by Dolores Winchell,
Happy New Year!
I hope you had a fabulous and restful holiday and that you are energized and ready to take on 2004. The year is starting with a bang.
On Monday, January 5, many of you attended the first Measure B school site representative meeting. Thanks for attending. Although yours truly sent you all a request to get at least two folks to the meeting, I also penciled it in on Tuesday, January 6, instead of the correct date, and missed the meeting. Oops! Measure B is the bond the school board approved for the March 2 ballot at last month’s school board meeting. If passed, it will provide $180 million in much needed facility repairs, improvements and upgrades. This is a really important bond for our district. Please do whatever it takes to get a volunteer to represent your unit involved ASAP. Time is of the essence and this is something we can and should support as a PTA. Jackie Wood, Karen Kirby and Jean Sharrock have graciously agreed to provide leadership on the Friends of Saddleback Schools Committee to secure passage of the bond. There will be a campaign rally kick-off on January 15 at MVHS, a brief presentation at our council meeting on January 22, and a power point presentation conducted by Dr. Gross at the Superintendent’s Forum on the evening of January 22. Please be advised that even though you are not expected to serve as a school site representative, as the unit PTA President and chief volunteer of your school, you have a responsibility to get yourself educated on this important issue in order to respond to inquiries from your community.
This is also the time of year to review your budget and see how your unit measures up against goals and objectives established at the beginning of the year. Remember, your budget is a roadmap, and at different points in the year you may need to change direction to accomplish the original goals set. It is also time to get your audits completed. The ending date for the audit now due is 12/31/03. Follow-up with your treasurer and secretary and verify that all the required documents have been turned over to your auditor for a complete and timely audit. Late or unfinished audits jeopardize your unit’s PTA charter. Don’t allow this to happen under your watch!
January is the month most units nominate their nominating committee. This is the job of the parliamentarian. I know that some units are appointing parliamentarians at their meetings each month because an individual was not found to serve in this position all year. The nominating committee is the group of folks who assemble the slate of officers for election to the association for next year. This committee is critical to the continued success of your unit. Therefore, the management of this committee and process is equally important. We are conducting a nominating training workshop on January 22 at 9:00 AM at Rancho Cañada the hour before our council meeting. Your parliamentarian or another representative serving in that role needs to attend this workshop. Please be reminded that this is the only committee you, as unit president, cannot serve on. The process as well as the results of the work of this committee will impact your unit’s future. Make sure you do everything you can to emphasize this committee’s importance and adherence to PTA policies and procedures.
Our Superintendent’s Forum is scheduled for Thursday, January 22 in the SVUSD boardroom at 7:00 PM. Please don’t be confused on whether or not you should attend this with the Bond Meaure B being the topic. These forums are created and conducted for your benefit and once again, you have a key role and major responsibility to be well informed and educated on the bond measure. I’ll see you there!
Finally, thanks for doing all you do. I appreciate and fully understand that your job is huge and often thankless. You must continually recognize and show appreciation to your volunteers while you deal with all the complaints and PTA problems and personality conflicts that arise. Your job isn’t about accolades and constant kudos. It is however, the largest and most important volunteer role at your unit, so thanks for your enthusiasm, dedication and selflessness. You presidents are awesome!
