Spring 2014
Dear Parent Organization OfficerAttached you will find the Parent Support Report request form. The information collected is used for a combined report of volunteer
hours and donations gathered from all parent organizations supporting the Westerville City School District (i.e PTAs, PTSAs, PTOs,
and booster groups). It is not used to compare organizations. Compiled information is used for grant requests and district continuous
improvement plans. Many grants require that the district show parent involvement, so please do not take this request lightly. The data
can also be used by your organization to show proof of your non-profit eligibility. Volunteer hours help to substantiate the fact that
parent organizations are primarily engaged in the kind of activities permitted by IRS 501(c)(3) tax exempt status. This information also
confirms the value of the PTA/PTSA/PTO/Booster volunteer efforts in the public schools of Ohio.
We strongly suggest that you begin working on this data now, as it is important that 2014-2015 officers fill out the form. An electronic
version of this form can be found on the WPC page on the WCS district web site: www.westerville.k12.oh.us. Please note that only
PTA organizations need to give a breakdown of volunteer hours to comply with Ohio PTA record keeping. Non-PTA organizations may
choose to give just the total number of volunteer hours. The bottom line is that our parent involvement is worth more than a million
dollars to the school system even at minimum wage – yet we often underestimate our hours.
In addition to the volunteer hours, we collect information on donations made to the school district. You should already be gathering this
information for the IRS for tax filing purposes. As an FYI, the information you report to the IRS is made public. Also, please
remember that all of our organizations are now REQUIRED to file with the IRS. Even smaller tax-exempt organizations whose gross
receipts are normally $25,000 or less are required to electronically submit Form 990-N. The Pension Protection Act of 2006 added this
filing requirement to ensure that the IRS and potential donors have current information about your organization (details at www.irs.gov;
search on 990-N). For more info on IRS regulations for charitable organizations, you should download the IRS compliance guide at
http://www.irs.gov/pub/irs-pdf/p4221pc.pdf. There is also online training for non-profits at http://www.stayexempt.org/.
While we hope that you have been tracking hours throughout the year, we are including a list of possible committees that a PTA, PTSA,
PTO or Booster organization may have. Hopefully this will help to ensure that you include all hours that have been “donated” by your
parents, in addition to actual monetary donations. Don’t forget to include the time spent at your meetings. For middle and high school
organizations, please collect time from ALL athletics and music programs.
Artists in the School
Back-to-School Supplies
Bake Sales
Book Fair
Cash-O-Lah nights
Clubs
Community Social(s)
Conferences
Correspondence Coordinator
COSI on Wheels
Donation/Merchant Coordinator
Donuts for Dads/Muffins for Moms
Fall/Winter/Spring Fundraisers
Family Nights
Fun Fair
GEM Award
Holcomb & Target Rebates
Landscape Committee
Manufacturing Incentives
Market Day
Meals during activities/team dinners
Membership Committee
Newsletter
Nominating Committee
Playground Committee
Popcorn Committee
PTA Volunteer of the Year Committee
Publicity Committee
Reflections
Scholarship
School Dance
School Store
Science Week
Scrip
Staff/Teacher Appreciation Committee
Student Council
Student Directory
Swimming Parties
Technology
Volunteer Coordinator Committee
Website Committee
Yearbook
Additionally, there are forms on the WPC page on the WCS district web site: www.westerville.k12.oh.us that may assist you throughout
the year:
--Donation Approval Request Application form - (See your school's office for form) - Used to donate items to the schools. This is
important when you donate a large or expensive item that will be maintained at the school, as donations will not be covered under
district insurance if there is damage due to theft, flood, fire, etc. unless the district has accepted ownership of an item. The district may
request an invoice for specific items purchased. This information is maintained for their insurance purposes should the need arise to
submit a claim.
--Volunteer Hours and Donation Template - template can be found on the WPC page on the WCS district web site:
www.westerville.k12.oh.us that can either be used at monthly meetings to have people estimate the hours they spent that month or can
be given out to volunteers and collected.
--Event and Committee Summary form – http://www.wcsoh.org/docs/EventAndCommitteeSummaryForm.doc. Another useful data
collection form.
While the Parent Support Report is important, we do not expect you to spend hours and hours debating whether an item was a
donation or an operating expense, as long as you have a reasonable estimate of values. Please do not send us your end of the year
Budget vs. Actual Report. Questions can be directed Robin Pryfogle / treasurer@westervillepta.org or Lisa Aucoin
/president@westervillepta.org (2014-15 WPC Treasurer and President).
You can e-mail the completed Parent Support Report form to the treasurer or president, or you can send it through inter-school mail to
the WPC care of the WCS Administration Building. Deadline is June 9th, 2014.
Thanks,
Westerville Parent Council Board & Westerville City Schools Administration