PTA Calendar of Essential Requirements - capta6.org · Sixth District PTA Calendar of Essential...

SixthDistrictPTACalendarofEssentialRequirements2013v2 1

SixthDistrictPTA

PTACalendar

of

EssentialRequirements


MonthlyItems(Theseitemswillneedtobedonemostmonths)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist.


July–TermstartsJuly1st(Twopages)_____ Coordinatewiththetreasurertohavesignaturecardsforbankaccountsupdatedwiththenewofficer namesandgetcheckbookfromtheoutgoingtreasurer. Needacopyofelectionmeetingminutestotaketobank. Andcallbankforanyadditionalrequirements. Examples:Minuteswithoriginalsignatureofsecretary Onecurrentchecksignermustaccompanynewchecksigners Allnewchecksignersmustgotogether_____ Updatematerialsforprocedurebooksofofficersandchairswithunit-specificitems. Rosterofofficersandchairs Calendarofactivitiesfortheyear Budget(preliminary) Bylaws(andbylawscheatsheet) Jobdescription(fromtheToolkit)_____ OrderPTAmaterialsforofficersandchairs: Pocketpals Itemsbyposition_____ AnnualFinancialReportmustbedonebyoutgoingtreasurerbeforetheaudit._____ Year-endaudit(Jan1–June30)shouldbedonebyoutgoingauditor. NeedJune30bankbalancefrombankstatementoronline. Note:Newtreasurershouldnottakeoverbooksuntilbooksareaudited._____ Outgoingtreasurershoulddothetaxreturnforthecurrentyear(mustwaituntiltheauditisdone). Taxreturnsarenotsubmitteduntilpresentedatanexecutiveboardmeetingforapproval. _____ 199Nor199(CAFranchiseTaxBoard) _____ 990N,990EZ,or990(IRS) _____ RRF-1(CAAttyGeneral)_____ Iftreasurerhasnotreceivedthecheckbookandotherfinancialmaterials,includinganyfinancialsoftware, byAugust1,pleasecontactyourCouncilorDistrictforassistance._____ MakesureallofficersandchairshavesignedtheConflictofInterest/WhistleblowerForm NOTE: ALLelectedofficers,appointedofficersandappointedchairsmustsign. Treasurerwillkeepcopiesofthesignedforms. Attheendoftheyeartheformsareattachedwithyourcopyofthetaxreturn._____ Havearetreatfortheexecutiveboardofficers. -Discussgoals–reviewfundraisersandprograms.Adjustasappropriatetomeetgoals._____ Treasurerandauditorshouldmeettorevieweachother’sprocess._____ Plantocollectvolunteerhoursduringtheschoolyear.


_____ Ifyouareplanningaraffle(sellingticketsformoney),youmustregistertherafflewiththeCAAttorney General’sOffice.TheregistrationperiodforconductingrafflesisSeptember1throughAugust31 annually.Ifyoudon’tfilebySeptember1,youcanfileduringtheyear.butitmustbe60daysbefore youholdtheraffle._____ Ifyourunitheldaraffleduringthepreviousyear,theoutgoingtreasurermustfileareportforallraffles held,dueonorbeforeOctober1sttotheCAAttorneyGeneral’soffice.TheNonprofitRaffleReport (FormCT-NRP-2)mustbeused,regardlessofthenumberofrafflesheld._____ RequesttoschooltoarrangeforaPTAbox,cubby,ordesignatedareaformailandotheritemsreceived fromparents._____ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