president @ svpta.org
(949) 458-2109 Fax (949) 458-7884
ITEMS TO BRING TO THE JANUARY MEETING
- Adopted Audit for Period Ending 12/31/03 - Two Copies – Auditor’s Folder
- Copy of 990 Filing or Letter Requesting Extension - Treasurer’s Folder
- Annual Financial Report (If not previously submitted or emailed) - Two copies – One for President’s and Treasurer’s Folder
- Per Capita Dues received since last meeting - Check with Remittance Form – Treasurer’s Folder
- Association Approved Goals for 2003-04 School Year (If not previously submitted or emailed) - President’s Folder
- Items for Incentive Chart - Vice President’s Folder (if not otherwise noted)
- Your unit's newsletters (any not already submitted) Three copies
IMPORTANT DATES
| Saturday, January 10 | Reflections Display & Reception, 2:00 – 6:00 PM, Legacy Arts Bldg. – Santa Ana |
| Tuesday, January 13 | School Board Meeting, 7:00 PM, SVUSD |
| Thursday, January 15 | Measure B Campaign Rally, 6:30 PM, MVHS |
| Saturday, January 17 | Reflections Display & Reception, 2:00 – 6:00 PM, Legacy Arts Bldg. – Santa Ana |
| Monday, January 19 | Dr. MLK Day - Schools Closed |
| Thursday, January 22 | 9:00 AM - Nominating Committee Training, Rancho Cañada PTA Portable 10:00 AM - PTA Council Meeting |
| Thursday, January 22 | Superintendent’s Forum, 7:00 PM, SVUSD Board Room, Topic: Bond Measure B |
| Monday, January 26 | Staff Development Day – Schools Closed |
| Friday, January 30 | Legislative Roundtable – OCDE |
| Friday, January 30 | Sacramento Safari Registration Due to Fourth District PTA |
| Tuesday, February 10 | School Board Meeting, 7:00 PM – SVUSD |
| Monday, February 16- Wednesday, February 18 | February Recess – Schools Closed |
| Thursday, February 26 | PTA Council Meeting, 7:30 PM – SVUSD |
####################################################
Midyear Audit
An audit determines the accuracy of the books, detects inconsistencies or errors, provides recommendations for corrective action, protects the financial officers, verifies that funds were sent through channels as appropriate, and assures the membership that the association’s resources were managed in a businesslike manner within the regulations established for their use.
Your bylaws state that your unit must conduct two audits a year, and it’s time for midyear audits. Audit procedures are outlined with specifics in the California PTA Toolkit, Section 5. After review of the financial records, the auditor prepares a written report (form available in the Toolkit or on the SVPTA.org website). The report should include a statement at the bottom of the report. Attach any recommendations to the report. List errors in arithmetic or posting. List unpaid bills and payments authorized, but not paid.
Present the audit report with recommendations to the executive board, and attach the report to the executive board minutes. Present the audit report to the association and read the statement given on the report (from the form).
Formally adopt the audit report with a motion: "I move that the audit report be adopted" and record the action in the association minutes. Any PTA member may make a motion to adopt the audit report. Attach a signed copy of the audit report to the association minutes. If there are questions raised by the membership, the president should appoint a committee to look into the problems and they will report back to the association at the next meeting.
If you have any questions, or need assistance, please contact Luis Alvarado, Council Auditor, at 858-5257 or by email at auditor@svpta.org.
####################################################
Information on Measure B
By Jackie Wood, Past Council President
Karen Kirby and I (former Saddleback Valley PTA Council Presidents) are working on the Friends of Saddleback Valley Schools Committee, along with Jean Sharrock (former PTA president at LHHS), to promote the passage of Measure B on the March 2, 2004 ballot. Hopefully, you have all received the information that was recently mailed to your homes regarding Measure B. More information can also be obtained on the school district website.
On Monday, January 5, 2004, our committee held a meeting for school site representatives that would help recruit 10 – 25 volunteers at each school to help promote the bond. It is our goal to find 20,000 yes voters by Election Day. Each attendee was provided with a complete packet of information regarding the volunteer process and the bond measure itself. Many schools did not have representation at the meeting, so the three of us will be putting together additional meetings to assist in creating a greater volunteer network. The best place to start is with the unit presidents, as advocating is one of our greatest strengths as PTA. We will be at the next PTA council meeting to provide information about the bond measure, but in the meantime, here are a couple of facts:
- The measure will cost $37.14 per $100,000 of assessed, not market, property value for a period of 25 years. The bond is for $180 million.
- $16.4 million has been cut from our schools budgets in the last two years.
- Every one of our 36 neighborhood schools would be repaired or upgraded (the project list is on the school district website). Most of our schools are over 30 years old, in need of repairs or suffer from severe overcrowding. If we wait on these repairs and upgrades, the cost will be even greater.
