1. Convention 2017
SECRETARY/TREASURER WORKSHOP

2. The website has so much information!

3. PTA SECRETARIES

4. Role of the Secretary
As official record keeper of the PTA, Secretary is one of the most important positions on the board
Duties are listed in the bylaws and standing rules
Prepare a list of unfinished business items for the president before each meeting
Sit beside the President at meetings, and have all materials available for reference

5. Secretaries Procedure Book
Maintain a procedure book with all minutes, agendas, and reports of previous meetings including:
Bylaws
Standing rules
Membership List
Charter and official documents
Previous minutes

6. Record Keeping
Keep an accurate, precise, permanent record of the proceedings of all meetings. They are the legal record of the PTA.

7. Taking Minutes Remember! Keep minutes brief and to the point!
Only record the action in the order it took place.
Forget opinions!

8. Taking Minutes Record: Type of meeting (general/executive)
Name of association
Who is presiding over meeting
Date, time, and place of meeting
List of person in attendance and excused absences
Reading and action on minutes of previous meeting - whether read and approved/corrected
Summary of Treasurer's report (beginning balance, receipts, disbursements, and ending balance)
Attach the Treasurer's report to the minutes in full
Attach other important reports (i.e. Budget)
Record all motions voted upon, points of order, and appeals. Record the name of the member who made the motion and whether it carried or lost (the name of the seconder is not recorded)
Record results of any elections
Brief notation of program topic
Time of adjournment

9. Approval of Minutes
Read the minutes of any previous meeting when called upon to do so
Copies of the minutes may be ed to each member in advance to expedite approval
Newsletter: Minutes may be published in the newsletter, but when the newsletter is sent outside the membership, only list a summary
Prior review: With approval of the association, the minutes can be approved without reading them before the assembly if everyone has had a chance to review

10. What does NOT belong in minutes?
The secretary's opinion
The “seconder” of motions
Any withdrawn motion
Summary of the remarks of a guest speaker or program

11. Correcting the Minutes!
Make corrections directly on the printed, official minutes
Corrections are made immediately following the reading of the minutes, or at any subsequent meeting when errors are discovered
The current minutes should reflect a correction was made
Corrections must be dated and initialed. Only the group that created the minutes (executive board, etc.) may correct them

12. Prompt Action!
Prepare the minutes and a draft copy to the president for approval as soon as possible after each meeting
It is easier if you begin shortly after the meeting!
Complete within a week or so, which is a reasonable amount of time
When the President approves the minutes, send the draft to board members for proofreading

13. PTA TREASURER

14. Basic Responsibilities
Develop the budget
Stay in the budget
Manage the funds of your unit
Deposit income/Pay bills
Financial statements and year end report
File membership forms
Insurance

15. 501(c)(3) Organization Sales tax exempt - Income tax exempt
Donations by donors are treated as charitable contributions for tax purposes
Must be organized and operated according to the mission set forth in the bylaws

16. IRS Guidelines for Spending
Educational
Supplement to instruction of students
Education of your members
Reflections
Field trips, assemblies and speakers
Charitable
Assemblies
Fieldtrips
Celebrations
Operational
Cost of postage and printing
Cost of training your officers at conference, leadership development seminars, district and/or council training
Supplies needed to run your PTA

17. The 3-to-1 Rule (IRS) Fundraiser: Gift Wrap Catalog Sales Programs:
Are you using it to further your purpose/mission?
For every fundraising activity, there should be at least three non-fundraising projects/programs aimed at helping parents or children or advocating for school improvements:
Fundraiser:
Gift Wrap Catalog Sales
Programs:
Take Dad to School Day
Fall Carnival
Reflections Program

18. Forms to Prepare Budget Treasurer’s Report Prepare books for Audit
IRS Form 990
Membership dues paid monthly
Insurance (general liability and bonding)

19. Budget - Getting it Approved
Present it to the Executive Board
Make approved adjustments
Present it to the general membership for approval

20. Live within the Approved Budget
Only approved expenses can be paid
If an expense is in the budget, it can’t be voted against as the budget has already been approved
Budget changes must be approved by 2/3 vote at a general meeting; if notice is given according to bylaws a majority is allowed.
Keep track of each line item’s income and expenses.

