The Highlands Newsletter August 2013


August 2013
The Highlands NewsletterHC PTA Logo1-001

News and Announcements…

 • PTAEZ Officer Contact Online.

• Tax Returns, RRF-1 Are Now Due!

• Membership Marketing Strategies

• Developing a Budget and Financial Calendar.

• Audits and End of the Year Treasurer’s Reports.

• Reflections Arts Program 2013.

• Highlands Council Association  Meeting, August 16,  2013.

• Save the Date:  Tenth District Association Meeting, August 31, 2013.

PTAEZ Officer Contact Online

Your volunteer time is precious. That’s why the new Online Officer/Board Member Contact program was created. It makes entering your PTA’s officer and board member information and generating useful reports easier than ever.

The program is available as a FREE feature to all PTA units, councils and districts in California through PTAEZ.Online registration is quick. After the initial registration process, your PTA will enjoy ongoing access to generate reports and make edits as often as needed – and none of the information will ever be shared outside of the association.

Note: You do not have to be a current PTAEZ subscriber to enter and view information, but if you are, you can also access the Officer/Board Member Contact program from within your unit’s existing PTAEZ account.

To access the site click on PTAEZ Officer Contact.

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2012 Tax Returns and RFF-1 Forms Are Now Due

If your unit’s fiscal year ends on June 30, 2013,  the IRS 990N or 990EZ, the Calfornia Franchise Tax Board 199N or 199, and the California Attorney General’s Office RRF-1 forms are now due.

The last day to file without incurring late filing is November 15, 2013. It is important that your unit file these forms regardless of gross income. Units that have not filed for the last three years will result in the IRS automatically revoking their non-profit status.  Do not let this happen to your organization.

If your non-profit status is revoked, the reinstatement process is very costly and time consuming.  In addition, your unit will be required to close your account immediately and the books and assets turned in to the Tenth District. So do not let this happen.

If you need assistance, or are not sure whether or not past returns have been filed, contact the Highlands Council as soon as possible.

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 Membership Marketing Strategies!

It is important that your unit has completed the plans for recruiting members this year.  One of the most important measures to take in order to have a successful membership campaign is to have good marketing strategies.  These are some of the suggestions from National PTA:
• Concentrate resources and efforts on the top-rated programs; each event/activity also provides a means to renew and recruit members.
• Use membership ads provided (in the “Reproducible Materials” section) as a part of a coordinated campaign effort; create letters, membership forms, posters, and other items with the campaign theme, such as: “Become part of something that works. Join your PTA.”
• Hold PTA business meetings in combination with other regularly scheduled school events or offer special parent seminars on such topics as homework help , test taking, college savings plans, etc.
• Ask each member to bring one potential new member to the next school event/PTA meeting; ask each volunteer to recruit one additional volunteer for each event/activity.
• To gain understanding and support for paying dues, distribute PTA’s proposed budget to members and nonmembers with the date of the meeting where
it will be approved ($XX for each project, $XX for
insurance, $XX for state and national dues, etc.); create a fact sheet with a proposed budget on one side and descriptions, benefits, and highlights of
the top-rated PTA programs on other side.
• To replace the PTA newsletter, coordinate with your
school to add one page of news to a monthly calendar or other communications sent to families (e.g., mailings, website, e-mail, etc.); include highlights of member participation to acknowledge volunteers and encourage others to join.

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Developing a Budget and Financial Calendar

The budget is a financial representation of the activities and operations a PTA expects to conduct during a specified time period. The budget estimates income and expenses for the fiscal year and must be presented to the association for approval and recorded in the association minutes. The budget should coincide with the association’s fiscal year.

If your unit has not done so, now is the time to develop the budget for the program year 2013-2014, by forming a budget committee, with the Treasurer as the chairperson.  Your committee members should consist of officers and board members.  For more information, go the Finance Page at

In addition, your unit should develop a financial calendar, besides the calendar of events and programs, in order to meet the time frames that are specific to your unit and fiscal year.  The financial calendar should include the dates when the Budget Committee initially meets, deadlines for the federal and state tax returns, and when to pay the insurance, and submit the books for audit.

Click on the Sample Financial Calendar for a complete list.

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Audits and End of the Year Treasurer’s Reports

June 2013 Audit and the 2012-2013 End of the Year Treasurer’s Report are now due. If your unit has not completed the January to June 2013 Audit, please do so now.

If you need assistance, please contact us. Submit copies of the reports to Cindy Wong, Treasurer, at

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Reflections Program 2013-2014

All children deserve opportunities to explore and be involved in the arts.

The National PTA Reflections program is PTA’s cornerstone arts program. It was developed in 1969 by Colorado’s PTA President Mary Lou Anderson to encourage students to explore their talents and express themselves. Since then, the Reflections Program has inspired millions of students to reflect on a specific theme and create original artwork. Each year, students in Grades Pre-K through 12 are recognized for bringing the theme to life through dance choreography, film production, literature, music composition, photography and visual arts.

In 2012, the Special Artist Division emerged as an optional division for students whose physical, cognitive, or mental health challenges meet ADA guidelines. Please check with your state PTA office regarding state availability, guidelines and rules.

The arts—and the National PTA Reflections program, in particular—can be a valuable tool for building stronger partnerships in your school community. For more information about Reflections and Family-School Partnerships, click here.

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Highlands Council Meeting

The next Highlands Council meeting will be on August 16,  2013, at 10 am, Toland Way Parent Center. Please plan to attend the meeting, or send a representative.

The council meetings provide important information, resources and networking, in order for PTA leaders to run their organization smoothly, and stay in compliance with state and federal requirements.

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Save the Date

The Tenth District PTSA Association Meeting and Membership Kick Off will be on Saturday, August 31, 2013, at the Tenth District Barbara Topkis Auditorium, at 9 am.  More information will be sent out.

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