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the observer

a bimonthly e-newsletter for PTA leaders from Ninth District PTA   

 

UPCOMING EVENTS

 

June 2

Summer Leadership Conference

7 am - 3 pm

University of San Diego 

 

June 21-24

National PTA Convention

San Jose, CA    

  

 

DUE DATES  

May  

New Officer 

Roster due

 

   Historian Annual Report due

 

June 

All membership for 2011-12 year due 

Summer 
Turn in your end-of-year audits 
 
Turn in to your Council or Ninth District if out of council 
 
 
 
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From Executive Vice President Carol Green  

May 29, 2012

Greetings!     

 

    The end of the school year is an exciting time for PTA leaders.Carol Green We are finishing up this year's activities and planning for next year. Transition time can be exciting and sometimes a little confusing.

    This time of year reminds me of a song we sang in Girl Scouts. As we said good-bye, we sang...Make new friends and keep the old, one is silver and the others gold. To be honest, I never figured out which one is silver and which is gold - but the point is they are both precious and important. The lesson for us, as PTA leaders, is we need both silver and gold - both new and experienced people.

    Finding this balance and the best way to utilize it is the most challenging during our transition period. As an experienced volunteer, it's your obligation to share your knowledge, your successes and suggestions, but then step back and let the new leader do things his or her way.  

    As a new leader, ask questions, find out why the previous volunteer or board decided to do things the way they did. New leaders should infuse the organization with new ideas but don't need to reinvent the wheel.

    Embrace the change, the growth and the potential, then support and step back. New boards should be meeting and planning and learning valuable lessons from previous boards. Outgoing boards should be passing along information and preparing to enjoy the support role.

    Make new friends and keep the old. All are vital to the strength of our mission. Enjoy your transition.

 

Carol     

 

SUMMER LEADERSHIP CONFERENCE
Darlene Harris, VP Leadership
Darlene Harris new
Summer Leadership on Saturday, June 2 at the University of San Diego is the biggest PTA training event in San Diego! It's the best way to get your board trained and ready to go for next year. If you haven't already registered, you can register on-site the morning of the conference. On-site registration is $75 per person and includes a continental breakfast and lunch. See you at Summer Leadership!  Learn more.

 

NINTH DISTRICT RECEIVES MEMBERSHIP AWARD
Beth Bacting, VP Member Services 
Beth Bacting

Thanks to all our units who ran strong membership campaigns, Ninth District PTA was honored at the California State PTA Convention because 63 percent of our units qualified for "Ready, Set...Remit." Our membership chairs are on the ball, recruiting members and sending the per capita dues in early. Every member is another voice for our children. Let's try to beat that number next year!  See the list of winners.  

 

THEY'RE HERE! NEW MEMBERSHIP ENVELOPES
New and Improved! 

California State PTA has a new membership envelope. It's more colorful, easier to fill out, and has strong marketing messages. The envelopes will cost $3 per 100 and will be available for sale at Summer Leadership Conference or at the Ninth District PTA office. Order them now to be ready for the start of your new membership year.  

 

PRESIDENTS, WE NEED YOUR ROSTERS

After you hold your election for next year's officers, make sure you send your roster to your Council or to Ninth District PTA if out-of-council. This is a duty of this year's president spelled out in your bylaws. If you have board vacancies, go ahead and send what you have - you can always update the roster as positions are filled. We must have the home address for the president so he or she will receive an important California State PTA mailing to their home over the summer. 

 

NATIONAL PTA BACK TO SCHOOL KIT
New presidents must register to receive free kit 
back to school kit
The National PTA Official Back-to-School Kit
contains the resources you need to serve your community and run your unit - not just at Back-to-School time but year-round.
Here's what you'll receive:
  • The latest PTA Quick-Reference Guides
  • Membership posters and brochures, plus father involvement resources
  • Program and advocacy information
  • Special offers from national partners.
The incoming 2012-2013 PTA president or other authorized PTA leader must fill out the registration form.

Register here. 

 

TREASURER'S CHECKLIST FOR SPRING
Shawna Straw, Treasurer  
Here's a handy checklist for treasurers to help you close out the year.
  • Make sure all membership dues have been forwarded to Council
  • Pay all outstanding bills
  • Prepare your "Annual Financial Statement" (here's a sample) to help next year's board create a new budget
  • Prepare your books for the year-end audit
  • Train your successor
  • File your state and federal tax returns after the close of the fiscal year 
  • File the RRF-1 for 2010-11 and for 2011-12.

Financial Questions? Contact your Council treasurer.  

