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Does Your PTA Need Additional Bonding Insurance?
Deadline is Friday, January 5
The basic bond for all unit, council and district PTAs provides
$15,000 Employee/Volunteer Theft,
$15,000 Forgery and $15,000 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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Reflections Reception - "Within Reach"
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.
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Sixth District PTA Office Opens on Jan 9
The Sixth District PTA office will be open on Tuesday, January 9, 2017.
Our office is located in the Library at the Santa Clara County Office of Education, 1290 Ridder Park Dr, San Jose. Our office is open on Tuesdays and Thursday only, from 10:00 am - 2:00 pm. Please call 408-453-6536 before visiting or email [email protected]
with any questions or requests for the office.
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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.
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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.
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Silicon Valley Reads 2018
No Matter What
Caring .
Coping .
Compassion
Silicon Valley Reads is an annual community program that selects books focused on a contemporary theme and offers free events throughout Santa Clara County to engage the public in reading, thinking and discussing the topic.
Books selected for this year:
- Adult: My Lovely Wife in the Psych Ward - Mark Lukach (memoir)
- Adult: Goodbye Vitamin - Rachel Khong (novel)
Kick-off Event: Thursday, Feb 1, 7:30 pm, Cupertino
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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? 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
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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.
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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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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
- Insurance Premium - $228 for units
- Connect with volunteers signed up for winter/spring activities
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Previous Issues
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
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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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