Stillwater Elementary PTA  2.16.24   •   Serving Duvall & Carnation, WA   •     Riverview School District

PTSA Budget

Final 2017-2018 PTSA Budget Approved 9-26-17

Where Do My Funds Go Handout 2017

2017-2018 PTSA Budget Breakdown

Updated September 2017

2017 – 2018 PTSA Budget Expense Plan

Funds directly to Stillwater for: All Arts Day, Assemblies, Classroom Gifts, Field Day, Field Trip Stipends for all Grades, Library, Music and PE Enrichment funds, REF Auction Basket, Stillwater Evening Event, Safety Patrol & Student Council Recognition, Random Acts of Kindness Club, Girls on the Run Club, Property Enhancements and Teacher/Staff Grants – $22,225

Funds to support our Art Docent Program, Reflections, Talent Show and the Dance Guy – $6,650

Scholarships for local high school students – $900

Volunteer Appreciation and Membership Supplies/Hospitality – $1,975

Staff Appreciation, Conference Week Dinner and Staff Luncheon – $1,275

Special Outreach Programs: Dads and Donuts, Mom and Me & Workshop on Child Safety – $1,525

Legislative Assembly, Campaign Support, PTSA Convention and Awards – $2,225

Expenses related to running a corporation: Photocopies, Plaque Engraving, Post Office Box, Supplies, Website, Bank Charges, Checks/Deposit Slips, Insurance, Legal Registration, Accountant Gift, Square Fees and Bookkeeping Software – $4,668

Misc Expenses: President Discretionary Fund, School Board Recognition, Nuts & Bolts – $225

Expense for Fundraising: Hop-a-Thon, Hawk Walk, Silent Auction, Running of the Balls and Retail Funds – $3,625

Expenses for break-even events and actives (they pay for themselves): Yearbook, Spiritwear, Popcorn, Back to School BBQ, Spring Dance, Winter Craft Night, Game Night & Book Exchange, Valentine’s Bingo, Pottery Paint Nights, Petty Cash, Concessions Cart, Directory and Membership Dues – $26,855

TOTAL Budget Expense Plan – $72,148

2017 – 2018 PTSA Budget Income Plan

Income from activities that pay for themselves – $31,320

Fundraising income, scholarship donations and special outreach programs: Hop-a-Thon, Hawk Walk, Silent Auction, Restaurants Give Back, Running of the Balls and Retail Funds and Corporate Matching – $38,455

TOTAL Budget Income Plan – $58,866

Net Budget Plan: -$2,373

Bank Balance at Start of School Year: $10,477.02 (We always plan to keep roughly $8,000 in the bank account at the end of each fiscal year since we do not fundraise at the start of the school year and need funds to operate within our budget. At the end of 2016, a few line items did better than projected, like Running of the Balls, leaving us with more than $8,000)

Difference between Bank Balance at Start of Year School Year and Net Budget Plan (what we plan to leave in our bank account at end of school year): $8,104.02


2016-2017 PTSA Budget Breakdown

2016-2017 Budget – Approved 031617

Budget updates after the June 8, 2017 General Membership Meeting

We had 1 change to the 2016-2017 budget that was proposed and passed at the June General Membership Meeting. It was approved to add $8,203.19 to the “Teacher and School Grants” line item so that a total of $14,203.19 can be awarded to Stillwater for the spring grant season.

Budget updates after the March 16, 2017 General Membership Meeting

We had 9 changes to the 2016-2017 budget that were proposed and passed at the March General Membership Meeting. By opening up the 2016-2017 Budget – Approved 031617 file above, you can see line items with changes highlighted in yellow.

1. The planned expense for the “Assembly” line item under President, was increased from $500 to $1,000 to pay for a motivational speaker. This change is the result of a Planning Form that was submitted by Mrs. Marchel to bring Gabe Murfitt, a motivational speaker to Stillwater.

2. The expense assigned to “STEM Night” (under President) and “STEM Night Treats” (under Vice President) were moved to Multicultural Night (under FACE). No change to bottom line, already existing funds were just moved within the budget.