21. Treasurer’s Reports
Be prepared to answer all questions promptly, and have the records available at the meeting.
Keep the record of the national and state portions of membership dues separate from the general funds.
Submit a treasurer’s report at regular meetings
Include total balance on hand at beginning of month covered by report
Include amounts received
Itemize disbursements
Include balance on hand at end of month
Budget vs Actual

22. Who completes the Audit?
An auditing committee of at least three
Cannot be signers on the unit’s account(s)
An accountant or person with excellent working knowledge of PTA accounting procedures.
When do you Audit?
Before a new treasurer takes over
At the end on each fiscal year
Should be done within a month of year-end

23. What is Audited? Treasurer’s reports Check book and register
Bank statements
Deposit slips
Receipts
Receipt book

24. Audit Report
Written audit report given to President, Secretary and Treasurer.
Present audit report at the general meeting.
President calls for adoption of the audit report. This is the actual acceptance of the monthly financial reports that have been put on file.
Auditor or auditing committee all sign and date the report at the time it is filled out
Submit Audit to WV PTA state office as required

25. IRS Form 990
All units must file 990, 990-EZ, or 990-N (e-postcard) by the 15th of the 5th month after the end of fiscal year.
Submit copy of 990 filing ( receipt is acceptable) to WV PTA state office as required

26. Filing the 990N
Completing the e-Postcard requires:
Employer Identification Number (EIN)
Tax Year
Legal name and mailing address
Any other names the organization uses
Name and address of a principal officer
Website address, if applicable
Confirmation that the organization's annual gross receipts are normally $50 ,000 or less for tax years ending on or after December 31, 2010.
To file the e-Postcard, go to:
PTAs whose annual gross receipts are $50,000 or less for tax years ending on or after December 31, 2010, are required to submit Form 990-N, also known as the e-Postcard

27. Has your PTA been “revoked”?
If a 990 tax return has not been filed for 3 consecutive years, the IRS WILL revoke you.
There are a couple of methods to get reinstated.

28. General Membership Info
State and National Membership Dues are due monthly to West Virginia PTA by the 15th
$1.50 to State and $2.25 to National
Use the Local Unit Membership and Dues Report Form included on the CD in the local unit binder to mail in membership dues each month.
If no memberships sold, do not send in form

29. This form can be found on the CD provided in your Local Unit Binder

30. Insurance Check the renewal date of the policy
All treasurers (and officers) should be bonded
AIM Insurance offers insurance to PTAs or you can get insurance from any other company
WV PTA requires a minimum of general liability and bonding insurance
Submit a copy of policy summary to state to remain in good standing.

31. Questions?

32. Keeping Track
All income and expenses need to be placed under a line item
If you run a program or have an expense or income every year it should have a line in the budget
Membership dues for National and State are transfer items - not income
PTA Funds must be kept separate from other accounts

33. Banking Have bank statements sent to the school
Have a non-signer go over the bank statements and initial (now a requirement for most insurance)
Reconcile statements in a timely manner
Two signatures on all checks

34. Did You Know?
All monies deposited into a PTA account will be considered PTA funds by the IRS. A PTA should never deposit school or school-related money into its account.
PTA’s do not share their EIN number with their school or sales tax exemption, they are completely separate.

35. To Protect the Association and the Officers:
Never sign a blank check
Never mix PTA money with school money
Never open a credit card
Never hold PTA money overnight
Never reimburse for an expense without proper receipts

36. Handling Money Try to avoid cash, if possible
Always have two people count the cash
Treasurer counts cash with chairperson
Treasurer gives chairperson a receipt for cash and keeps a copy
Deposit slip filled out and deposit made

37. Writing Checks Have up-to-date signature cards on file at bank
Always have two signatures on checks
Married couples and family members should never be on the account together
Never sign a blank check
Get receipts before signing the check

38. Expense Reimbursement
Fill out the expense reimbursement form
Check the receipts
Must be within the budget guidelines or it needs membership approval

39. Treasurer’s Briefcase what you need to do your job
Copy of bylaws
Copy of adopted budget
Receipt book
Checkbook
FEIN and Local Unit #
Copy of Sale tax exemption certificate

40. Briefcase cont… Cash Box Zippered Bank Bag(s) Deposit Slips
Cash Turned In Form
Deposit Form
Expense Reimbursement Form

41. Record Retention Audit Reports Ten (10) Years Budgets
Ten (10) Years Financial Statements
Correspondence – varies
Seven (7) Years Canceled Checks
Seven (7) Years Cash Receipts Records

42. What’s in the Permanent File
What’s in the Permanent File? Annual Audit Reports Bylaws, including all amendments Insurance records, accidents reports, claims, policies, and certificates Minute books of directors and committees Tax-exempt documents Letter of recognition of status – federal and state Letter assigning your FEIN Tax Return – 990EZ copies or 990N acceptance Correspondence with IRS

43. If Fraud is Suspected DO NOT make accusations! (libel, slander)
Determine suspect’s access to other PTA resources
Gather facts, documents, and interviews.
Identify all accounts involved and consider freezing or closing them
Contact your District Director and/or
State Treasurer
Contact the authorities
Contact the insurance company

44. Thank you for attending our workshop!
For more information contact:
Dani Hancock, WV PTA Secretary
Chris Wuest, WV PTA Treasurer

45. Resources National PTA website www.pta.org
West Virginia PTA website
National PTA’s e-learning courses
National PTA Back to School Kit – Finance & Fundraising:
Regional Directors
State Convention workshops & trainings