BVSW PTO Grant Application 2016-2017
For all Blue Valley Southwest staff, coaches, sponsors and administrators:
The Blue Valley Southwest PTO is looking forward to reviewing your grant requests for the current
school year. In an effort to better serve the entire BVSW community, we have included an explanation of
factors that are considered for each grant submitted. Those factors include: longevity, impact on general
population of the school, perceived value and the necessity. Attached to this request form is a decision
matrix that is used by the PTO executive board to assist in determining how grants should be funded.
Those grants involving equipment, software and uniforms are deemed of high priority; however, items
such as food, travel, entry fees and association fees are given a lower priority and will require details and
justification by the requester based on the above factors.
Steps and Requirements for Your Grant Request:
 Complete the Grant Request Form. (Included in this download/packet.)
 Ensure a representative from each club, sport or activity that is going to utilize the funds signs
the form if multiple clubs/sports/activities will benefit from the grant.
 Request Principal approve grant request. Principal to initial form.
o Please attach a copy of a purchase requisition form if appropriate. This form can be
obtained from the bookkeeper’s office and should provide the PTO with all costs of the
intended purchase, including shipping and handling. The form does not have to have the
principal’s signature on it and will be returned to the person submitting the grant request.
o Additional information such as a quote, brochure or catalog picture may also be attached.
 The BVSW PTO may ask that you attend the PTO meeting at which your grant request will be
reviewed. Please ensure that you or an appropriate representative is available to attend and
answer questions, if requested. BVSW staff, coaches, sponsors and administrators submitting
grant requests will be dismissed prior to the PTO vote on the funding of grant requests.
 You will be notified the day after the PTO meeting as to whether or not your grant was funded.
 Upon receiving a grant, you will have 90 days to complete the purchase. After purchasing the
goods or services, a copy of the invoice needs to be submitted to the PTO Treasurer. Copies of
invoices may be obtained from the bookkeeper and placed in the PTO mailbox at BVSW. If for
some reason, the purchase will not be completed within the 90 day time requirement, please
notify the PTO treasurer(s).
o Aleisha Hardison [email protected]
 We are also asking that you encourage the families participating in your sport, activity or club to
consider becoming PTO members, volunteering with PTO by working concessions or becoming a
PTO committee member, as well as supporting our primary fundraisers the “Invest in Southwest”
program and/or by making after-prom donations.
 Grants will not be approved for prior purchases.
Grant Request Deadlines:
Grant requests will be reviewed at four PTO meetings. The deadlines for consideration at these meetings
are:
 September 1st
 November 1st
 February 1st
 May 1st
One quarter of the annual grant budget will be reserved for each of the grant dates. If there are unallocated
grant funds from prior periods those funds will be available to be approved at the next PTO meeting on a
monthly basis. (i.e. If there are funds available, completed grant requests with the principal's initials
received by the first of the month will be reviewed at the current month's meeting in August, October,
January, March, and April. Note: December PTO meeting is often not held but if a meeting is held and
funds are available grants would be reviewed).
BVSW PTO Grant Application 2016-2017
Thank you for your continued dedication to Blue Valley Southwest! We look forward to reviewing
your Grant Requests!
Application deadlines: September 1st, November 1st, February 1st and May 1st.
Grant budget for current year is allocated evenly among the four grant dates.
Funds remaining from prior periods may be allocated at any PTO meeting.
Name: _____________________________ E-mail: __________________________________
Name of Club(s)/Sport(s)/Activity(s):
_____________________________________________________________________________
Amount Requested: __________________ Date Funds Expected to be spent: _____________
Are a purchase requisition and other supporting documentation attached? Yes _____ No _____
Does your program/class/organization have a booster club? Yes ______ No _______
If yes, please provide the contact name and contact information:
Contact name: ______________________________ e-mail: _________________________
Phone number: _____________________________
Description of Request (if more space is needed, please feel free to include additional pages):
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Why is this request important to your program/organization?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Have you encouraged the families participating in your sport, activity or club to consider
supporting PTO by becoming PTO members, volunteering with PTO by working
concessions/becoming a PTO committee member, or to support the BVSW PTO by making a
donation to either “Invest in Southwest” program and/or after-prom? Yes ______ No ______
If you are not a current member of the BVSW PTO, we would encourage you to join. To become
a member please complete the attached BVSW PTO Staff/coach/sponsor membership form below
and include your payment.
Signature(s): __________________________________________________________________
_____________________________________________________________________________
For PTO use only:
Received on: ____________________
Grant Amount Approved: _______________________
BVSW PTO Grant Application 2016-2017
Applicant Notified of decision by e-mail: _____ Copy of invoice received: ___________
BVSW PTO MEMBERSHIP – FOR TEACHERS/STAFF/COACHES/SPONSORS
The BVSW PTO Executive Board encourages you to become a member of the PTO. We look
forward to another year of a successful partnership with teachers, staff and parents through
PTO. Teacher/Staff membership dues are $10. Dues help fund many activities, grants, supplies
and more. All PTO memberships include a school directory.
Thank you in advance for your support of the PTO and for all you do to make Blue Valley
Southwest a special place that produces leaders and thinkers who positively impact the world.
Name______________________________________________
Amount Paid______________Cash______________Check____________
2016/2076 BVSW PTO Executive Board
Aleisha Hardison, President
Laurie Jacobson, VP Activities
Robin Embry, VP Fundraising & Concessions
Tenessa Grambell and Susan Agre, Co-Treasurer
Jodie Dietz, Secretary
BVSW PTO Grant Application 2016-2017