DCHS PTS

1
DCHS PTS ?

• A

• O

2
What happened?

• For many years we had a PTSA
• For 06-07 there were no officers elected or
  membership collected
• So a PTSO was started in 07-08
• We discovered in March that there was PTSA money
  in the bank
• In order to access the fund we had to reactivate
  the PTSA

3
The Problem

• We now have two groups cooperating for the
  benefit of DCHS.
• We want to avoid any competition or legal
  complications by merging the membership and
  choosing the best type of group to continue at
  DCHS.
• We want to make an informed decision about which
  group will best serve the needs of DCHS, and how
  to best allocate our funds immediately and in the
  distant future.

4
Timeline to a Solution

• The PTSA PTSO Boards will meet at 500pm on
  Thursday, April 10th in the DCHS Media Center.
• Our primary goal is to decide which type of group
  will serve us best, then prepare a proposal to be
  voted upon at the joint General Membership
  meeting on Thursday, April 24th, 700pm in the
  DCHS Gym.

5
Details to Consider

• Membership numbers and dues
• Officers and Committees
• Formalities Insurance
• Operation Costs Estimates
• By Laws and revisions
• Student Involvement
• PTA Advocacy
• Support- programs and services offered by PTA
  PTOtoday

6
Membership

• PTSA

• PTSO

• National Membership Dues 1.75pm
• NC State Membership Dues 1.00pm
• DCHS Membership Dues- 1.25pm
• Past 4 year Total
  4.00pm
• Year Members Cost Income
• 04-05 520 1,430 650
• 05-06 523 1,438 654
• 06-07 0 0 0
• 07-08 43 118.25 53.75

• DCHS Membership 5.00
• Actual to PTOtoday 0
• Year Members Income
• 07-08 79 Parents 395
• 75 Staff 375
• Total approximate 770
• (some memberships sold 2/5.00 so high)
• Potential to PTOtoday
• Plus membership 149-199
• annual renewal 199-249
• (Dependent upon hitting discount window)

7
What if we had been a PTSA from the beginning of
07-08 ?

• With 154 (PTSO) members in the fall paying the
  PTA 4.00 rate
• Cost 423.50 Income 192.50
• Add 12 members on March 3rd who were not paid PTO
  members
• Cost 33.00 Income
  15.00
• Membership Cost 456.50 Income from
  Membership 207.50
• Note some people paid 5 to the O and then 4
  to the A.

8
Officers Committees

• PTSA-reactivated 3/6/08

• PTSO-formed August 08

• President- Julie Whittaker
• Vice President- Lauri McGinley
• Secretary- Lynn Tutterow
• Treasurer-Brigitte Chesnee
• Audit Team- Kathy Crews, Melinda Evans, Heather
  Renegar
• Fundraising- Doris Short
• Nominating Committee- Sarah Neggers, Melinda
  Evans, Angie Byrd

• President- Mickey Ferrel
• Vice President-Julie Whittaker
• Secretary-Heather Renegar
• Treasurer-Kathy Crews
• Fundraising- Doris Short
• Grant Writing- Pam Moser
• Membership- Susan Markland
• Newsletter- Charlotte Miller
• Nominating-Sandi Howell
• Scholarship- Lauri McGinley
• Student Recognition- Melinda Evans
• Teacher Appreciation- Barbara Laymon

9
Formalities

• PTSA

• PTSO

• With membership
• EIN
• Fed Tax Exemption 501c3
• GEN- state sales tax exempt
• Incorporation 60.00
• Annual Insurance Fees
• Bank Accounts
• Tax Filing
• Our Executive Committee voted on 3/27/08 to
  Incorporate to comply with membership in good
  standing requirements. We agree that insurance
  will be purchased if we decide to continue the
  PTSA. PTA requires units to have bank accounts
  separate from the school. Tax forms will be filed
  on time.

• Responsible for legal and application fees of
  approximately 500 to 750,
• one time costs at the time of organization.
• Annual Insurance fees
• No bank account, funds in school accounts
• Tax Filing ?
• Our Board voted not to formalize using any of
  these options, early in 07-08, with little money
  available at that time. No insurance has been
  purchased. The former school bookkeeper
  recommends that a bank account be opened so the
  funds can be paid out to the PTSO. Our
  obligation to file tax forms should be analyzed.

