President(s) Executive Board Position Determine, with the PTA Executive Board, including the Principal, strategic and tactical plans for the PTA. Manage the affairs of the PTA on a daily basis. Represent NSS at the Town level and beyond. Supervise Executive Board. Conduct the administration of the PTA in accordance with its By-Laws. Meet with each Vice-President during the spring to review all areas of responsibility and formulate time-tables. At that time preliminary budget discussions should take place. Continue budget management with VP of Finance and Treasurer throughout the year, including the summer, using an interim or preliminary budget. Have the full-year budget approved at the first PTA meeting of the school year. Review Job Descriptions to have an understanding of what each position is responsible for. Contact Teacher Representatives at the beginning of the year and keep contact up throughout the year; discuss any issues. Attend (or ensure NSS represenation at) monthly Board of Education meetings. Ensure that NSS has representation at all special meetings of the Board, as deemed necessary. Similarly attend or send a representative to relevant BET and RTM meetings. Attend all PTA Council meetings on behalf of NSS. (Usually once a month.) Chair a minimum of one NSS Executive Board meeting per month. Develop the agenda and notify, at least one week in advance, others who will be asked to speak at these meetings. Chair a minimum of five PTA Membership meetings per school year. Develop the agenda and notify others who will be asked to speak at these meetings. Meet with the Principal monthly or "as-needed" to share information on current events/problems involving the school. Provide guidance to the Principal as to what issues might need addressing within the parent body. Contact on a regular basis the Vice-Presidents who report to you to remain apprised of issues within each area. Read the Greenwich Time and other Town newspapers for articles about Education in Greenwich. Communicate regularly with parents and teachers on educational issues via newsletters, flyers, and meetings. Follow the Education Budget approval process through town government. Advocate for town-wide support. Write Dragon s Tale updates and thank you s regularly. Approve Dragon s Tale weekly. In case of early dismissals or unscheduled school closings, be prepared to work with the Principal and/or school office to help efficiently disseminate information on the changes to the school day. Learn Robert's Rules of Order and use these rules to maintain structure and order at all meetings. See process on Nominating pg 4. Be prepared to speak at various school functions including New Student and Kindergarten Orientations, Open Houses, and when hosting the Board of Education. Draft PTA calendar of events for next school year in late May/ early June. Work with Assitant Principal. Prepare summer newsletter explaining PTA-sponsored cultural and curriculum enrichment programs, important dates and communication to be included in the Summer Mailing. Help office staff with the Summer Mailing, usually in early August. Discuss with the Principal any additional materials to be included. Oversee the nomination of a dedicated PTA Volunteer for the PTA Council Essence Award. PTA EXECUTIVE BOARD REQUIREMENTS Meet with predecessor, collect files, and attend PTAC training. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings.
Treasurer/VP of Finance Executive Board Position Handle the Funds and keep the Financial Records of the PTA. Develop the Interim and Annual Budgets for the PTA in June, in cooperation with the President(s) and Executive Board. First in line of succession if a President is unable to complete a term. Official Treasurer transition is August 1 st. Receive audited books and records from retiring Treasurer soon after June 30 th. According to the By-Laws, the books should be audited before being closed. Draft the proposed PTA budget for the upcoming school year. Present an operating statement and treasurer s report at monthly Executive Board meetings. Present latest operating statement to the membership at each PTA meeting. Monitor the financial performance of the PTA. Work with VP;s to help committee chairs develop their budget lines. Present the Interim budget to be voted on at the Gavel ceremony in June. Present the Annual Budget to be voted on at the PTA Membership meeting in May or June. Track Gift Cap expenditures and prepare Gift Cap Report at close of fiscal year--june 30. Request appropriate votes be held at Executive Board and PTA Membership meetings to alter budget lines or restricted accounts in any way. Expenses may not exceed approved budget with a vote to amen (see By-Law), If income has exceeded all budgeted expenses, may request from parents, Principal and staff, via the Dragon's Tale any ideas for programs which are outside the curriculum, but will enhance or enrich the NSS community. Maintain a ledger on Quicken. Included therein are all moneys received and disbursed by the PTA, except for the financial results of the Afters program, which is maintained separately within that program. If potential expenses exceed a budget line, report to the affected area VP(s). Communicate with the Bank regarding discrepancies, orders new checks and deposit slips. Issue checks against vouchers after approval by VP of committee. Reimburse all approved expenses that were paid by committee members or teachers. Correspond with anyone that issues a bounced check. Reconcile the checking account each month. Work with the Membership Committee; dues must be sent to the PTA state office on a specified date each year. File PTA insurance by specific deadlines each year, and review insurance coverage for any updates based upon PTA operating changes. File Sales and Use Tax Return #OS-114 annually. File Form 990 with the IRS by November 15th. Keep a permanent file of all tax-exempt numbers and certificates. Keep on file all invoices paid out for a period of six years. Track classroom fund collection and expenses. Send letters to appropriate individuals indicating tax deductable donations to the PTA over $250. Work with the Chairperson of Afters. Form 1099-MISC must be filed with the IRS advising them of any compensation paid to non-employees in excess of $600 during any calendar year. (January to December 31st). Treasurer, working in conjunction with the Chairperson of Afters, files any tax forms required for non-employees state of residence. The Treasurer is responsible for filling out and mailing forms. Work with the VP of Ways and Means or Chairman of an event. Each event may need start up cash before the event. Present new signature cards to the new President(s) at the end of the term. Supervise the Assistant Treasurer, Classroom Funds Administrator, Scholarship and Audit committees. PTA EXECUTIVE BOARD REQUIREMENTS
Should be willing to step up to the President role after the term is complete. Meet with predecessor, collect files, and attend PTAC training in June.. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings.
