RISD Council of PTAs Used Book Fair Workshop December 10 th, 2015, 9:15 – 11:15 am Like us on Facebook at .

RISD Council of PTAsUsed Book Fair Workshop

 December 10th, 2015, 9:15 – 11:15 am

 www.risdpta.org

Like us on Facebook at www.facebook.com/risdpta

Meredyth Childress- 4th VP Used Book Fair, [email protected]

Marni Kaner- President, [email protected]

Lana Marker- 1st VP, Refreshments at UBF, [email protected]

Cindy Carter- 2nd VP Programs, Volunteers at UBF, [email protected]

Christina Etri- Communications Chair, Publicity at UBF, [email protected]

Cindy Engel-Environmental Chair, recycling fundraiser

Brenna Eager- Hospitality

Patti Bert-Special Performances

Marsha Schoenkopf-Signage

Contacts

Workshop Agenda 

• Check-In and breakfast…Enjoy!• 9:30 am – announcements/workshop begins• History of RISD Council of PTAs Used Book Fair• Ideas for Collecting Books• Sorting & Prep• Book Categories• Delivery• Working the Sale• Publicity• Sponsorships• Donation Receipt• Disbursement of Funds• How will your PTA sign up for volunteer times?• Recycling Fundraiser• Questions

History of RISD Council of PTAs Used Book Fair

In 1982, the RISD Council of PTAs held its first Used Book Fair, raising $5,918.66. Thirty-four years later, the Used Book Fair has recorded more than $850,000 in revenue to its main benefactor, The RISD Council of PTAs Scholarship Fund in Memory of Dr. JJ Pearce.

The RISD Council of PTAs Scholarship Fund in Memory of Dr. JJ Pearce, was created to honor Dr. Joseph Jones Pearce, who served as superintendent for RISD from 1946 to 1977. Dr. Pearce died in September of 1995, but his legacy, devotion to the education of Richardson youth, continues through the scholarship fund.

Graduating senior students from all four high schools have the opportunity to apply for the scholarships, which are awarded based on scholastic record, character, extra-curricular activities and financial need. In addition to the student scholarships, funds are available via application for district teachers who are continuing their education. They must have been employed by RISD for one full academic year and remain in the district the following year.  Over 40 local units participate annually thru collecting books, promoting the event and volunteering.  These local PTA units also can revenue share proceeds from their donations.

Totally dependent on the generous book donations from RISD campuses, and community organizations as well as the volunteer efforts from local PTA unit’s Council Delegates, Presidents, council board, community youth groups and school volunteers, the book fair has grown and become a great tradition for the district and it’s communities.

Scholarship Chair – Holli Maxwell, [email protected]

2015 High School Senior Scholarship Recipients

2015 Teacher Scholarship Recipients

Thank you RISD for allowing us to use the PDC Gym!

SOME IDEAS FOR COLLECTING BOOKS FOR THE RISD COUNCIL OF PTAs USED BOOK FAIR

The following are some suggestions that have been used in previous year by some PTAs: *Place collection boxes in visible places such as classrooms, foyer, library, school office, cafeteria, teacher’s lounge, etc. *Make boxes as eye catching as possible, by using school colors, mascot, etc. *Consider having students decorate the boxes. In elementary schools, let each grade level decorate their own box, or ask the sixth grade classes to decorate all of the boxes for you. *Some schools have contests to see which class brings in the most books. The winning class gets a popcorn party, ice cream party, pizza party, McDonald’s coupons, etc. *In some junior high schools, boxes are placed in the rooms of teachers who volunteer to participate. The PTA volunteers get boxes for them, label or decorate them and then empty the boxes periodically.

*In some junior high schools, students fill out a coupon for every so many books donated. The coupons are then put into a drawing for a prize each day of the collection period. 

