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Does Your PTA Need Additional Bonding Insurance?
The basic bond for all unit, council and district PTAs provides $25,000 Employee/Volunteer Theft, $25,000 Forgery and $25,000 Theft, Disappearance and Destruction of money or scrip. There is a $500 deductible.
Do you handle scrip? Do you have a large fundraiser? Then consider purchasing additional bonding insurance. Our insurance carrier has higher limits available for those PTAs who have a need.
Important Notes:
- No applications will be accepted after January 5, 2018.
- Our PTA year is fiscal (July 1, 2017- June 30, 2018).
- The insurance year matches the calendar year (January 5, 2018 - January 4, 2019). [Okay their version of the calendar year].
- In other words, if your unit needs the protection and extra coverage for next fall, you must purchase the extra coverage NOW.
- If you wish a higher limit, please fill in the Excess Crime Bond Application and mail it along with a check payment for $75. Address on application.
- Additional information on the bonding insurance can be found in the 2018 Insurance and Loss Prevention Guide which PTA presidents have received in the Financial Mailing.
Questions, please contact the PTA broker, KNIGHT Insurance Services, Inc. at [email protected] or call 800-733-3036.
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2017 CA School Dashboard
California is gearing up for the 2017 CA School Dashboard Release. The public release is scheduled for the last week in November. Watch for more information from CAPTA and other organizations about the Dashboard, the indicators it will include, and how to "read" it as part of local district and school decision making.
Districts will be identified as "needing support" based on their overall performance on Dashboard indicators AND/OR presence of achievement gaps.
You can access the Dashboard here. Select the school or school district you want to see. The spring (2017) pilot reports are there now but the dashboard will be updated once it is released. The video tutorial on this page is helpful introduction to the Dashboard.
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Happy B-Day San Jose
Today is San
José
's 240th birthday. It was founded on November 29, 1777 as
"Pueblo de San José de Guadalupe" on November 29, 1777.
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Worker's Comp
All units must fill out a Workers' Comp Form.
Yes, every unit.
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.
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Reflections Entries Due
Reflections winners are due to the Sixth District PTA office by
NOON on Friday, December 1
. Our office is located in the Library of the Santa Clara Office of Education, 1290 Ridder Park Drive, San Jose.
Reflections Reception will be held on Thursday, January 11 at Santa Clara Office of Education.
- 6:00 - 7:00 pm - Gallery/Open House
- 7:00 - 8:00 pm - Awards Ceremony
Questions? Please email Susan Canty
, Reflections Chair.
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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?
PTA secretaries need to provide copies of the minutes to the auditor for review. 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? 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
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PTA Calendar of Essential Requirements
December 2017 -
- Time for treasurers and secretaries to get ready for audit
- Nominating Committee - start asking for volunteers [Info] [Toolkit]
- Founder's Day - Start planning now for February
- Insurance Premium - $228 for units
- Please thank your Fall Volunteers
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Previous Issues
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
Nov 15 - Listen, Share, Discuss at the Leg Round Table
- Sixth District Legislative Round Table
- New Insurance Guide for 2018
- Are you running your PTA in compliance with your bylaws?
Nov 8 - Is it an Onion, an Opportunity Drawing, or a Raffle
- Sixth District Legislative Round Table
- Reflection Entries Due - Dec 1
- Do 1 Thing - Monthly Reminder - Emergency Supplies
Nov 1 - Who Appoints the Nominating Committee
- To Reason or Not to Reason - Taxes
- The Most Important Committee - Nominating
- When You Turn 18: A Survival Guide for Teenagers
- Sixth District Legislative Round Table
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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
News You Can Use and News Flash e-newsletters
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