First District PTA Newsletter for Local Leaders | October 3, 2022

IN THIS ISSUE

President's Message
Education
Community Concerns
Communications
Parliamentarian
Treasurer

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MESSAGE FROM THE PRESIDENT

MAKING ROOM AT THE TABLE

We are so excited for our upcoming Superintendent & Administrators Conference and Luncheon on October 24, 2022, as we come together as school and school district administrators and PTA leaders. Together we will celebrate recent successes in Family Engagement and learn about opportunities to take Family Engagement one step further..."Making Room at the Table" for all parents, all families, and all community members! Each of you has received an invitation via email. Register today! We look forward to meeting and growing together in Family Engagement!

Jessica Sheen, President

First District PTA

[email protected]

EDUCATION

REFLECTIONS DEADLINE REMINDER

REFLECTIONS

Reminder: School site unit PTAs should check with their school district council PTA for Reflection due dates. All Reflections entry submission spreadsheets from council PTAs and all Out-of-Council PTAs are due virtually to First District PTA by Thursday, December 1, 2022.

If you need more information or want training, visit All About Reflections or FDPTA Reflections Training.

Any questions can be sent to [email protected].

COMMUNITY CONCERNS

RESOURCES

MONTHLY REPORTS

The Health and Community Concerns Report comes out monthly with links to topics and issues including health, safety, diversity, inclusion, and more. Please share with your units and membership as part of PTA outreach efforts. The latest report can be found here.

DATE CHANGE

Due to a medical emergency, the Youth Mental Health First Aid class scheduled for September 27th has been changed to October 11th.

Any questions? Please contact me. Thank you for understanding.

Sandy Russell

VP Community Concerns

[email protected]

COMMUNICATIONS

ROSTER REFRESH

CHECK YOUR ROSTERS IN MYPTEZ

Now that the school year is underway, it is a good time to make sure your rosters are correct in myPTEZ by checking if it includes all of your current board members. MyPTEZ is the primary method used for contacting officers by First District and California State PTAs.

All PTAs in California have the ability to use the Officer Contact portion of myPTEZ even if they do not use it as their accounting software. To learn how to input your officers, please visit this link or view the video tutorial here: https://www.myptez.com/tutorials/officercontact/

Rebecca Johnson

VP Communications

[email protected]

PARLIAMENTARIAN

BYLAWS

BYLAWS REVIEW & UPDATE

Has your unit and/or council executive board or bylaws committee reviewed your bylaws yet this term? Bylaws must be reviewed every year and updated at least every five years but they can be amended more frequently.

A bylaw review committee (generally 3-5 people) is appointed by the president and chaired by the parliamentarian. The committee reviews the existing bylaws and standing rules and suggests amendments or recommends no changes. Amendments may include meeting date changes, the addition or reduction of officers, or ensuring the use of inclusive language. Even if no changes are recommended, your bylaws should be updated to reflect the most recent version of the bylaws template.

If your unit or council bylaws were last reviewed and signed by the California State PTA Parliamentarian on or before June 30, 2018, they will be considered outdated and the unit and/or council not in good standing with the California State PTA by the end of this term.

Please check the First District PTA website Bylaws and Parliamentary Procedure section https://pta1.org/bylaws-and-parliamentary-procedure/ for more detailed instructions to update bylaws. I’m happy to answer questions and help get your bylaws updated.

Michelle Hurst

Parliamentarian

parliamentarian@pta1 .org

TREASURER

TAXES, INSURANCE & AUDITS

IT’S TAX TIME!

IMPORTANT: All council and unit PTAs are required to file annual tax reports with the IRS, California Franchise Tax Board, and State of CA Office of the Attorney General.

Click HERE to download “PTA TAXES: What Do We Need to File?” from the First District PTA website. You may also visit the California State PTA Tax Filing Support Center by clicking HERE for more information.

• Fiscal Year End 5/31 – Tax filing due date is October 15th

• Fiscal Year End 6/30 – Tax filing due date is November 15^th

• Send tax reports via certified mail, receipt requested, and KEEP PROOF of MAILING

• Upload copies of completed filings to MyPTEZ Document Management

NEW INSURANCE PREMIUM PAYMENT PROCEDURE

Click HERE to view the informational email from California State PTA about the changes to the way we will pay insurance premiums this year.

All insurance premium payments must be made directly to our insurance broker, AIM (Association Insurance Management, Inc). DO NOT SEND INSURANCE PREMIUMS THROUGH CHANNELS. For more information, visit the California State PTA website HERE.

✅ Don’t forget to download the latest copy of the Insurance Guide from AIM. The guide is also available in Spanish HERE.

PTA AUDITS

All unit, council, and district PTAs must conduct audits twice a year — a mid-year audit that covers the first six months of your fiscal year and an end-of-year audit that covers the last half of your fiscal year.

An audit must also be conducted upon the resignation of the treasurer, financial secretary, any check signer, or at any time deemed necessary by the executive board. There are a few important things you need to keep in mind for the audit process:

1. The auditor needs to be appointed by or elected to the Executive Board per your bylaws.

2. The auditor cannot be related to any of the check signers by blood, marriage, or live in the same household.

3. The audit must be presented to the Executive Board as well as the General Association for adoption.

4. The audit must be reviewed by an audit review committee unless the audit is conducted by a qualified accountant.

This final step is one that might be new to some of you. California State PTA has resources to answer your audit questions about this new process. Please read their Q&A sheet and review the Audit section of the online Toolkit for more information. For audit information in Spanish, click HERE.

QUESTIONS? CONTACT ME!

If you have any questions, please contact me at [email protected], and be sure to add my email address to your safe email sender list to avoid losing important information in your spam folder. If you have an urgent question (need a response in less than 24 to 48 hours), you can text or call me at (818) 653-7703.