*Secondary schools may have club sponsors who could help you. They may be willing to allow their members to donate books for the Book Fair as credit for service hours. Work with service clubs such as Beta Club, National Honor Society and Student Council. *At secondary schools, clubs may have a contest for the most books collected. *In junior high schools, the English (or another department) teachers may be willing to coordinate or provide incentives to the students who bring books to donate. *Ask teachers to encourage student participation by giving extra credit, homework passes, low-grade up-grades, or citizenship tokens for donated books. *Give each student who brings a book a chance to win a prize in a drawing. *Keep your eyes open for garage sales, and ask if they will give you the books that they do not sell. *Ask friends, neighbors, and relatives who do not have students in the RISD to donate books. *One school offered extra credit points for brown paper grocery bags. PLEASE REMEMBER TO GET THE PRINCIPAL’S APPROVALFOR ANY ACTIVITY INVOLVING THE STUDENTS AND/OR TEACHERS.

DUTIES OF USED BOOK FAIR VOLUNTEERS  

SORTING AND SACKING

1.Use brown paper grocery bags and boxes (depending on category); Save extra bags and boxes for the sale.2.For bags: make all bags of books as “square” as possible placing books “spine” or “title end” up, all in the same direction, one layer deep. Don’t overstuff the bags. This makes for easier sorting.3.For boxes: make all books “spine” or “title” end up, all in same direction, one layer. Put lid on top if possible for easy stacking.4.Fold down top of bag then tape with (preferred) 1 1/2” wide masking tape using only two strips to seal each bag if at all possible. PLEASE DO NOT USE DUCT TAPE, STRAPPING TAPE, PLASTIC TAPE OR STAPLES. 5.Mark the outside of each bag with the name of your PTA, the category abbreviation, and the number of books with a circle around the number. Please use a permanent marker like a “Marks a lot” or a bold “Sharpie”.6.Use tally sheet provided for counting the books. Write the number of books for each bag on the category line and then total the category. 

Make all sacks of books as “square” as possible.

Place books “spine” or “title end” up in the bag for easier sorting.

Pack all books only one layer deep facing the same way.

Do NOT overstuff the sacks.

Mark outside of each sack with the PTA name, the category abbreviation and the number of books circled.

Use Sharpies

or Marks-a-

lot

Label Copy Paper Box the same as sack.

RISD Council of PTAs Used Book FairBook Categories

Children’s Books 

Pre-S Children’s Preschool /Books - Picture books with no words, Golden Books, Read Aloud books, books with large lettering, and books with only a few easy words on each page (*use boxes for these books*)

BB-F Board Books/ Fabric Books/ Oversized Books (*use boxes for these books*)

ELE-LR Level Readers

ELE-Ch Elementary Level – Chapter Books & Series

ELE-SB Elementary Level—Storybooks (*use boxes for these books*)

Y-NF Youth – Non Fiction (*use boxes for these books*)

YA-F Young Adult – Fiction—includes series

Other Categories:

AV&G Audio, Visual & Games – Books on CD, CDs, DVDs, Records (LPs), recent software, computer games, Xbox, Nintendo, PlayStation, etc.

B Biography

Bus Business

C Classics - Hemingway, Mark Twain, Shakespeare, etc.

CB Cookbooks

C&P Childcare & Parenting

FA Fine Arts – Art, Drama, Dance, Music, Poetry

FL Foreign Language – All Books, Audio, Visual and games in a foreign language

GF-HA General Fiction –Hardback - ALL Adult hardbacks

GF-PB General Fiction – ALL Adult Paperback –includes mystery/suspense, western and science fiction

H Humor

HF&S Health, Fitness, Sports – exercise, diet, medical, sports, games

HGP History, Government, Political Science

H&G Home & Garden - gardening, home improvement, antiques, auto repair, needlework, stamp collecting, how-to-books, carpentry

P&A Pets & Animals

R Religion – Religion

RDC Reader’s Digest Condensed

Ref Reference – dictionaries, thesaurus, atlas, travel guides/books, encyclopedias (*may use boxes for these books)

Rom Romance Novels

S Science - Biology, Geology, Chemistry, Physics, Astronomy, etc.

Sp Special Books – Coffee table books, antique/rare books, etc.

SS Social Science/Self Improvement – Sociology, Psychology, Philosophy, etc.

