HWS Messenger 3.3.23

Upcoming Dates:

Monday, March 6 – 8:00am 4^th grade Art Club

Monday, March 6 – 3:30pm 3rd grade STEM Club RM101

Tuesday, March 7 – 3:30pm Signing Hawks Club LRC

Wednesday, March 8 – 8:00am Student Council – All members LRC

Wednesday, March 8 – 3:30pm Mentoring

Wednesday, March 8 – 3:30pm 2^nd grade Brownies LRC

Thursday, March 9 – 7:45am Band Rehearsal @ JBN

Thursday, March 9 – 3:30pm Young Rembrandts art room

Thursday, March 9 – 3:30pm Kinder Daisy RM133

Friday, March 10 – 8:00am 4^th and 5^th gr. Chorus

Saturday, March 11 – 8:00am All City Chorus Festival @ BFAC (4^th and 5^th grade chorus members only)

Sunday, March 12 – CHANGE CLOCKS SPRING FORWARD

A note from the Art Teacher:

Art Newsletter – HWS Spring Edition

A note from the PTO:

Greetings,

The HWS PTO is looking for new Board members for the 2023-2024 school year. Board position opportunities include:

• President-Elect
• Vice President
• Treasurer
• Communications

A brief description of the open Board positions is below.

President-Elect:
The President-Elect will both shadow the President and preside, in the absence of the President, at all meetings of the general membership and Board
of Directors. The average time commitment includes attendance at the monthly PTO meetings, as well as ad-hoc help and participation with other board
members and committees. The President-Elect will start the term to serve as President beginning the subsequent April.

Vice President:
The PTO Vice President (VP) oversees the PTO budget and finance committee. The VP is also responsible for administering PTO elections. In addition
to attending monthly PTO meetings, the VP’s duties average 1 hour a month during most months, except during February and March when preparing
the budget, which averages around 2-3 hours a week. Preparing the budget consists of forming the finance committee and holding meetings to review
the current year’s budget, any changes that may need to be proposed for the following year’s budget and projecting out potential budgets for two years
beyond the current fiscal year. The VP and Finance Committee solicit feedback from those responsible for each line item in the budget on how the
budget should change for the following year. The VP runs the budget meeting in February, at which time the board is apprised of the proposed next
year’s budget and any changes made. Administering PTO elections consists of communicating to the members-at-large about open positions, creating
an online ballot, and conveying the results of elections.

Treasurer:
The PTO Treasurer oversees keeping track of the PTO’s monies. This includes the timely deposit of incoming funds into the PTO’s bank accounts and
the disbursement of payments or reimbursements to vendors, volunteers, HWS, and HWS staff. The PTO Treasurer also maintains financial records,
including monthly reconciliation of banking accounts and reporting of financial statements to the PTO Board on monthly basis, and continuous
monitoring of incoming and outgoing monies versus the budget. Following the end of each fiscal year (June 30), the PTO Treasurer is also responsible
for preparing an annual financial report and coordinating tax filings. This job requires 1-2 hours weekly of checking email and executing funding
requests and depositing incoming funds plus around 2 hours/month reconciling bank statements and providing financial updates to the PTO. At the
end of each fiscal year, approximately 4 hours are spent coordinating tax filings and updating financial software for the following school year.
A practical summary of the PTO Treasurer’s regular responsibilities includes:
On a frequent basis (daily or several times per week), typically from mid-August through late May (Average effort = <1 hour per week):
Regularly monitor the PTO Treasurer’s email to answer questions and respond to any urgent financial requests

Weekly or bi-weekly, typically from mid-August through late May (Average effort = 1 to 2 hrs/week):

• Validate and issue payment (print checks and mail or return to HWS)
• Validate incoming funds and deposit at the local bank (Fifth Third Bank)
• Update financial register and track spending vs. budget

Monthly, from August through May (Average effort = 2 hrs/month):

• Reconcile monthly bank statements
• Provide financial updates via email to PTO Board (financial register and actual spend vs. budget)
• Attend monthly PTO meetings

Annually, to be completed following the end of each fiscal year (June 30), typically initiated at the start of the following school year (Average effort = 4
to 6 hrs):

• Ensure that QuickBooks financial software has been updated for the entire fiscal year
• Coordinate annual tax filing with the local accountant
• Prepare for the upcoming school year – communicate the payment/deposit request process to PTO Board; Print forms for payment/deposit requests; Purchase supplies (e.g., stamps, envelopes, printer ink)

On a one-time basis, upon assuming the role of PTO Treasurer in May (approximate effort = 4 to 8 hrs):

• Review PTO By-Laws and PTO Treasurer’s reference guide
• Meet initially with the outgoing PTO Treasurer to discuss the role, transfer files, passwords, etc.
• Update templates, forms, and processes, as needed, to include updated information and meet personal preferences and printing equipment

Communications:
The PTO Communications board member oversees a variety of communication tasks that take place on a weekly, monthly, quarterly, and annual basis,
in addition to ad hoc tasks.

Weekly:

• HWS Messenger email
• Social Media posts
• Website updates (News, events, volunteer requests)

Monthly:

• PTO board meeting
• Website updates (Meeting notes, financials)

Please feel free to contact me if you’re interested in finding out more information about the HWS PTO and our volunteer opportunities.

Sincerely,
Mike McCaleb
mccaleb.mike1@gmail.com

Time to order your yearbook!!

Here is the link to order,

www.inter-state.com/yearbook

and Hoover Wood code is 72736X

Deadline is 3/17/23

Additional Important Information:

BATAVIA MUSIC BUFFS

TRIVIA NIGHT

The Batavia Music Buffs Trivia Night is Saturday, March 11th from 7-11PM! The event will be at the Batavia VFW on Route 25. Register your team of 6-8 people today for a night of fun and laughs while supporting the Batavia Music Buffs and music in BPS101. Must be 21 or over. Please register your team online by March 9^th at https://bataviamusicbuffs.org/product/trivia-night-team/

BOARD MEMBER POSITIONS OPEN FOR 2023-2024

The Batavia Music Buffs is looking to fill several Board positions for the 2023-2024 school year. The positions available are: Secretary, Ways and Means (which is fundraising; can be shared with 2 people), Elementary Representative and VP Communications. Your help is needed and please know we welcome all music families with children in 5^th grade through high school whether in band, orchestra or choir. For more information, please email president@bataviamusicbuffs.org

SCHOLARSHIPS

The Batavia Music Buffs Scholarship applications are now OPEN through Friday, April 7th! We offer a college scholarship (Gertrude Petit), Resident and Non-Resident Summer Music Camp and Encore Summer Camp scholarships. Please visit: https://bataviamusicbuffs.org/fundraising/scholarships/
to learn more and apply.

Please become a Member or Renew TODAY!

This is a reminder that the 2023 Illinois Parent Survey opened on Jan. 24, 2023. The survey window will close on March 31, 2023, so please plan survey administration accordingly.

Link for parents to take the survey: http://survey.5-essentials.org/illinois/survey/parent/

The survey opens Jan. 24, 2023 and closes March 31, 2023.

If you have any questions, please call 5Essentials Client Services at 1-866-440-1874. Thank you in advance for your participation.

Privacy policy: https://survey.5-essentials.org/privacy/

We will continue with weekly Messengers on Fridays throughout the school year. All school messengers can also be found and translated into over 125 languages on our News Wall.