Secretary Executive Board Position Record and distribute the minutes of both the PTA Executive Board and PTA Membership meetings. Maintain all nonfinancial records of the PTA. Assist the PTA President(s) with general administrative tasks as needed. In late August, set up the PTA mail file folder outside the main office for the upcoming school year. All Executive Board members and committee Chairs should have folders. Update throughout the year. Ensure that the meeting space for PTA Membership meetings have been reserved through the school main office. (One form can be used for a full year's meeting schedule). Ask the school secretary for the Board of Education space reservation form. Record the minutes at both the Executive Board and PTA Membership meetings. Minutes are then distributed for approval at both Executive Board and PTA Membership meetings. Post the minutes from each PTA Membership meeting on the PTA Bulletin Board in the main office of the school once they have been approved. Maintain a binder of minutes for the full year's meetings. Prepare and issue invitations to PTA special functions, such as the Holiday Party and Gavel Ceremony. Supervise Hospitality, Outreach, Membership, and Fifth Grade Event committees. PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and forward to VP(s) of Communications by Tuesday prior to publication. Review and forward Flyers to office for final approval Wednesday prior to inclusion in the Dragon s Tale. Review all printed material prior to electronic distribution or posting. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to VP(s) of Finance & Planning. Note: Contracts can only be signed by a Co-president.
Communications Executive Board Position Promote clear and effective communication between the PTA and the NSS community of staff, parents, and students. Encourage and provide incentives for active volunteer participation in PTA activities and events. Ensure that the NSS PTA web site is kept up-to-date with PTA sponsored programs, events, calendar, PTA slate, etc. Add the new Dragon s Tale to the site each week. (Optional) Serve as the liaison between the PTA and the NSS faculty, as well as the PTA Council, to support the use of technology at NSS and to enhance the learning environment in the school. Responsible for the weekly editing and publication of the Dragon s Tale. This includes planning the notices that should be published as well as contacting the people responsible for writing the notices. A draft of the Dragon s Tale should be reviewed by a President and by the Principal each week prior. After approval, the Dragon s Tale should be emailed to an office staff person for distribution to NSS families via ParentLink and for paper copies to be placed in the flyer ladder. One copy should be posted on the PTA bulliten board each Friday. Review and update NSS PTA web information, including posting Dragon s Tale each week and update PTA program information (afters, math superstars, reading incentive). Compose cover email for weekly Dragon s Tale distribution to NSS families. Attend meetings and training sessions on web tools and GPS website. Review other school web sites and work with the Presidents on ways to improve NSS s web site. Maintain distribution list in PTA email account. Maintain PTA informational bulletin board located outside the main office, on a regular basis, including posting the weekly Dragon s Tale and flyers. Supervise the following committees: Publications (Directory, Handbook, ParentLink), Display Case & Bulletin Boards, Photography, Portrait Photography (Coffee Pond), Publicity, Yearbook. Serve as representative to the PTAC Technology Committee. Participate in the strategic planning for long-term technology needs in the NSS community. Review the NSS Technology Plan each year to ensure that it accurately reflects the current needs of the school. (optional) PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and flyers submitted from reporting committees by Tuesday prior to publication. Forward flyers to NSS office for approval by Wednesday prior to electronic distribution, posting or inclusion in the Dragon s Tale. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to VP(s) of Finance & Planning. Note: Contracts can only be signed by a Co-president. Ensure that income is accounted for appropriately and put in the safe for the Assistant Treasurer to deposit.
