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Elections and Meetings During School Closure

How should elections and virtual meetings be handled during periods of school closure? You may hold virtual meetings via Zoom, Google Meet or Microsoft Teams.   Every attempt should be made to notify and invite all parents at the school (for PTO’s) or all parents of students on athletic or extracurricular teams (in the case of boosters).  For PTO’s, coordination with the principal and school office manager would be necessary in order to facilitate a mass email to parents with the meeting invitation and other info described below.  For booster clubs, the coach or sponsor should be able to send out the meeting invitation information or provide email contact information so that the booster officers can do so.

For regular meetings, business can pretty much be conducted like you normally would, with officers giving reports, discussion being held about activities and fundraisers and any votes on motions being taking with verbal yays or nays.  If it is difficult to determine the difference in counts between yays and nays, then you could opt to have people respond in the comments with their vote.  Don’t forget that even when you hold a virtual meeting, you still need an agenda and your secretary will still need to record minutes of the meeting.

For elections, you will have a few options:

1. Since the meeting organizer and attendees are able to see which people are logged in to attend the virtual meeting, you may either conduct a voice vote for each office/position by specifically asking each person to cast their vote for their preferred nominee, with the votes tabulated by 2 individuals appointed by the president so that the counts can be verified.

2. You can ask each attendee to cast their votes in the comment section, with the votes tabulated by 2 individuals appointed by the president so that the counts can be verified.

3. You can send out a ballot form via email (i.e., a pdf version of the ballot) and ask the parents to complete the ballot and scan and return the ballot vie email or to complete the ballot and return the paper copy to a ballot box at the school office by a certain date.  For example, ballots could be collected in person on 2 specific dates between 9 and 3, and emailed ballots would need to be returned by 3 pm on the second day. If opting to allow paper ballots to be returned in person, this option would probably work best in a elementary PTO setting where the front office staff is willing to put the ballot box in the area of the front office (could be just outside the office door or in the lobby area where social distancing could still be maintained in the event of multiple people arriving at the same time).  Information you send out regarding this voting process should specify where the ballot box will be located.  The ballot should require the voter’s name in order to discourage submission of more than one ballot per person.  This option could then be combined with a virtual meeting to announce results and conduct other business after votes are tabulated.

4. Another option would be to utilize an online survey or electronic form.  For example, you could use Survey Monkey, Google Forms or Microsoft Forms.  For this option, links to the survey would need to be provided to parents.  This option could then be combined with a virtual meeting to announce results and conduct other business after votes are tabulated.  Again, this type of survey/electronic form should require the voter to include their name.

If your group opts to enlist the assistance of the principal, office manager, coach or sponsor to send out meeting invitations, candidate information, and/or ballots, it is the responsibility of the PTO or booster club to create all of the documents (i.e., candidate bio sheet and ballot in pdf format), set up the online surveys or forms, and then provide the documents and applicable links to the staff to be sent out via School Messenger or district email.  Access to Google Meet, Microsoft Teams and Zoom varies by individual and group, so hopefully you and other parents could work together to set up the virtual meeting invitation and provide the link to them as necessary.  In some cases, the principal, office manager, coach or sponsor may also be willing to create the virtual meeting invite for you.  Please work with the individuals directly and be respectful of their other job commitments and possible time constraints.

MidFirst Banking & RunPTO

Important Documents

MidFirst Banking Account Log In

MidFirst Banking
Set up/Transitioning accounts/Debit Cards/Fees

Log In to your RunPTO Account

RunPTO Knowledge Base

Still Need Help? Contact us using the MidFirst/RunPTO Help Ticket.
This form will help you submit a ticket to a CSB team member who can help you with questions or problems related to MidFirst Banking and getting access to and setting up RunPTO. Please try to contact the bank for most daily banking activities first or try to access the RunPTO Knowledge Base before asking for help here. You should expect a response from one of us within 24 to 48 hours. 

Stage one document
Implementing the Board Chair/Committee Directories and Accounting Functions

CSB Questions

What kind of training can we expect on RunPTO in the future?

Just to name a few:  Banking, Run PTO, Fundraising…


MidFirst Questions

How do I get online access to my account?

You MUST be a signer on the account.  Typically access is given to the club treasurer, although an additional online user may be requested.  Online access may be requested by contacting banking@chandlerschoolboosters.org.  Please specify your name, officer position and club name in your request.   

