Wednesday, June 3, 2014
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Unit (also referred to as “association”) – your
school organization
Council – Irvine Unified Council PTA, an
association of all PTAs & PTSAs in IUSD
District – 4th District covers all of Orange
County & small part of LA
State – California State PTA – www.capta.org
National – www.pta.org
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By-laws
◦ The rules of your association—read them, update
them, use them, share them
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Toolkit
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Insurance Loss & Prevention Guide
◦ Tons of great ideas, useful forms and rules for
about every occasion.
◦ Available online at www.capta.org
◦ Check it BEFORE you plan the event
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Council Website & Officers
◦ www.irvinecouncilpta.org Great resources!
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Good meetings make a great PTA!!
◦ Create and post an agenda
◦ Rely on your parliamentarian for help managing
time
◦ Ensure you have quorum (in the bylaws)
◦ Remain neutral on issues (president)
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Whistleblower/conflict of interest form
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Conduct council business
Hear information directly from
superintendent, school board and ITA rep
Give feedback on important topics
Meet other presidents and share ideas
Obtain important PTA & IUSD info
If you can’t make it, please send a delegate.
Council Meeting Dates
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September 17 (Hospitality, insurance, officer list
and budget)
October 15 (Audit for period 1/2014-6/2014)
November 19 (Tax returns)
January 21
February 18 (Audit for period ending 12/2014)
March 18
April 15 (Incoming officer list)
May 20 (2015-2016 budget)
Membership remittances accepted at all meetings!
Election Year Dos and Don’ts
Dos
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Encourage your members to
attend our candidate forum
October 9
Hold a voter registration drive
Look for the results of our
study group’s report on the
SOS initiative in September
Expect to be asked to support
the “Our Children Our Future”
measure
Be thoughtful in holding
individual meetings with
candidates
Don’ts
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Use your PTA role to endorse a
candidate!
Invite individual candidates to
present at your General
Association meeting
Be afraid to sign ballot
initiatives as a private
individual
Be surprised that the SOS
initiative is working under a
different set of rules than the
PTA-sponsored initiative
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For parents/members:
◦ Use all methods available – newsletters, flyers, emails, website
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“Brand your PTA” – Make sure the logo and
name is on everything!
Review EVERY PTA communication before it
goes out
Promote your PTA
◦ IUSD (ihanigan@iusd.org ) and Irvine World News
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Get great volunteers
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Bring people in slowly- little jobs as starters
Match the job to the person
Resist the urge to micro-manage
Empowered volunteers are more likely to continue!
Most people rise (or fall) to expectations
Give lots of credit for jobs done well, or just done!
PTA presidents who delegate get more sleep
and less grey hair!
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Use summer to get organized and make plans
Officer binders or Procedure Books:
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By-laws
Job Description/relevant Toolkit info
Financial Forms
Board contact list
Portable File Box
Separate e-mail address
E-mail folders/sorting
Automate as much as possible
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Make sure that your PTA offers something for
everyone:
◦ Working parents
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Have a least 1 evening meeting
Offer “work at home” opportunities
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Offer babysitting for special events
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Dads only events or “Dad driven” events
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◦ Single parents
◦ Men
◦ Non-English speakers
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Translate at least a few documents
Use translator feature on your website
Promote diversity
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Be nice to people. The busier we get, the
more demanding we can become.
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Budget Committee duties
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Meet ASAP
3 to 1 Rule
Carry-over funds
.1 FTE or 2hrs/day CE per 100 students
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School of 700 could hire .7 of a teacher or 14
hours/day of classified or a combination of both
Budget Template
◦ Fundraisers – General fund vs. line items
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Don’t forget to budget for:
◦ Convention◦ Advocacy- A key (and required) part of our work
including Sacramento Safari
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Try to avoid paying people
◦ Pay the school to pay custodians, etc
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Don’t budget for:
◦ Personal Gifts- Not for teachers, staff or volunteers
◦ Tables at galas or events
PTA is not an ATM
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PTA is not an ATM
Cannot stress this enough! You are NOT
there to fund every request from your
principal - you are not there for the principal,
you are there for the students!
A Great Budget
You are NOT required to
have income match
expenses to have a
great budget.
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Follow the process
Consider purchasing a laptop and software
◦ Resource: www.techsoup.org
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Sample Form
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Council remit form
Unit check request form
Generic donation receipt
Fiduciary agreement
Cash Verification
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Two people - financial officer or chair and
any other PTA member not related to above.
Record - using Cash Verification Form
Sign - sign form and copy (snap a picture
with your smartphone!)
Deposit - right away
Don't take cash home!
Attach deposit receipt to CVF
Cash Verification form
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form can be found at California pta toolkit.
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Or you can create your own.
Remit to Council
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Remit dues, insurance, and hospitality to
council.
First date - September 17th!
Forms are available on our website:
www.irvineucpta.org
Sample remit
to council form
Check Requests
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Use a payment authorization/request form.
Write check. Indicate budget account and
purpose on memo line of check.
Record information on form.
Check requires two signatures.
Form requires two signatures.
Ratify checks at association/board meetings.