3. The expense for the “Teacher and School Grants” line item under Vice President, was increased to $12,612.93 from $6,612.93. This allows us to open a second grant season for the Stillwater staff in the spring. The amount we are actually able to gift will be dependent upon the results of the Hawk Walk in May.

4. An expense of $1,040.42 was added to the “Robotics” line item under After School Classes so that the PTSA could purchase 4 expansion kits for the Lego Mindstorm kits purchased last year. These kits were required to start-up a Junior Robotics After School Enrichment Class, led by a parent volunteer.

5. A new line item was added under Art Docent for “Pottery Paint Night.” This is a new event in April where attendees can pre-order clay bisques to paint. The PTSA will then fire the painted clay pieces in the kiln. An income of $900 and an expense of $900 was assigned to this line item.

6. Two new line items were added under Fundraising, “Duvall Days Booth” and “Running of the Balls.” Stillwater Elementary PTSA will be sponsoring the Running of the Balls at Duvall Days this year, it was previously sponsored by Hillside Academy. For Running of the Balls, patrons purchase a numbered raffle ticket, the number on the ticket corresponds to a number on the ball. All of the balls are released on a hill at the same time, and the first one to cross the finish line wins a $500 cash prize. The money earned and spent at the Duvall Days Booth has to be recorded separately from the money earned and spent for the gambling portion (selling the raffle tickets), that is why there are two line items. An income of $750 and an expense of $750 was assigned to Duvall Days Booth, an income of $3,000 and an expense of $1,000 was assigned to Running of the Balls.

7. The “Hawk Walk” line item under Fundraising was adjusted to account for a $250 donation we received from the Irwin Group to pay for equipment we’ll use during the Hawk Walk itself. In addition, with the new Running of the Balls fundraising event described above, we reduced the overall goal for the Hawk Walk by $2,000.

8. The previous “Raffle” line item under Fundraising was broken up into “Raffle Ticket Sales” and “Raffle Donations” so that we could report gambling income separately from donations we received to purchase items for the raffle. No bottom line change to the budget as a result of this adjustment, we only moved existing funds around.

9. The expense plan for the “PTSA Property Enhancements” line item under Special Projects was increased by $200 to allow the PTSA to purchase additional storage needs for the newly revamped Lost and Found area at Stillwater.

Based on the budget approved at the September 22, 2016 General Membership Meeting

For the PTSA to be able to provide the same level of support to Stillwater this year and into next year, our total fundraising efforts has to hit a minimum of $34,035 as outlined in the budget numbers below. You can also reference the ‘Where Do My Funds Go’ handout above for a visual.

With approximately 450 students at Stillwater, each student needs to raise around $76 for us to hit our goal. Since every student at Stillwater would not be able to raise $76, the PTSA has to depend on fundraisers like the Hop-a-Thon and Hawk Walk to raise the majority of the funds needed ($24,000 of the $34,035) by motivating kids to call/visit relatives and family friends. Both are purely donation based fundraisers, we do not sell anything additional during these fundraisers. But we provide prizes and incentives for the students. Years ago, the PTSA listened to the families and went away with the candy, wrapping paper, entertainment book and cookie dough sales and switched to mostly donation based fundraising. Last year, after tweaking the processes from the prior year for these fundraisers and with the staff’s support, we BLEW our goals out of the water, raising over $30,000 between the Hawk Walk and Hop-a-Thon. By doing so we were able to up our school grants budget last year and purchase 3 new lunch tables for the school, a set of bleachers for the second field and upgrades for the smaller playground set.

So what can you do? Energize your students about participating in our two fundraisers for the year: the Hop-a-Thon in November and the Hawk Walk in May. The Dance Guy, field trips, art docent lessons, assemblies, playground upgrades, and field day are all items kids LOVE and all items that require PTSA funding! You can also help Stillwater fundraise by doing everyday things: clip Box Tops and Labels for Education off your home and grocery items, and shop at AmazonSmile instead of Amazon. Retail Funds, which encompasses those 3 things previously mentioned earned Stillwater PTSA $3,520.98 last year. If you can make a donation and you work for a company that does corporate matching, please make sure you submit your donation to your company for a match. Last year Stillwater PTSA earned $2,898.84 in corporate matching funds. And lastly, support the Raffle Baskets at Turkey Bingo in November and Silent Auction in the spring.