Txt Textbooks (*use boxes for these books)

Remember:

Unacceptable items for the Used Book Fair:

NO Library Discards, VHS tapes, cassette tapes, magazines, pamphlets, coloring books, comic books, badly torn or dirty books,

books without covers, National Geographic magazines.

The above items will not be accepted

How you pack the books makes all the difference when delivering and stacking in the storage area.

DELIVERING BOOKS

1.Arrive on time for your scheduled delivery. Other schools will be arriving quickly behind you for their delivery.

2.IMPORTANT: You must bring the 2 pieces of paper! Tally Sheet with book count and total, and Disbursement of Funds form (will be sent to delegates via email in January. Be sure

President and Council Delegate have signed).

3.Be sure to have plenty of help on delivery day. Follow signs for delivery!

4.You will take the books and place around the room under category signs.

5. If you are working a shift for delivery: you will be helping unload and place under category signs.

Delivery

RISD Council of PTAs Used Book FairTally Sheet - Due on Delivery Day

PTA NAME ______________________________ TOTAL # of BOOKS _________

Children’s Books

Pre-S Children’s Preschool/Books_______________________________

BB-F Board/Fabric/Oversized books___________________________________

ELE-LR Elementary Level Readers_______________________________________

ELE-Ch Elementary Chapter Books & Series_______________________________

ELE-SB Elementary Storybooks_________________________________________

YA-F Young Adult Fiction___________________________________________

YA-NF Young Adult Non Fiction_______________________________________

Tally Sheet: Keeping count of books and totalling. Can be done this way…

Or this way!

WORKING THE SALE (Mandatory in order to receive a portion of the profits!)

1.Wear comfortable clothes and shoes; you will be on your feet the entire shift. But we have heat and air this year

2. Don’t be late for your shift. Orientation will begin promptly for your shift. Come at least 10 minutes early to sign the volunteer sheet, get a

nametag and an apron.3. Walk around and become familiar with your assigned area. Know where

the categories are located. Stay busy!4.Keep the tables and the area underneath them neat and well stocked. Move books from under the tables to top if room. 5.Be friendly and helpful to people looking at books. Customers may look

under the tables.6.If there is a question or problem, look for Meredyth or Marni!7.Sign out on the volunteer sheet when you leave.

Please return your nametag and apron for the next worker to use.

This is why we ask that you wear comfortable clothes.

PUBLICIZING THE USED BOOK FAIR

1. You will be provided with posters for display in your school, neighborhood businesses and churches. Always get approval before hanging posters. You will also receive information via email. 2. Place posters in prominent areas of your schools, i.e., entry doors, cafeteria, office, teachers’ lounge, etc. 3. Publicize the Book Fair in PTA newsletter, weekly notes and Facebook pages! 4. Ask the principal to promote the Book Fair in the daily announcements.5.After the Book Fair, remember to pick up any flyers you have posted and recycle them.6.Post in your neighborhood newsletter and online sources of information.

REMEMBER YOUR SCHOOL MARQUEE – Especially the week of the sale!

THANK YOU!

The 34th Annual RISD Council of PTAs Used Book Fair will be held February 11-14, 2016 at the Professional Development Center (SW corner of Beltline & Floyd). All proceeds will benefit the RISD

Council of PTAs Scholarship in Memory of Dr. J.J. Pearce, which provides scholarships for RISD teachers’ continuing education and graduating seniors from all 4 RISD High Schools. To offset the cost of the event we are asking for sponsorships at the following levels:

“Bronze” Table Sponsor$25

Logo or family name will be prominently displayed on the table on an 8 ½” x 11” sign.

“Silver” Hospitality Sponsor$50

Logo or family name will be displayed as the sponsor of the snacks and/or drinks on the volunteer hospitality table as well as in the RISD Council newsletter and website. Cash or in kind accepted.

“Gold” Popcorn/Snack Sponsor$100

Logo or family name will be displayed as the sponsor of the popcorn/snack sponsor table, RISD Council newsletter and website and on sign signs throughout the facility.

“Platinum” Event Sponsor$200

Logo or family name will be displayed on an 11”x17” poster at the event, listed as an event sponsor on signs throughout the facility, in press releases to the media, on the RISD Council website, newsletter and e-link.

