees are able to see which people are logged in to attend the virtual meeting, you may either conduct a voice vote for each office/position by specifically asking each person to cast their vote for their preferred nominee, with the votes tabulated by 2 individuals appointed by the president so that the counts can be verified.
- You can ask each attendee to cast their votes in the comment section, with the votes tabulated by 2 individuals appointed by the president so that the counts can be verified.
- You can send out a ballot form via email (i.e., a pdf version of the ballot) and ask the parents to complete the ballot and scan and return the ballot vie email or to complete the ballot and return the paper copy to a ballot box at the school office by a certain date. For example, ballots could be collected in person on 2 specific dates between 9 and 3, and emailed ballots would need to be returned by 3 pm on the second day. If opting to allow paper ballots to be returned in person, this option would probably work best in a elementary PTO setting where the front office staff is willing to put the ballot box in the area of the front office (could be just outside the office door or in the lobby area where social distancing could still be maintained in the event of multiple people arriving at the same time). Information you send out regarding this voting process should specify where the ballot box will be located. The ballot should require the voter’s name in order to discourage submission of more than one ballot per person. This option could then be combined with a virtual meeting to announce results and conduct other business after votes are tabulated.
- Another option would be to utilize an online survey or electronic form. For example, you could use Survey Monkey, Google Forms or Microsoft Forms. For this option, links to the survey would need to be provided to parents. This option could then be combined with a virtual meeting to announce results and conduct other business after votes are tabulated. Again, this type of survey/electronic form should require the voter to include their name.
If your group opts to enlist the assistance of the principal, office manager, coach or sponsor to send out meeting invitations, candidate information, and/or ballots, it is the responsibility of the PTO or booster club to create all of the documents (i.e., candidate bio sheet and ballot in pdf format), set up the online surveys or forms, and then provide the documents and applicable links to the staff to be sent out via School Messenger or district email.
Access to Google Meet, Microsoft Teams and Zoom varies by individual and group, so hopefully you and other parents could work together to set up the virtual meeting invitation and provide the link to them as necessary. In some cases, the principal, office manager, coach or sponsor may also be willing to create the virtual meeting invite for you. Please work with the individuals directly and be respectful of their other job commitments and possible time constraints.
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Fundraiser GuidanceChandler School District has issued guidance regarding fundraising efforts. Per this guidance, fundraising should focus on electronic or online communication and sales, since in-person fundraising cannot occur on school grounds until school resumes. Options include those mentioned in Michelle Dexter’s Best Practices article, such as online crowdfunding (or check-a-thon drives), online spirit wear sales, or modified restaurant nights that involve gift cards or take-out or delivery orders
At this point, PTO and booster clubs may also continue planning normal fundraising events to be resumed once in-person school starts, with the understanding that plans may need to be adapted as restrictions and/or requirements change according to CDC and/or District guidelines.
Regardless of the type of fundraiser, fundraiser approval forms are required to be submitted for site administrator approval. If fundraisers involve students in addition to PTO and booster parent volunteers, then the fundraisers must also be approved at the CUSD District Office level. You must also submit a COVID-19 plan with each approval form, explaining how CDC guidelines will be followed in any situation where a fundraiser is not completely online and would involve any gathering of students or adults. For example, if an online sale does not involve direct shipment of product to the buyer, you must describe the product distribution process and how proper social distancing, sanitation and other CDC guidelines would be followed.
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CSB Board Elections
Elections will be held at our next general CSB meeting on October 1. Please consider serving in this capacity to influence the CSB moving forward. If you have questions, please contact Amiée Valenzuela-Altomare or Lisa Knox. If you are interested in nominating yourself for a board position, please fill out the nomination form on the website.
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Thank YouThank you for your diligence in submitting your Annual Financial Templates and related documents. The templates were due August 14, so if you haven’t turned yours in, please do so at your earliest convenience to avoid late fees. Timely submission is appreciated and allows the CSB sufficient time to review all the templates and data before the tax return is prepared. Reach out to Lisa Knox at knox.lisa@cusd80.com in the event you still have questions and have been unable to complete your template.
