Parent Round Table committees can be intimidating when you look at them from the outside. The good news is that every activity—no matter how large—is simply a collection of smaller, easily managed tasks. This handbook is an attempt to offer the details you will need to accomplish many of these tasks and to help you think about how they can be divided among committee members so that everyone is able to contribute.

To help you, each committee has been assigned a Parent Round Table officer to act as an advisor. The officer for each committee is listed on our committees page. However, feel free to contact any one of us with questions.

Mailing Address:

Verona Area Core Knowledge^® Charter School
740 N. Main Street
Verona, WI 53593
Phone :845-4130

Tax Exempt Number:

Core Knowledge Charter School Parent Round Table, Inc.: Contact for the tax exempt number.

Requesting Money from the Treasurer

PRT Treasurer Kathy Pynnonen, 271-2788, can help you get the money needed for your event or activity. Coordinators often end up ordering food, buying paper products and tickets for events. You also may need a PRT check to pay for a performer or food delivery. In order to avoid any last-minute problems, please submit the necessary forms or contact Kathy as early as possible.

Reimbursements:

Reimbursements forms are available in the PRT box in the CKCS office. Please attach receipts and either leave the form in the PRT box for the treasurer to collect or send it via backpack mail as indicated on the form. A reimbursement check is available after the form and receipts are received by the treasurer.

Payment for a supplier or performance:

If pre-payment is required, please have the supplier (usually for food or beverages) or the performer send an invoice to the PRT through the CKCS school office at least two weeks before the event. Also, follow up to make sure the invoice was received at the office and that the PRT treasurer knows the date that a check will be required.

Cash boxes for special events:

If you are coordinating a special event such as the Bake Sale, Book Fairs or Family Fun Night, you will need to make arrangements with the treasurer to get some change and the PRT cash boxes. Make a guesstimate of how much and what kind of change (quarters, dollar bills, etc.) you will need for your event.

Reminder:

The Parent Round Table is a Tax-Exempt organization. Use the Tax-Exempt number for purchases. You will not be reimbursed for sales tax. Each officer has copies of the original certificate if you need to obtain one.

Reserving a Room at School:

If you are planning a committee meeting or scheduling an activity or special event you will need to reserve a room through the office. For major events this year rooms may have been scheduled already. Check with the Core Knowledge office to find out which rooms have been scheduled, and for what times. The secretary can help you fill out the necessary paperwork if you need additional rooms or times.

For night or weekend meetings, you can call the district office directly. Marcia Byrd, at 845-4306, is the district employee to contact for reservations. It’s best to make reservations as soon as possible to make sure you can get the space you need. Two weeks prior to an event may not be enough time. Reservations must be made in writing.

The following are some areas that you can reserve at CKCS and Badger Ridge Middle School:

Conference Room: In the office area, this room has a boardroom table that facilitates small meetings.

Commons: This area is OK for middle to large size group presentations. It is used as the cafeteria during school and is tiered on three levels. There is a stage which can bed up if needed.

Library-Media Center: A portion of the library can be used for meetings, although students will be in there during the school day.

Auxiliary Gymnasium: This gym is off the commons area and handles medium to small presentations. It is used by students during the day.

Gymnasium: For large presentations and performances. It is also used by students during the day and not available during school hours.

Step Room: Adjacent to the Commons, this room is best suited for middle to large group presentation. It can comfortably seat the CKCS population.

The Verona Area Performing Arts Center at the High School is also available for reserving.

Publicizing an event or activity

Posters to hang around CKCS:

Posters can be any size, color or shape. Make them yourselves or recruit students or classrooms to volunteer. Posters should be hung at least two weeks before the event. Posters to be re-used can also be laminated.

Fliers distributed in school:

Coordinators are responsible for preparing their own fliers or delegating the responsibility. All fliers MUST be approved in advance of distribution. See the next section for steps on making a flier.

Notices in Friday Newsletter:

Notices may be attached to the Friday newsletter if given to the secretary by Wednesday morning of that week. They can then be distributed to the teachers at their weekly Thursday staff meeting.

Notices in the Core Knowledge Courier:

A couple of paragraphs promoting your event or activity should be given to the Program Support Manager, Ingrid Beamsley, 845-4126 or e-mail it to her. The deadlines for submitting articles are the 15^th of every month.

Updates on the WEB site

Patrick McCormick can also put updates and latest news on the WEB site. Contact him at to add your event or activity to the WEB site.

Creating, Copying, Proofing and Distributing a Flier

Tips on Creating a Flier:

Feel free to be creative in your flier, but be sure to include important information. Consider using clip art, but be careful using color images—an image that looks dazzling in color may reproduce poorly in black and white. The best rule of thumb is to print it out in black and white before deciding to use it. All images will not reproduce as well as the image off your laser printer.

When you have completed your flier, double-check it for accuracy and completeness. Ask yourself the following questions:

Proofing a Flier:

You must submit copies of your flier for proofing to the following people: a PRT executive board member, the CKCS secretary, and the director. Please indicate that the copies are a draft. Also indicate when and to whom the drafts should be returned for corrections

Copying a Flier:

Submit a corrected copy of the flier to the school office with a Copy Center Form that should be filled out and ready to be signed by the director. Copy Center Forms are available in the PRT box in the office.

On this form, you will need to specify the number of copies and whether the flier is one or two sided. The place for special instructions is where you can indicate such details as color of paper or whether the sheet should be cut or stapled. You will also need to indicate the number of copies needed. Most forms are sent to the youngest and only student of each family plus a copy for each staff member. For 2002-02, this is .

After filling out theses details, leave the flier with the school secretary so that it can be signed by the director and sent to the District Copy Center, based at the Verona Area high School. Allow at least 3 days for the entire process.

Distributing Fliers:

Small numbers of Copies:

Small numbers of copies (up to 200) can be made in the copy room located in the far hallway next door to the LMC.