Standard Operating Procedures Drama Club

Standard Operating Procedures PTSO Management of Drama Club Operations & Financials  Effective Date: July 1, 2025   Version Number: 3 Vote Date: May 19, 2025   To be Approved By: General Assembly of the OVO TK-8 PTSO    PURPOSE To establish clear guidelines for the operations of the Drama Club (Drama) under the insurance and permits provided by the Orangevale Open TK-8 Parent Teacher Student Organization (PTSO), ensuring compliance with all relevant policies and regulations.  To establish clear financial guidelines for all income and expenses connected to the Drama Club. SCOPE This Standard Operating Procedure (SOP) applies to all operational and budget relations between the Drama Club and PTSO.   DEFINITIONS & ABBREVIATIONS PTSO Orangevale Open TK-8 Parent Teacher Student Organization, including all PTSO Board Members. Drama Club (Drama) All teachers, staff, parents, and community volunteers who run and participate in the Drama Club program, and the students participating in the plays. Any volunteers working directly with students are required to follow San Juan Unified School District screening processes.  Events All plays, rehearsals, performances, parent meetings, concessions, instructional workshops, and any other gathering of volunteers and/or students working on Drama Club related projects.  Funds Includes all incoming monies from Student Participation Fees, Ticket Sales, Concession Sales and any other source of donations, as well as all outgoing monies to cover all expenses related to program costs and all other Drama Club purchases.  ROLES & RESPONSIBILITIES  PTSO Board At the beginning of each school year, the PTSO will appoint a Director of the PTSO Board to serve as liaison to the Drama Club. This Director will be called the “Director of Drama”. The PTSO will provide and pay for insurance coverage for all Drama Club activities as permitted. PTSO Chair Keep insurance current. Receive requests for Permits from the PTSO Director of Drama or Drama Club Coordinator 60 days before the event.  Submit Permit Requests to SJUSD Facilities.  Forward approved Permits to Drama.  Forward Permit Invoices to PTSO Treasurer for payment. Assign and manage email addresses within the Google Admin platform.  PTSO Treasurer Prepare PTSO’s Annual Budget to account for all Drama Club Income and Expenses. Pay Permit Invoices as received from PTSO Chair. Process funds from Enrollment Fees, Ticket Sales and Concession Sales. Work with Drama Club Treasurer to respond to reimbursement requests, provide PTSO Square unit, provide cash for cash boxes, double count deposits, and provide oversight to ensure compliance with Cash Handling Policies & Procedures. Reimbursement requests must be submitted by the close of each corresponding play.  Bring Funding Requests exceeding $750 to PTSO General Meetings. A ledger will be kept by the PTSO Treasurer to track all income and expenses.  PTSO Secretary Record all minutes of PTSO Meetings including all relevant information for Drama Club. PTSO Director of Drama Serve as the primary point of contact between the PTSO Board and the Drama Club parent volunteer participants.  Attend all PTSO meetings and provide a Drama Club update at all closed Board and General Assembly meetings.  Use the email address: DirectorofDrama@ovoptso.org.  Support Drama Club events and DCEIF project proposals with regards to the approved budgets, PTSO insurance compliance requirements, and SJUSD requirements.   Submit event details to the PTSO for compliance approval at least 60 days in advance detailing event dates, venues, expected attendance, and any special requirements for the purpose of acquiring the necessary permits and insurance compliance.  Support set up of online ticket sales, monitor ticket sales, and update the Drama Club on ticket sales as requested.  Coordinate with PTSO Social Media Director to post Drama Club announcements to PTSO website, Facebook and Instagram pages.  Work with the Drama Club Coordinator to add PTSO Sponsor ads to the program (this could also be done by the PTSO Chair).  Submit a post-event report, including attendance, incidents, and financials to PTSO within 60 days after the event. Drama Club Coordinator Drama Club volunteer who is voted in by Drama Club to be the leader and point of contact for Drama Club. Follows operations and procedures as outlined in the Drama Club Handbook. Drama Club Treasurer Parent volunteer (not a PTSO Board member) who is voted in by Drama Club to assist PTSO Treasurer as needed.  The Drama Club Treasurer will oversee and regularly update the Drama Club Operating Budget.  The Drama Club Treasurer will oversee the 3 Production Cashiers and ensure that all parties who handle money adhere to all PTSO Cash Handling Policies & Procedures. Handle cash, request change for in-person purchases, program Square, count everything and process the deposit to be double counted by PTSO Treasurer. Drama Club Production Cashier/s Parent volunteer/s who assist the Treasury Team as needed for the duration of a singular production.  