August(Threepages–Don’tpanic,justalotofbeginningoftheyearitems)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ StartweeklyormonthlymeetingswithprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings.Ifaunitisout ofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict.Out-of-councilunitssend anychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Turninrosterfornextyear’sboardtocouncilortoSixthDistrict(ifout-of-council),ifnotalreadydone._____ IfnotdoneinJuly,theoutgoingtreasurerhastofilesomeformof990,199,andRRF-1. _____ Assoonastheauditorisdonewiththeaudit,theoutgoingtreasurershoulddothetaxes. _____ ThisappliestounitsfilingtheIRSforms990EZ,990,California199andRRF-1 _____ 990Nand199Nareelectronicpostcards;ittakeslessthanfifteenminutestodoifyouhavethe AnnualFinancialReportoftheyearjustended(whichoutgoingtreasurershouldhavedone). Note: IfyouarefilingtheIRSform990N(lessthan$50,000)orCalifornia199N(lessthan $50,000),thenyoucanfiletheunittaxeswithoutwaitingfortheaudittobecompleted. Note: Ifyourgrossreceiptsarelessthan$50,000,pleasedonothireaprofessionalaccountant todoyourtaxes.Ifyouneedhelp,contacttheSixthDistrictPTAoryourcouncil. _____ RRF1mustbefiledwithCAAttorneyGeneral’soffice. Note: Ifyourunitfilesa990N,thenyoumustattachacopyoftheAnnualFinancialReportto theRRF1._____ Executiveboardneedstomeetatleasttwotofourweeksbeforethefirstassociation/generalmeetingof theyeartoapprovetheaudit,annualfinancialreport,andthefinalversionofthebudgetandprograms tobepresentedatthefirstmeeting.


_____ Distributethefollowingitemstoexecutiveboardinpreparationforexecutiveboardmeeting: _____ Budget,listofprograms,eventsandfundraisers,andlistofbudgetitemsforreleasetoexecutive board _____ CopyofannualfinancialstatementforpriorfiscalyearendedJune30th _____ CopyofinterimfinancialreportforperiodfromlastassociationmeetingtoJune30thandfrom July1sttocurrent _____ CopyofauditwithrecommendationforpriorfiscalyearendedJune30th _____ ConflictofInterest/WhistleblowerFormwithrequesttoreturnatexecutiveboardmeeting _____ FiduciaryAgreement(ifapplicable)_____ Reviewproposedfundraisers,events,andprogramswiththeexecutiveboard.Modifyifnecessary. Checkinsuranceguidelinestomakesureallarewithininsurancecoverage. ConsiderReflections,RedRibbonWeek,HonoraryServiceProgramspromotedbyCAPTAand NationalPTA. Rememberthe3-to-1ruleofprogramstofundraisers:atleast3programsshouldbeheldfor eachfundraiserheld._____ BudgetCommitteemeetstofinalizethefollowing: _____ Budget _____ ConfirmlistofPrograms,EventsandFundraisers(Anythingnotontheselistswillnotbecovered byInsurance) _____ Proposedlistofbudgetedamountstobereleasedtotheexecutiveboard.(Thislistshould

includebudgetedamountsforallbudgetitemsthatwillincurexpensespriortonextassociation meeting.Releasingittotheexecutiveboardallowstheexecutiveboardtoapproveexpenditures withoutgoingbacktotheassociationforapproval.)_____ DetermineifaFiduciaryAgreementisrequiredforanyschoolpurchasesordonationsandwork withprincipaltodraft

_____ Executiveboardcontinuestofillanyvacantofficesandratifyappointments._____ Reviewandupdateproposedbudgetwithexecutiveboard.Modifyifnecessary._____ Setboardexpectations,protocols,andnormsconcerningprocedures. _____ Officersareexpectedtoattendmeetings.Ifunabletoattendameeting,thepresidentmustbe notified.Ifanofficerisgoingtomissameeting,heorshemustsendawrittenreport. _____ Treasurerneedstoteachhowtousethecashverificationform. _____ Treasurerreviewspaymentauthorizationform. _____ Whenarequestforreimbursementisdue. _____ Expectationsofworkingtogetherasaboard. _____ Allofficersandchairsshouldgivereportstothepresidentmonthly. _____ Remindallofficersandchairsthatallcontractsmustbesignedbytwoofficers,oneofwhom mustbethepresident.Also,allcontractsmustbeapprovedatassociationmeetingsduringthe year,priortosigning._____ AttendcouncilorSixthDistrictTraining(andsendofficerstoo).


_____ Holdanexecutiveboardmeetingimmediatelybeforeorafterthebeginningoftheschoolyear._____ Reviewandapprovebudget,listofprograms,eventsandfundraisers,andreleaselist.(Needto doaseparateMOTIONforeachofthese.)_____ Havetreasurerreviewguidelinesforcontracts,cashcollectionandexpenseauthorization._____ Reviewandapprovecontracts.(NeedtodoaMOTIONforeach.)Allcontractsmustbeapproved inadvancebythePTAmembershipatanassociationmeetingandsignedbytwoelectedofficers, oneofwhommustbethepresident.