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Moving Forward
by Michelle Dexter
It is time to start moving toward our future. For many, that will mean electing new board members and organizing fundraising opportunities. Our purpose is to provide assistance to the school staff and students, and while that may look different than it has in the past, it is still a critical component of our school’s community and resources.
2020 has taught us to think outside the box. This summer we looked differently at our vacations, summer BBQs, and the activities we enroll our children in. It is time we take that creativity and move it into our PTO and Booster groups to provide the best experiences we can for our school communities. Our budgets may not be as big as we have had in the last few years, but that should not stop you from making the effort with the budget and resources you have.
Prioritize your goals for this year. You may need to pivot from your normal first quarter planning. Does your group want to boost morale, encourage community engagement, or raise funds for the expenses that still inevitably fall to our organizations, or all of the above? Form smaller committees to focus on each goal you set.
Show teachers you appreciate them and boost their morale by providing individual treats delivered to their classroom. Let them know you appreciate their willingness to learn new things, that you know they are doing their best to keep our students educated and engaged, and that you are there to support them.
Community engagement occurs when people feel a connection. Give students the opportunity to share similar experiences, through spirit weeks or celebrations. Use your social media posts to share positive happenings from staff. Organize video meetings or post video messages to parents so they are getting the information you need them to hear in multiple forms. Try lots of different things and see what your community responds to.
Fundraising is always important despite online learning. Determine what your fundraising goals are and share that information with your community. Then look at whether your normal fundraising opportunities will allow something different. Spirit wear can still be sold online. Ask your local restaurants if you can fundraise through gift cards or take-out orders or delivery over a week to avoid crowding. Be open to the fact that other fundraising opportunities may make more sense for your group this year. Maybe a drive in movie at Harkins (or other commercial theater) or crowd funding is a new idea for your group.
Finally, do not hesitate to reach out to other PTO or Booster groups. We are all volunteers who strive to make CUSD the best district in the state. We are not in competition with each other and if you hear of a good idea, please share it.
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Accounting TemplateThe CSB has updated the Accounting Template for fiscal year 2020-21, and it can be found at https://www.chandlerschoolboosters.org/taxes/. This template provides a convenient spreadsheet for your use in recording revenue and expenditure transactions on a monthly basis. Designed to integrate with the Annual Financial Reporting Template, use of this template will allow you to easily reconcile to your bank statements and provide a concise profit and loss statement for reporting to your board and general member meetings. What’s the best part? The template will accumulate revenues and expenditures in a format that will allow easy transfer of information to the Annual Financial Reporting Template at year-end, simplifying the process and saving you valuable time!
All groups are highly encouraged to use this template! Direct any questions to Lisa Knox at knox.lisa@cusd80.com.
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Is Your Entire Board Registered?
This is how you will continue to receive CSB communications. When creating your account, please be sure to fill out all information on the form.
*Please check with your board to make sure everyone has registered.
**Please pass these instructions on to incoming board members.
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Registration Forms
We also need each member group to fill out the Application for Renewal Membership form and return to Erin via email: csb_adm@outlook.com
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Review Bylaws
With the changing of officers on your board, please be sure to review your group's bylaws as well as the CSB bylaws before the start of each new school year. As a reminder, your bylaws should conform to the Bylaws Template.
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And if you ever make changes to your bylaws, you must keep a copy for your records and submit a copy to Erin:
csb_adm@outlook.com
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Sales Tax
PTOs and booster clubs are required to pay sales tax on purchases, but they are not required to charge sales tax for retail sales. Learn more about this on the CSB website.
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Matching GiftsMatching gift donations are a great source of revenue for many PTO and booster groups. Because all groups share the CSB’s tax id number, checks are typically made payable to the CSB from Benevity, Cybergrants, YourCause or other matching gift companies. The CSB then remits funds to the respective groups. Sometimes, however, donations intended for a PTO or boosters club are received and deposited by the school. Learn more about what you can do in that situation, along with other details about management of the matching gift programs on the CSB website at:
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Upcoming DatesThursday, October 1, 2020, 7pm-8pm: CSB Virtual Meeting Meeting link and instructions will be sent out at a later date. Please watch for a separate meeting notice.