Education Executive Board Position Responsible for both curricular enrichment activities and parent education sponsored by the PTA. This encompasses enrichment programs and technology that support the school s academic goals as outlined by the School Improvement Team. Arrange speakers for the program portion of PTA Membership meetings, upon request, working in conjunction with the President(s) and the Principal. Supervise the following committees: Arts in Education/Cultural Enrichment, Author s Day, Cultural Café, Math Superstars, Reading Incentive, Traveling Art Show, and WordMasters. Supervise the representatives to the following independent organizations if a representative is requested PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and forward to VP(s) of Communications by Tuesday prior to publication. Review and forward Flyers to office for final approval Wednesday prior to inclusion in the Dragon s Tale. Review all printed material prior to electronic distribution or posting. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to VP(s) of Finance & Planning. Note: Contracts can only be signed by a Co-president. Ensure that income is accounted for appropriately and put in the safe for the Assistant Treasurer to deposit.
Faculty Support & Planning Executive Board Position Ensure Executive Board and PTA comply with By-Laws and other procedures, and plan for future of organization. Supervise the following committees: Classroom Parent Contacts; Teacher Support for Art, Media, Music (Band, Chorus and Orchestra), ALP, ELL, FLES, and SES; Green Schools; At-home Curricular Support; Student Council Liaison; Teacher Appreciation; Book Fairs; Student Art Fundraiser; School Supplies. Supervise the representatives for the following parent groups/pta Council Committees: Advanced Learning Program, and Special Education Services, English as a Second Language, FLES, Green Schools and Twice Exceptional Learners. Supervise the representatives to the following independent organizations: Greenwich Alliance for Education (if a representative is requested again). For fundraising projects, meet with committee chairs to discuss their event theme, date, budget, income estimations and objectives. Plan to attend meetings and events, and assist as needed. Arrange with contracted vendors the dates of the Book Fairs, Student Art Fundraiser and/or Gift Wrap Sale, and School Supplies Sale and sign any applicable contracts PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and forward to VP(s) of Communications by Tuesday prior to publication. Review and forward Flyers to office for final approval Wednesday prior to inclusion in the Dragon s Tale. Review all printed material prior to electronic distribution or posting. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to Executive Board. Note: Contracts can only be signed by a Co-president. Ensure that income is accounted for appropriately and put in the safe for the Assistant Treasurer to deposit.
Programs Executive Board Position Administer the development and implementation of PTA-sponsored school programs offered extracurricularly. Train and oversee committee chairs as they develop goals and implement procedures for programs. Evaluate past programs. Consider ways to make projects innovative. Plan programs to be self-sustaining when possible, yet non-profit. Stay informed of planning, decisions, and performance for each event and communicate to Executive Board. Critical decisions must be pre-approved by the President(s) and Principal. Attend all events and help where needed. Supervise the following committees: Afters, NSS Mornings, Hug-a-book, Books and Bagels, Craft Fair, Lost and Found, NSS on Stage, Science Program, Student Publishing Supplies, Health, Safety and Wellness, and International Week. PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and forward to VP(s) of Communications by Tuesday prior to publication. Review and forward Flyers to office for final approval Wednesday prior to inclusion in the Dragon s Tale. Review all printed material prior to electronic distribution or posting. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to VP(s) of Finance & Planning. Note: Contracts can only be signed by a Co-president. (Including Afters contracts.) Ensure that income is accounted for appropriately and put in the safe for the Assistant Treasurer to deposit.
Ways & Means Executive Board Position Administer the development and implementation of PTA-sponsored events that raise funds for the PTA. Oversee the planning, organization, and execution of activities as both fundraisers and community experiences. Evaluate past events, both financially and in terms of attendance. Consider ways to make current events and projects innovative and NSS community oriented. Meet with the Principal, President(s), and outgoing VP s to determine the objectives, themes, venues, and income estimate. These discussions should take place in the spring so that calendar dates can be set, venues reserved, and budgets determined for the following year. Meet with committee chairs to discuss their event theme, date, budget, income estimations and objectives. Plan to attend meetings and events, and assist as needed. Arrange with contracted vendors the dates of the Book Fairs and Gift Wrap Sale and sign any applicable contracts. Work with committees to execute and submit proper facilities utilization forms for events held at NSS. Stay informed of planning, decisions, and performance (particularly fiscal) for each event and communicate to President(s) and Officers. Critical decisions must be pre-approved by the President(s) and Principal. Supervise the following committees: Box Tops for Education, Family Fall Costume Party, Parent Social, Pizza Bingo, and School Promotions. PTA EXECUTIVE BOARD REQUIREMENTS Should be willing to step up to the President role after the term is complete. Join the PTA. Attend monthly Executive Board meetings, bi-monthly PTA Membership meetings., and other parent meetings. Speak at PTA Membership meetings to update members on committee activities. Ensure that all committees receive recognition and thanks at meetings and in the Dragon s Tale upon the conclusion of activities. Work closely with committee Chairs; review budgets and expectations prior to activities. Meet at least once at the start of terms, and periodically communicate to stay informed. Ensure smooth transitions between terms. Review all Dragon s Tale notices and forward to VP(s) of Communications by Tuesday prior to publication. Review and forward Flyers to office for final approval Wednesday prior to inclusion in the Dragon s Tale. Review all printed material prior to electronic distribution or posting. Review and sign expense receipts and reimbursement forms and forward to Treasurer. Make sure all areas are on budget. Report any potential overages or significant underages to Treasurer. Note: Contracts can only be signed by a Co-president. Ensure that income is accounted for appropriately and put in the safe for the Assistant Treasurer to deposit.