_____ Approveauditandrecommendations[NeedtodoaMOTIONforeach]. _____ CollectsignedConflictofInterest/WhistleblowerFormsfromallelectedofficersandappointed

chairs.Attheendoftheyeartheformsareattachedtothecopyofthetaxreturnthatiskeptin theunit’sfilesbythetreasurer._____ Electfilledofficesandratifyappointments,ifany.[NeedtodoaMOTIONforeach]_____ Makeplanstocollectvolunteerhoursduringtheschoolyear.

_____ PresentProfessionalGovernanceStandardstoboard(brochureintheFormssectionofthe Toolkit). _____ Requestamotionfromtheboardtoadopt. _____ CompletetheformonthebrochureandsendtoCAPTAforrecognition.

_____ Forunitsincouncil,reviewlistofcouncilmeetings–planwithexecutiveboardwhowillrepresenttheunit ateachmeeting (presidentand….) _____ Checkcouncil,district,CAPTAdatesforReflections,scholarships,andgrantprograms._____ Makeroomreservationsforeachmonthwiththeschooloffice(SeeyourMasterCalendardoneinJune). _____ Executiveboardmeetings _____ Association/generalmeetings _____ Programs _____ Events_____ Checkschoolofficecalendartoverifyfacilityreservationscompleted._____ Besureasignedfacilityusepermitisonfile(ifrequiredbyyourschooldistrict). _____ HoldHarmlessAgreement(findinToolkitinFormssection)_____ Startmembershipdrivewithkickoffandanychallenges._____ HavemembershipchairattendfirststaffmeetingandencouragestafftojoinPTA;provideforms._____ Postthebudgetassoonasdonebutnolaterthan10daysbeforethefirstassociationmeeting. _____ Mustgivenoticetoallmembers._____ Ifyouareplanningaraffle(sellingticketsformoney),youmustregistertherafflewiththeCAAttorney General’sOffice.TheregistrationperiodforconductingrafflesisSeptember1throughAugust31 annually.Ifyoudon’tfilebySeptember1,youcanfileduringtheyearbutitmustbe60daysbefore youholdtheraffle._____ Ifyourunitheldaraffle,duringthepreviousyear,theoutgoingtreasurermustfileareportforallraffles heldisdueonorbeforeOctober1sttotheCAAttorneyGeneral’soffice.TheNonprofitRaffleReport (FormCT-NRP-2)mustbeused,regardlessofthenumberofrafflesheld.


September(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Postthebudgetassoonasdonebutnolaterthan10daysbeforethefirstassociationmeeting. _____ Mustgivenoticetoallmembers._____ Proposedbudgetmustbeapprovedatthefirstassociation/generalmeetingoftheyear._____ Receivefinancialreportsfromtreasurerpriortoassociationmeeting. _____ Orderofapprovalforitemsattheassociationmeeting(doeachoneindividually): _____ Approvalofminutesfromlastassociation/generalmeetingfrompreviousyear–nomotionneeded.

_____ Treasurer’sreport–fromlastassociationmeetingtoJune30–nomotionneeded. _____ Treasurer’sreport–fromJuly1untildateofcurrentassociationmeeting–nomotionneeded.

_____ Ratifywrittenchecks-fromlastassociationmeetingtoJune30–NeedMOTION _____ Ratifywrittenchecks-fromJuly1untildateofcurrentassociationmeeting–NeedMOTION _____ Annualfinancialreportfortheyearjustended(July1–June30)–nomotionneeded.

_____ AuditforJan1–June30–NeedMOTION _____ Goalsoftheyear–NeedMOTION _____ Programsfortheyear–NeedMOTION _____ Eventsfortheyear-NeedMOTION _____ Fundraisersfortheyear-NeedMOTION _____ Budgetforcurrentyear(July1–June30)-NeedMOTION


_____ Ifthereareanycontracts,theymustbeapproved.NeedMOTION _____ Mayneedtoauthorizeanyexpendituresbetweentodayandnextassociationboardmeeting.

FundsarereleasedtotheexecutiveboardforanybudgetitemsbetweennowandnextassociationmeetingviaaMOTION.Releaseoffundsgivesnoticetothemembershipofthefundstheexecutiveboardexpectstoauthorizebetweennowandthenextassociationmeeting.Atthenextassociationmeeting,themembershipwillthenratify(approvechecksalreadywrittenviaaMOTION)thesechecks.