Adhere to all PTSO Cash Handling Policies & Procedures. Handle cash, count everything and process the deposit to be double counted by PTSO Treasurer. FINANCIAL MANAGEMENT  Budgeting Drama Club will occupy a line item within the PTSO Annual Budget. This line item will be funded with the intention to cover the expenses incurred by up to three plays per academic year. Those expense categories include, but are not limited to: Play Rights and Scripts, Playbills, Costumes & Makeup, Sets/Props, Concessions, Shirts, Cast/Work Party/Rehearsal Snacks, Photography/Videography, and Event/Program Workshops. A ledger will be kept by the Drama Club Treasurer to track all income and expenses and will be overseen by the PTSO Treasurer and shared with the PTSO Drama Club Director and the Drama Club Coordinator.  The PTSO will pay for the insurance and permits required to cover all approved and permitted activities. At the close of the final Drama Club production in the academic year, the PTSO Treasurer will process all earned funds according to the expense allocation process as outlined below and replenish the budget for Drama Club.  Expense Allocation  The Drama Club earns funds throughout the school  year via multiple streams of income, including, but not limited to, Enrollment Fees, Ticket Sales, and Concessions.  Drama Club aims to produce up to three plays each school year.  All income will be totaled by the PTSO Treasurer for the purposes of determining the total income for the year-round program. Drama Club operating expenses will be processed in this order: Pay all submitted expenses.  Reimburse PTSO for the cost of permits.  Allocate seed money for the upcoming school year, consistent with what it would cost to run the Drama Club program based on the proposed operating budget from the Drama Club Treasurer. Fund the Drama Club Equipment & Improvement Fund (DCEIF). The amount of this contribution will vary depending on the needs of currently approved projects or projected proposed projects as identified by the Drama Club.  Remaining funds outside of the above Drama Club operating expenses will be split between the grades according to the process PTSO uses to benefit the grades. PTSO will transfer the money to the grade accounts.    Fundraising Drama Club may only fundraise for itself or DCEIF approved projects with the intent to protect the integrity and longevity of the program, and may not become a vehicle for individual grade fundraising efforts.  Any of these requests will be reviewed by the Drama Club and then follow the PTSO Fundraiser Approval process.  COMPLIANCE AND CONDUCT Code of Conduct All Drama Club members must adhere to the Code of Conduct established by the PTSO.  Student Behavior Contracts must be completed by all students with their Enrollment.  Student violations of the Student Behavior Contract will be reviewed by the Drama Club, and when needed, the PTSO. Drama Club parent volunteers must adhere to the PTSO Code of Conduct, Conflict of Interest and Cash Handling Policy guidelines.  Drama Club parent volunteer violations will be reviewed by the PTSO, and if needed, Site Based Management.  Any injuries sustained by any member of Drama Club must be immediately reported to the PTSO Director of Drama, and the PTSO Drama Club Director must immediately report the incidents to PTSO. Cash Handling  All Drama Club members and volunteers must follow all Money/Cash Handling Policies as outlined in the PTSO Cash Handling Policy. The Drama Club Production Cashier/s will report to the Drama Club Treasurer, who will report to the PTSO Treasurer on all financial matters.  Financial oversight will be provided by PTSO and Site Based Management.  REVIEW AND AMENDMENTS Original SOP took effect August 1, 2024 and will stay in effect until otherwise noted. This SOP will be reviewed annually by PTSO. Amendments can be proposed by either party and must be approved by a majority vote of the PTSO board and submitted for approval through insurance and 501.3 C. Latest Amendment:  January 2025: Written by Ava Spalding, PTSO Chair, in collaboration with PTSO Board and Drama Club Parent Volunteers.  This Amendment cleans up the format, further outlines the Roles & Responsibilities section, and outlines a proposal for how to budget and allocate funds.  If approved, this would replace the August 1, 2024 Drama SOP.  This SOP will be presented to the General Assembly on February 24, 2025 and voted on at the May 19, 2025 meeting so that it goes into effect July 1, 2025.  February 24, 2025.  Proposal was submitted at General Meeting of the PTSO. March 26, 2025: Revised by Makenna Hernandez, in collaboration with Drama Club Parent Volunteers and submitted to PTSO May 9, 2025: Revised by Ava Spalding and Makenna Hernandez.  Approved for purposes of voting by Ava Spalding, PTSO Chair.