If you have any questions please reach out to Lindsey or Jen at president [at] stillwaterptsa [dot] org.

2016-2017 PTSA Budget Expense Plan

September 2016

Funds directly to Stillwater for: All Arts Day, Assemblies, Classroom Gifts, Field Day, Field Trip Stipends for all Grades, Library, Music and PE Enrichment funds, REF Auction Basket, STEM Night, Safety Patrol Recognition, Random Acts of Kindness Club, Girls on the Run Club, Playground Equipment and Teacher/Staff Grants – $17,959.11

Funds to support our Art Docent Program, Reflections, Talent Show and the Dance Guy – $8,300

Scholarships for local high school students – $850

Volunteer Appreciation and Membership Supplies/Hospitality – $1,800

Staff Appreciation and Staff Luncheon – $950

Special Outreach Programs: Dads and Donuts, Mom and Me – $1,200

Legislative Assembly, PTSA Convention and Awards – $2,275

Expenses related to running a corporation: Photocopies, Plaque Engraving, Post Office Box, Supplies, Website, Bank Charges, Checks/Deposit Slips, Insurance, Legal Registration, Accountant Gift, and Bookkeeping Software – $4,356

Misc Expenses: President Discretionary Fund, PTSA Property Enhancements – $500

Expense for Fundraising: Hop-a-Thon, Hawk Walk, Silent Auction, Raffle Baskets and Retail Funds – $2,015

Expenses for break-even events and actives (they pay for themselves): Yearbook, Spiritwear, Popcorn, Back to School BBQ, Spring Dance, Turkey Bingo, Ice Cream Social & Book Exchange, Monster Mash Dance, Reptile Man, Valentine’s Bingo, Petty Cash, Directory and Membership Dues – $22,608

TOTAL Budget Expense Plan – $62,813

2016 – 2017 PTSA Budget Income Plan

Income from activities that pay for themselves – $24,831

Fundraising income, scholarship donations and special outreach programs: Hop-a-Thon, Hawk Walk, Silent Auction, Raffle Baskets and Retail Funds and Corporate Matching – $34,035

TOTAL Budget Income Plan – $58,866

Net Budget Plan: -$3,947 (difference can be covered by bank balance from prior years)


March 2016 Budget Update

The following are explanations for the budget changes that were voted on and approved at the March 17, 2016 general membership meeting.

Plant Sale & Hawk Walk: Our spring plant sale will not be able to happen this year. The nursery we have used in the past has closed its doors and we were unable to find a replacement. To compensate for this loss in budgeted income, we are going to increase our goal for the Hawk Walk to $10,000 from $8,000. Last year, the Hop-a-thon raised just over $8,000 and the Hawk Walk raised over $11,000. We had decided to swap the income goals for those 2 events for this year, because of the lack of 5th grade participation during spring fundraisers. We are confident that increasing the budgeted income to $10,000 from $8,000 for the Hawk Walk is a very reasonable, attainable goal. With your and your kids’ help we can do it! We also increased the budgeted expense when we sat down and calculated the actual expenses. The expenses are now budgeted at $800.

Kiln: We are starting to make progress on the kiln! The district has asked Mr. Madigan for $6,000 to start the process of the kiln installation. Several engineers will have to draw up the plans for the installation. The district also made it clear that we cannot have a parent donate their time to install the kiln. There are labor rules for what public schools can do in regards to bidding out jobs. They have to give everyone a fair chance to bid for the work. A parent can bid for the work, but cannot volunteer to do it for free.

Playground Equipment: Playground equipment is also moving forward! At the March general meeting we approved a budget of $8,507.31. This is the number we got from SiteLines Park and Playground Products to purchase 3 new pieces of equipment. This quote includes shipping and tax, but not installation. The 3 new pieces of equipment are a chin up bar, a 4′ rock wall, and a sky runner. These are the equipment pieces that won the majority vote between all the recess teachers. The district has approved all 3 pieces and have agreed to install them over the summer. We will be purchasing them in April 2016.

