Resources for 2019-20
General Resources
California State PTA Toolkit: http://toolkit.capta.org/
Web Site Resources
SJU Council PTA: https://sjucouncilpta.org/
Sixth District PTA: https://capta6.org/
CA State PTA: https://capta.org/
National PTA: https://www.pta.org/
Calendar Resources
Please subscribe to our SJU Council calendar so that you can get reminders and view upcoming events and milestones.
SJU Council of PTAs Google Calendar:
SJU Council of PTAs Calendar (iCal Format):
Key Financial Resources
All key financial forms are available via the CAPTA toolkit: http://toolkit.capta.org/finance/.
Here are some links to key forms your unit will require throughout the year.
Budget Sample: http://downloads.capta.org/toolkit/forms/BudgetSample.pdf
Treasurer’s Report: http://downloads.capta.org/toolkit/forms/TreasurersReportSample.pdf
Annual Financial Report Sample: http://downloads.capta.org/toolkit/forms/AnnualFinancialSample.pdf
Cash Verification Form: http://downloads.capta.org/toolkit/forms/CashVerification.pdf
Payment Authorization Form: http://downloads.capta.org/toolkit/forms/PaymentAuthorizationRequestforReimbursement.pdf
RRF-1: http://toolkit.capta.org/finance/tax-filing/state-taxes-and-government-forms/
Conflict/Whistleblower Form: http://downloads.capta.org/toolkit/forms/ConflictWhistleblower.pdf
Workers Compensation Annual Payroll Report: http://downloads.capta.org/toolkit/forms/WorkersCompAnnualPayroll.pdf
Audit Checklist: http://downloads.capta.org/toolkit/forms/AuditChecklist_Regular.pdf
Audit Report: http://downloads.capta.org/toolkit/forms/AuditReport.pdf
Unit Remittance Form: http://downloads.capta.org/toolkit/forms/UnitRemittanceForm.pdf
School District Financial Data for 2016-17 Available
- Finances
- Demographics
- Staffing
- Test Results
Sixth District Convention Orientation
- Learn New Skills: Take part in workshops and table talks led by dynamic leaders to get up-to-date information to strengthen your PTA
- General Sessions: Let your voice be heard through participation in the business of California State PTA
- Inspiring Keynote Speakers and Presenters: Listen to fantastic speakers on hot topics
- Free Resources and Giveaways: Visit exhibitors and gain ideas for fundraising, assemblies and more – free samples and prizes
- Networking: Link up with hundreds of others working on behalf of children and families
- Enjoy special events and activities: Gubernatorial Education Forum and free Family Arts Experience
- Celebrate Student Artists: Check out the amazing work of students – student achievements and Reflections artwork on display
- Shop the PTA Store for the hottest items
- Recharge your PTA battery – leave convention excited, exhilarated and ready to do great things for kids at your PTA
- No, the two forms have different purposes. With the W-9 you are confirming to the restaurant/business that this really is your PTA’s EIN number.
- All companies (profit and non-profit) have an EIN, but an EIN doesn’t mean that your PTA is a non-profit. The Letter of Determination (LOD) indicates that the PTA has a tax-exempt status and is a non-profit.
- No. You will need to provide the business with the form they have requested.
- If we do need to use the W-9, where do I get the form?
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How to fill in the W9:
1. Name: PTA California Congress of Parents, Teachers, and Students, Inc
2. DBA – Write in your unit PTA name as listed in your bylaws3. Box – would be “Other”; write in “Association 501(c)(3)4. Exemptions – there would not be any5 and 6. Address – Use the school address7. List account numbers (optional) – leave blank8. Requester’s name (optional) – This is who is asking for the form (ie restaurant name etc).Part 1: Your PTA’s EINPart 2: President or treasurer can sign the form. Format is the same as signing for a contract:- “Name of PTA as on bylaws by: Name of officer, position”
- ex: “ABC Elementary PTA by: Jane Doe, President”
Protect Your PTA from Email-Phishing
- 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.