“Diamond” Title Sponsor$500

Logo or family name prominently displayed on a banner within the Book Fair, listed as Title sponsor on signs throughout the facility, in press releases to the media, on the RISD Council website, newsletter and e-link.

Used Book Fair Sponsorships

RISD Council of PTAs34th Annual Used Book Fair

Donation Receipt

Dal-Rich Shopping Center February 11-14, 2016Donor: _______________________________ Date: _____________________________Donated _______(amount) used books, CDs, DVDs valued at $__________. Proceeds from this sale benefit the Dr. J.J. Pearce Memorial Scholarship Fund for students and teachers of the Richardson Independent School District, the RISD Council of PTAs, and local PTA units.

The Richardson ISD Council of PTAs is a non-profit organization. The Internal Revenue Service (IRS) requires the donor to determine the fair market value of his/her donation. Keep this receipt for tax filing purposes.

Thank you for your support!Meredyth Childress– RISD Council of PTAs 4th VP Used Book Fair

DISBURSEMENT OF FUNDS The profits from the Used Book Fair are split between the RISD Council of PTAs and the participating local units. Council retains 50% of the total profit to fund scholarships to graduating high school students and teachers in the RISD school attendance area and to provide financial support for the Council budget. The remaining 50% of the profit may be dispersed to the participating local PTA units. A price per book is obtained by dividing the total profit by the total number of books received. The price per book is multiplied by the number of usable books submitted by the local unit to obtain the amount to be dispersed back to the local unit. No disbursements will be made to a local unit that is not current with their Council, State or National dues and/or does not provide the required workers. Many local units donate their portion of the profits back to Council for use by the Scholarship Committee. Although this is greatly appreciated and encouraged, it is not mandatory, as we realize that many local units rely on the Used Book Fair proceeds to reach their budgetary goals.  PLEASE COMPLETE AND RETURN THIS FORM WITH THE TALLY SHEET WHEN BOOKS ARE DELIVERED TO THE BOOK FAIR. This form will be turned in to the Council Treasurer and kept with the treasurer’s books for verification. Thank you so much for your cooperation in this endeavor. It is EXTREMELY IMPORTANT that we have BOTH the SIGNATURE of the PRESIDENT and ONE of the COUNCIL DELEGATES on this form.

This form will be emailed in January to Council Delegates. Checks should be delivered in April.

All Book Fair documents and this presentation are available

at www.risdpta.org under Council Projects/Used Book

Fair.

How will your PTA sign up for volunteer times?

After the training, an email will be sent to attendees with the link to signup for delivery time, sort & prep, and working of the sale. On Sunday the link will go out on Council Link.

Each local unit should sign up for the following: 1.Delivery Time of books-1 time slot2.Cashier-2 shifts3.Sort & Prep or Working the Sale-6 shifts

Council delegates: signup and then go recruit volunteers to fill the spots! Please go back and enter names of volunteers you recruited in those spots.

Looks like we’re selling the latest iPhone!

A Busy Day!

Popcorn & Drinks

Free Book Coupons!

Council Delegates will receive coupons to print out for each student to receive a free book from RISD Council of PTAs Used Bok Fair! Last year we gave away over 250 books!

Performances

Last year we invited groups to come perform at the UBF! Let me know if your group would like to this year!

Reading from the Heart

Last year we invited teachers, administrators, community members to come read to students!

Ginger Greenberg from HPPM PTA is a 1994 LHHS graduate and recipient of the RISD Council scholarship.

Sunday!!!!!

RISD Employees: Special Shopping Session on

Wednesday

Recycling FundraiserWe will have a truck in the Beltline Rd.

parking lot to take your electronics (working or not), clothing and

accessories, toys and games, sporting goods, and more.

Visit www.bubbfundraising.com for a list of items. No old TVs, old monitors,

chemicals or furniture.

Questions? Environmental Services - Cindy Engel [email protected] or 214-348-6835

Questions?

Thank You Used Book Fair Volunteers

From the RISD Council of PTAs