Nominating Reports to President(s) Nominate candidates for the Executive Board. Serve as proxy for the Board in appointing PTA Committee Chairs. Active January through September. Fill all PTA parent positions. Committee is comprised of an odd number of members, not less than three. President position(s) should be considered with input from the current President(s) and the Principal. Executive Board positions should be considered with input from the current Executive Board. Host a Nominating Breakfast or Cofffee in January to encourage members of the NSS community to learn about specific jobs and have any questions answered. Encourage people to self-nominate, through announcements in the Dragon s Tale. Publicize any remaining openings at the March PTA Membership meeting and through the Dragon s Tale in March and April. Present slate at the May PTA Membership meeting; Executive Board must be voted in. Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.
Assistant Treasurer Reports to Treasurer Responsible for making bank deposits and maintaining controls thereof for all PTA income. Should learn the job of Treasurer and be willing to step up to the Treasurer s role after the term is complete. Prepare bank deposit slips for all PTA revenues. This includes stamping checks, counting cash and rolling coins. Coordinate safe transfer of cash and checks from Committee to Assistant Treasurer. Assist in counting and securing all monies at the close of business for each event, such as Book Fairs. Periodically check with Office to collect and deposit checks or cash left in the safe, particularly following activities such as Membership drive or fundraising efforts. Be aware of PTA fundraising events such as the fall and spring book fairs. During these events you may need to make more frequent deposits. Should be willing to step up to the Treasurer role after the term is complete. Work closely with supervisory VP; review budget and expectations prior to starting activity. Report on event/activity outcomes. Principal by Tuesday prior to inclusion. Submit all printed material to VP and Principal for approval prior to duplication or posting.
Classroom Funds Administrator Reports to Treasurer Responsible for coordinating the collection of classroom funds. Should learn the job of Treasurer and be willing to step up to the Treasurer s role after the term is complete. In September, prepare a 1 page budget worksheet to facilitate the budgeting process for each grade. Classroom funds budgets are determine by grade level and approved by the Principal. Budeted items include field trips, classroom parties, magazine subscriptions. Once each grade level completes its budget, prepare a 1 page letter to parents to facilitate the collection of funds. Letter should be approved by Principal and PTA presidents. Letter should list amount requested per child by grade. Keep a record of each budget. Coordinate collection process. One suggestion is to have all checks returned to school in an evelope and placed in a labeled box outside the school office. Request payment by check. Note a payment deadline. Create a worksheet to account for the funds collected. Contact the chairperson of NSS directory or the NSS office staff for a download of the North Street School roster. Download should include child s name, class and parents names. Account for all checks and prepare NSS PTA deposit forms. Leave all deposits for assistant treasurer in the office safe. After payment deadline has passed, re-send letter to those who did not paid. Mark this letter Second Notice. Provide a list to the office. Some families receive financial aid. The office will determine who is eligible and remove those letters. Communicate frequently with PTA Treasurer to i) determined that funds are allocated correctly and ii) account for checks requested by the teachers and that each grade remains within budget. (Note: teachers may change plans mid-year. Changes are fine, just work with the teachers to stay within the the total budgeted amount.) In mid or late May, communicate with each grade level the amount of classroom funds remaining. Should be willing to step up to the Treasurer role after the term is complete. Work closely with supervisory VP; review budget and expectations prior to starting activity. Report on event/activity outcomes. Submit Dragon Tale notices to VP by Monday prior to publication. Submit Dragon Tale flyers to VP and Principal by Tuesday prior to inclusion. Submit all printed material to VP and Principal for approval prior to duplication or posting.