- 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:
- Reprinted from the email – “PTA Leaders: Best Practices for Handling Email Phishing” (Sent by CAPTA Sept 5, 2017 to all officers whose contact information was in the Officer Contact System). Article includes details on ransomware.
- Phishing for PTAs – courtesy of Ninth District PTA
- California State PTA Online Toolkit – Finance Policies and Procedures
- Osterman Research White Paper – Best Practices for Dealing with Phishing and Ransomware
- Tipwire Video (1 min) – Tips to Protect Yourself from Phishing
Questions, please contact your council treasurer or Sandee Ruiz, Sixth District PTA treasurer.
- 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).
- 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.
- Managing the PTA’s finances is not just the treasurer’s job.Discover how all board members fit into the finance picture. Attendees will understand the importance of complying with federal government standards needed to protect the assets of the PTA.
- We will discuss the role and duties of the parliamentarian. We will also review unit bylaws. Learn what is in your bylaws and why. Knowing what’s in your bylaws can make you a better officer and PTA member. Make your PTA life easier – Get the most out of your bylaws!
- Don’t wait until the end of the year to prepare for the audit. Get simple strategies and tips for making audits a piece of cake! Learn how to plan, conduct and report the outcome of your PTA audit. Reassure your members their resources are being managed in a businesslike manner which complies with all regulations. This workshop is not just for auditors; any officer, especially the president, treasurer and secretary, would benefit from understanding what is required to pass a PTA audit.
- The Parliamentarian begins the annual process for nominations and elections; we’ll discuss the timeline, what’s in your bylaws of who is involved, how to elect the Nominating Committee, how PTA elections happen, and finally discuss meeting procedures using Robert’s Rules of Order for parliamentary procedure
- Greatest percentage increase over last year’s paid paid memberships or
- Greatest actual increase in the number of memberships over last year.
- Both executive and association meeting minutes must be included.
- All financial reports become a part of the minutes and need to be included.
- For each meeting minutes, please include any additional attachments that are mentioned in the minutes (sign-in sheets, committee reports, etc).
- last minute bills are approved and paid;
- membership dues are forwarded;
- minutes are bound;
- the Annual Financial Report, Audit, and Taxes are completed and correct;
- the Annual historian report has been turned in;
- rosters are entered into PTAEZ Online Officer Contact system; and
- transitioning and helping the new officers happens.
- Ensure all membership per capita dues have been forwarded through channels.
- Research any checks that have not cleared -reissue lost checks, void the ones the payee request to not reissue ie donate
- Prepare treasurer report from last association meeting to June 30
- Prepare Annual Financial Report
- Submit books and financial records to outgoing auditor for Year-end Audit, as stipulated in the bylaws (after close of fiscal year).
- After audit if needed, revise Annual Financial Report and prepare tax returns (end of fiscal year).
- Give financial records and materials to the incoming financial officer (except those in audit).
- Hold your first board-elect meeting
- Set board expectations, protocols, and norms concerning procedures
- Confirm that all your officers are members of your PTA
- Check bylaws and fill open positions
- Update the roster in PTAEZ to keep it current
- Begin budget process.
- View the online Toolkit to learn what to do
- Attend Sixth District training on May 20 or your council’s training
- Review the preliminary budget
- Work with outgoing officers to receive and review their procedure books
- For additional items: http://capta6.org/minibinderforelecteds/
- Enter next year’s roster into PTAEZ
- Assist incoming president with next year’s budget
- Work with incoming president for transition of responsibilities
- Work with Historian to complete the Annual Historian Report
- Encourage incoming officers to register and attend Saturday, May 20 training
- Hold incoming/outgoing board meeting
- Prepare procedure books for incoming officers
- Attendance at meetings, workshops, and other functions as a representative of PTA.
- If your PTA helps in the recruiting, training, and coordinating room parents, all of that time in the classroom is counted.
- Travel time to and from PTA activities, including Council and District activities.
- Telephone/e-mail time regarding PTA business.
- Time spent writing PTA agendas, minutes, correspondence, reports, newsletter articles, etc.
