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Convention 2017 Convention 2017

Convention 2017 - PowerPoint Presentation

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Convention 2017 - PPT Presentation

SECRETARYTREASURER WORKSHOP The website has so much information PTA SECRETARIES Role of the Secretary As official record keeper of the PTA Secretary is one of the most important positions on the board ID: 620483

minutes pta tax treasurer pta minutes treasurer tax record meeting membership state audit report approved general insurance budget form national school years

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Slide1

Convention 2017

SECRETARY/TREASURER WORKSHOPSlide2

The website has so much information!Slide3

PTA

SECRETARIESSlide4

Role of the Secretary

As official record keeper of the PTA, Secretary is one of the most important positions on the boardDuties are listed in the bylaws and standing rules

Prepare a list of unfinished business items for the president before each meetingSit beside the President at meetings, and have all materials available for referenceSlide5

Secretaries Procedure Book

Maintain a procedure book with all minutes, agendas, and reports of previous meetings including:Bylaws

Standing rulesMembership ListCharter and official documentsPrevious minutesSlide6

Record Keeping

 Keep an accurate, precise, permanent record of the proceedings of all meetings. They are the legal record of the PTA.Slide7

Taking Minutes

Remember!

Keep minutes brief and to the point! Only record the action in the order it took place. Forget opinions!Slide8

Taking Minutes

Attach other important reports (i.e. Budget)Record all motions voted upon, points of order, and appeals. Record the name of the member who made the motion and whether it carried or lost (the name of the seconder is not recorded)

Record results of any electionsBrief notation of program topicTime of adjournment

Record:

Type of meeting (general/executive)

Name of association

Who is presiding over meeting

Date, time, and place of meeting

List of person in attendance and excused absences

Reading and action on minutes of previous meeting - whether read and approved/corrected

Summary of Treasurer's report (beginning balance, receipts, disbursements, and ending balance)

Attach the Treasurer's report to the minutes in fullSlide9

Approval of Minutes

Read the minutes of any previous meeting when called upon to do soEmail: Copies of the minutes may be emailed to each member in advance to expedite approval

Newsletter: Minutes may be published in the newsletter, but when the newsletter is sent outside the membership, only list a summaryPrior review: With approval of the association, the minutes can be approved without reading them before the assembly if everyone has had a chance to reviewSlide10

What does NOT belong in minutes?

The secretary's opinionThe “seconder” of motionsAny withdrawn motion

Summary of the remarks of a guest speaker or programSlide11

Correcting the Minutes!

Make corrections directly on the printed, official minutesCorrections are made immediately following the reading of the minutes, or at any subsequent meeting when errors are discovered

The current minutes should reflect a correction was madeCorrections must be dated and initialed. Only the group that created the minutes (executive board, etc.) may correct themSlide12

Prompt Action!

Prepare the minutes and email a draft copy to the president for approval as soon as possible after each meetingIt is easier if you begin shortly after the meeting!

Complete within a week or so, which is a reasonable amount of timeWhen the President approves the minutes, send the draft to board members for proofreadingSlide13

PTA

TREASURER Slide14

Basic Responsibilities

Develop the budgetStay in the budgetManage the funds of your unitDeposit income/Pay bills

Financial statements and year end reportFile membership formsInsuranceSlide15

501(c)(3) Organization

Sales tax exempt - Income tax exemptDonations by donors are treated as charitable contributions for tax purposes

Must be organized and operated according to the mission set forth in the bylawsSlide16

IRS Guidelines for Spending

EducationalSupplement to instruction of studentsEducation of your members

ReflectionsField trips, assemblies and speakersCharitableAssemblies

Fieldtrips

Celebrations

Operational

Cost of postage and printing

Cost of training your officers at conference, leadership development seminars, district and/or council training

Supplies needed to run your PTASlide17

The 3-to-1 Rule (IRS)

Are you using it to further your purpose/mission?

For every fundraising activity, there should be at least three non-fundraising projects/programs aimed at helping parents or children or advocating for school improvements:

Fundraiser:

Gift Wrap Catalog Sales

Programs:

Take Dad to School Day

Fall Carnival

Reflections ProgramSlide18

Forms to Prepare

BudgetTreasurer’s ReportPrepare books for AuditIRS Form 990Membership dues paid monthly

Insurance (general liability and bonding) Slide19

Budget - Getting it Approved

Present it to the Executive Board Make approved adjustmentsPresent it to the general membership for approvalSlide20

Live within the Approved Budget

Only approved expenses can be paid

If an expense is in the budget, it can’t be voted against as the budget has already been approved

Budget changes must be approved by 2/3 vote at a general meeting; if notice is given according to bylaws a majority is allowed.

Keep track of each line item’s income and expenses.Slide21

Treasurer’s Reports

Be prepared to answer all questions promptly, and have the records available at the meeting.

Keep the record of the national and state portions of membership dues separate from the general funds.

Submit a treasurer’s report at regular meetings

Include total balance on hand at beginning of month covered by report

Include amounts received

Itemize disbursements

Include balance on hand at end of month

Budget vs ActualSlide22

Who completes the Audit?

An auditing committee of at least three

Cannot be signers on the unit’s account(s)

An accountant or person with excellent working knowledge of PTA accounting procedures.

When do you Audit?