Treasurer’s Use Only
Check
Number_______________
Check Request
Payment Authorization Form
Rancho PTA
Rancho San Joaquin Middle School
4861 Michelson Drive
Irvine, CA 92612
School (949) 936-6500 Fax (949) 936-6509
Date of
Check________________
Budget line
item__________________
Your Name (please print) ___________________________________________________
Today’s Date___________________________Date check needed___________________
Event /Description_____________________________________________________
Amount Requested
$_______________
Write Check Payable to: __________________________________________________
Address (if check is to be mailed) ____________________________________________
City, State, Zip___________________________________________________________
You MUST staple an invoice or receipt to this request form.
Place completed forms in the PTA Mailbox in the front office.
Checks are issued approximately every two weeks.
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President’s Approval
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Recording Secretary’s Approval
Approved by association vote on (date)_________________________________
Donations to PTA
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If a donation is made for a specific campaign,
ie technology, it MUST be used for that
purpose.
If you don't reach your goal, that donation
must be returned.
Avoid this by getting a letter from the donor
stating that it may be used for another
purpose.
School PTA
Your School Address
National PTA number________, California PTA number________
______________________________________________________________________
DONATION RECEIPT
Date _______________
Dear ______________________________________
Thank you for your tax deductible donation of $______________to the Your School PTA
during our fall campaign. Without your support and generosity, we would not be able to
provide our students with the excellent programs and opportunities that serve to enrich
their educations.
The Your School PTA is a tax-exempt nonprofit organization as described in Section
501(c)(3) of the Internal Revenue Code. This exemption applies to all the California
State PTA’s constituent organizations. Our IRS EIN is ______________.
With sincere gratitude,
Your Name
PTA President
PLEASE RETAIN FOR YOUR TAX RECORDS.
THANK YOU FOR YOUR SUPPORT.
Fiduciary
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Ensures school spends
money as the PTA
designates
Form is online
Up to you to get the
funds back from the
school district if they
DONT use it!
Better to reimburse than
give them a large lump
sum.
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There are 2 parts to a great report
◦ Budget to Actual spreadsheet
◦ Bank reconciliation detail
◦ “I move to ratify the check number 175-178 for the
period of 1/1/15 to 1/31/15 as listed in the
report.”
◦ “I move that the Treasurer be allowed to pay all
ordinary and necessary bills as outlined in our
adopted budget.”
Actual
Monthly
Look familiar? If you
set up your budget
with 3 columns, the
same document is a
monthly report.
This report can be
created in
Quickbooks as well as
Excel.
Beginning Cash Balance: as of 07/01/09:
Income
Fundraisers
Fall Pledge Drive
Fundraiser 1
Fundraiser 2
Albertsons/Ralphs
Unit Membership Dues@$5.75 per member
8,000.00
Total Unit Income:
8,000.00
Income Not Belonging to Unit
Membership dues owed to IUCPTA @ $4.25
Membership dues paid to IUCPTA @ $4.25
Total Income Not Belonging to Unit:
Expenses
Fundraiser Expenses
expense of fundraiser 1
expense of fundraiser 2
total fundraiser expenses
Programs
Advocacy/Convention/Sac Safari
Art Masters
Assemblies
Classroom account/teacher grants
Health and Safety/health clerk
Parent Education/Programs
PE Program
Red Ribbon Week
Reflections Programs
School Directory
Site Improvement
Teacher/staff appreciation
Programs Total:
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Actual
Budget
YTD
8,000.00
Total Expenses
Net Income (Loss)
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10,000.00
10,000.00
6,080.00
5,000.00
1,725.00
(10,000.00)
(10,000.00)
(6,080.00)
(5,000.00)
(1,725.00)
40,805.00
(32,805.00)
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1,275.00
(1,275.00)
-
(1,275.00)
1,275.00
-
-
1,000.00
100.00
1,100.00
1,000.00
100.00
1,100.00
3,000.00
3,000.00
2,000.00
9,000.00
5,000.00
500.00
5,000.00
200.00
500.00
500.00
5,000.00
2,000.00
3,000.00
3,000.00
2,000.00
9,000.00
5,000.00
500.00
5,000.00
200.00
500.00
500.00
5,000.00
2,000.00
35,700.00
35,700.00
200.00
15.00
100.00
500.00
190.00
500.00
400.00
100.00
2,000.00
200.00
15.00
100.00
500.00
190.00
500.00
400.00
100.00
2,000.00
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8,000.00
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Administration Expenses
Bank Charges
Bylaws Submission Fees
CAPTA Supplies/service awards
Hospitality
Insurance
Postage, Printing, Supplies
Tax preparation
Website fee
Cash reserve for next year
Administration Expenses Total:
8,000.00
Variance
favorable/
(unfavorable)
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4,005.00
4,005.00
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40,805.00
40,805.00
8,000.00
8,000.00
-
8,000.00
Sample of
Bank
Reconciliation
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Seek an Accountant’s Advice
◦ For federal, file 990N if gross receipts are less than
$50,000 (State is $25,000)
◦ File a 990EZ if gross receipts are less than $250,000
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State Filing
◦ 199N if gross receipts are less than $25,000
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Less than the federal
◦ Or full form 199 if receipts are greater than $25,000
Attorney General
◦ File form RRF-1 Annually
◦ Do you hold raffles at your school?
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E-learning courses on www.pta.org
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Conflict Resolution
Grant Writing
Parliamentary Procedure
Planning Your PTA Year & more
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www.irvinecouncilpta.org
www.4thdistrictpta.org
www.capta.org
www.pta.org
Insurance Guide – username: ptausers
password: member
Websites:
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Council is here for you—don’t be afraid to
ask & give feedback
Have fun!