Palos Verdes Peninsula Council of Ptas

Palos Verdes Peninsula Council of PTAs Council Training Workshops, May 2016 Councils and Units

National PTA State PTA 33rd District PVP Council of PTAs School PTAs

Units are the governing bodies. Council Vice Presidents are asked to provide courtesy copies of training handouts to the presidents.

Toolkit The Toolkit has great information and should be the first place to start. Go to Toolkit.capta.org.

Publicity All flyers to be approved by the PTA President and principal. Remember, PTAs are guests at the school site.

Budget  Stay within budget. Obtain approval prior to exceeding budget.  VP or committee chair should present a proposed budget to executive board prior to event for approval.  Line item must be released at association meeting (not executive board meeting) before being spent.  To be reimbursed, all expenditures must have a receipt.  Use the Payment Authorization (disbursement) form and obtain necessary signatures before requesting reimbursement.  Gift cards – if they are donated, they can be given as a gift. PTA money cannot be used to buy gift cards to be given as gifts. PTA money cannot be used to buy personal gifts for PTA members, staff, etc. PTA money can be used to buy prizes if nominal ($5-$10 range).

Cash Verification All cash and check deposits require two signatures, one of whom must be a board member. Determine, in advance, who will be responsible at the end of the event to count the cash and how cash will be deposited. Cash does not go home.

Insurance and Legal Aspects of PTA: PVPUSD Requirements Food trucks – contact the business office regarding policy for Food Trucks. Discuss with your president and/or evp the procedure for going through the District with vendors.

Contracts  Authorization from executive board before negotiating  Approval by PTA membership before signing  Signed by two elected officers, one of whom must be the president  Length of contract limited to current membership year  Discuss with your president or evp the necessary steps to obtain insurance coverage  If vendor is an independent contractor and services are for more than $600, then need to issue a 1099 and 542.

Raffles Forms and information on how to conduct a legal raffle can be obtained by going to the California Attorney Generals website. (See www.ag.ca.gov/charities/raffles.htm)

A completed registration form and registration fee must be submitted in order to have a raffle. 50/50 raffles are illegal in the state of California. An opportunity drawing is a raffle where the tickets are not purchased. See the link above for more info on 50/50 raffles and opportunity drawings. Complete form by September 1 (or at least 60 days before your 1 Palos Verdes Peninsula Council of PTAs Council Training Workshops, May 2016 raffle) of each year (September 1 through August 31) during which a raffle is expected to be conducted. A Nonprofit Raffle Report must be completed for the raffles conducted during a reporting year (September 1 through August 31). Reports are due on or before October 1 (California Penal Code section 320.5).

Vendors/Concessionaires/Service Providers  Vendor / concessionaire / service provider must sign PTA hold harmless agreement (found on insurance website)  evidence of insurance ($1M policy required)  Pre-approved vendor list on BB&T Insurance website

Insurance  Be aware that all PTA programs should be covered by insurance and the following things should be considered: o Has the Insurance & Loss Prevention Guide been consulted to see if the program is a green light, yellow light or red light activity. Work with your president or evp. o Has a Hold Harmless Agreement been signed by the vendor (the PTA does not sign one for a vendor) o Parent’s Approval and Student Waiver may be needed o Participant’s Waiver may be needed

Alcohol and PTA Events

Selling Alcohol In accordance with the California State PTA insurance program, PTAs may not engage in the sale of alcoholic beverages. Donated alcohol may be used as auction items provided the auction is held at a nonschool-site location and the contents are not decanted during the event or on the premises.

Serving of Alcohol at PTA Events The California State PTA strongly urges PTAs to refrain from serving alcoholic beverages at PTA functions. Any alcoholic beverages must be provided and served by a licensed establishment or catering company that has the appropriate permits and insurance. The PTA may not collect for the cost of the alcoholic beverages through ticket sales. This cost must be paid separately to the licensed establishment.

Advertising/Endorsements/Sponsorships Do not advertise or endorse any product or service. Statements like “Eat at Rubys on Wednesday night” is considered an endorsement. “Wednesday is Rubys Night. We hope to see you there” is not an endorsement.”

Accepting contribution Do not say ‘your contribution is tax deductible’. State that your nonprofit is a 501(c)3 nonprofit and their gift may qualify as a charitable donation for federal income tax purposes

Allergies PTAs should be aware of food allergies and plan events accordingly.

PTAs and PEF PTAs are asked not to plan any fundraising events 6 weeks before Main Event which has been held on Mother’s Day weekend for the past few years.