_____ Approvepayment,ifany,ofcouncilfees,out-of-councilfee,andFoundersDay. _____ ExecutiveboardshouldauthorizethetreasurertopaytheCAStatePTAinsurancepayment,councilfeeif any,outofcouncilfeeifoutofcouncil,andanyFoundersDaydonations._____ AttendcouncilorSixthDistrictTraining(andsendofficerstoo)._____ Signafiduciaryagreementwithschooldistrictwhenwritingcheckstoschoolordistricttosupport programsorpurchaseequipment.Makesuretogetfiduciaryagreementbeforechecksignedorgiven._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inin-councilunits,thepresident,EVPorbothattendcouncil-levelmeetings(presidentmeetings,council generalmeetings).Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneral meetings._____ Acopyofcurrentbylawsshouldbeprovidedtoeveryofficer._____ Bylawsshouldbereviewedeachyearbytheexecutiveboard. Reviewtoseeifanychangesareneededorwanted. Ifyes,thenappointabylawscommitteetorevieworrevisethebylawsinmoredetail. Bylawsneedtobeupdatedeverythree(3)yearsevenifnochangesareneeded. NOTE: Ifincreasingduesoradding/subtractingofficers,doastrawvoteatanassociationmeeting beforestartingtheprocessofsendingthebylawsupchannelsforapproval._____ Acopyofthebylawsshouldbekeptattheschoolsiteforreferenceorforanyassociationmemberthat requeststoviewthem._____ CheckwiththeschooltoarrangeforaPTAbox,drawerordesignatedareainwhichitemsforPTAcanbe placed._____ SendanychangesandadditionsonyourrostertoyourcouncilandSixthDistrict._____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


October(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Verifythattaxformshavebeencompletedbyoutgoingtreasurer. _____ Ifnotdone,contactyourCouncil(ifincouncil)orDistricttreasurer(out-of-council). _____ Taxformsneedtobereviewedandacceptedbytheexecutiveboardbeforebeingsubmitted. _____ Taxformsneedtobesubmitted(duedateisNov15butdoitearly). _____ IRS990N,990EZ,or990 _____ CAFTB199Nor199 _____ CAAttorneyGeneralRRF-1 _____ Sendacopyoftaxreturns(federalandstate)andRRF-1toyourCouncilorifout-ofcouncilto SixthDistrict. _____ ExecutiveboardshouldauthorizespendingforNovemberandDecemberitems._____ StartplanningFoundersDayactivities.FoundersDay,inFebruary,celebratesPTA’sfounders.Seethe CaliforniaStatePTAToolkit,JobDescriptionchapter,FoundersDayjobdescription._____ Worker’sCompensationformwillbeduesoontoyourcouncilorSixthDistrict(ifout-of-council). Ifyourunithasnoemployees/contractors,itisfinetodotheformnow. ForunitsthathaveorwillhaveemployeesthroughJanuary4,youwillneedtowaittodotheform.


_____ IfyourunitisnotmakingindividualpaymentsbeforeJanuary4toanyemployeesorindependent contractorswhodonothavetheirowninsurance,thensubmittheWorkman’sCompform.Allunits,even iftheydidnotpayanyone,mustsubmittheWorkersCompformtothecouncil,ifincouncil,andtoSixth Districtifout-of-council.Ifnoonewaspaid,write“noonepaid”ontheform. NOTE: Remembertoaccountforanyassembliesorparentspeakersyourunitpaysdirectly. SUGGESTION:AdonationcanbemadebythePTAtoyourschooldistrictforpeoplepaid,toavoidhaving theworker’scompissue._____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Acceptanceofminutesfromlastexecutiveboardmeeting(eveniflastyear)–nomotionneeded, placeinfileforaudit. _____ Treasurer’sreport–foryeartodate.Nomotionneeded,placeinfileforaudit. _____ Ratifycheckswrittensincelastassociationmeeting,NeedMOTION _____ Taxformsneedtobereviewedbytheexecutiveboardbeforebeingsubmitted. _____ ExecutiveboardshouldauthorizeandpaytheCAStatePTAinsurancepayment.