Campaign Support: We have also approved a $225 donation to the levy campaign fund. The Riverview Schools Committee requested this for the next levy vote in 2018.  Levy campaign donations will be primarily used to create campaign materials such as yard signs, flyers, and to otherwise encourage voters to approve the levy. Passing the levy is important, as funds from the levy are used to make-up shortfalls in state and federal funding, which do not cover the cost of offering the quality of education the Riverview School District wants to provide to the community.  The funds are used for critical items such as salaries for additional classroom teachers, specialists, and educational programs.

Teacher and School Grants: This year we had over $5,000 in grants turned in by teachers and educators. However, Stillwater administration denied some of them because the district was either already planning on funding the items or more research was needed. We were left with requests totaling $3,309.35. We approved the additional $309.35 over our $3,000 budget to provide the grants and immediately wrote the checks to the requestors.

Spring Kindergarten Social: Finally, this spring, we plan to partner with Stillwater to hold a Kindergarten Social for incoming 2016-2017 kindergartners. The school is not doing spring assessments this year for kindergartners, so they suggested a social. They thought it would be a good way to bring the kindergartners together in the spring, let them see Stillwater, and it would also give us the opportunity to have face time with the parents. We will also be able to talk about all things PTSA at Stillwater and pass out membership forms. The only cost we have to this is for snacks we are providing.

If you have any questions please reach out to Lindsey or Jen at president [at] stillwaterptsa [dot] org.

2015-2016 PTSA Budget Expense Plan
March 2016 Update

Funds directly to Stillwater for: All Arts Day, Assemblies, Classroom Gifts, Field Day, Field Trip Stipends for all Grades, Library, Music and PE Enrichment funds, Playground Equipment, REF Auction Basket, STEM Night, Safety Patrol Recognition, School Board Recognition, Random Acts of Kindness Club, Girls on the Run Club and Teacher/Staff Grants – $23,871.66

Funds to support our Art Docent Program, Kiln, Reflections, Talent Show and the Dance Guy – $12,800

Scholarships for local high school students – $800

Volunteer Appreciation, Membership Supplies, Kinder Playdate, Kindergarten Social – $650

Staff Appreciation and Staff Luncheon – $950

Special Outreach Programs: Dads and Donuts, Moms and Me, Curriculum Night, Stillwater Family Help – $1,370

Legislative Assembly, Campaign Support, PTSA Convention, Awards – $2,350

Expenses related to running a corporation: Photocopies, Plaque Engraving, Post Office Box, Supplies, Website, Bank Charges, Checks/Deposit Slips, Insurance, Legal Registration, Accountant Gift, and Bookkeeping Software – $4,044

Misc Expenses: President Discretionary Fund, PTSA Property Enhancements – $200

Expense for Fundraising: Hop-a-Thon, Walk-a-Thon, Silent Auction, Corporate Matching, Raffle, and Retail Funds – $1,915

Expenses for break-even events and activities (they pay for themselves): Yearbook, Spiritwear, Back to School BBQ, the Dance, Family Fun Night (Bingo this year), Directory and Membership Dues – $16,680

TOTAL Budget Expense Plan – $65,630.66

2015-2016 PTSA Budget Expense Plan
March 2016 Update

Income from activities that pay for themselves and special outreach programs – $19,095

Fundraising income: Hop-a-Thon, Walk-a-Thon, Silent Auction, Raffle, Retails Funds and Corporate Matching – $31,000

TOTAL Budget Income Plan – $50,095

Net Budget Plan: $-15,535.66
Money in Bank (at start of year): $27,122.42

December 2015 Budget in Review

December 14, 2015

For us to be able to provide the same level of support to Stillwater next year, our total fundraising efforts has to hit a minimum of $33,930 as outlined in the budget numbers below. Last year during our fundraisers it was noted that we wanted to raise money for the PTSA, so that the PTSA could help fund a kiln and new playground equipment for Stillwater. You do not see that listed in the budget because the plans are not finalized. Currently Stillwater is working with the district to put together a kiln plan. It is not as simple as purchasing a kiln, there has to be a designated place at the school to put it with proper ventilation. So there will be building modification fees associated with the installation of the kiln. In addition, the PTSA is working with the recess teachers (and subsequently the kids) on new playground equipment requests, as well as some current pieces of equipment that need repair. Once both items have been thoroughly investigated and bottom line cost numbers associated with them, we will be able to add them to our budget. Those two items could also increase our fundraising goal for the year, but without a solid number to associate with the cost for both of them the budget will stay as is for now.

