We are so grateful for you! The Defino PTO runs on volunteer fuel! We couldn't do anything without you, our crew of dedicated and talented volunteers. In an effort to make your service to the Defino PTO as eas as possible, we've put all the info and links you may need here on one page.
NOTE: This page will be hidden in the site navigation so you will only be able to get here with the link. Please bookmark for easy access.
DEFINO PTO PURPOSE
Let's start with the purpose of our organization... The Frank Defino Central Elementary School PTO is a 501c(3) organization with the goals of enhancing and supporting the educational experience at Defino, developing a closer connection between school & home through encouraging parent involvement and contributing to Defino through volunteer and financial support.
A Note About Financial Stewardship...we take this responsibility very seriously.
We hold our board members, committee chairs and committee members to the highest standard when it comes to our budget. It is humbling to be responsible for managing our budget, which is completely funded by fees, donations and purchases from Defino families and our surrounding community. We are committed to integrity and transparency in how those funds are spent.
THE BASICS
The documents below are the foundation of our operations. In the past, they were printed and included in binders for each chairperson, but we are trying to be conscious of our resources and to control versioning. If these documents should change, the links below will always take you to the most current version.
MTPS CALENDAR
CHECK REQUISITION FORM
CASHBOX REQUEST FORM
HOSTING AN EVENT OR ACTIVITY
Space Reservation
Once an event is approved and the planning begins, please request to formallyreserve the space. This is done through the EVP through a building use form,details below. This process is the same whether the event is at Defino, another school, or off-site.
Building Use Forms
This is a requirement for all activities in or around the building andthere is paperwork to fill out in triplicate. Please note that the activity is not considered confirmed until this paperwork has been submitted. The EVP handles this paperwork with MTPS for all our events. To have these forms completed, please email the EVP and cc definopto@gmail.com with the following details:
Name of Event / Activity:
Number of Attendees Expected:
Purpose of Activity:
Facility Requested:
Dates & Times:
Equipment Needs:
Setup Requirements:
Security Needs:
AC Needs:
Admission Cost:
Certificate of Insurance
A copy of any outside vendors Certificate of Insurance is required to be submitted along with the form. The Certificate of Insurance must have comprehensive general liability insurance coverage naming the Marlboro Board of Education as the additional insured. The certificate must be written by a company licensed to do business in the state of New Jersey and must include the following coverage: General Liability - $1,000,000 Per Occurrence and $2,000,000 Aggregate.
FINANCIAL PROCEDURES
Collections, Reimbursements and Cashboxes
Contact the PTO treasurers to discuss and to make the necessary arrangements for all money being collected, reimbursed and/or cashboxes needed for your event. We ask that you give us a week's notice to make sure we have someone available to go to the bank and deliver cash to you, as well as to be on hand to put any funds in the safe at the end of your event until we can get back to the bank to make a deposit.
Cash shall be counted by two people and signed for using the Cash Box Reconciliation Form at the beginning and end of the event. Cash and checks collected at events shall be counted by at least two people and an accurate written reconciliation shall be signed by all those who have counted.
Budget
If you have not been notified of your budget, please contact the PTO president for additional detals. As a committee chairperson, you are responsible for your committee's budget. The documents below will give you a solid jumping-off point for handling that budget. The treasurer will be providing monthly updates to our budget, but if you need an update in between meetings, please don't hesitate to ask.
Sales Tax
We are required to follow NJ Sales Tax laws. Sales tax may need to be paid on tickets etc for your event, therefore reflected in the cost. Should you need our tax exempt information, please check with the treasurers for more information.
Reimbursement
Reimbursement checks will be completed at the conclusion of each event / activity. Payments shall be made according to the approved budget and will only be made with support of a receipt or coordinating invoice / documentation. When possible we should use our tax exempt status to purchase items as needed.