News You Can Use - January 10, 2018
Useful Information to Support Your PTAs Success
and to Share With Your Community
This message has been sent to all current PTA leaders in our database.
Reflections Reception - "Within Reach" - Jan 11


Please come celebrate our talented students. 
All are welcome to attend. 

Reflections Reception will be held on Thursday, January 11 at Santa Clara Office of Education. 
  • 6:00 - 7:00 - Gallery/Open House
  • 7:00 - 8:00 - Awards Ceremony

Santa Clara Office of Education, 1290 Ridder Park Drive, San Jose. [map]

Questions? Please email Susan Canty , Reflections Chair.

Protect Your PTA from Email-Phishing
 
Both email-phishing scams and crypto ransomware/malware are increasingly common and can have devastating impacts on businesses and non-profit associations of all sizes. As a non-profit association, PTA can be vulnerable to these types of cyber-crimes at all levels and, in fact, we have heard reports of email-phishing scams happening to local leaders (including recently here within the Sixth District area) .
 
Email-phishing scams are typically fraudulent email messages appearing to come from legitimate enterprises (e.g., your PTA treasurer or president, your Internet service provider, your bank). 
  • These messages usually direct you to a spoofed website or otherwise get you to divulge private information such as bank account information or account passwords. 
  • The perpetrators then use this private information to commit identity theft or trick you to wire money.
 
Information to keep in mind:
  • As a reminder, PTA policy states that payments can only be made by a check with two signatures. 
  • If you get an email from a fellow PTA officer asking to wire funds, do not send money. 
  • Establish communication "backchannels" such as text message or phone calls to verify the authenticity of the request. 
  • Additionally, remember to keep your personal and PTA computer systems and firewalls up-to-date to minimize the potential for viruses to inflect your system with malware.
  • New financial procedures for electronic funds transfers and bank bill pay services have been approved by CAPTA. The "Authorization for Payment via EFT/Bank Bill Pay Services" must also be pre-approved and be signed by two authorized check signers before any transfer/transaction may be initiated. Updated information on this new policy (for EFT's and bank bill pay services) and the new form will be available shortly in the online Toolkit. (2017-18 CAPTA Financial Mailing sent to presidents included information).

 

Additional Resources:
 
Questions, please contact your council treasurer or Sandee Ruiz, Sixth District PTA treasurer.

Worker's Comp - Past Due - Need by Jan 19

All units must fill out a Workers' Comp Form. 
Yes, every unit.

Why is it important that we receive your form even if you have not paid someone? It's one of several factors that can impact the future increase in the cost of the insurance premium all PTAs pay.
 
If you have NOT paid someone:
  • The form must still be turned in.
  • It only takes five (5) minutes.
  • All you need to write is "No One Paid" under "Name of Worker" or "Name of Payee". 
  • The form can be signed by the PTA President or Treasurer.
  • Then sign, seal, and deliver to council (in-council units) or Sixth District (out-of-council units).
 
If you have you have paid someone:
  • Please see the NEW detailed instructions for the Workers' Comp form in the Financial Mailing from CAPTA. 
  • Your PTA president should have received a copy in the mail or click here for the full packet. 
  • The Workers' Comp form can be signed by the PTA President or Treasurer. 
  • Units that do not need to pay any additional persons in December, please send your form in now. 
  • If you will still be making a payment in December, please wait to mail the form until the last person is paid. 

Questions: Contact Sixth District Treasurer, Sandee Ruiz at  treasurer@capta6.org

Registration now open for 2018 CA State PTA Legislation Conference
 
January 22 - 23, 2018
Sheraton Grand Hotel - Sacramento, CA
Hotel Registration (group rate) closes Friday, January 12
Conference Registration closes Monday, January 15
 
California State PTA speaks up for all children across the state.  Learn about key issues and legislation and how to add your voice to advocate for our children.  
 

Do 1 Thing - Monthly Reminder
Small steps toward being prepared for an emergency
 
Do 1 Thing is a 12-month program that makes it easy for you to prepare yourself, your family, and your community for emergencies or disasters.
 
January: Make a Plan
  • Plan what to do if you have to evacuate
  • Take steps now to prevent damage to your home in a disaster
  • Learn what disasters can happen in your area and decide what you will do in a disaster
 

When Should My Nominating Committee be Elected?
 
Elections of your 2018-2019 officers should be held in March or during the first two weeks of April. Your unit bylaws will specify which month and week your Annual Association Meeting must be held.
 
The election of the nominating committee should take place at an association meeting at least two (2) months prior to the Annual Association Meeting.
 
For some of you, your Nominating Committees will be elected this week or next!

Once elected, it will be the job of the elected nominating committee to find the nominees for the 2017-18 PTA Board.
 

Did You Know that the Auditor
Examines the Minutes during the Audit?
 
