Countdown checklist

Summer really is just around the corner, which means many of you will be moving on to new volunteer opportunities. (Or maybe taking a break; it does happen.)

BUT BEFORE YOU GO,

Please check and make sure the responsible parties have done the following:

Membership dues sent (including all those latecomers)
National PTA kit ordered
Next year's board registered with Washington State PTA office
All incoming, ongoing board members aware of June 9 training (FREE - dinner included!)
Arts/enrichment/Reflections chairs aware of June 12 arts symposium and grant class (FREE)
Next year's budget voted on PRIOR to June 30
Fiscal review scheduled immediately after June 30

Checking off these last tasks will ease the transition and help your PTA or PTSA start off 2010-11 on the right track. More info on each of these to-do's follows.

Membership dues:

Most units still show a discrepancy between members enrolled and dues paid. (I just checked).

Final payments were due May 25. Please remit to:

Seattle Council of PTSA 6.15

PO Box 24483

Seattle, WA 98124

Not sure if you owe? You can access your local unit remittance form on the state membership site:

Go to http://www.wastateptambrs.org
Type in login, password (sent by Wash. State PTA last fall; email me if can't find your info)
Click on Membership Reports (upper left)
Click on LU Remittance

While you're in the site:

Check your membership roster and make sure there aren't duplicate members. (Because otherwise you have to pay for them twice.)
Make copies of membership and board rosters and your legal information for your records (just open and do a SAVE AS).
If you have duplicate members, contact Melissa Anderson, the Washington State PTA database administer: manderson@wastatepta.org

National PTA kit:

http://www.pta.org/3104.asp

Go to above site to order.

The Official PTA Kit contains the PTA Quick-Reference Guides, membership posters, male involvement materials, program and advocacy resources, and special offers from national partners, the tools your units need for a successful PTA year. This is supplemental to the materials the Washington State PTA hands out in the fall.

You will need your national PTA number (it is different from your local unit number). Email me if you don't know this number, or you can access it any time from the Washington State PTA membership site:

Go to http://www.wastateptambrs.org
Type in login, password (sent by state PTA last fall; email me if can't find your info)
Click on Membership Reports (upper left)
Click on Legal Information.
A six-digit NPTA ID Number is listed under Miscellaneous PTA Information. Add two zeros to the front when you order your kit. (The online form wants 8 digits)

Register next year's board:

The state PTA and Seattle Council PTSA need to have email and home addresses on file so we can get information to the people who need it. Please take 10 minutes and register your officers NOW so your new board gets the info they need. (Otherwise, we keep emailing you.)

We need contact info for:

President
Vice president
Secretary
Treasurer
Membership chair
Arts/enrichment/Reflections chair
Advocacy or leg chair
Communications chair

How to register:

Go to http://www.wastateptambrs.org
Type in login, password (sent by state PTA last fall; email me if can't find your info)
Click on Membership Reports (upper left). Open the membership or officer rosters. Jot down the personal membership numbers for your board members. (If they're an officer this year they will show up on the officer roster.)
Click on 10/11 Incoming Officers (bar above)
Type in membership numbers and hit submit. Check the names, etc., that appear.

Officer not a member? Washington State PTA bylaws say all officers should be members in good standing for 30 days prior to election. Contact Melissa Anderson, the Washington State PTA database administer: manderson@wastatepta.org if you have an board member who does not yet have a membership number.

June 9 training:

6-9 p.m. at Mercer Middle School (dinner bar available 5:30 p.m.)

FREE "just in time" training for presidents/vice presidents, secretaries and treasures, plus roundtables for ongoing and incoming officers and advocacy training for all members.
Class lineup will come in a separate email.
Times are tentative, but a dinner taco bar should be available starting at 5:30 p.m. General session will run 6-7 p.m. (Year-end report, keynote address from the state's office of the superintendent on Race to the Top and evaluation reforms).
First set of classes/roundtables 7-7:50 p.m. Second set 8-8:50 p.m.

June 12 arts symposium and grant-writing class:

1-5 p.m. at JSCEEE, 2445 3rd Ave. S., in the auditorium

Symposium will include a 3-hour grant-writing class
A how-to for PTA's national Reflections art contest;
Overviews from SPS' Community Arts Liaison and Seattle's Office of Arts and Cultural Affairs about programs and opportunities.

All kids are supposed to get an arts education (really, it's the law), and we hope this program will help more PTAs and PTSAs find and get arts grants. This opportunity is NOT an annual event and we hope you will take advantage of it.

Next year's budget by June 30:

Members need to vote on it prior to the close of the fiscal year. You can amend it in the fall, if necessary.

NOTE: Wash. State PTA fees go up 25 cents next year. When members voted an increase in May of 2009, they had it phased in across 2009-10 and 2010-11.

This year:
1.75 national PTA
5.25 Wash State PTA
1.50 council assessment (SCPTSA)
------------------------------
8.50 membership dues to council, state, national

2010-2011:
1.75 national PTA
5.50 Wash State PTA
1.50 council assessment (SCPTSA)
------------------------------
8.75 membership dues to council, state, national

Also, fyi: The state legislature lifted the levy cap, and Seattle Public Schools may ask voters for more levy money -- which would mean another levy campaign. If you think your PTA or PTSA might contribute to the campaign, make sure you give it a line item in the budget. This doesn't commit you to a donation, but means you can make one next year without amending the entire budget (which would require quorum from general membership)

Fiscal review:

The treasurer is the custodian of funds, but the entire board

has the responsibility to see that PTA/PTSA funds are administered properly. To assure that this has been done, that the board acted responsibly, and that good financial practices have been followed, a financial review of the books and records must be conducted.

This must be done:

Immediately following the end of the fiscal year (June 30th) in compliance with WSPTA Uniform Bylaws
When a new PTA member assumes the treasurer position
Whenever there is a question about the financial well-being or performance of the PTA/PTSA

Who can perform the Financial Review?

The WSPTA Uniform Bylaws are very specific in defining who can conduct a financial review of the PTA's books and records. Page 10 Article 5 Section 7 Duties of Officers "treasurer" (e) (2)

...close the books on June 30 and submit the books and records for financial review to a financial review committee of no fewer than three (3) members appointed by the president or to a qualified accountant. The financial review committee shall not include the people who were authorized to sign or individuals living within the same household as those authorized to sign on the bank account for the period being reviewed.

For questions, your can refer to the WSPTA Leadership Handbook- Money Matters section page 14 and 15. The Financial Review check list can be found on pages 34-37. Or contact your Region Director.

Many thanks for all you do. You're making a big difference for all Seattle children.

Sincerely,

Ramona Hattendorf
Seattle Council PTSA president