How do we get the Business Company ID information in order to use the MidFirst online banking?  

Business Company ID #2710845

How do we handle coin deposits paid for by the kids?

At this time, the branches are only accepting rolled coins.

Minimal loose coin is acceptable…. less than $5.
Coin must be rolled before stepping into the branch for the deposit.
Tellers are not responsible for assisting in rolling your coin for/with you

Are there multiple MidFirst locations that we can use?

N Val Vista & E Baseline
3631 E Baseline Rd., Gilbert, AZ 85234
P: 480-926-2265

N Cooper & W Ray
760 W Ray Rd, Gilbert, AZ 85233
P: 480-755-0974

S Gilbert & E Chandler Heights
4900 S. Gilbert Rd., Chandler, AZ 85233
P: 480-755-0962

SanTan Village & S Market
2849 S Market St., Gilbert, AZ 85295
P:  480-755-0952

S Power & E Rittenhouse
7305 S Power Rd, Queen Creek, AZ 85142
P:  480-755-0949

Can we deposit checks from the mobile app? 

Yes!  Need to make sure you are in the Business app.  MidFirst Business Mobile app

Which board members are allowed to be signers? 

President, Vice President, Treasurer, and or Secretary.  2 required, 3 preferred

Can we activate the cards over the phone?

Yes. To activate a card over the phone they will need to call from their phone number on file, and type in the last 4 of CSB’s EIN (1830). They will then be prompted to set up a 4 digit pin.

What are the fees that MidFirst charges?

Account Maintenance (monthly) ...................................  No charge   
200 Transactions included per month ............................. No charge 
Excess Transactions if more than 200 Transactions ........ 0.35 each   
Cash Deposited if more than 12,500/cycle................... 2.00/1,000.00   
eStatement/Paper Statement  ........................................ No charge   
          Includes Checks/Debits, Deposits/Credits, & Deposited Item
Stop Payment – Online ................................................... 17.00 each 


RunPTO Questions

Why haven't I received my RunPTO login information?

The president receives the initial email to set up the RunPTO account.

If you are the president and still have not received your sign up email, it is possible that you will need to update your CSB registration information. CSB Registration. Introduction emails will only be sent to the presidents of the club.

Who receives the initial email to set up the RunPTO account?

The president receives the initial email to set up the RunPTO account. If you are the president and still have not received your sign up email, it is possible that you will need to update your CSB registration information. CSB Registration. Introduction emails will only be sent to the presidents of the club.

I've started implementing RunPTO and I might want to reset my system. Is it possible to do a hard reset?

Yes. There might be other alternatives, in either case contact: runptohelp@chandlerschoolboosters.org

What is the first thing I do after receiving my initial email on RunPTO?

Set up your board members and send emails to each member. Add Board members. Add users, which will send emails to each user that you wish to have access to using RunPTO. The President and Treasurer have the primary responsibility of setting up RunPTO.  Please see the Stage 1 document to aid in your setup process. 

Why can’t we start at the beginning of the new school year?

RunPTO will save hundreds of hours in collecting, auditing and correcting the spreadsheet information system previously used.

Will you still accept the previous spreadsheets that have been used in the past years?

No.

How is stripe set up for credit card transactions through RunPTO?

There is a knowledge base tutorial that walks you through the stripe set up. Here is the link. RunPTO Stripe set up.

When do we need to have these items completed for implementing RunPTO?

March 31st – Stage One President Tasks
Enter the board and chair directory information
Create the Committee Directory


April 30th- Stage One Treasurer Tasks

Enter the opening balance of MidFirst Bank account
Enter outstanding checks payable
Enter net assets opening balance
Enter budget amounts
Enter withdrawals (2 options for doing this.)
Enter any transfers and
Reconcile the bank account.

Please see this RunPTO Phase 1 document for the details involved in these tasks.

What do we do if we have a different accounting year?

All members have the same accounting year. July 1st – June 30th


Payment Systems

Are there fees for using Stripe?

Yes, 2.9% + 30¢ per successful card charge. You are not limited in the method that you choose to collect payments.

What do you recommend for members that operate concessions for payment systems?

Currently we are not making a recommendation for fee collection systems for concessions. Continue to use what works for you until more information is gathered from concessions running members.