10
Insurance

• PTSA 260

• PTSO 350

• General Liability 125
• Accident Medical 90
• Bond 85
• Property 100
• Officers Liability 50

• General Liability 165
• Accident Medical 110
• Bond 115
• Property 115
• Officers Liability 70

11
Estimate of 07-08 operation costs if we had
started the year as an A or an O and formalized
the O.

• PTSA

• PTSO

• Membership Cost 456.50
• Incorporation Fee 60.00
• Insurance 260.00
• Total 776.50

• Membership Cost 0
• Incorporation 60
• Insurance 350
• Formalities 600
• PTOtodayPlus 460
• (estimated to equal benefits/materials from PTA)
• Total 1,470.00

12
Comparison of Future Annual Membership/Operation
Costs

• PTSA with 350 members at 8.00

• PTSO with 350 members at 8.00

• Membership 2,800.00
• Paid to PTA NCPTA ( 962.50)
• Retain at DCHS 1,837.50
• Insurance ( 260.00)
• ________
• Result 1,577.50

• Membership 2,800.00
• PTOtoday Plus (200.00)
• PTOt Packages ( 350.00)
• Insurance ( 350.00)
• ________
• Result 1,900.00

A difference of 322.50 that goes to the PTA
and NC PTA
13
Estimate of available s if we had started this
year as an A or an O

• PTSA

• PTSO

• Balance in Bank 4,037.22
• Balance _at_ DCHS 300.00
• (apparently left from the 05-06 PTSA)
• Membership Income 207.50
• Newsletter Ads, Can Do, School Store 300
• Total 6,314.72

• Balance _at_ DCHS 300.00
• (apparently left from the 05-06 PTSA)
• Membership Income 770.00
• Newsletter Ads, Can Do, School Store 300
• Total 1,370.00

14
By-Laws

• PTSA

• PTSO

• The By-laws are aligned with the National PTA and
  NC PTA. Each local association can fill in their
  own particulars and make amendments that are not
  in conflict with the larger bodies. Revisions are
  due every 4 years- ours are due by 4/30/08

• Currently our organization has no bylaws. The
  PTOtoday has information on the necessity and how
  to create them. PTOtoday highly recommends that
  each PTO form and adopt their own bylaws.

15
Suggested Changes toDCHS- PTSA By-Laws

• Presently

• Suggested Changes

• Membership Dues 4.00
• 3 Members of Nominating Committee Elected by
  Executive Committee
• Officers Elected in April
• President
• 1 VP
• Secretary
• Treasurer
• General Membership Meets
• Aug Nov Jan April
• 5 days notice before changing a GM meeting or
  calling an Executive Board Meeting

• Adult 8.00
• Allowing us to keep
  5.25
• Consider Student Dues
  3.00
• With DCHS PTSA keeping
  .25
• Officers Elected in April
• President
• 2 VPs 1- Executive 1 Student Involvement
• Secretary
• Treasurer
• 7days before General Membership date change
• 3 days to call an Executive Board meeting

16
High School Youth Involvement

• PTSA

• PTSO

• Student Involvement Packet- Vice President for
  Student Involvement Youth Advisor
• Guidelines on how to effectively involve high
  school or middle school students in the
  association beyond just paying dues

• Little information- most membership is K-8

17
Advocacy

• PTSA

• PTSO

• Controversial?
• The National and State PTAs have mission
  statements, position statements, Strategic Plans
  07-10, action plans, Resolutions, and a statement
  Why We Lobby as well as information on each

• None- unless it is local, and perhaps shared on
  the blog

18
Statement from the National PTA Website
Why We Lobby Fulfilling our mission as
advocates for children Part of the National PTAs
threefold mission is to speak on behalf of all
children and youth before governmental bodies and
other organizations. These advocacy and lobbying
measures include mobilizing individuals, local
and state units to work with the National PTA in
molding specific government programs, policies,
and priorities. In order to maintain a
nonprofit status under federal rules, the
National PTA is nonpartisan and works to direct
its efforts at members of both political parties
in order to enact change. When PTA officers or
lobbyists participate in legislative activities
that educate lawmakers about officially adopted
PTA positions, or support a particular piece of
legislation that is in agreement with the PTA
Legislative Program, it is done on a strictly
nonpartisan basis. A nonprofit organization,
like the PTA, is considered to be engaging in
lobbying efforts if it either contacts or urges
the public to contact lawmakers for the purpose
of proposing, supporting, or opposing
legislation. The amount of money the National PTA
can use for these purposes is also strictly
regulated under the federal non-profit status
rules.
19
Support Materials

• PTSA

• PTSO

• Provided with Membership
• Printed Manuals for Officers Committees
  Programs
• Online supplements, idea bank, newsletters,
  access to forms, brochures, and membership
  database
• Bimonthly magazine to each unit Our Children
• (Members subscription 15 annually)