- Time spent on PTA-related activities at school or within your community.
- PTA training and convention attendance (except time eating and sleeping).
- Estimates are acceptable.
San Jose, CA 95131
- You must be available to work ALL three (3) days from 8:00 am – 7:00 pm.
- Parking and registration (non-voting) will be provided.
- You will be primarily assisting in the PTA Store from Thursday throughSaturday, April 28th – 30th. You may also be asked to cover other convention assignments should the need arise; however, your primary post will be in the PTA Store.
- Lunch and breaks will be managed by our Local Committee Member.
- You may be able to attend some events and workshops if scheduling permits.
- Since the PTA Store is closed on Sunday, you may attend any Sundayworkshops and the final general meeting, too.
1380 Rosalia Drive [map]
- Webinars
- Graphics, logos and social-media icons
- Flier templates
- PTA merchandise and materials
- PTA Toolkit — available in English and Spanish
- Running Your PTA…Made Easy — available in English and Spanish
- And more!
Check out this recent webinar featuring tips on how to get reporters the information they need to help share your story — and spread the importance of local PTA membership!
200 Maritime Academy Dr., Vallejo, Calif. 94590
Saturday, September 24; 7:30 a.m. – 4:30 p.m.
$20 Registration Includes Breakfast and Lunch
You’re invited to join California State PTA leaders, local officers and volunteers for a day of leadership training, workshops, table talks and networking Saturday, September 24 in Vallejo:
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Workshops will provide information to help PTA presidents, treasurers, parliamentarians, secretaries, council leaders and membership officers succeed
- Speakers will engage participants on the latest hot topics including family engagement, fundraising, health, community concerns and legislation
- General Session will feature California State PTA’s School Smarts Parent Engagement Program, working with school administrators and powering up your PTA board
- Vendors will feature goods and services to help your PTA shine!
Every PTA board should evaluate the term’s work and prepare recommendations for the next term. What worked? What didn’t? What do you recommend? Your insights and feedback are valuable to incoming officers!
Projects and Programs
- Did the PTA achieve the goals set at the beginning of the term? If not, what needs to be done?
- Did the officers and chairmen know what was expected of them?
- Were efforts made to include more members in planning and working toward achieving those goals?
Membership
- Did the PTA membership increase this term?
- Was an effort made to include more new members?
- Were the association meetings well attended?
- Was the association included in the decision-making process of the organization?
- Was the membership kept informed of PTA events and programs?
Training/Leadership Development
- Were the officers and chairmen notified of all training opportunities and encouraged to attend?
- Did officers and chairmen take advantage of training opportunities?
- Was the association represented at council/district PTA meetings?
- Did your PTA send representation to the annual convention? If so, now is the time to make sure they share the resources and information, and what they learned with your PTA.
- PTA Calendar of Essential Requirements (incoming board version)
The strength and viability of any PTA depends on the commitment and effectiveness of its PTA leaders.
The purpose of the Nominating Committee is to seek those members best suited to serve in the positions needed. Look for those who possess the skills needed and have strengths that will benefit your PTA. Learn more.
As nominations and elections take place, be sure that every potential PTA officer understands the responsibilities of the job they are accepting. It’s best to leave a position open and look for someone who understands what is expected, rather than fill a spot with a warm body. Learn more about officers’ responsibilities.
PTA elections are held according to your specifications in your bylaws. Not sure how to conduct the election? Look here for more information and assistance.
Take advantage of this great opportunity to build capacity for your local unit as well as your own professional skills. Learn how to present and speak with your school community and with the media.
THREE CONVENIENT TRAINING OPTIONS
- San Mateo — March 10, 6 – 9 p.m.; San Mateo Foster City School District Office, 1170 Chess Dr., Foster City
- Contra Costa — March 11, 10 a.m. – 1 p.m.; San Ramon Community Center, Terrace Room, 12501 Alcosta Blvd., San Ramon
- Santa Clara — March 12, 9 a.m. – noon; Peterson Middle School, 1380 Rosalia Ave., Sunnyvale.
