• Clearances  - Volunteer Clearances are required for committee chairs and members if interacting with students – information on MSD clearances can be found here

• Planning - Dr. Roberts loves working directly with our committee chairs so he can get to know more parents in the building. That being said, please copy AHSA in your e-mail communications so that the executive board is kept apprised of any changes that come up.

• Communications – We strive to be a paper-free organization, so all announcements, reminders, and sign-ups are posted to Konstella (User Guide for organizing events can be found here). Be sure to include "Sponsored by Arrowhead Home & School" when creating posts and/or digital flyers for your events. Fundraising flyers need to include who is benefitting from the raised funds (supporting AHSA or 4th Grade Committee, for example).

• Registrations – A Google Form or GiveButter Campaign can be created and posted to Konstella to collect responses, RSVPs, or ticket fees. Reach out to the AHSA President if you wish to use GiveButter for collecting money.

• Committee Budgets – Budgets are set and approved at the beginning of the school year. Please stick to the budget in your committee!  Any amount over that budget must be approved by AHSA. As a non-profit organization, we are tax exempt. Contact the Treasurer for a copy of our exemption certificate or any other tax related documents you may need or as requested by a vendor.

• Expenses – Expense reimbursement and deposit forms are on our website here. All expense reimbursements require a receipt, and check requests to vendors require a contract or purchase order.  Remember to include the form with your request; we cannot reimburse you without the record. Please submit reimbursement requests within 30 days of your event or by the last day of school, whichever is sooner.

• Cash box – Cash box will be held in the main office, to hold $200 at all times to avoid multiple trips to the bank.  Please have 2 adults with cash box at all times. Before your event, contact the Treasurer to ensure availability of the cash box and coordinate drop off.  After your event, please have 2 adults count the money and leave $200 in the box. Contact Treasurer to coordinate the return, and give a deposit to Treasurer.

• Committee Chairs – Please attend the AHSA meeting before the event to give all an update on how planning is going, and attend the meeting after to give a recap to the group.  We know many committee chairs work full time or part time, so if you can’t attend the meeting please email AHSA your updates so we can share at the meetings.

• Event Set Up – If the event requires a set up of tables / chairs, please notify our custodians about the set up. It is best to provide them with a diagram that includes the number of long tables and chairs necessary and their placement. This can be created and put in his mailbox or emailed to Barb Goff, who will pass on the set up to George. For events that are held after school hours and require setup to start after dismissal, please check with Barb Goff if the YMCA After Care will need to be held in an alternate location that day.

• Digital Committee Folders – Please try to take notes as you plan your event.  It’s helpful to save invoices, vendor contact info, etc. However, if there is outdated documentation in your folder, please feel free to clean it out.  Likewise, just because something “has always been done that way” doesn’t mean it can’t be improved. If you have new ideas, feel free to try them! Just maybe run them by some H&S members who have been around to see if it’s been tried.  And if you try something and it’s a nightmare, document that for the next committee chair! 

• Storage – If you have leftover items from your event that you won’t need for future use, put them in our storage space  (NEATLY PLEASE) for others to use for their events.  If something is labeled with a committee name (Holiday Shop, Veteran's Day, etc) please do not use it! Likewise, if you want to store something in there for your event but it is not for shared use, please label it.  Let’s all be conscious of keeping the space neat and organized!

• Methacton Coordinating Council – MCC is the governing body of all 8 Methacton Home and School Associations.  MCC is approved as a 501(c)3 non-profit entity. The MCC now has language that can be added to fundraising flyers and donation requests regarding our non-profit status:

Arrowhead Home & School Association is a 501(c)3 non-profit organization under the umbrella of The Methacton Coordinating Council (TIN 46-5573331).  Your donation is tax deductible as allowed by law. No goods or services were provided in exchange for your donation. This letter/form serves as your receipt for your donation along with your canceled check.

Please note: Any donation over $250 requires a receipt.  Please request a receipt from the Treasurer.  This receipt should be provided to anyone who asks for a receipt and to anyone donating $250 or more.

Keep in mind that many local organizations will contribute only once per year to our schools, so be mindful of other committees that may rely heavily on donated goods or services.