HCCPTA Region Map
HCCPTA Region Map
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 2020-2021 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 Janel Smith at [email protected] if you need assistance with this
Complete the 2019-2020 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 social 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.
Submit your taxes and email approval to Florida PTA Taxes are due by November 15 but can be completed as soon as your audit is done. It is much easier to do your taxes right after your audit.
Gross revenue less than $50,000 you can file a 990N. Takes less than 5 minutes. Be sure to wait for the “Accepted” status and email the screenshot to [email protected]
Gross revenue more than $50,000 you will need to file a 990EZ or 990. You do not need to pay to have someone completed this. Contact Kimberly McDonough at [email protected]or [email protected] if you need help
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 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 the convenience. If you need help with membership, contact Regina Gambell at [email protected]
Create Budget and Programs for 2020-2021 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, 2020 and deliquent after November 15, 2020 at which time your local unit will be automatically dropped from this Council. Units who are dropped may be reimstated 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
What is 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:
- Memberships paid to Florida PTA monthly, beginning October 1st, with final payment May 1st. If not paying through MemberHub, use this form to mail the check: https://floridapta.org/media/2019/09/2019-2020-Membership-Dues-Payment-Form.pdf All membership cards will be issued using MemberHub at the local level, if you need help with MemberHub, email [email protected]
- Reported New or Returning Officers to Florida PTA, each year. https://floridapta.org/new-or-returning-officers-form/
- Dues payment sent to HCC PTA/PTSA, (October 1st) if you don't know how much to send in, email the [email protected] to find out what your unit owes.
- Copy of Audit Report sent to Florida PTA, ([email protected]) Due by August 31st each year to Florida PTA Audit form is here: https://floridapta.org/media/2019/06/PTA-AUDIT-FORM-UPDATED-2019-2.pdf
- Filed IRS 990 and confirmation email emailed to Florida PTA, ([email protected]) Due by November 30th each year to Florida PTA
- Current Bylaws. Here is the blank by-laws form link: https://floridapta.org/media/2019/09/2019-2020-BYLAWS-FORM-PDF-FILLABLE.pdf
- HCCPTA Council Dues must be paid by October 31st of each year. See for here: HCCPTA Annual Dues Payment Form
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, Janel Smith at [email protected]
Basic Compliance Checklist
Hillsborough County Council PTA/PTSA
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
(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 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
o Elections Held
o Reported Officers to Florida PTA(online) o Order Kit of Materials from National PTA o Membership Rosters Kept
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)
o Attend Trainings Sessions(County, State, Online)
o Establish Relationship with School Partners
o Standing Rules to Establish Money Handling/Responsibilities o Develop Advocacy/Legislative Plan