Scholarship Reports to Treasurer Responsible for NSS's participation in the following scholarship awards: PTA Council Scholarships; Lori Wretne Award for Academic Achievement in Math and Science; Bob Peck Award for Academic Excellence; NSS Merit Scholarship; LeeAnn Armstrong Athletic Award; five Book Awards; and the GHS Student Loan Fund. This list is subject to change. Busiest in the spring. Participate in PTA budget process for this area. PTA Council Scholarship Awards Mandatory Steps: January- You will receive a letter advising you to attend a meeting in February. Advise the PTA Council of NSS s budget for the scholarships. Review PTA Council scholarship award process at the meeting. April-May- Interview NSS graduates who are applying for PTA Council Scholarships. This is done at GHS on a Tuesday, Wednesday, and Thursday during school hours Attend PTA Council Scholarship Decision Night meeting to propose and finalize names of two NSS students to receive PTA Council Scholarships. North Street School Scholarship Awards: April- You will receive forms from Becky Stone, GHS Career Center (625-8040), requesting requirements for the NSS Scholarship Awards (9 in total). The Lori Wretne Award for Academic Achievement in Math and Science was established in honor of Lori Wretne, upon her retirement as an NSS teacher. The Bob Peck Award for Academic Excellence (highest GPA) was established in memory of Bob Peck, a beloved former teacher at NSS. The NSS Scholarship Award is in recognition of academic performance and school/community involvement. The LeeAnn Armstrong Award is in recognition of athletic performance/financial need. The five Book Awards are presented for excellence in the Arts, Literature/Writing, Technology/Science, History, and Other. May- Becky Stone will contact you via e-mail about the selections. This e-mail will also include student academic/athletic community achievements. June- Once recipients are selected, contact students (telephone numbers available through GHS) to tell them about their awards and ask them to attend 5th Grade Recognition Ceremony in June. [Check with NSS Principal for exact date and time.] These awards are usually presented at the beginning of the ceremony. For the ceremony, the students should be prepared to say a few brief words of thanks or perhaps tell a brief anecdote or memory of their time at NSS. Complete check request forms for the four recipients of the awards (Lori Wretne, Bob Peck, NSS Merit Scholarship, and LeeAnn Armstrong) and submit to NSS PTA Treasurer. Purchase five $50 gift certificates from Diane s Books. Prepare award certificates and envelopes for each student. During the Recognition Ceremony, you will present the letters of recognition and the checks, along with a short speech about the academic/athletic/community achievements of each student. GHS Student Loan Fund: In the Spring, GHS sends to the NSS PTA, attention PTA President, a request for a donation to the GHS Student Loan Fund. The Scholarship chair should call the Treasurer to ensure NSS has responded to the request. Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.
Conduct an audit of the North Street PTA accounts. Can be done within one month, any time of year. /Audit Procedures Audit Reports to Treasurer Initial Assumptions When performing this audit, the audit committee should keep in mind that the treasurer and his/her staff are volunteers working for the PTA. The purpose of this audit is simply to assure the membership that procedures are being followed, internal controls are being upheld and no impropriety has occurred. Objectives to certify the accuracy of the books and records of the Treasurer and his/her staff, and to verify that PTA resources are managed in a businesslike manner within the regulations established for their use. Committee Procedures The Nominating Committee will choose 3 members annually to form the Audit Committee. Ideally, at least 1 of these will have a financial background. At the least, members of the Audit Committee must exhibit attention to detail. These members will be independent members of the PTA who are not currently on the Executive Board nor will they have been members of the Board during the period to be audited. The audit will commence once activity has ceased for the prior year. Consequently, the books will be audited sometime after September 1 st with the audit being completed by November 30 th. The Treasurer should contact the Audit Committee as soon as the books are ready to be closed. The Audit Committee and Treasurer will then set a date for performing the audit, which should be completed in 1 session. The Audit Committee should review the books for the PTA accounts, the Afters account, the NSS On-Stage account, and any other accounts that are part of the PTA organization during the relevant time period. The Audit Committee will complete the Audit Report Form and submit it to the Executive Board by December 1 st. The PTA Membership must officially adopt the audit report at its next meeting. If the audit discovers missing funds over $200 or substantial problems with the books, the Audit Committee will provide a written report to the Executive Board, the Principal, and the President of the PTA Council. Preparation for the Audit (Treasurer s Responsibilities) The Treasurer will provide the Audit Committee with copies of following items for the year being audited: tax preparation documents given to the accountant, the checkbook and all cancelled checks, all bank statements, all deposit receipts, the Quicken itemized category report (1 for each Committee member), the operating statement (same), the monthly treasurer s reports, all expense reimbursement forms, the Executive Board and PTA Membership meeting minutes, the current By-Laws, and the Audit Report filed for the prior year. The Treasurer will provide the Audit Committee with a room to review the documents and perform their audit. The Treasurer will be available to answer questions but will not remain in the room during the audit Attachments Procedures for day of audit Audit Report Form Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.