 

DOES YOUR UNIT HAVE A CHARITABLE TRUST NUMBER?
All PTAs must apply this year to avoid penalties 
Every PTA needs to apply for a Charitable Trust (CT) number by December 2012 and file an RRF-1. If you're not sure if your PTA has applied, call your Council. To apply, you need to fill out a short application and submit with current bylaws (within three years), a $25 check and a letter of determination. The California State PTA website has easy-to-follow instructions. If you need help, contact your Council. Learn how to apply.

 

YEAR-END AUDITS DUE SOON!
Michael Opfer, Auditor 
Michael - Auditor

Auditors! Now is the time to start preparing for the year-end audit. Talk to the treasurer and explain what financial documents you will need to do an audit. An audit is more than reconciling or reviewing the bank account(s).

  • Review financial transactions through all records
  • Ensure proper accounting for receipts
  • Review conformity to PTA financial policies and procedures

Learn more.

    

PROCEDURE BOOK - A WEALTH OF INFORMATION
Pass one on to your successor. 
Binder

As the year winds down, it's time to complete your procedure book - one of the most helpful tools for a PTA volunteer. It gives the incoming officer or chairperson all the critical information for them to do their job and pick up where you left off. This information can be passed from volunteer to volunteer each year and provide a valuable resource. If you didn't receive a procedure book for your position, now is the time to create one. Here are some tips on what to include in your procedure book.

 

HISTORIAN
Steve Tutunjian, Historian

To make the annual historian reporting requirement less cumbersome, California State PTA has removed page two details from the report form. The revised council and unit Annual Report forms can be found here.

    The Annual Historian Report of Volunteer Hours as of June 30, 2012 was due to Ninth District by May 17.  If you haven't yet submitted your report, to expedite your input, please email your volunteer hours to Ninth District PTA ASAP in the following council or unit format, as applicable, with hard copy form to follow by mail or fax. If you need help or have a question, email me or call (858) 382-0911.  

OUR CHILDREN, OUR FUTURE SUBMITS SIGNATURES
You did it! Over 848,000 signatures submitted 
Rebecca Hernandez

The PTA-backed Our Children, Our Future campaign submitted over 848,000 signatures to place the initiative on the November ballot. To qualify, the initiative needs 504,760 valid signatures. At California State PTA Convention, President Carol Kocivar said she fully expects the initiative to qualify for the ballot. The measure will raise $10 billion a year for public schools for the next 12 years, money that will bypass Sacramento and go straight to schools.  

    For those who want to learn more about how you can support the passage of Our Children, Our Future, please join me at the OCOF Workshop #308 at the June 2 Summer Leadership Conference at USD.

 

WHERE PTA STANDS ON ARTS EDUCATION
Cathy Roth, Arts Education Chair 
Cathy Roth

The California State PTA believes visual and performing arts should be a basic and integral part of a balanced curriculum for all students. Here's the PTA position statement that was adopted in 1985 and reaffirmed in 2010. 

 

The California State PTA believes the visual and performing arts can:

  • Enhance students' academic performance in all curricular areas;
  • Teach a common core of knowledge that will encourage students to appreciate human history and cultures;
  • Enable students to develop higher order thinking skills;
  • Enable students to discover and to express their own creativity; and
  • Help students to develop a life-long appreciation of the arts.

Learn what a quality arts program should be. 

 

CELEBRATE WORLD NO TOBACCO DAY
Judi Strang, MATOD Abuse Prevention Chairman 
no smoking

Californians have much to celebrate this month on World No Tobacco Day, May 31, 2012, as the California adult smoking rate hit a record low at 11.9 per cent down from 13.1 per cent in 2009. California has become one of only two states to reach the federal Healthy People 2020 target of reducing the adult smoking prevalence rate to 12 per cent. A drop in smoking means fewer children are exposed to secondhand smoke or lose parents and loved ones to lung cancer, heart disease and other tobacco-related illnesses.  Learn more.  

REMEMBER TO VOTE ON TUESDAY, JUNE 5
California State PTA ballot recommendation



INJURY PREVENTION REPORT TO COMMUNITY
Free event on Thursday, June 7, 11 am to 1 pm at Ultra Star Cinema, Hazard Center

Get the latest information on injury statistics in San DiegoSafe Kids San Diego County. View the premiere of the Home Safety Makeover Video, produced by TREF (Trauma Research Education Foundation) and Safe Kids San Diego. The first 200 attendees will receive the video and report to share with their communities to encourage the safety and well-being of families living in San Diego County. RSVP to Mary Beth Moran.

 

PTA QUOTE FOR THE DAY
In honor of Father's Day

"No true-hearted man will shirk his duty in this crusade for the children, a warfare as glorious, I think, as men ever waged on a field of battle."

-- Alice McLellan Birney, co-founder and first president of National PTA, at PTA's third annual convention in February 1899 

If you would like to be added to our e-mail list, please email ninthdistrictpta@sdcoe.net.   
Sincerely,

 

Laura Schumacher
The Observer Editor