Did you know that the auditor examines the minutes as well as the financial documents of the treasurer during the mid-year and year-end audits? Most officers don't realize this or that training is essential to make sure minutes are in proper format. For example:
 
  • Did you know mentioning discussion of spending funds in the minutes is not enough? The minutes' need to contain the motion stating the amount approved and the purpose of the funds.
  • Did you know minutes' need to list the checks ratified at each meeting, funds released, and what bills were approved to be paid? 
  • Did you know the beginning and ending balance for each account should be listed in the minutes? 
  • Did you know the secretary needs to sign each Payment Authorization form in addition to the president, verifying it was approved at a meeting and noting the date approved? 
 
These are just some of the things secretaries need to know to have their minutes in proper format and ready for the mid-year audit
 
Secretaries hold one of the three required positions in a PTA, and have the added responsibility of being the keeper of the unit's legal documents including minutes, bylaws, standing rules, and charter. 
 
  • Minutes are the official legal record of the PTA and should be typed or written in permanent ink and kept in a bound book. 
  • Minutes should be brief, they should include what actions were taken, not what was said. 
  • All motions should be recorded and should include who made the motion and whether or not it was adopted. (The name of the member who seconded the motion is not recorded.) 
 
When auditing the books of a PTA, an auditor is looking to see that each expenditure was approved and recorded in the minutes. 
 
  • There should be notation of checks being ratified, funds being released for upcoming expenses, as well as bills being approved to pay. 
  • Motions recorded in the minutes should include details such as check numbers, who is being paid and how much. 
  • Having detailed financial information in the minutes will help your PTA run smoothly and ensure that your unit is being transparent. 
  
It will help your unit have good mid-year audit results, and your auditor will thank you!
  
- Shanta Dominguez, former Sixth District Secretary

Got convention in your PTA budget?
 
Is it okay to spend our PTA's money sending someone to convention? Absolutely! 
 
It is one of the best ways to develop members of your PTA who have the potential to be future leaders.  They receive hours of training and are given the opportunity to gain an understanding of the bigger picture of PTA, learn more about current issues effecting education and families, network with other delegates, and return with ideas to help your PTA better serve its community. 
 
Plan now to send delegates to the 2018 convention in Ontario April 27-29, 2018.

PTA Calendar of Essential Requirements
January 2018 -

  • Treasurers and secretaries turn over financials and minutes to auditor
  • Nominating Committee Needs to be Elected [Info] [Toolkit]
  • CAPTA Legislation Conference is January 22 - 23
  • Founder's Day - Start planning now for February
               Info
  • Insurance Premium - $228 for units
  • Fiduciary Agreements - Info and Form
  • Connect with volunteers signed up for winter/spring activities

Previous Issues

Jan 3 - Does Your PTA Need Additional Bonding Insurance?
      - Reflections Reception - "Within Reach"
      - Sixth District PTA Office Opens Jan 9
      - When Should My Nominating Committee Be Elected?
      - PTA Calendar of Essential Requirements - January

Dec 20 - Wishing You a Wonderful Holiday Break
       - Silicon Valley Reads 2018
       - Reflections Reception "Within Reach"
       - Does Your PTA Need Additional Bonding Insurance
       - Sixth District PTA Office will be Closed for the Holidays
       - Got Convention in Your PTA Budget?
       - Registration Now Open for 2018 CA State PTA Legislation Conference

Dec 13 - Scholarships for HS Seniors
      - Sixth District Office will be closed for the Holidays
      - Reminder: Additional Bonding Insurance Deadline
      - Still Looking for a Gift

Dec 6 - Does Your PTA Give Money to Your Teachers
      - Reflections Reception - "Within Reach"
      - Save the Dates - Winter/Spring
      - FYI - Simply Shared
           - No Joking Matter: Words and Disability
           - Benefits of classified-to-teacher program already felt
           - State boards next challenge: how to measure school climate
      - Do 1 Thing: First Aid

Nov 29 - Did You Know that Minutes Need to be Reviewed by the Auditor
      - Does Your PTA Need Additional Bonding Insurance
      - 2017 CA School Dashboard
      - Worker's Comp
      - PTA Calendar of Essential Requirements - December

Nov 22 - Thank You for Believing in Children and PTA
      - How about a gift for that hard to shop for person ...?
      - Join the Advocacy and Legislation Conference Call
      - #GivingTuesday


Feel free to forward this e-newsletter to any and all PTA officers, members and other interested persons, and encourage them to   join our mailing list.      
 
As always, you are encouraged to send us your suggestions for articles and additional information you would find useful. Thanks!  
 
Questions? Comments? Contact
Wendy Akers-Ghose, eNews Editor, Sixth District PTA
Amin Fazal, VP Communications, Sixth District PTA
Vandana Kaushal, President, Sixth District PTA
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