Audit Procedures Beginning Balance Begin the audit with the records posted after the last audit. Check to see if the amount shown on the bank statement corresponds to the starting balance recorded in Quicken. Expenses Afters and NSS On-Stage Review the ledgers and the cancelled checks. Check that all disbursements conform to the purpose of the organization. PTA Accounts For all of the disbursements outlined in this section, perform the following tasks: (a) Pull the expense reimbursement form (b) Pull the cancelled check. Checks written for $1,000 or more should be co-signed by a PTA President. (c) Check the approval signatures on the expense reimbursement form. All expenditures require two signatures. The second signature involves the approval of a Vice-President or the PTA President. (d) Compare the dollar amount of the check to the expense request (e) Check for the invoice that should be attached to the expense reimbursement sheet. (f) Check the date, dollar amount and expense classification in the Quicken ledger (g) Check that the Treasurer was authorized to disburse these funds. Make sure that this expense was designated in the original budget or by a subsequent vote from the Executive Board and/or PTA membership. (h) Enter information on the audit sheet. If information does not match, note the discrepancy on the audit sheet. - Using the itemized category report, select all disbursements of $1,000 or more; - Using the itemized category report, select a 5% sample of disbursements; - Check all disbursements for Restricted Accounts. - Review all of the cancelled checks. (a) Ensure that all checks are accounted for and that missing check numbers appear as void in the itemized category report. (b) Check a random sample of cancelled checks for any unusual endorsements. (c) Check that all checks made out to the Treasurer are correct and appropriate. Revenues Select a 5% sample of deposit slips and trace from the actual deposit slip to the Quicken ledger. Also select all deposit slips for restricted accounts. Check for the proper classification and the correct dollar amount of the deposit. Enter the information on the audit sheet. If the information does not match, note the discrepancy on the audit sheet. Verify that the Bank Accounts and Quicken are in sync Verify the bank balance at the beginning of the year and at the end of the year. Check the total revenues less expenses as recorded in Quicken. Determine the expected year-end bank balance. Compare to the actual bank statement.
North Street School PTA PTA Audit Report Form For the Fiscal Year Ending June 30, Bank Balance on July 1 st $ Receipts $ Total Cash $ Disbursements $ Balance on Hand $ June 30 th Bank Statement Totals $ Itemized Checks Outstanding: Total Checks Outstanding $ Balance in Checking Account $ Date of Audit: We have examined the books of the treasurer of the North Street PTA and find them to be (please choose one of the following to complete the sentence): Correct. Substantially correct with the following adjustments: Incomplete. Date Audit was completed: Auditors Signatures:
Afters Business Manager Reports to Treasurer Manage the finances of the Afters Program. Report regularly to the VP of Programsconcerning the financial health of the program. Prepare budgets before each Afters session to ensure that the session will cover all costs, including fixed costs, before finalizing the class lists and program offerings. Member of the Afters Committee. Manage the Afters program finances. Make deposits. Organize checks received with registration and prepare a bank deposit. Stamp backs of checks with the endorsement stamp, alphabetize checks by family last name, and prepare an itemized listing for the bank. Include family s name and check total on the itemization. The deposit should be made as soon as possible after the beginning of each session. After each session begins, provide information to Treasurer for 1099 tax form completion. We have many on file. This is necessary for any individual (versus a check made out to a corporation or business) who earns over $600 in a calendar year. Write checks for Afters expenses and salaries. Make timely payment from the Afters bank account of all properly submitted expense vouchers. Keep separate accounting for salary checks, apart from supplies reimbursement. Strict salary records must be kept, so we can report those numbers to the IRS on the 1099 tax forms that the Treasurer fills out every January. Teacher salaries are paid at the end of a session, except non-nss instructors who may be paid up front. Get a copy of the teacher contracts from the Afters committee, verify classes taught, and prepare checks for the last day of each session. Checks may need to be adjusted if there have been snow days or sick days. By January 15th the Treasurer needs a complete list of individuals who earned $600 or more in the prior calendar year. This list should include the individual s name, address, social security number, and salary for the calendar year. The Treasurer must receive this information on time, to send tax forms to these individuals by January 30 th, in accordance with federal and state law. The Afters checking account must always maintain a balance of at least $1,000 to avoid bank penalties and fees. In the beginning of the year, it may be necessary to ask the treasurer to pay for the Afters Insurance premium out of the PTA account. The Afters account can reimburse the PTA when sufficient funds are available. Bank statements for the Afters account will be sent to your home. Reconcile them monthly to the Afters checkbook. Should you desire to put the Afters account on Quicken (highly recommended), the Treasurer can get you a copy of this software. Budgets. Working as a member of the Afters Committee, prepare a budget for each trimester during the normal PTA budget cycle and submit it to the Programs VP and Finance & Planning VP