Starting your PTA Year - PowerPoint Presentation

Slide1

Starting your PTA Year as a New Leader

By Erin Fernald, VP for Leadership Oregon PTASlide2

5 Keys to a Successful PTA YearGoal Setting & Planning BudgetingFinancial Policies & Processes Unit in Good Standing RequirementsTeamwork & FUN!Slide3

Goal Setting“ WHAT” not “HOW”What are the goals of the School or School District?What does your membership think is important?What are your board members and key volunteers passionate about?Slide4

PlanningThe “HOW”Evaluate Events/Fundraisers and Projects/ProgramsMake Hard ChoicesCalendar dates for the yearSlide5

Evaluating Events & FundraisersDo the events you have been doing you meet the goals you set? Are they in line with the overall PTA mission?List out all pros and cons? Include volunteer time required, financial reward vs risk, insurance coverage, how it worked last year, etc?

Plan estimated budget (expense & income) of each event/fundraiser

Evaluate all events/fundraisers equally....even the ones you do every year.Slide6

Making Hard ChoicesDo the events/fundraisers fit the culture of your school?What are your events you feel you must have?What events/fundraisers are optional add ons?

What events/fundraisers can be handled without burning out leaders and/or volunteers?

Really discuss as a board what you can take on and error on the side of too little instead of too much.Slide7

Planning Projects & ProgramsEvaluate suggested programs and projectsPrioritize all Projects/Programs according to goals set

Develop timelines & Budgets for long term projects

Establish budgets for short term projects and programs supported by the unitSlide8

Calendar DatesMake a list of all the Events & Fundraisers with approximate dates (refer to last year’s dates if applicable)Put dates together with the school dates in a Calendar form to see the big picture

Add in deadlines and timelines for projects/programs

Are any dates too close together, overlapping, conflicting

Prepare the dates to be approved by members to make the official “PTA events/fundraisers”Slide9

BudgetingStart with your available carryover balance from the end of the last fiscal year.Next, use the previous years budget and end of fiscal year report as a template if you can

Add/Edit budget lines for each event/fundraiser you have decided on during planning

Add/Edit lines for other projects/contributions

Add/Edit lines for Administrative costsSlide10

Budgeting - continuedA format with Income and Expense side to side for each line item on the budget is often easier to understandUse accounting software, if possible

Original Budget for the year & any changes need to be voted on by members

before

money is spent

To make small changes with member

pre-approval

add a statement to the original budget and/or standing rules.Slide11

Set Financial Policies & ProcessesAll officers (not just treasurers) share fiduciary responsibilitySet financial policies and procedure based Oregon PTA guidelines and bylaws - refer to Leaders Guide

All leaders, money counters, committee chairs must understand and follow through with financial policies and processes established by the unit

Be transparent and clear in regards to the unit financesSlide12

Financial Policies required & suggestedWho are the signers on the account?PTA only safe - who has access?

Forms for Check Requests - Where form are kept, where they are submitted, where they are placed after check is written

Where is the checkbook kept? Process of check writing?

Forms for Deposits - All cash must be counted by two unrelated people. Use sealed bags

Record keeping - use the audit checklist and work backwardsSlide13

Financial Record KeepingUse accounting software, if possible, so easy reports can be generated to compare actual to budget numbers - suggest MoneyMinderKeep organized paper records of all income and expense

Have forms and processing forms established in standing rules before year starts - edit as needed

Treasure should record expenses and deposits at least weekly and reconcile bank statements within 10 days of receiving statement.

At least one other officer should have access/passwords to records.Slide14

Unit in Good StandingUpdated Officers ListEnd of Year Financial Report - prior yearAudit - prior year

990 - prior year

CT-12 - prior year

PAID Membership

Standing Rules - new year

Budget - new year

Insurance

Training Credits

* Incorporation Renewal - not required if not incorporated and is due on anniversary date of original filing.

New Units ONLY - EIN & Original Incorporation FilingsSlide15

TimelineBEFORE SUMMER - Officers’ List & Approve Summer Spending

BEFORE SCHOOL STARTS

End of Year Report & Audit

990, CT-12 —BEFORE NOV 15!!!!!

