July 2024

Let's get prepared for the school year!


I hope you are having a great summer, and enjoying time with your family!!


July is our quiet time to take care of PTA paperwork, and plan for the coming school year.


So, in addition to tips to help you complete your annual compliance submissions, I've also included a few resources below to help you begin planning your PTA calendar.

This summer, the Virginia Department of Education is rolling out the implementation of the Virginia Literacy Act, which changes reading instruction across the state AND they are also implementing new math standards which will change math instruction and SOL tests starting with the 2024-2025 school year. In addition to changes to reading and math instruction, at the end of July, the Virginia Board of Education will vote on a new accountability (school performance reporting) system. The proposed framework splits the accreditation and accountability system; adds a new 4-level summative rating to schools; and adds new 5th grade and 8th grade performance task testing. Please watch for and share our calls to action with your families!


As you begin planning your PTA activities, make time to meet with your Principal. Ask about their academic goals for the coming year. Ask what PTA can help raise awareness about, and advocate for. Share your goals for the type of climate you want PTA to help build in your community; and set some shared goals for engaging families and supporting student success.



If you need support as you are getting started in your new PTA role, don't be shy about reaching out!! We have a LOT of on-demand and live webinars to help you with the basics. Your Council and State officers are all here to help you! As a community of volunteers, we are stronger when collaborate and share resources. So, dream big, and be bold in your planning! We've got you!


Yours in Partnership,


Jenna Alexander

President, Virginia PTA

Annual Paperwork aka Compliance

Let's Get it Done!!


Annual compliance is due August 1st.


All documents should be uploaded to your PTA's Givebacks/MemberHub account.


On-time completion of your annual Standards of Affiliation requirements ensures outgoing officers report on the work they oversaw, and enables incoming officers to start planning a budget and calendar for the new school year.

Annual Standards of Affiliation (Compliance) List
Video Tutorial:Upload Compliance Documents

File your 990 with the IRS


If your PTA's gross income was less than $50k over the past 3 consecutive years, then you can file IRS Form 990N (e-postcard) on the IRS website right now.


It takes 5-10 minutes to complete this important task; and you can file your 990N before completing your annual Financial Review.


Submission Tip: Please ensure the 990N that you upload to Givebacks/MemberHub reflects that the IRS "ACCEPTED" your 2023 tax filing.


Complete Your Financial Review


The Annual Financial Review is a quick 3-page financial health check-up. It helps you review best practices and provides transparency and accountability for your members.


The Financial Review should be completed by (3) three PTA members who were NOT authorized signers on your unit’s bank account. Having your incoming Board members serve on your Financial Review Committee is a great internal training tool. You can also swap with a neighboring school, or attend a Financial Review Exchange hosted by your Council PTA.


Submission Tip: Please ensure your Financial Review is signed by the Preparer/Treasurer, all Reviewers, AND your incoming President and Treasurer should sign to acknowledge receipt.


Learn More

COUNCIL FINANCIAL REVIEW EXCHANGE EVENTS

Roanoke CITY Council PTA June 10&13 (July TBD)

Loudoun County Council PTA June 28 (1 PM)

Henrico County Council PTA July 8, 11 & 17 (6:30pm)

York County Council PTA July 11 (6:30 pm)

Chesterfield Council PTA July 13, 2024 (9am) 

Hanover County Council PTA July 13, 2024 (10am)

Alexandria Council PTA        July 13 & 28 (2-4 PM)

Chesapeake Council PTA July 20th (9AM-12PM)

Wlmsbg/James City PTA July 20 (10AM)

Virginia Beach Council PTA July 23rd (5:30PM)

Richmond City Council PTA July 24th (6:00-7:45 PM)

King George Council PTA July 24 (5pm)

Newport News Council PTA July 25 (5-7PM)

Financial Review Form

Thank you to our 2024 partner MoneyMinder for providing Treasurer goodie bags for Financial Review Exchange attendees.

Insurance Coverage


PTA activities can create liability and put you at risk for loss due to theft, injury, property damage and many other issues. To protect yourself and your PTA, and in accordance with PTA bylaws, your PTA must purchase insurance and provide annual proof of coverage


Submission Tip: You only need to upload your 1-page coverage certificate or paid bill. When you renew your insurance in the middle of the school year, you can archive your coverage certificate in Givebacks/MemberHub, and replace it with your current proof of coverage.


Learn More

Register for the Aug 6th Webinar: About PTA Insurance Coverage

2024-2025 Officer Contacts

DUE JUNE 15th!


Officer contact information and Principal contact information should be entered in MemberHub/Givebacks by June 15th EVERY YEAR.


Committee Chairs can be added as they are appointed. Even if you are still working to fill a vacant position, please just enter the officers you have elected!

Log-In & Enter Contact Info

Organizational Structure Form

Upload Annually


Even if your PTA Membership has not made operational changes, please upload your current Organizational Structure Form EVERY YEAR.


Your Organizational Structure Form is an addendum to the Local/Council PTA Uniform Bylaws and documents the operating norms of your PTA.