With approximately 450 students at Stillwater, each student needs to raise around $70 for us to hit our goal. There was some communication on social media regarding suggested fundraising tactics for the PTSA, such as, “write us a check for x amount and we will not ask you for money the rest of the year.” Since every student at Stillwater would not be able to raise $70, the PTSA has to depend on fundraisers like the Hop-a-Thon and Walk-a-Thon that motivate kids to call/visit relatives and family friends. Both are purely donation based fundraisers, we do not sell t-shirts or equipment during these fundraisers. But we provide prizes and incentives for the students. Years ago, the PTSA listened to the families and went away with the candy, wrapping paper, entertainment book and cookie dough sales and switched to donation based fundraising.

So what can you do? Energize your students about participating in our two fundraisers for the year: the Hop-a-Thon in November and the Walk-a-Thon in May. The Dance Guy, field trips, art docent lessons, assemblies, and field day are all items kids LOVE and all items that require PTSA funding! You can also help Stillwater fundraise by doing everyday things: clip Box Tops and Labels for Education off your home and grocery items, shop at AmazonSmile instead of Amazon and use your Target Red Card if you have one when you shop at Target (for both AmazonSmile and Target Red Card make sure Stillwater PTSA is designated as your charity). Retail Funds, which encompasses those 3 things I just talked about earned Stillwater PTSA $3,141.37 last year. If you can make a donation and you work for a company that does corporate matching, please make sure you submit your donation to your company for a match. Last year Stillwater PTSA earned $3,242.72 in corporate matching funds.

If you have any questions please reach out to Lindsey or Jen at president [at] stillwaterptsa [dot] org.

2015-2016 PTSA Budget Expense Plan

Funds directly to Stillwater for: All Arts Day, Assemblies, Classroom Gifts, Field Day, Field Trip Stipends for all Grades, Library, Music and PE Enrichment funds, REF Auction Basket, Holiday Meal Help for Stillwater Families, STEM Night, Safety Patrol Recognition, Random Acts of Kindness Club, Girls on the Run Club and Teacher/Staff Grants – $15,275

Funds to support our Art Docent Program, Reflections, Talent Show and the Dance Guy – $6,800

Scholarships for local high school students – $850

Volunteer Appreciation and Membership Supplies/Hospitality – $600

Staff Appreciation and Staff Luncheon – $950

Special Outreach Programs: Dads and Donuts, Mom and Me – $1,000

Legislative Assembly, PTSA Convention and Awards – $2,125

Expenses related to running a corporation: Photocopies, Plaque Engraving, Post Office Box, Supplies, Website, Bank Charges, Checks/Deposit Slips, Insurance, Legal Registration, Accountant Gift, and Bookkeeping Software – $4,044

Misc Expenses: President Discretionary Fund, PTSA Property Enhancements – $200

Expense for Fundraising: Hop-a-Thon, Walk-a-Thon, Spring Fundraiser Plant Sale, and Retail Funds – $4,415

Expenses for break-even events and actives (they pay for themselves): Yearbook, Spiritwear, Raffle, Back to School BBQ, the Dance, Family Fun Night (Bingo this year), Directory and Membership Dues – $16,980

TOTAL Budget Expense Plan – $52,489

2015 – 2016 PTSA Budget Income Plan

Income from activities that pay for themselves and special outreach programs – $20,215

Fundraising income: Hop-a-Thon, Walk-a-Thon, Silent Auction, Penny Wars, Spring Fundraiser Plant Sale, Coca-Cola Grant, Retails Funds and Corporate Matching – $33,930

TOTAL Budget Income Plan – $54,145

Net Budget Plan: $456

 

2015-2016 PTSA Fundraising Strategy and Budget Review

September, 2015

For us to be able to provide the same level of support to Stillwater next year, our total fundraising efforts has to hit a minimum of $31,000 as outlined in the budget numbers below. Last year during our fundraisers it was noted that we wanted to raise money for the PTSA, so that the PTSA could help fund a kiln and new playground equipment for Stillwater. You do not see that listed in the budget because the plans are not finalized. Currently Stillwater is working with the district to put together a kiln plan. It is not as simple as purchasing a kiln, there has to be a designated place at the school to put it with proper ventilation. So there will be building modification fees associated with the installation of the kiln. In addition, the PTSA is working with the recess teachers (and subsequently the kids) on new playground equipment requests, as well as some current pieces of equipment that need repair. Once both items have been thoroughly investigated and bottom line cost numbers associated with them, we will be able to add them to our budget. Those two items could also increase our fundraising goal for the year, but without a solid number to associate with the cost for both of them the budget will stay as is for now.