Before a new treasurer takes over

At the end on each fiscal year

Should be done within a month of year-endSlide23

What is Audited?

Treasurer’s reportsCheck book and registerBank statementsDeposit slips

ReceiptsReceipt bookSlide24

Audit Report

Written audit report given to President, Secretary and Treasurer.Present audit report at the general meeting.

President calls for adoption of the audit report. This is the actual acceptance of the monthly financial reports that have been put on file.Auditor or auditing committee all sign and date the report at the time it is filled out

Submit Audit to WV PTA state office as required Slide25

IRS Form 990

All units must file 990, 990-EZ, or 990-N (e-postcard) by the 15th of the 5th

month after the end of fiscal year.Submit copy of 990 filing (email receipt is acceptable) to WV PTA state office as requiredSlide26

Filing the 990N

Completing the e-Postcard requires:Employer Identification Number (EIN)

Tax YearLegal name and mailing addressAny other names the organization usesName and address of a principal officerWebsite address, if applicable

Confirmation that the organization's annual gross receipts are normally $50 ,000 or less for tax years ending on or after December 31, 2010.

To file the e-Postcard, go to:

http://epostcard.form990.org/

PTAs whose annual gross receipts are $50,000 or less for tax years ending on or after December 31, 2010, are required to submit Form 990-N, also known as the e-PostcardSlide27

Has your PTA been “revoked”?

If a 990 tax return has not been filed for 3 consecutive years, the IRS WILL revoke you.There are a couple of methods to get reinstated. Slide28

General Membership Info

State and National Membership Dues are due monthly to West Virginia PTA by the 15th$1.50 to State and $2.25 to National

Use the Local Unit Membership and Dues Report Form included on the CD in the local unit binder to mail in membership dues each month.If no memberships sold, do not send in formSlide29

This form can be found on the CD provided in your Local Unit BinderSlide30

Insurance

Check the renewal date of the policyAll treasurers (and officers) should be bondedAIM Insurance offers insurance to PTAs or you can get insurance from any other company

WV PTA requires a minimum of general liability and bonding insuranceSubmit a copy of policy summary to state to remain in good standing.Slide31

Questions?Slide32

Keeping Track

All income and expenses need to be placed under a line itemIf you run a program or have an expense or income every year it should have a line in the budget

Membership dues for National and State are transfer items - not incomePTA Funds must be kept separate from other accountsSlide33

Banking

Have bank statements sent to the schoolHave a non-signer go over the bank statements and initial (now a requirement for most insurance)

Reconcile statements in a timely mannerTwo signatures on all checksSlide34

Did You Know?

All monies deposited into a PTA account will be considered PTA funds by the IRS. A PTA should never deposit school or school-related money into its account.PTA’s do not share their EIN number with their school or sales tax exemption, they are completely separate. Slide35

To Protect the Association and the Officers:

Never sign a blank check

Never mix PTA money with school moneyNever open a credit cardNever hold PTA money overnightNever

reimburse for an expense without proper receiptsSlide36

Handling Money

Try to avoid cash, if possibleAlways have two people count the cashTreasurer counts cash with chairperson

Treasurer gives chairperson a receipt for cash and keeps a copyDeposit slip filled out and deposit madeSlide37

Writing Checks

Have up-to-date signature cards on file at bankAlways have two signatures on checksMarried couples and family members should never be on the account together

Never sign a blank checkGet receipts before signing the checkSlide38

Expense Reimbursement

Fill out the expense reimbursement formCheck the receiptsMust be within the budget guidelines or it needs membership approvalSlide39

Treasurer’s Briefcasewhat you need to do your job

Copy of bylaws

Copy of adopted budgetReceipt bookCheckbookFEIN and Local Unit #

Copy of Sale tax exemption certificateSlide40

Briefcase cont…

Cash BoxZippered Bank Bag(s)Deposit Slips

Cash Turned In FormDeposit FormExpense Reimbursement FormSlide41

Record Retention

Audit ReportsTen (10) Years BudgetsTen (10) Years Financial Statements

Correspondence – variesSeven (7) Years Canceled ChecksSeven (7) Years Cash Receipts Records Slide42

What’s in the Permanent File?

Annual Audit ReportsBylaws, including all amendmentsInsurance records, accidents reports, claims, policies, and certificates

Minute books of directors and committeesTax-exempt documents

Letter of recognition of status – federal and state

Letter assigning your FEIN

Tax Return – 990EZ copies or 990N acceptance email

Correspondence with IRSSlide43

If Fraud is Suspected

DO NOT make accusations! (libel, slander)

Determine suspect’s access to other PTA resourcesGather facts, documents, and interviews.

Identify all accounts involved and consider freezing or closing them

Contact your District Director and/or

State Treasurer

Contact the authorities

Contact the insurance companySlide44

Thank you for attending our workshop!

For more information contact

:

Dani Hancock, WV PTA Secretary

secretary@westvirginiapta.org

Chris Wuest, WV PTA Treasurer

treasurer@westvirginiapta.org

www.westvirginiapta.orgSlide45

Resources

National PTA website www.pta.orgWest Virginia PTA website

www.westvirginiapta.netNational PTA’s e-learning coursesNational PTA Back to School Kit – Finance & Fundraising: www.ptakit.org

Regional Directors

State Convention workshops & trainings