_____ Whengivingtheirreports,VPsshouldprovidefundingrequirementsuntilnextexecutiveboardmeeting.Executiveboardshouldthenauthorizethatspending,ifapproved/reasonable.

_____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


November_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Letmembersknowthatnominatingcommitteememberswillbeneededsoon. [ThenominatingcommitteemembersareelectedatyourJanuaryorFebruarygeneral/association meeting.Youcanelectthemevenearlierintheyear.Checkyourbylawsforthedateofyourelection meeting.]_____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeetingfrompreviousyear,nomotionneeded. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION

_____ Ratifycheckswrittensincelastassociationmeeting.NeedMOTION_____ Whengivingtheirreports,VPsshouldprovidefundingrequirementsuntilnextexecutiveboard

meeting.Executiveboardshouldthenauthorizethatspending._____ Ifyourunitisnotmakingindividualpaymentstoanyemployeesorindependentcontractors(whodo nothavetheirowninsurance)beforeJanuary4,thensubmittheWorkman’sCompreportingformnow. NOTE: Remembertoaccountforanyassembliesorparentspeakersyourunitpaysdirectly. SUGGESTION:Adonationcanbemadetoyourschooldistrictforpeoplepaid,toavoidhavingthe worker’scompissue._____ Havetreasurerrequestanymid-yearbudgetmodifications.


December(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Letmembersknowthatnominatingcommitteememberswillbeneededsoon. [ThenominatingcommitteemembersareelectedatyourJanuaryorFebruarygeneral/association meeting.Youcanelectthemevenearlierintheyear.Checkyourbylawsforthedateofyourelection meeting.]_____ Havetreasurerrequestanymid-yearbudgetmodifications._____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeetingfrompreviousmonth–nomotion needed. _____ Treasurer’sreport-fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION


meeting.Executiveboardshouldthenauthorizethatspending._____ Prepareforaudit.Treasurershoulddeliverbookstoauditorassoonaspossible._____ Startthinkingofconventiondelegates.Howmanytosend?


_____ CAPTALegislativeConferencetakesplaceinSacramentoeachyearandisopentomembers,chairmenandofficers.Thetwo-dayconferenceisusuallyheldduringthemonthsofJanuary,February,orMarch.PleasechecktheCAPTAwebsite,capta.org,forthisyear’sdates.

_____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


January(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Mid-yearaudit(July1–Dec31)needstobedone. Dependingonbylaws,itmaybepresentedtotheexecutiveboardthismonth._____ Electnominatingcommitteeatageneralassociationmeeting(checkbylawsforyourunit’sexactmonth). _____ Parliamentarianarrangesforthefirstmeetingofthenominatingcommittee.

_____ Atthefirstmeetingofthenominatingcommittee,theparliamentarianconductstheelectionofthechairman.

_____ Parliamentarianreviewsrequirementsandtimelinewiththenominatingcommittee._____ Theparliamentarianprovidesthenominatingcommitteewithmaterials:bylaws,membership

list,andjobdescriptions._____ ApprovebylawsifreturnedbyCAStatePTAatanassociation/generalmeeting._____ Doafinancialreviewofbudget-to-actualatanexecutiveboardmeeting(includetheprincipal). Compareandmakeanybudgetadjustments. Thesemustbeapprovedatanassociationmeeting._____ ReviewconventionmaterialandsignupforconventionusingDelegateA,DelegateB,ifunsureofwho willbeattendingconvention.


_____ Voteonwhowillattendconvention,howmanytheunitissending,atanassociation/generalmeeting. NOTE: ItisfinetohaveaDelegateA,DelegateBtoregister.Eventuallymustapproveactualname(s)._____ StartplanningforHonoraryServiceAwards._____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeeting.Nomotionneeded. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION


meeting.Executiveboardshouldthenauthorizethatspending._____ Holdassociationmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastassociation/generalmeeting,nomotionneeded. _____ Treasurer’sreport–fiscalyeartodate,comparebudgettoactual,nomotionneeded _____ Ratifycheckswritten-fromlastassociationmeetinguntildateofcurrentassociationmeeting. NeedMOTION _____ Budgetamendments.NeedMOTION _____ Releaseoffundsfor2ndhalfofyear,includinganyincreasesforbudgetamendmentsforitems releasedinSeptember.NeedMOTION _____ AuthorizeexpenditureoffundsforJanuaryevents.NeedMOTION