for the PTA annual budget. The budget should show anticipated revenues, fixed expenses (insurance) and variable (salaries) expenses and a breakeven/mildly profitable balance for the year. It is your responsibility to try to manage the profitability of the Afters program. On the one hand, the PTA does not want this program to lose money. On the other hand, it is not designed to be a fundraising activity. Financial Reporting after each Afters Session. A summary financial report should be prepared at the end of each trimester and forwarded to the Treasurer and the Programs VP. This report should list the revenues, expenses and gross profit of the session. The report should also list the total revenues, expenses, gross profit, insurance and other costs, and operating profit for the year to date. Actual numbers should be presented along with budgeted numbers. Annual Financial Reporting. In July, an income statement must be produced that lists all revenues and expenses by category. This statement must also tie to the beginning cash balance as of July 1 st and the ending cash balance on June 30 th according to the bank statements. This income statement is then forwarded, along with the 2 bank statements, to the Treasurer. The Treasurer then forwards this information to the PTA s accountant who incorporates it into our tax return. Record Keeping. Keep all financial and bank records of the Afters Program up to date and accurate. Year-End Transfer. After all deposits and expenses have been made regarding the Spring Session, transfer all funds over the $1,000 minimum deposit to the PTA account. Ensure that insurance has been paid (by the Treasurer) for the upcoming year. Communication and coordination with the Afters Committee, and the teacher/aides hired to oversee and facilitate the day to day operations of the program. Attend all meetings of the Afters Committee. As above for Afters.
Hospitality Reports to Secretary Provide refreshments and paper goods for various PTA events and meetings, frequently in the morning or evening. Meet with Secretary and outgoing Chair to review the prior year s meetings. Find out any changes that might take place on the school calendar. Inventory the supplies in the PTA closet over the summer to see what is available. Supplies should be purchased as necessary. Work in coordination with Outreach to plan the Back-To-School Picnic. The picnic is traditionally held the day before school begins, immediately following the New Student Orienation. Hospitiality provides drinks and desserts. Organize the Back-To-School Teacher breakfast. Confirm the date and location. The PTA hosts this affair. The tables should be decorated and set simply, yet nicely. Coordinate the refreshments for the NSS Open Houses. Hospitality provides drinks, light snacks and paper goods. Coordinate the refreshments for the PTA Kick off Coffee. Hospitality provides coffee, light snacks and paper goods. Confrim date and location. Usually 2 nd week of school. Provide refreshments at the PTA Membershp meetings held throughout the year. Hospitality should set up and clean up the event. Provide refreshments at Board of Education meetings hosted by North Street School. (NSS will likely host the BOE once every other year.) Hospitality should set up and clean up the event. Organize the Holiday Teacher breakfast. Confirm the date and location. (Usually a buffet in the teachers lounge.) Provide refreshments for parents and children attending the Kindergarten Orientation in March as well as Kindergarten Visitation Day in May for the upcoming school year. Provide refreshments at other functions as determined by you and the Secretary and President(s). Principal by Tuesday prior to inclusion. Submit all printed material to VP and Principal for approval prior to duplication or posting.
Outreach Reports to Secretary Act as a resource for new families entering the NSS Community. Busiest in the fall. Obtain a list of all new incoming families who have enrolled children in the school for the upcoming year. This list should include families who have moved in the months of June through August as well as all incoming Kindergarteners. Obtain lists for the grades and classrooms the child(ren) will enter in September. Also obtain a list of the new family names, addresses and telephone numbers. Make contact with all new families to welcome the newcomers and answer any questions they might have. Follow up to see that calls were made to all new families prior to the start of school. Be available for the New Student Orientation, hosted by the NSS principal, during the week before school starts (date set by school, but traditionally the day before the first day of school). Ask the Principal what your involvement should be (welcoming the group, giving tours, etc.). Organize the Back-To-School Picnic in coordination with Hospitality. The picnic is traditionally held the day before school begins immediately following the New Student Orienation. Hospitiality provides drinks and desserts. Host a table at the Volunteer Fair to welcome the new families and to encourage them to get involved. When making contact with the new families in the summer, invite them to stop by the Outreach Table. Organize and host a luncheon for the new parents to be held in late September/early October, usually at the home of an NSS family. Select and book a date approved by the Principal, the PTA President(s), and the host. Send invitations to the new families, the Principal, and other Executive Board members. Arrange for the food with your committee. Periodically check with the main office and obtain the names of any families entering the school during the year. Have their names printed in the Dragon s Tale with a welcome message. Contact the new family to welcome them. Principal by Tuesday prior to inclusion. Submit all printed material to VP and Principal for approval prior to duplication or posting.