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CSB Executive Board Members
Amiee Valenzuela-Altomare, President
I am a proud Arizona native, who spent 14 years in Massachusetts. Returning 10 years ago with my husband and 3 kids, we are an even prouder CUSD family. We have a son who is a sophomore at Perry, An 8th grade daughter at Payne and a 5th grade daughter at Carlson. A year ago I stepped down from being PTO President at Carlson Elementary to become part of the CSB Board. My previous volunteer and work experiences involve non-profit, corporate, retail, small business and event planning, fundraising, & Jr. Achievement and Art Masterpiece facilitator. I truly love the friendships I’ve made over the last 10 years living in Chandler and hope to continue serving my Chandler community through service on the CSB.
Nicole McCabe, Vice President
My name is Nicole McCabe. I have 4 children who are all in, or have graduated from a CUSD high school. I am originally from Southern California, and have been in Arizona since 1996. I am a Special Education Para at Andersen JHS. I was PTO President for 6 years at Conley Elementary school. Currently I am Co President of Bogle Boosters and VP of CSB. I would like to continue with CSB for this next school year as we navigate this difficult time.
James Jones, Treasurer
I am delighted to serve both the CSB and CSB’s members! Recently, I served as Treasurer for the Carlson PTO for two terms and enjoyed expanding solutions to digitize transactions that made real time P&L report generation seamless. My wife Stephanie and I moved to Arizona in 2006 from San Jose, CA and have five children. We have a 6th grader in Carlson Elementary School, a 10th grader in Castille High School, and one who graduated from Hamilton High School in 2015. Our two oldest children are married and pursuing advanced degrees. In my day job, I am a Director of Business Development in the high-tech market sector for engineering services and manufacturing outsource solutions. Additionally, I have a consulting firm providing cost optimization, revenue growth, supply chain, and divestiture due diligence. I look forward to assisting the CSB in serving their members!
Jessy Wallace, Secretary
I love our school district and the support provided by the amazing parent groups. I truly enjoy being on the CSB board, in a position to support other parents who dedicate their precious time to making our schools and our kids’ education the best it can be.
Kate Conchuratt
My family and I have lived in Chandler for over 5 years with both my kids attending a CUSD school. For both kids, I enjoy volunteering for Art Masterpiece. I also support my daughter's Girl Scout Troop and my son’s baseball team. I am a current member of P.E.O (a philanthropic organization celebrating the advancement of women) and have been for 10+ years. I also enjoy travel, golf, floral arranging classes and play on a coed softball team.
Michelle Dexter
I am a parent of 3 students currently in elementary, junior high, and high school. I have been involved with PTO and Boosters for 8 years. I have been on the CSB Board for one year and joined so that I could help all students by making CUSD PTO and Booster Boards be successful.
Sarah Fogleman
My name is Sarah Fogleman. I have two daughters in the Chandler District. For the 20-21 school year I will have a 4th grader at the new Robert Rice Elementary and an 8th grader at Casteel High School. I have volunteered each of the 8 years my children have been in school. I started as the Art Masterpiece coordinator at Weinberg looking after the program and its 115 volunteers. I then was voted and moved into the PTO VP roll for a year and then PTO President, a position I have held now for the last 3 years. I am fortunate to have the time to volunteer and its my passion to use my unique skills to help make the day a little brighter for both our students and our staff at school.
Jenn Shinyeda
I am a mom of 2 girls at CTA Independence and ACP Oakland and active in the community with Girl Scouts and PTO. I’m a 14 year Chandler resident that works with Chase Bank. I’m excited for the opportunity to serve on the CSB board again.
Sherry Simon
From president of the Willis Junior High PTO, to various leadership roles at Chandler High through volleyball boosters, choir boosters, parent advisory committee and Principal Larry Rother’s site council, I have enjoyed serving the community of students within Chandler Unified School District.
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