Emails from Catherine
September To Dos & Reminders September 2, 2024 Happy Labor Day! I hope you are all enjoying the long weekend. Every month I will send you an email reminder of the month's to dos. You can always see the full timeline here - https://www.svpta.org/timeline or here https://docs.google.com/document/d/1xHmLrisnpVdkjEKU_6Rd2M2U9BRAQyPF8CsjQggm0Xs/ 🪑 Attend SVPTA Meetings & Events SVPTA Reflections Training - September 4th @ 7pm via Zoom (if you or your chair did not receive an invite please email reflections@svpta.org) SVPTA Fall Training - September 18th @ 7pm via Google Meet - RSVP here: https://forms.gle/uRB3aU9MHPpqpaq37 If you can't make it to SVPTA Training please attend 4th District Training - September 28th. More info here: https://www.fourthdistrictpta.org/fall-workshops/ ✅ General To Dos Have all executive board and committee chairs complete the conflict of interest form - http://downloads.capta.org/toolkit/forms/ConflictWhistleblower.pdf. The treasurer should keep these. Treasurer should submit membership dues to SVPTA ($5.90 per member). Submit a minimum of 30 members by September 30th Upload docs to SVPTA - https://forms.gle/KWUAwYBe5SjkVfdaA ⭐ At Your Exec. Board Meeting (if you didn't do these in August): Vote to recommend: adoption of calendar and budget approval of programs, fundraisers & contracts Ratify your appointment of the Parliamentarian and committee chairs Last year’s Financial Reviewer - preliminary presentation of the year end financial review for the prior year - vote to recommend adoption Treasurer - preliminary presentation of the annual financial report for prior year - vote to recommend adoption Appoint a monthly bank reconciliation reviewer Appoint an audit committee if needed 👩🏻⚖️ At Your General Meeting (if you didn't do these in August): Present and vote to adopt: Budget Calendar 2023-24 End of the Year Audit 2023-24 Annual Financial Report Present and vote to approve: Programs Fundraisers Any contracts Release funds after budget adoption Ratify your appointment of the monthly bank reconciliation reviewer and audit committee (if needed) Introduce the board and committee chairs 👋 As always, if you have any questions or need anything, please let me know. Text is best (949) 923-1052.
Council Meeting Recap August 29, 2024 Thank you to everyone who made it last night. I know it was a bit of a scheduling nightmare! Here are a few of the most important items to recap: ⬆️ Upload documents to SVPTA every month - send us your August info now https://docs.google.com/forms/d/e/1FAIpQLScszOqUxZOC3Q3MF9ZltqMCOxewDbz5LpWdVMVd-FyRyVso8g/viewform?usp=send_form ---------------------------------------------------------------------- 💸 Every month you should be sending a check to SVPTA based on how many memberships you received that month We don't know how many members you have at your school until you send us your remittance. Every month, your treasurer should be writing a check to SVPTA for the amount of members you received X $5.90 and include this form - https://drive.google.com/file/d/18gnVOMW0gIcYT9gFg7EjdLR8n1XfDhDf/view **You do not need to do anything for memberships that came in from TOTEM. The system automatically takes care of remittance** ---------------------------------------------------------------------- 📬 Appoint a Monthly Bank Reconciliation Reviewer at your Exec. Board Meeting & ratify at General Meeting Our insurance requires a non-check signer to open monthly bank statements and sign them before giving them to the Treasurer. The Exec. Board appoints this person (usually the Financial Reviewer) at an Exec. Board Meeting and then ratifies them at a General meeting. Example of motion at your Exec. Board Meeting (can't be made by President): I move to appoint Jane Doe as the Monthly Bank Reconciliation Reviewer. (needs a second and then a vote) Example of motion at your General meeting (can't be made by President): I move to ratify Jane Doe as the Monthly Bank Reconciliation Reviewer. (needs a second and then a vote) ---------------------------------------------------------------------- 🔍 If your Financial Reviewer(Auditor) is not a CPA, appoint a Financial Review Committee at your Exec. Board Meeting & ratify at General Meeting The Financial Review Committee can be the Financial Reviewer(Auditor) and just one other non-check signer. The Exec. Board appoints this person at an Exec. Board Meeting and then ratifies them at a General meeting. Example of motion at your Exec. Board Meeting (can't be made by President): I move to appoint Jane Doe as the Financial Review Committee. (needs a second and then a vote) Example of motion at your General meeting (can't be made by President): I move to ratify Jane Doe as the Financial Review Committee. (needs a second and then a vote) ---------------------------------------------------------------------- ✋ Upcoming Trainings for Your Exec Board Reflections Training Wed, September 4 7pm – 8pm Zoom Calendar invites have been sent - if you or your chair did not receive one email reflections@svpta.org SVPTA Training for most positions Wed, September 18 7pm – 8pm more info to come soon 4th District Training for most positions Sat, September 28 10am-1:15pm Creekside Education Center 3387 Barranca Pkwy Irvine, CA 92606 register online - https://www.fourthdistrictpta.org/fall-workshops/ ---------------------------------------------------------------------- 💻 Info for Presidents on our website & shared Google Drive https://www.svpta.org/presidents Google Drive - you should have received an email to this email address to access the drive. If you did not receive it, please let me know. As always, if you have any questions or need any help please reach out. Text is best (949) 923-1052.