- No money from the bond can be spent on administrator’s salaries or other operating costs. Every dime will be invested in facilities.
We invite you to attend our campaign kickoff rally on Thursday, January 15th at 6:30pm at the MVHS Performing Arts Theatre. Wear your school colors and come and learn more about Measure B.
PTAs are permitted to endorse school bond campaigns and work on them, provided you take a vote at your general meeting to do so. This information can be found in your PTA Toolkit.
We look forward to seeing you at the rally on the 15th!!!
####################################################
Opportunity to Advocate!
Attention Unit Presidents: Don’t let your unit miss this opportunity to make a significant difference for all of our kids in SVUSD. Bond Measure B will generate $180 million of much needed funds for repairs, improvements and upgrades for every school in our district. If passed, our district will receive $102 million in state matching funds. Your assistance and attention to this important issue is needed NOW! You can contribute to the success of this bond measure by doing the following:
1. Identify and recruit a volunteer at your unit to serve as Site Coordinator.
2. The most important part of their job is to gather 10 – 25 volunteers to cover phone banks for two nights, and attend the Campaign Kickoff Rally on Thursday, January 15 at 6:30 PM at Mission Viejo High School.
3. Email Jackie Wood @ ptangolf@aol.com with the Site Coordinator name, telephone number and email address so they may be contacted directly by the Friends of Saddleback.
We only have eight weeks to make this happen, so please get on the phone and recruit those site coordinators immediately. This is especially urgent for those of you who were unable to attend the January 5 meeting!
PTAs are not only permitted, but encouraged to advocate for the passage of school bonds. Please do your part to make this a success at the unit level! Your prompt attention and action on this request is appreciated.
(Any questions may be directed to the Friends of Saddleback office at 460-4570)
####################################################
Nominating Committee: A Plan for Success
This is the time of year that most PTAs are electing their Nominating Committees, since they are elected at least two months prior to the election meeting. Please remember the following Rules & Suggestions:
1. Send your parliamentarian to the Nominating Committee Workshop on January 22 at Rancho Cañada Elementary at 9:00 AM.
2. Go through your own Bylaws regarding the Nominating Committee.
3. Parliamentarian recruits volunteers for election to committee at your association meeting
4. Parliamentarian meets with committee to set the first meeting date and goes through rules.
5. Get people with children from various neighborhoods and age groups.
6. Committee nominates best-qualified person for each position. Not bound to nominate person who currently holds position.
7. One person does contacting and is done during the meeting asking if individual would consider submission of their name for a certain position.
8. Roberts Rules of Order does NOT accept any Co’s of any kind!!!
9. Please Remember ABSOLUTELY NO Co-Treasurers.
10. I suggest you get input of good names of parents from Kindergarten teachers, who else knows those new dedicated volunteers.
PLEASE KEEP EVERYTHING CONFIDENTIAL.
Patty Quisenberry, Council Parliamentarian
parliamentarian@svpta.org
####################################################
Legislation
On Friday January 30, there will be a Legislation Roundtable at the Orange County Department of Education in Costa Mesa. As soon as we have an agenda we will let you know what’s planned.
Friday, January 30th is also the deadline for registering for Sacramento Safari, which will be Tuesday and Wednesday, March 30-31. This is an excellent opportunity to see first hand what goes on in Sacramento. Last year we met with several of our local representatives, and sat in on some committee meetings. The cost is $300 and includes airfare, all meals, and lodging.
There are two items that will be on the March 2nd ballot. Measure B is a Saddleback Valley Unified School District bond issue, which will seek approval to issue $180 million of bonds. The money raised will be used for new construction and modernization of our facilities. You can read about it and see the planned projects for each school on the district web site at http://www.svusd.k12.ca.us/bond/bond.html
Proposition 55 is a state measure to raise over $13 billion for the same purposes for schools throughout the state. Part of this money would be used in our district to match the funds raised by Measure B. If you would like more information, their web site is www.yeson55.org.