_____ Approvecontracts(ifany).NeedMOTION _____ Ratifyappointedchairs/committees(ifany).NeedMOTION

_____ Electnominatingcommittee.NeedMOTION_____ ApprovebylawsifreturnedbyCAStatePTAatanassociation/generalmeeting.NeedMOTION_____ Electconventiondelegatestobenamedlater.NeedMOTION

_____ CAPTALegislativeConferenceistakesplaceduringJanuary,February,orMarchinSacramento–opento

members,chairmenandofficers._____ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


February(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Registerforconvention. _____ Convention(canregisterindividualsbynameorwithDelegateA,DelegateB) _____ Hotelroom_____ ConsiderapplyingforconventionscholarshipsfromSixthDistrict._____ StartplanningforHonoraryServiceAwardsandVolunteerAppreciationevents._____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeetingfrompreviousmonth–nomotion needed. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION

_____ Ratifycheckswritten-sincelastassociationmeeting.NeedMOTION_____ Whengivingtheirreports,VPsshouldprovidefundingrequirementsuntilnextexecutiveboard

meeting.Executiveboardshouldthenauthorizethatspending.


_____ Nominatingcommitteemustposttheslateofnominatedofficers28daysbeforetheannualassociation meeting. _____ MakesureallnomineesarePTAmembers._____ FoundersDay–celebrateatyourunitoratleastconsideranewsletterarticleonthetopic._____ CaliforniaStatePTA’sLegislationConferencetakesplaceinSacramentoduringJanuary,February,or

March._____ SecretaryorpresidentsendstheagendafortheMarchassociation/generalmeeting,atwhichelections

willbeheld,atleast30daysinadvance._____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


March(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Holdassociationmeeting _____ Electincomingboard(seebylawsforexactdate).NeedMOTION _____ FormostunitsthiswilltakeplaceinMarchbutnolaterthanthesecondweekinApril. _____ Approvesendingdelegatestoconvention,ifapplicable.NeedMOTION _____ Approvalofminutesfromlastassociation/generalmeeting,nomotionneeded. _____ Treasurer’sreport–fiscalyeartodate,comparebudgettoactual,nomotionneeded. _____ Ratifycheckswrittenfromlastassociationmeetinguntildateofcurrentassociationmeeting. NeedMOTION _____ Budgetamendments.NeedMOTION _____ Releaseoffunds,includinganyincreasesforbudgetamendmentsforitemsreleasedinJanuary. NeedMOTION

_____ Approvecontracts(ifany).NeedMOTION _____ Ratifyappointedchairs/committees(ifany).NeedMOTION

_____ ApprovebylawsifreturnedbyCAStatePTAatanassociation/generalmeeting.NeedMOTION _____ Ifthisisyourlastassociationmeetingfortheyear,thenaMOTIONauthorizingtheexecutive boardtopaynecessarybillsduringthesummer“uptoxdollars”forsummerandschoolstart-up expensesisneeded.


_____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ ApprovalofminutesfromlastExecutiveBoardmeeting,nomotionneeded. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION


meeting.Executiveboardshouldthenauthorizethatspending._____ StartplanningforTeacherAppreciationevents,usuallyfirstorsecondweekinMay._____ IfpreviouslyvotedtosendDelegateA,etc.,toconvention,announceandapproveactualindividualswho willbeattendingconvention._____ FinalizeVolunteerAppreciationevent(s)fortheendoftheyear. _____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


April(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ IfelectionsdidnothappeninMarch,electincomingboard(seebylawsforexactdate). NOTE: Formostunits,thiswilltakeplaceinMarchbutnolaterthanthefirstweekinApril._____ Assistpresident-elect,whoappointsthebudgetcommittee,withnextyear’sbudget. NOTE: Treasurer-electisthechairofthebudgetcommittee._____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeetingfrompreviousmonth–nomotion needed. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION

_____ Ratifycheckswrittensincelastassociationmeeting[NeedMotion]_____ Whengivingtheirreports,VPsshouldprovidefundingrequirementsuntilnextexecutiveboard

meeting.Executiveboardshouldthenauthorizethatspending._____ Workwithpresident-electtodeveloptransitionplan._____ Turninrosterfornextyear’sboardtoyourcouncilandifout-of-councilsendtoSixthDistrictPTA.