All PTA unit, council and district leaders are welcome to attend any of these events! This is a “train the trainer” setting and participants will be asked to present information to their PTAs or be available to speak with local media.
The events are entirely FREE and include travel reimbursements, snacks, materials and resources.RSVP to info@capta.org with name and contact information, which training you will attend, the names and number of people attending with you and your PTA’s unit name.
- Reason for sending Form 8868 by Nov 13 – we have seen units in the past have issues where the IRS has rejected Form 8868 for being postmarked on the last day the return can be filed.
- Form can be e-filed (see IRS website for authorized vendors). Cost $10-15 to e-file
- By filing the extension, your PTA unit automatically gets an extension from the State of California (FTB and Attorney General).
- It is okay to file Form 8868 now and still plan on finishing your tax return byNov 15. But this will give you peace of mind, in case you are not able to finish the return.
- If you do not file the tax forms, and do not file an extension, the penalties just from the IRS have been running in the range of $2000 – 3000.
- As always, if you receive a letter from the IRS, FTB, or CA Attorney General, please contact your council and Sixth District.
- Extension is NOT available for units whose income is under $50,000.
- IRS – Form 990EZ or 990
- California Franchise Tax Board (FTB) – Form 199
- California Attorney General – Form RRF-1
IRS
990 – Equal to or more than $200,000 or more and total assets are equal to or more than $500,000
generally accepted accounting principles for this reporting period?
Support Center, not the government agency.
Don’t forget dads and dudes…
It’s a guy thing! Dads, stepdads, grandfathers and male caregivers all play a big role in our kids’ future success.
Men can also play a big role in our local PTAs as well! Nearly half of men who responded to a recent National PTA survey said they hadn’t gotten involved with PTA simply because they weren’t asked.
So invite the men in their children’s lives to get involved, and take your PTA to places with large male contingents – such as service clubs – to share our message and ask for participation and membership. Check out more tips for getting guys involved in your PTA!
Keep the membership excitement going!
Kicking off a PTA membership campaign at the start of the school year can feel like a whirlwind — fliers, posters, membership envelopes, incentives, social-media posts, back-to-school night and more. But it’s all to help our children, schools and communities!
It’s more important than ever to keep the excitement going for PTA membership and to reach out again to parents, families, teachers, administrators and the community about joining your PTA.
Be sure to check out the resources and tools for building membership and marketing PTA online at capta.org.
Membership marketing resources available online
California State PTA is making membership campaigns easier than ever with a variety of great tools available online to help you, including customizable fliers, how-to videos, social-media graphics,membership-card templates and more. Plus, if you missed the last few Membership Monday eBlasts, you can now access them online, too!
Shop for coordinated marketing materials in the PTA Store
Great resources to share with families
- Quick guides to understanding the new Local Control and Accountability Plans (LCAPs) (in Englishand Spanish).
- Parents’ Guide to Student Success (in six languages).
- Student Assessment Score Parent Guides ( from the California Department of Education).
Health events are PTA membership opportunities
Health-related events are great opportunities to build family engagement, as well as to create healthier communities and to increase your PTA membership!
Hosting a health fair or related event during the back-to-school season allows your PTA to share practical and valuable health information by:
- Promoting good health and emphasizing the practice of good health habits
- Providing screening services for your school and community (and follow-up when screenings indicate further testing is required)
- Utilizing health-care professionals to identify potential health-related problems that can be eliminated or prevented from becoming serious if properly treated
- Providing your community with a variety of health-education information and resources, including resources from PTA such as the California State PTA health newsletter
- Connecting with health organizations and agencies in your community.
A health event is an invaluable service to your school and community and can be an exciting and rewarding experience for everyone! Don’t forget to set up a PTA membership table as well and talk with parents and families about all the great work your PTA is doing to help keep students healthy and ready to learn.
Share your PTA membership success stories! Did your PTA host an event that helped to build membership? Do you have a tip for building membership, or just want to share a membership success story from your PTA? We welcome your ideas and feedback so we can share them with all PTA leaders across the state! Email us atsocialmedia@capta.org or share your photos and stories with us on Facebook or Instagram.