FIRST MEETING - Budget & Standing Rules

END OF SEPT & MONTHLY - Membership

ASAP - Insurance & Incorporation Renewal

BEFORE NOV 30th - Leadership TrainingSlide16

Before SummerUpdate Officers List - as soon as Elections occur - do not delay!Summer Budget - members need to approve summer spending (July1st -1st meeting of new year). Full budget or partial is fine.Plan officer turn overs & trainingsSlide17

Before School StartsEnd of Year Financial ReportFederal Taxes Report to IRS - 990N, 990EZ, or 990State Tax Report to Oregon Department of Justice - CT-12AuditSlide18

At First MeetingBudget - best to even do a preliminary one at the last meeting of the year to approve summer spending but full one prepared for first meeting of the new fiscal year.Standing Rules - make adjustments for new board member roles, new procedures/policies. Last approved standing rules stand until new ones are approved.

Review the end of year financials and audit results and make them available for members.Slide19

BudgetStart with Beginning bank balance for new fiscal year (balance at bank on June 30th)Review last year’s budget & actual numbers - what adjustments need to be made.

Add new items for new events/fundraisers

Remove items as needed

Add all income and subtract all expenses planned to the Beginning bank balance to calculate carry over balance projected for following year.

Income & Expense do NOT have to balance!!!!Slide20

Budgeting TipsBe conservative estimating income (round down) & Be generous estimating expense (round up)Budget can be changed at any general meeting! Make adjustments as needed through the year.

Budgets MUST be approved by members before money is dispersed.

Add a line for misc or a note of how much the executive committee can adjust/add to the budget in between meetings. - Pre-approval by members!Slide21

Budgeting Tips continued….All events/fundraisers should have their own item line.If giving teacher funds, it may help to list them in a separate category one by one so it is easy to see their balances.

Use Accounting software if at all possible!!!! Highly recommend MoneyMinder (

nonprofitcentral.biz

)

Look for ways to save on expenses - get donations instead of spending but be sure to budget in case you do not get the donations.Slide22

Standing RulesAdd important data about the unit to top of standing rules.Start by filling in blanks in bylaws: Terms, dues, quorum numbers, etc. All things added MUST stay in line with bylaws

Add specific delegation of duties that are unique to your unit including committees and who bank signers will be

Add pre-approval statements, financial policies and procedures and other policies/procedures as needed

Vote on standing rules each year & update at any meeting Slide23

Review Last Year FinancialsTransparency in the group’s financials is the key to a healthy unit. Make end of year financials and audit results available to members as soon as they are completed.Slide24

MEMBERSHIP!!! End of Sept & ongoingONE - PAID member is a requirement for insurance coverage.Officers must be PAID members to serve

Enter members online at the Oregon PTA website and send payment in monthly or as members are added.

Strong membership will help keep the unit active and volunteer base strong.Slide25

Insurance & Incorporation *ASAP - when received AIM Insurance sends out notices early in the fall. Try and be sure to select the desired coverage and send in payment ASAP.

Incorporation is highly encouraged & must be renewed yearly with the Secretary of State at anniversary date of original filing.

* Not currently in the Unit in Good Standing as incorporation currently is not required.Slide26

Training LeadersBefore November 30thMake Training Leaders a priority! Minimum of 3 leaders need to complete one Oregon PTA training credit each.Keep accurate records (binders) for each role in the unit

Budget for officers to attend an Oregon PTA sponsored training event if possible. Help officers understand their roles as officers and network with others

Budget to send at least 2 delegates to yearly Oregon PTA Conference and Convention. Celebrate success, network and gather valuable information for next year planningSlide27

Team WorkSet expectations with STANDING RULESTRAIN leaders to reduce burn out

Get to KNOW EACH OTHER - strengths & weaknesses

COMMUNICATE in multiple ways

Set MEETING DATES for the yearSlide28

FUN???Do your officers view their roles as work only?Has your group lost the fun of serving in PTA?

Think of ways to add fun

Smile & Socialize more

Reduce work load if overwhelmed

Add music, games & ice breakers to meetings

Ideas???

Leaders who are having fun will do more and stay longer!