_____ WorkwithHistoriantodoAnnualHistorianReport._____ Give“PTACalendarofEssentialRequirements-President-Elect/Board-Elect”versiontotheincoming

presidentandboard-elect._____ Invitethepresident-electtostartattendingmeetings: Executive,Council,District,Community,SiteCouncil,andwiththeprincipal._____ Encourageincomingofficerstoregisterandattendtraining._____ IfBack-to-SchoolpackagematerialsaredueinMay/June,getthemready._____ Atfinalassociation/generalmeetingoftheyear: NOTE: Thetreasurer-electpresentsthebudgetonbehalfoftheboard-elect.

NeedaMOTIONforpreliminaryapprovalofnextyear'sbudgetorMOTIONauthorizingthe executiveboardtopaynecessarybillsduringthesummeruptotheauthorizedamount.

_____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


May(Twopages)_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness. Invitepresident-electtoattend._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). NOTE:Aminimumof15membersmustbesubmittedtostayingoodstandingortobeconsideredfor awards/grants._____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Attendtraining–sendnewandcontinuingofficersandchairs. CAStatePTAconvention[date/location] SixthDistrict[date/location] Council [date/location]_____ IfBack-to-SchoolpackagematerialsaredueinJune,assistingettingthemreadywiththepresident-elect._____ Workwithpresident-electtoensureplansareinplaceforactivitiesandeventsthattakeplacebeforeor shortlyafterthebeginningoftheschoolyear._____ Holdincoming/outgoingboardmeeting._____ Thankalloftheoutgoingofficersandchairsfortheirvolunteerservicethisyear._____ HoldVolunteerAppreciationand/orHonoraryServiceAwardevents._____ Makesureallofficersandchairshavemetorarescheduledtomeetwiththeirrespectiveoutgoing person.


_____ Holdexecutiveboardmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastexecutiveboardmeetingfrompreviousmonth–nomotion needed. _____ Treasurer’sreport–fiscalyeartodate,nomotionneeded. _____ Transactionsreport–approveexpendituresincurredsincelastassociationmeeting.NeedMOTION

_____ Ratifycheckswrittensincelastassociationmeeting[NeedMotion]_____ Whengivingtheirreports,VPsshouldprovidefundingrequirementsuntilnextexecutiveboard

meeting.Executiveboardshouldthenauthorizethatspending._____ President-electcannotsigncontractsuntilJuly1.Outgoingpresidentcannotsigncontractsforthe followingyear._____ SendremindertoallvolunteersthatallbillsmustbesubmittedbyMay31st(orearlierdate)._____ Atfinalassociation/generalmeetingoftheyear: NOTE: Thetreasurer-electpresentsthebudgetonbehalfoftheboard-elect.

NeedaMOTIONforpreliminaryapprovalofnextyear'sbudgetorMOTIONauthorizingthe executiveboardtopaynecessarybillsduringthesummeruptotheauthorizedamount.

_____ Holdassociationmeeting.Orderofapprovalforitems: _____ Approvalofminutesfromlastassociation/generalmeetingfrompreviousmonth–nomotion needed. _____ Treasurer’sreport–fiscalyeartodate,comparebudgettoactual,nomotionneeded. _____ Ratifycheckswrittenfromlastassociationmeetinguntildateofcurrentassociationmeeting. NeedMOTION _____ Budgetamendments.NeedMOTION _____ AuthorizeexpenditureoffundsuntilSeptemberAssociationMeeting(summer/start-up expense).NeedMOTION

_____ Approvecontracts(ifany).NeedMOTION_____ ApprovebylawsifreturnedbyCAStatePTAatanassociation/generalmeeting.NeedMOTION

_____ Confirmthatthetreasurerisgivingthefinancialbookstotheauditorfortheyear-endaudit Thisshouldbedoneassoonasthelastcheckiswrittenandlastdepositmadefortheyear._____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


