Local Unit Compliance

What is Compliance?

Compliance means your Local Unit has met the requirements for its non-profit status. 

Here in Hillsborough County, all local units are required to have General Liability Insurance with a common effective date of October 1st, to include an Additional Insured endorsement naming the School District of Hillsborough County.  The school district requires an annual, signed Facility Agreement form, which can include a Facility Rental Form.

Other items for compliance include:

BYLAWS MUST BE REVIEWED EVERY YEAR. RENEWED AT A MINIMUM, EVERY THREE (3) YEARS. AFTER REVIEW BY THE BOARD AND APPROVAL OF CHANGES TO THE BYLAWS BY THE GENERAL MEMBERSHIP, THE UPDATED BYLAWS MUST BE SENT TO THE FLORIDA PTA STATE OFFICE FOR APPROVAL.

REMEMBER AN AUDIT MUST BE COMPLETED AT THE END OF EACH YEAR AND WHENEVER A TREASURER IS REPLACED.

Your first point of contact with questions or concerns is VP of Areas and Regions, Valerie Licata at [email protected]

Basic Compliance Checklist

Hillsborough County Council PTA/PTSA

Compliance:

o Bylaws Updated __________________ o Florida Memberships Paid ________ o County Council Dues Paid ________ o Audit of Previous Year

o Taxes Completed _________________ o Insurance In Place _______________ o Officers reported to Florida PTA 

Financial:

(every 3 years) (Monthly until May 1st) (October 1st)

(November 15th) (October 1st, or renewal)

Local Unit Checklist

o “Approved” Budget (by members, early in the school year)
o Monthly Bank Statements Checked(mailed to school address)
o Checkbook & Register Balanced
o Voided Checks Attached
o Two Signatures on All Checks
o Monthly Financial Reports Filed
o Budget Amendments Approved (if any)
o Audit Performed (by 3 non-signers)
o Proof of Taxes Filed(e-mail to Florida PTA)
o Insurance Certificate with Additional Insured Endorsement o Facilities Use Agreement w/Rental Agreement
o Florida DOR – Tax-Exempt Certificate on File

General:

o Elections Held
o Reported Officers to Florida PTA(online) o Order Kit of Materials from National PTA o Membership Rosters Kept

Standards:

o Monthly Board Meetings (10)
o Monthly Minutes on File(Minutes kept permanently)
o Monthly Financial Reports on File
o General PTA Meetings (3 minimum)
o General Minutes & Budget Kept (Separately from Exec. Board) o Quorum Established for Voting Purposes(Majority or 10)

Suggestions:

o Attend Training Sessions (County, State, Online)
o Establish a Relationship with School Partners
o Standing Rules to Establish Money Handling/Responsibilities o Develop Advocacy/Legislative Plan

Back to School Checklist

PTA/PTSA - Back to School Checklist

Here are some tips to help you get your local unit into compliance as you start the school year. If you need help please reach out, we are here to support you!

  • Submit new/returning 2021-2022 officers in the below link. If your PTA/PTSA was not able to hold a general meeting for elections, Florida PTA has approved virtual general meetings going forward with at least one in person.  You will know if you have submitted your officers if your President received the “Kit of Materials” from Florida PTA this past week. 

Contact Valerie Licata at [email protected] if you need assistance with this

  • Complete the 2020-2021 Audit The executive committee can appoint 3 people for the audit that are were not check signers this last school year.  This can be either in person or socially distant (one person does the audit then brings the books to the next person and then onto the next) Below is the link for the audit form.  Audits need to be completed by August 31st.

  • Update your Bylaws (Even if current)  Florida PTA updated the Bylaws form to include information about holding virtual meetings.  If you have current approved bylaws, you only need to fill in the same information into the new form and submit them to the link below.  Any changes to your current bylaws will need to be voted on in your next general meeting.

  • Prepare Membership forms or MemberHub Most open houses are going virtually.  MemberHub will be a great way for you to allow your members to register.  Remember when setting your cost per membership that $3.50 goes to State/National and $0.20 goes to Hillsborough County Council.  Online memberships will have a small fee for convenience.  If you need help with membership, contact [email protected]

  • Create a Budget and Programs for the 2021-2022 school year. Your audit will need to complete so you can have your beginning balance for this coming year’s budget.  Keep in mind there will be limited access to school grounds.  Fundraisers will be different this year so you may need to think outside the box

  •    Pay your Local Unit dues to County Council. Per Article XII of your bylaws, local units are required to pay annual Council dues. The Bylaws of the HCC PTA/PTSA provide that local unit dues are $.20 per member calculated based on last year's total membership as reported to Florida PTA with a minimum payment of $2.00 and a maximum payment of $100.00. The training support is optional but requested to offset expenses in providing hospitality at Innisbrook, Reflections, and county training events. Invoices are due October 31, 2021, and delinquent after November 15, 2021, at which time your local unit will be automatically dropped from this Council. Units who are dropped may be reinstated at any time by paying their dues but must wait 30 days to participate in the business of the Council. If there are questions or you need help calculating your dues payment, please reach out to [email protected] or [email protected] 

    Dues can be paid online or by check, form can be found here:  HCCPTA Annual Dues Payment Form

2021-2022 HCCPTA Region Map

HCCPTA Region List & Map

PTA Forms