Membership Reports to Secretary Develop and oversee the parent and teacher membership drive for the PTA. Requires work over summer; busiest in fall. Learn fundraising expectations from Finance & Planning VP. Develop giving categories (dollar range levels) and associated gifts. Purchase/order membership gifts. Explore creative ways to make parents aware of the enrichment programs, services, and events provided by the PTA, thus increasing interest in membership. Create membership form for inclusion in the August Mailing. Form must be approved by Finance & Planning VP, President(s), and Principal. Set up a Membership table to accept donations and hand out gifts during the first week of school, especially on days like New Student Orientation, PTA Volunteer Fair and Open House nights Work with Display Case Committee to design a Membership display for the front hall. Encourage the President(s) to mention joining the PTA at the Open Houses, PTA meetings, and other appropriate venues. Send out Membership appeals through the Dragon s Tale. Place payments as received with Tally Forms in safe for Assistant Treasurer. Keep a record of all who have joined the PTA, first and last names. Include a separate list of teachers. Prepare updates of membership numbers, by giving categories and percentage, for Executive Board, throughout September and October. Develop a final Membership roster and give a copies to the Treasurer, Secretary, Finance & Planning VP, and Principal. The Principal mainly needs staff lists. Print labels and distribute copies of the NSS Directory once it is printed. Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.
Volunteers Reports to Nominating Promote volunteerism at NSS by actively recruiting volunteers and organizing volunteer efforts. Keep a list of available volunteers for possible use by committee chairs. Busiest first month of school and one week in May. Organize the Volunteer Fair, which is held near the start of school; confirm date with President(s) and Principal. Preparation should begin at the end of the prior school year, and should include the following: Calculate the total number of tables needed. (Can be 2 or 3 groups at each.) All committees will be given a space at a table. Contact PTA chairpeople to remind them about the Fair, and suggest they be present to recruit volunteers. Offer them the option of creating a poster or other materials to indicate the committee s function. Coordinate with Outreach and Hospitality committees, who may participate in hosting the fair. Create a diagram of the desired floor plan. The custodians should have a copy. Organize coffee & refreshments for the event. (Coordinate with hospitality.) Prepare sign-up sheets for all volunteer jobs, including volunteers-at-large, and have pencils available. Provide name tags. Set up the room the day before the Volunteer Fair. Decorate the tables and the room. Hang Welcome Back to NSS Banner outside. After the Fair, make a copy of all the sign-up sheets and post them for a week on the glass walls outside the cafeteria. Give the originals to each Vice-President for distribution to their chairpeople. Update chairpeople if additional volunteers sign up on the wall, but keep that copy for your records. Put a note in the Dragon s Tale to remind parents that even if they missed the coffee sign-up sheets are posted. Be available throughout the year to solicit additional volunteer support as needed. Maintain master copies of all volunteer sign-up sheets, providing chairpeople with replacements if necessary.. Send out invitations to all volunteers, including Classroom Parent Contacts, to attend the Volunteer Coffee which is held during National Volunteer Week in early May. (Make sure to get any updated volunteer lists from chairpeople, Classroom Parent Contacts, classroom teachers, etc.) The NSS staff hosts and provides the food; coordinate planning with the Principal. Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.
Fifth Grade Event Reports to Secretary Plan, organize, and execute the 5 th Grade Event, usually held on the last day of school for all 5 th grade students. Busiest in the Spring. Decide with Programs VP the activities for the event and discuss the budget in early spring. Budget is not necessarily limited to PTA-financed amount (see below). Must have Principal approval if additional funds will be solicited from 5th grade parents. Schedule meetings to plan, coordinate and supervise volunteer committee members. Arrange for food and activities. In the past, t-shirts have been made with the 5th grade class picture on the front. Principal by Tuesday for approval prior to inclusion. Submit all material to VP and Principal prior to electronic distribution or posting.