The PTA is asking your support for the passage of both these items. Please bring these issues up at your next general membership meeting and get approval for your unit to support these bond issues. During the next two months you will be hearing a lot about these two items.
Dennis Walsh, Council Legislative Rep
legislative@svpta.org
The PTA and Advocacy
During the next few months there will probably be a lot of material that you will be asked to give out regarding the two bond issues. It is important to know what you can and cannot hand out to students. Basically, you can only hand things out for children to bring home that is unbiased information on an issue. Since advocacy is usually not unbiased, a lot of what we do must be sent directly to parents. That means handouts at school, e-mails, faxes or letters. And don’t forget that the Principal must approve anything sent out to the students. Remember, PTA never endorses a candidate, but it does take positions on issues that effect children and youth. The following is taken from the PTA toolkit:
4.2.5 California State PTA Legislation Policies and Procedures
Policy 11
Informational material on legislative issues may be sent home with students when permitted by local school district policy. Consideration should be given to whether it is more advisable to mail material if the content might be viewed as controversial.
Only informational materials on legislative issues may be distributed via the students. Informational materials must provide a "fair and impartial presentation of relevant facts to aid the electorate in reaching an informed judgment regarding the bond issue or ballot measure."
Advocacy materials provide biased information about the issues and often tell the voter how to vote on a specific issue. This information must never be sent home with students. To do so violates IRS rulings governing 501(c) (3) organizations.
If there is a question regarding whether legislation material is advocacy or informational, consult the district president or the appropriate school district personnel.
The school site administrator must authorize in writing the distribution of all legislation material considered to be informational before it can be sent home with students or electronically posted on a school web site.
Each unit must maintain a file of all legislation materials distributed via students. The file should include a copy of every piece of legislation material with the site administrator’s written authorization for the distribution of that piece attached.
4.3 Election Campaigns and the Role of PTA
Any use of the PTA name for electoral activity requires prior authorization from the California State PTA. No Activity engaged in by any district, council or unit PTA should suggest or imply the support of the National PTA or California State PTA. (Nonpartisan Policy 1.3.3)
4.3.1 Restrictions on Lobbying
PTA’s, as tax exempt organizations, cannot support or oppose political parties or candidates, including those running for school boards and nonpartisan slates. Participation in these types of activities will endanger the organization’s nonprofit status the IRS. Nonpartisan Policy 1.3.3)
4.3.2 Candidates’ Forum
Since elected officials’ decisions significantly affect the well being of children and youth, it is a PTA responsibility to disseminate as much factual, objective information as possible during election campaigns to help the community make informed choices. Questioning all candidates during an election campaign does not violate the National PTA nonpartisan policy. (Nonpartisan Policy 1.3.3)
####################################################
Reflections News
We had eighteen schools participate in the Reflections Program, "I am really happy when...", in the Saddleback Valley School District. I received 337 great entries at the council level from the 1455 entries total from all the schools. Thirteen of those schools had 41 outstanding pieces of work go on to the 4th District PTA level (county level). All the entrants submitted to the 4th District are on display in the Legacy Art Gallery in Santa Ana. The work has been judged at that level and the accomplishments will be announced. They will be open for limited hours on Saturday, January 10th and Saturday, January 17th from 2:00 pm to 6:00 pm. All entrants whose work has made it to this level will have been notified by their reflections chairperson already, and invited to attend. Entries will be going on to the State level on January 23rd, then to the National level on March 12th.
All the children whose entries who were sent to me will be receiving a certificate of participation. Those entries that were sent on to the fourth district (County level) will be invited to an evening of awards, from the Saddleback Valley Council PTA, for their outstanding work. It will be held on Wednesday, March 10th, at 7:00 pm, at the Saddleback Valley School District Office . Invitations will be sent directly to the children.
It has been an exciting program again this year, I thank you all for making it happen with your hard work, dedication, and enthusiasm. The children did an outstanding job and their imagination and creativity was hard at work again. I congratulate them on their achievements The judges were very impressed and I will be sending back their comments to the children when I return their work to them after my awards in March.
Bridget White, Reflections Chairperson