With approximately 450 students at Stillwater, each student needs to raise around $70 for us to hit our goal. There was some communication on social media regarding suggested fundraising tactics for the PTSA, such as, “write us a check for x amount and we will not ask you for money the rest of the year.” Since every student at Stillwater would not be able to raise $70, the PTSA has to depend on fundraisers like the Hop-a-Thon and Walk-a-Thon that motivate kids to call/visit relatives and family friends. Both are purely donation based fundraisers, we do not sell t-shirts or equipment during these fundraisers. But we provide prizes and incentives for the students. Years ago, the PTSA listened to the families and went away with the candy, wrapping paper, entertainment book and cookie dough sales and switched to donation based fundraising.

So what can you do? Energize your students about participating in our two fundraisers for the year: the Hop-a-Thon in November and the Walk-a-Thon in May. The Dance Guy, field trips, art docent lessons, assemblies, and field day are all items kids LOVE and all items that require PTSA funding! You can also help Stillwater fundraise by doing everyday things: clip Box Tops and Labels for Education off your home and grocery items, shop at AmazonSmile instead of Amazon and use your Target Red Card if you have one when you shop at Target (for both AmazonSmile and Target Red Card make sure Stillwater PTSA is designated as your charity). Retail Funds, which encompasses those 3 things I just talked about earned Stillwater PTSA $3,141.37 last year. If you can make a donation and you work for a company that does corporate matching, please make sure you submit your donation to your company for a match. Last year Stillwater PTSA earned $3,242.72 in corporate matching funds.

If you have any questions please reach out to Lindsey or Jen at president [at] stillwaterptsa [dot] org.

2015-2016 PTSA Budget Expense Plan

September 2015

Funds directly to Stillwater for: All Arts Day, Assemblies, Classroom Gifts, Field Day, Field Trip Stipends for all Grades, Library, Music and PE Enrichment funds, REF Auction Basket, STEM Night, Safety Patrol Recognition, Random Acts of Kindness Club, Girls on the Run Club and Teacher/Staff Grants – $14,525

Funds to support our Art Docent Program, Reflections, Talent Show and the Dance Guy – $6,800

Scholarships for local high school students – $850

Volunteer Appreciation and Membership Supplies/Hospitality – $600

Staff Appreciation and Staff Luncheon – $950

Special Outreach Programs: Dads and Donuts, Mom and Me – $1,000

Legislative Assembly, PTSA Convention and Awards – $2,125

Expenses related to running a corporation: Photocopies, Plaque Engraving, Post Office Box, Supplies, Website, Bank Charges, Checks/Deposit Slips, Insurance, Legal Registration, Accountant Gift, and Bookkeeping Software – $4,044

Misc Expenses: President Discretionary Fund, PTSA Property Enhancements – $200

Expense for Fundraising: Hop-a-Thon, Walk-a-Thon, Spring Fundraiser Plant Sale, and Retail Funds – $4,415

Expenses for break-even events and actives (they pay for themselves): Yearbook, Spiritwear, Raffle, Back to School BBQ, the Dance, Family Fun Night (Bingo this year), Directory and Membership Dues – $16,980

TOTAL Budget Expense Plan – $52,489

2015 – 2016 PTSA Budget Income Plan

Income from activities that pay for themselves and special outreach programs – $20,215

Fundraising income: Hop-a-Thon, Walk-a-Thon, Spring Fundraiser Plant Sale, Retails Funds and Corporate Matching – $31,000

TOTAL Budget Income Plan – $51,215

Net Budget Plan: -$1,274 (difference can be covered by bank balance from prior years)