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
Download Presentation The PPT/PDF document "Convention 2017" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
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