Org Structure Form Template
Review PTA Bylaws

Membership News & Resources

Membership Dues


In June, at the National PTA virtual convention voting delegates approved an increase in National PTA dues from $2.25/member to $3.25/member to cover the costs of inflation over the past 13 years since the last dues increase. The new dues rate of $4.75/member (National PTA dues of $3.25 and Virginia PTA dues of $1.50) will take effect NEXT YEAR at the start of the 2025-2026 school year.


Virginia PTA delegates spoke against, and voted against the dues increase. There are no plans to increase the Virginia PTA portion of the dues, which has not changed since 2015. Virginia PTA's volunteer Executive Board is committed to keeping state dues and expenses low, while continuing to providing you with high-quality non-profit guidance, advocacy leadership, family event toolkits, training, and collaboration opportunities.


If your local PTA wants to change your local dues to incorporate the National PTA dues change, then you should provide a 30-day notice to your members, and vote on your new dues rate at a General Membership meeting. Then, simply document your new total dues amount on your Organizational Structure Form, and upload it to MemberHub/Givebacks.


Membership dues are payable to Virginia PTA on the first of each month, and Virginia PTA remits dues monthly on behalf of your members to National PTA.

All Membership Resources
Aug 5th Membership Webinar

Discover PTA Videos

-Membership Launch Campaign

-There’s No Wrong Way to PTA

-PTA Song

-Why Join PTA


Membership Campaign Tools

Membership Milestones

Membership Flyers & Tools

You Belong Campaign

Why Do You PTA Campaign

Zoom into Membership

Membership Discounts

125 Ways to Increase Membership

Build a More Diverse PTA

Engage Underrepresented Groups

Set-up Online Sales

Sell Memberships in Givebacks

Bulk Import Members

Enter Cash/Check Members

Printing/Email Membership Cards

Electronically Remit Dues

Physical Dues Check Payment

Dues Repayment Request

2024-25 Reflections Arts Contest

Student Art Contest!


Celebrate student creativity this year by encouraging participation in the 2024-2025 Reflections student arts contest!


This year's theme is "Accepting Imperfection"


Here's How It Works


Your PTA encourages students to enter in any of six art categories, and selects school-based winners using local artists as judges.


Your PTA celebrates participating students and winners; and advances 1st place entries to compete at the city/county or regional level. Council/Regional winners advance to compete at the state level, and Virginia PTA advances winners to the National level for recognition and an opportunity to win a $800 Young Artist Scholarship and $200 for their Local PTA.


Your PTA should be ready to advance your school's winners to the next level by December 15th!

Get Started!

2024-25 Planning Calendar

Plan Your Year


Save the date for state-wide PTA events and find potential events to celebrate that meet the needs and interests of your PTA and school community.


>> Virginia PTA Important Dates

>> Planning Calendar

All webinars are recorded and available on the Leadership Training page of our website.

WATCH RECENT WEBINARS

Recruit Volunteers & Officer Elections
About Council PTAs   
Financial Review & Treasurer Transition
Treasurer 101 Best Practices
President Leadership
Council Officer Training
PTA Officer Basics   
Givebacks & Compliance

REGISTER FOR UPCOMING WEBINARS

Let's Grow Membership

Mon. Aug. 5, 2024 | 7pm


PTA membership drives the impact of our voice and reflects our commitment to including all families. Learn how to communicate the value of your PTA to grow and sustain your membership. Local Units will share membership drive ideas and we will cover the basics of selling memberships and remitting dues.  

Register

Family Connections

Mon. Aug. 5, 2024 | 8pm


Learn about family event toolkits, grants, and the National Standards for Family to School partnerships that you can use to grow family engagement and support student success. Local Units will share successful tips as we cover the School of Excellence Program, STEM+Families, Family Reading, Digital Safety Toolkits and more.


Register

Prepare Your PTA Budget

Tues. Aug 6, 2024 | 7pm


Learn the basics of how to develop your PTA budget and provide transparent monthly reporting. We’ll cover the financial basics of event record keeping, how to manage principal financial requests, and how to identify opportunities to advocate for better school funding instead of fundraising. 

Register

PTA Insurance Coverage

Tues. Aug. 8, 2024 | 8pm


Is your PTA appropriately protected? Are you protected as an officer? Join this workshop presented by AIM Insurance to learn the basics of why PTAs need insurance, what the different types of coverage protect against, what to consider when selecting coverage for your PTA, and how to use your insurance coverage when a problem arises.    

Register

Create an Advocacy Culture

Wed. Aug. 7, 2024 | 7pm


Join us for this workshop on how to build advocacy with your PTA and school community. We will give an overview of advocacy causes and an overview of how PTA advocates for legislation each state legislative session at the General Assembly in January. 

Register

Record Retention & Digital Recordkeeping

Wed. Aug 7, 2024 | 8pm


Join this workshop for Secretaries and Treasurers to learn all of the basics for keeping electronic books, recording minutes, and establishing a strong record-keeping system for your PTA.  

Register

See more webinars options on the Leadership Training page of our website.

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You are receiving this newsletter because

your local PTA listed you as an Officer or Committee Chair in their MemberHub/Givebacks account. In September we will remove prior year officers from our mailing list.