June/July_____ Thesecretaryorpresidentsends/poststheagendafortheexecutiveboardmeetingten(10)daysbefore themeeting(inwriting).Thisagendaonlygoestotheexecutiveboard._____ Makesurethefive-minuteauditisdone.Anon-checksignershoulddothemonthlyfive-minuteaudit. Thiscanbetheauditor,amemberoftheauditcommittee,oranon-signingmemberoftheexecutive board.Seeattachment._____ Presidentreceivesfinancialreportsfromtreasurerpriortoexecutiveboardmeeting._____ Treasurerdistributesfinancialreportstoallofficerstoreviewbeforetheexecutiveboardand/orthe associationmeeting. _____ Secretarydistributesinpersonorbyemailtheminutesforofficerstoreview._____ MeetweeklyormonthlywiththeprincipaltocoordinateanddiscussPTA/schoolbusiness. Invitepresident-electtoattend._____ RequestthatVPsandchairssubmitnamesofvolunteersmonthlysoyoucanthankthem._____ Inmonthsthattheunithasanassociationmeetingthesecretaryorpresidentsendstheagendaforthe association/generalmeetingten(10)daysbeforethemeeting(inwriting).NOTE:Bylawamendmentsor changesneed30days’noticeandpresentationofslateofofficersrequires28days’advancenotice.Other agendaitemsonlyneed10days’notice._____ Inin-councilunits,thepresident,EVP(executivevicepresident),orbothattendcouncil-levelmeetings (presidentmeetings,councilgeneralmeetings)andattendSixthDistrictgeneralmeetings._____ Ifaunitisoutofcouncil,president,EVP,orbothattendSixthDistrictgeneralmeetings._____ SendanychangesandadditionsinyourrostertoyourcouncilandSixthDistrict._____ Out-of-councilunitssendanychangesandadditionsinyourrosterdirectlytoSixthDistrict._____ Sendmembershipdues(percapitaportion)toyourcouncilortoSixthDistrict(ifout-of-council). _____ Makesureallitemsarecheckedofffromthepreviousmonth’slist._____ Confirmthatthetreasurerisgivingthefinancialbookstotheauditorfortheyear-endaudit. Thisshouldbedoneassoonasthelastcheckiswrittenandlastdepositmadefortheyear._____ MakesurethatalloutstandingbillsarepaidbeforeJune30._____ Confirmthatoutgoingtreasurerhasdonetheannualfinancialreport._____ Confirmthattheoutgoingauditorisdoingtheyear-endaudit._____ Confirmthattheoutgoingtreasurerhasdonethetaxesforthecurrentyear.Note:Thetaxescannotbe sentinuntiltheexecutiveboardhasreviewedthem._____ Confirmthatallofficersandchairshavepassedtheirprocedurebookstotheincomingofficers/chairs._____ _____________________________________________________________________________________ _____________________________________________________________________________________ ________________________________________________________________________________


ResourcesCaliforniaStatePTA* Website:www.capta.org Toolkit–ComprehensivemanualinEnglishorSpanishavailableonwebsiteandinhardcopy. PocketPals(EnglishandSpanish)–FinanceandLeadership Summermailingsenttohomeaddressofunitpresident. Convention-heldinAprilorMay RegionalTraining-heldinthefall(August,September,orOctober)SixthDistrictPTA* Website:www.capta6.org Trainings:SpringLeadershipTraining-heldinMayorJune FallLeadershipTraining–heldinAugustorSeptember MonthlyTrainings–pleasecheckwebsiteandnewsletterforinformation SixthDistrictPTAOffice:locatedinSantaClaraCountyOfficeofEducation(SCCOE) Address:1290RidderParkDrive,M/C214,SanJose,CA95131 Phone:408-453-6536 Email:[email protected](forunitsincouncils) Cupertino-Fremont-Sunnyvale [email protected] EvergreenCouncil [email protected] LosAltos-MountainViewCouncil [email protected] MilpitasCouncil [email protected] MontereyBayCouncil [email protected]

NorthValleyCouncil [email protected] PaloAltoCouncil [email protected] SanJoseUnifiedCouncil [email protected] SantaClaraCouncil [email protected] SixthDistrictOut-of-CouncilChair [email protected]* Website:www.pta.org BacktoSchoolKit–QuickReferenceGuides*Allthreewebsiteshavemoreinformationandresourcesavailableontheirsites.

PTA Calendar of Essential Requirements - capta6.org · Sixth District PTA Calendar of Essential...

Documents

Transcript of PTA Calendar of Essential Requirements - capta6.org · Sixth District PTA Calendar of Essential...