by Dolores Winchell, president@svpta.org
Fall Greetings,
What a busy school year this has been! I must confess that the newsletter was held up this month because of me. I've had lots of opportunities to assist units this past month and it has been very educational. Every unit is different and has its own set of challenges. My goal is to get you all networked so that you can learn from one another. There are so many awesome PTA activities happening in Saddleback Valley!
Last month we had our first Superintendent's Forum and the topic discussed was the school budget. I was flying to Florida that morning and was pleased to hear that the attendance was outstanding, and that budget proved to be a very interesting and enlightening discussion. Special thanks to Dr. Gross and his staff for hosting these forums for us again this year. These forums are intended for PTA, PTO and Ed Council Leaders. We welcome and encourage attendance from every unit in Saddleback Valley. Please be considerate and sensitive to the fact that this meeting room has limited seating, so each unit should send no more than two representatives. Also, remember that this is not an open forum to air your unit's issues. Rather it is intended to educate volunteer leaders and allow them to present topic related questions that are of interest to the entire group. Feel free to contact Karen Edwards with topics of interest for future forums.
The "Meet the Candidates Forum" was a huge success. I really appreciate all that Karen Schroeder, Carol Finchum, Diane Fikert (Dr. Dick's assistant), and Kathy Robinson did to make this event happen. The Women's League of Voters did an excellent job of moderating and running this special event. Hopefully all of you who attended gained a better understanding of where the candidates stood on the issues so that you could make an informed decision on election day. As you are probably all aware, Dr. Dore Gilbert and Nancy Kirkpatrick, the incumbents, were re-elected to our school board. Finally, a huge thank you goes out to Karen Edwards for serving up an El Ranchito dinner to the council immediately prior to the meeting. We love that Mexican food!!
You should also know that Proposition 47 and 49 were passed on election day. There were the two propositions the PTA was supporting state-wide. Kudos to Dennis Walsh for keeping us all informed every step of the way, and more kudos to all you unit presidents who passed on all this critical information to PTA members throughout Saddleback Valley. Success is always a welcome result!
It was great to hear that the Bylaws workshop conducted by our parliamentarian, Evie Bauer was well attended last month. I cannot emphasize enough the issues that are raised at units that are easily put to rest by reading and abiding by the bylaws. If you have not already read your bylaws cover to cover, it is not too late. I can guarantee that you will learn something by reading them yourself. Evie is the best resource we have for bylaws in Saddleback Valley, so feel free to contact her with any bylaw questions or concerns. Thank you Evie for working to make all of our jobs easier via basic bylaw training.
This month we will have a morning meeting at Rancho Ca¤ada on Wednesday, November 20. This will be the only Wednesday council meeting this year. Make sure your folks RSVP for the mini-workshops which will take place in the PTA portable from 9:15 to 10:00 A.M.
Wishing you and yours a Thanksgiving filled with Blessings and a Holiday Season filled with Joy!
Dolores Winchell, president@svpta.org
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Items to Bring to the November Meeting
- Adopted audits from June 30, 2002 (if not already submitted)
- Incentive Chart Items
- Membership Dues - Ongoing (submit membership dues as received).
(February 27 is final membership remittance) - Federal Tax Filing - November 15 - Deadline for all units with 6/30 FYE
- Insurance Premiums - November 20 - $185 payable to Saddleback Valley PTA Council
- Workers Comp. Premium and Form - November 20
- Convention Deposits - November 20 - $175 per room payable to Saddleback Valley PTA Council
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Mark Your Calendars (Upcoming Events)
| Nov. 12 | 6:00 - 8:00 PM | Asthma 101, Ole Hanson Elementary School |
| Nov. 12 | 7:00 PM | School Board Meeting, District Board Room |
| Nov. 13 | 6:00 - 8:00 PM | Asthma Tools 'n Triggers, San Joaquin Elementary School |
| Nov. 19 | 7:00 PM | Ways & Means Workshop, 4th District Office, Santa Ana |
| Nov. 20 | 6:00 - 8:00 PM | Asthma Medicines, San Joaquin Elementary School |
| Nov. 20 | 9:15 AM | Nominating Committee Workshop, Rancho Ca¤ada Elementary School |
| Nov. 20 | 10:00 AM | PTA Council Meeting, Rancho Ca¤ada Elementary School (note: THIS IS A WEDNESDAY, NOT THURSDAY) |
| Nov. 21 | 7:00 PM | Financial Workshop, 4th District Office, Santa Ana |
| Nov. 23 | 10:00 - 12:00 | Asthma 101, CUSD Family Resource Center |
| Dec. 12 | 7:00 PM | Secretary Workshop, 4th District Office, Santa Ana |
| Jan. 23 | 7:30 PM | PTA Council Meeting, District Board Room |
If your unit has upcoming events that you would like to put on the Council's website, please send all information to MaryAnne Shults at communications@svpta.org or call 768-2609 (days). Include name of event, short description, date/times and contact information.
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TREASURERS...
Remember how easy it was to learn your multiplication tables for the 2s? Well, PTA financial procedures are just as simple if you always remember the magic number 2. During your tenure as Treasurer always follow these guidelines:
ALL EXPENSES OF THE ASSOCIATION REQUIRE TWO (2) APPROVALS. Presentation of the budget does not count as approval; it is simply a tool for planning. All expenses should be approved before any checks are written; you can present each bill for payment or release line items from the budget up to a specific amount. All checks that are written also need to be ratified after the fact by the association at its next meeting. Motions in the minutes should reflect both approvals.