• Some offered online free while other materials
  are purchased, fees range from 40 to 300.
• Bimonthly Magazine to all K-8 schools- PTOtoday
• 4 copies for officers with PTOtodayPlus 199 fee
• (individual subscription 25 annually)

20
Websites

• PTSA

• PTSO

• Two- National and State
• Comprehensive with access to all information
  using your membership card directions.
  Membership Management Database, Bulletin Board
  for sharing and inquiries, and links to other As
  websites

• Comprehensive with some free access, can read
  blogs, File Exchange and opportunities to
  purchase more access and tools, with the
  PTOtodayPlus have the opportunity to use
  PaySchools an online credit/debit processor for
  local units to collect fees, with a 4 charge per
  transaction

21
PaySchools

• How it worksParents access PaySchools through
  your schools website. They select the
  activities/products they want to pay for and then
  complete the secure transaction using credit
  cards or electronic checks. The payments are
  automatically processed, and the money is
  transferred to your parent groups bank account.
  Low transaction fee with no hidden costs-the fee
  is a straight 4 on all transactions
• PTOtoday Plus benefits website

22
Live Help

• PTSA

• PTSO

• A local district representative, Paula McManimen
  is very helpful and welcomes phone calls or
  email and responds promptly.
• The NC PTA office has not answered the phone, but
  they will send email to confirm information
  received, and a letter with answers to questions
  about our reactivated membership
• Bulletin Boards, and many manuals/ publications
  available online, free to public

• 8oo phone line manned by employees
• Chat and blogs, email, publications online
• Provides advice to any school group whether A or
  O or by another name.

23
Training

• PTSA

• PTSO

• With Membership and scheduled during the summer
  and early fall.
• E-learning- anytime, just log into the National
  website with your membership card directions.

• Packages offered with Plus membership for
  purchase.

24
Fundraising Potential

• PTSA

• National- Great Idea Bank with lots of ideas and
  success stories shared
• NC PTA-
• Positive Promotions link for merchandise sales

• File Exchange on PTO website, lots of ideas,
  success stories and warnings shared.

25
Grants

• PTSA

• PTSO

• Local units can apply for a 1,000 for projects
  and leadership advancement
• Advice on how to write and apply for other grants

• Advice on how to write and apply for grants.

26
Scholarships

• PTSA

• PTSO

• Members can apply for
• 1,000 for Students studying education
• 1,000 for Teachers seeking Masters Degree
• Advice on how to set up funds and criteria for
  awarding them locally

• Advice on how to set up funds and criteria for
  awarding them locally

27
Awards

• PTSA

• PTSO

• Apply for awards in many different categories
  including membership, programs, leadership and
  advocacy.
• Plaque Awarded

• Contest for the PTO of the year winning 3,000
  to 1,000
• Contests in 8 Categories each awarded 500

28
Discounts

• PTSA

• PTSO

• Members can take advantage of discounts at Barnes
  Noble, Kidz Idz, Liberty Mutual, Medic Alert,
  and Southwest Vacations 5
• PTA promotional merchandise
• Use membership card and logon information

• PTO promotional merchandise

29
So which is better?

• There is value for the cost of membership to the
  PTA, using the future comparison a difference of
  322.50, pays for the available resources,
  training, live help and the advocacy. However,
  it will always be relative to the number of
  members we have.
• PTOtoday doesnt care if a group is an O or an A,
  anyone can purchase their services. It may be
  useful to be a PTOtoday Plus member for 199
  annually to take advantage of materials or
  services we could purchase if we see the need.

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What happens if we choose to dissolve the _____

• PTSA

• PTSO

• we must follow the procedure delineated in the
  bylaws. Basically,
• the Executive Committee will make a Resolution to
  Dissolve and announce it at the General Assembly
  meeting on the 24th.
• A letter is sent to the NC PTA at least 20 days
  prior to another General Assembly meeting
  scheduled to vote upon the resolution, which
  cannot take place for at least 30 days after that
  announcement, so end of May.
• A quorum of paid PTSA members must be present to
  vote.
• We will spend as much of he money as we can
  during April and May because any left upon
  dissolution will belong to the NC PTA.

• we can vote to dissolve and then vote to donate
  the fund balance to the PTSA at the General
  Membership meeting on the 24th. A simple majority
  vote will suffice.

31
Comments

• Julie Whittaker prepared this presentation to
  help inform stakeholders of Davie County High
  School about this situation and our options for
  the future. You should also visit the websites
  of the National PTA, the NC PTA and PTOtoday to
  learn more. If you have ideas, suggestions, or
  concerns, contact missjulie_at_mocksville.com. Your
  comments will be shared with the respective
  Boards.