Best practice: Create a membership contest
- PTAs may select the current California State PTA or National PTA themes.
- The school mascot or community symbol can serve as inspiration.
- The theme should appeal to everyone your PTA is trying to reach.
- Consider using theme-related incentives and rewards to promote membership growth.
Make membership about men
Recruiting men as PTA members may mean rethinking how your PTA is run on a day-to-day basis. If your PTA mostly relies on female caregivers, reaching out to men may involve breaking down barriers and trying new approaches and strategies:
- Communicate directly to dads – How you and your PTA speak to members and potential members can impact the level of men’s involvement. Simply slimming down language and shortening messages in your communications can be more appealing to male readership. And be always sure to explain and emphasize how men’s unique involvement benefits kids.
- Just ask – Nearly half of men who responded to a recent National PTA survey said they haven’t gotten involved with PTA simply because they weren’t asked. Those involved said their spouses’ participation led to their own involvement. So encourage women in your PTA to invite the men in their children’s lives to get involved, and take your PTA to places with large male contingents – such as service clubs – to share our message and ask for participation and membership.
- Create men-focused groups and events – Surveys also show that men prefer to volunteer for hands-on projects and dad-only events with clear expectations. So organize special events and groups for dads to enjoy working on and being involved with together and define volunteer roles and expectations.
- Respect men’s time – More than 70 percent of recently surveyed dads said time was a barrier to PTA involvement, and the majority said they wanted fewer meetings at more convenient times. Make efforts to schedule workdays in mind for all parents and organize results-driven meetings with clear agendas and topics.
- Celebrate engagement – When you start getting more men involved, it’s great to celebrate! Letting the school community know will help emphasize and publicize your welcoming environment for all parents and members. Thank dads publicly at meetings and in your PTA communications, and always encourage more male membership – we’re all in it together for our kids!
It’s easy to set up your own PTA welcome event.
- Work with school staff to request a table and arrange to have it set up in front of the school or in the quad.
- Arrange to have coffee and juice available.
- Have students and volunteer decorate banners for the table, or place an order through the PTA Store. Check out the “Promote Your PTA” items for package discounts. (Design #8 is the official California State PTA design.)
- Talk with your school principal and see if he or she is available to attend.
- Download, print and share PTA resources on topics such as the new California state standards,understanding the new student assessment score reports or 100 ways to help your child succeed.
- SMILE! Welcome parents and ask them to join PTA to support their child, school and community.
Resources: Video, fliers and more!
Learn How to Develop a Membership Campaign for Your PTA
Never run a membership campaign? No problem! Watch the video below to learn more and stay tuned for upcoming webinars to learn even more!
Customizable Membership Marketing Flier
We’ve got an easy way to invite your parents, school staff and community members to join your PTA – the customizable marketing flier! Simply customize by filling in the blanks on the template, add a few photos and quotes, and save it to your computer. Take a look at the sample flier and download the template. (Also available in Spanish.)
Best practice: Choose a membership theme
This year, California State PTA is encouraging local units to “FOCUS ON MEMBERSHIP.” Choosing a theme for your PTA membership campaign generates interest and enthusiasm. It can also help make planning membership events and incentives much easier.
You can choose your own to help build PTA membership at your school. You can also take advantage of using “PTA Connects Families, Schools and Communities” — the theme proven most effective with potential members. Check out some great membership theme ideas.
Please remember that PTA Membership recruitment and marketing is a yearlong effort.
Looking for ways to increase your membership? Just ask…
Dr. Vincent Matthews, Superintendent of SJUSD and your SJUSD Board member.
Mayor San Liccardo and your SJ City Councilmember
Members of the neighborhood association (they care what’s going on at their neighborhood school, too).
And, don’t forget your student can be a member too.
Want to learn more, see the national PTA website for more reasons why joining PTA is great for you, your student and the community.
San Jose Unified Council of PTAs 