CHECKS NEED TWO (2) SIGNATURES. Check your bylaws for the approved signers for your unit. Be sure that your bank signature cards have the correct signers (usually the President, Treasurer, and a Vice President). If a check is made payable to one of the signers, then the check should be signed by the other two. Signers may not be related by blood or marriage and may not live in the same household. You may want to check if your bank honors PTA's dual signature requirement. If it does not, your unit may vote to continue using that financial institution, however any liability from a check with only one signature then falls on the unit. There are banks that still honor checks with two signature requirements.
ALWAYS HAVE TWO (2) PEOPLE COUNT THE MONEY. This is not to complicate matters, but to protect all those involved. Use the Cash Verification Form in the PTA Toolkit. This form is to be signed by those counting the money and the Treasurer. Be sure to count money in a secure area and deposit it immediately. Also, never leave cash unattended for even the most brief period of time. Attach the Cash Verification Form to your deposit slip and retain for the Audit. Please note that it is the Treasurer's (or Financial Secretary's) responsibility to receive all monies from committee chairmen to deposit at the bank. No other officers or chairman should be involved with taking money to the bank.
CONTRACTS OR AGREEMENTS WITH OUTSIDE VENDORS OR ANYONE PROVIDING SERVICE TO YOUR PTA REQUIRE TWO (2) SIGNATURES (BY ANY OF THE AUTHORIZED BANK SIGNERS). All contracts need to be presented to the association at a general meeting and approved before anyone signs on behalf of the PTA. Hopefully this helps clarify some of these daily procedures. Sometimes it seems that PTA has complicated or extra steps involved especially when it comes to finances. Always remember that PTA funds are private money; they belong to the association as a whole and all matters regarding those funds need approval by the entire PTA. All of the procedures are in place to protect the officers and chairmen of the units. If proper procedures are not followed an individual may be held personally liable. Please contact me at any time if you have questions. I look forward to seeing you at the Finance Training on October 24. We'll be covering tax filing and audit procedures as well.
Linda Ball, Council Treasurer treasurer@svpta.org
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STATE PTA CONVENTION DEPOSITS DUE
The California State PTA Convention will be May 1 - 4, in Sacramento this Year. Please bring a unit check for $175.00 payable to "Saddleback Valley PTA" per room requested. (This money is refundable minus a small processing fee if you cancel 72 hours before arrival date) Every unit will receive a 2003 Convention Registration Packet soon.
Your board should be discussing at your next meeting who will be attending convention. Generally when it is out of the local area, not as many people attend, but check your budget. This is a legal and highly encouraged PTA expense. There are always units that argue that the children do not benefit from convention. This is not farther from the truth. It is an investment in your future PTA leadership. The training and networking opportunities are invaluable. I will have more details after I attend my convention workshop in November. I will forward information as soon as I receive it.
The council is looking into chartering a bus to Sacramento to keep the cost down. I will have this information at the next PTA meeting.
Fourth District PTA is offering a grant if you are a PTA unit that has not ever attended convention. This could be a great opportunity. We handed out the form at the last PTA council meeting.
Please feel free to email me or call me with any questions.
Karen Edwards, Convention Chairman
vp@svpta.org, (949) 858-2545
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HISTORIANS...
Every Minute Counts
Hopefully, you have already started keeping track of your PTA volunteer hours. The hours that should be counted thus far include all PTA volunteer time from June 1, 2002.
Some say it is too difficult to keep track of the time they spend working in PTA. Here are a few ideas on how the unit's historian can keep track of all the hours for your unit:
* Keep a sign-in sheet for volunteers at your school with space for name, time in and time out. * Include an article with a tear-off section in your monthly newsletter on which volunteers can record their names and their volunteer hours, with a request that the section be returned to the school. * Have a tally sheet at each PTA meeting (association and executive board) so those members can record their hours. Include a tally sheet in each officers' and committee chairs' procedure books.
Always remember that EVERY MINUTE COUNTS when we volunteer! We can count:
* Attendance at meetings, workshops, and other functions attended as a PTA representative * Convention attendance (except eating and sleeping time) * Travel time to and from PTA activities * Telephone 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.
Are your members having difficulty keeping track of their volunteer hours? You might suggest that each time they volunteer they make a note of it on their personal calendars. Then, just add up the hours at the end of each month and pass on that number to your unit's historian.
Margo Brown, historian@svpta.org
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TO: All Unit Presidents and Membership Chairs
FROM: Julie Schwarz, Membership Chairman
Just a friendly reminder that if you have not forwarded all of your membership funds, you should plan to do so soon.
The next council meeting is 11/20 and would be a convenient time to have your unit presidents bring the check and remittance form with them. (Remittance forms can be obtained from the Saddleback Valley PTA website at www.svpta.org). The amount to be remitted is $3.85 per member. This check does not need to be approved by your unit - so you do not need to wait for a unit meeting. If you are unable to have your president deliver this check, you are always welcome to just send it directly to Linda Ball, SV PTA Council Treasurer. Her address is listed on the remittance form.
Remember that your membership drive should be a year long event. You may want to set up a sign up booth at your events (such as carnivals or family fun night or other events that bring in parents). You should also keep reminding families in your newsletters. Many times people want to know "why" they should join - and as they see what your units are doing, they may feel more motivated!
As always, please let me know if I can assist you in any way.
membership@svpta.org
TO: All Unit Presidents
FROM: MaryAnne Shults, Comm. Chairman
If you have not emailed me your unit rosters, please do so no later than November 15. Any format acceptable. Email to communications@svpta.org or call 768-2609 if you have questions or comment.
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Want to purchase your PTA supplies online? Stop by the California PTA's new online store! www.captastore.com
Welcome to the 2002-2003 Saddleback Valley PTA Council. Be sure to visit our website at: www.svpta.org
