​A yearly financial review completed in July is necessary to ensure that your PTA board of directors has engaged in responsible fiscal oversight and that good financial practices have been followed. It is a formal examination of the financial books and records of your PTA and serves to certify that receipts and expenditures, as authorized in the minutes, conform with bylaws, standing rules, and budget limitations. An annual financial review is also a PTA/PTSA insurance requirement.
Additionally, completing a mid-year review in January can make the year-end review easier to process and allows your PTA to catch any problems early on so that they are addressed as soon as possible.
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As a treasurer, you want to make sure your review committee can easily access all documents. As the review committee, you want to stay organized and have a good system for including all committee members in the process.
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Did you know that financial reviews can be done in-person or virtually over a video call? Offering a digital option allows for more flexibility in how volunteers meet and can even make it more accessible with tools such as closed captioning during video calls.  Below, you will find pointers for both treasurers and financial review committees on how to organize, prepare, and complete an online financial review. Following the guidance below will help treasurers feel confident when handing over the books for review and help empower the financial committee members to fulfill their duties.

Who Can Serve on the Financial Review Committee:
The financial review committee shall consist of no fewer than three members appointed by the president.

The financial review committee shall not include officers with signatory authority or individuals living within the same household as those authorized to sign on the bank account for the period being reviewed.
Further information about financial reviews may be found in the Managing Your Nonprofit PTA Handbook (located under Board Resources/Finance. These leadership guides are password protected. Ask Council for the password!)

FINANCIAL REVIEW COMMITTEE MEMBERS
If you’ve volunteered to be a part of your PTA’s Financial Review Committee and are not sure where to begin, check out these 3 steps:
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1. Set Yourself up for Success
   Each committee member should have a copy of the WSPTA Financial Review Checklist (under Board Resources/Finance) to follow along. One person should be in charge of notetaking. You will want to make notes on a draft and then sign the final draft to submit to the board.
   
   While working remotely, it’s helpful for each team member to take ownership of one section of documents: Meeting Minutes, Standing Rules, any additional Policies (such as money handling, password updates, etc.), Bank Statements, Reconciliation Reports, Treasurer’s Reports, Expenses Reports, Deposit Reports, Grant Documents, Budget, etc.
   
   
2. Understand the Financial Review Form
   Check out the example below for notes on what documents to reference for each question. Click here to print the PDF of this document. *NOTE: This example is of an old form from 2019-2020. Most of the same questions are asked on the newer form with a few additions to account for allowing PTAs to have debit or secured credit cards.
   
   
3. Use the Comment Section
   As you work through the checklist, make note of any exceptions in the comments. If you cannot answer a question based on the information and files that you have, note this and move on to the next question.
   
   ​The final page will require signatures from all parties of the Financial Review Committee as well as any feedback and recommendations for the board of directors to take under advisement. This is also a great place to provide positive feedback!

If you have ever asked someone to support your PTA by becoming a member, volunteering at an event, or attending a meeting, then you’ve probably been asked this one simple question: “Why?” And likely you’ve responded with a list of events your PTA hosts or the different ways your PTA provides funding for your school. Both are great things to share, but there is one aspect that is often overlooked: the value being part of PTA has given to you as a volunteer. PTA is rewarding for those involved and it’s great to highlight this to your members. It not only demonstrates another way your PTA brings value, but also showcases that additional value, which can inspire other families to support your PTA.

Looking for an idea of how to do this? Look no further! Northshore Council PTSA recently held our annual Presidents and Principals Luncheon and used this opportunity to highlight why different Council board members have gotten involved in PTA and what they have gained along the way. As this year’s P&P event was road trip themed, we framed our answers as a “PTA Journey” – showing where we started, what we gathered at pit stops along the way, and sharing our favorite PTA road trip memories. You can view Council’s PTA Journey in the video and slides below.

Bonus Tip: Having members of your board create something similar to showcase their PTA Journey not only shows the value of your PTA, but also helps to introduce your board members to the community!

If you are interested in making your own slides/video and would like help, reach out to Council President, Rachel Fitzgerald, by emailing [email protected].

Council Business
We elected our 2023-2024 Nominating Committee Anna Jensen, Holly Muenchow, and Laura Staneff. If you are interested in joining Council's Executive Board next year, please reach out to ​[email protected]. Online nomination form and more information coming soon. Learn more about what is a Nominating Committe on our blog post Everything You Have Wanted to Know About Nominating Committees.  

Community Partners

• Bob Swain, School Board Director - Report given by Rachel F. 
  Superintendent, staff, and the unions affected continue to review options for budget. A school board study session was last night, it is accessible online.  We have two new incoming board members, they have been attending the study sessions. There will be additional public study sessions and 6 community and family budget meetings. Next one is Nov 30th at 11 am online. If you have budget questions, email [email protected] so all board members get the email and copy Superintendent Tolley at [email protected]. This ensures your question goes to all of the people who will make the decisions. The new board members will be sworn in 12/11.  The board liaison position will be elected then.​
  
•  Community Partnerships & Volunteering Coordinator - Marco Garcia
  • Dec 7th | 6:00 PM - 8:00 PM | Superintendent Engagement Session for East Asian Families | NSD Admin Offices
  • Get volunteer applications in if needed
  • Community Resource Fair with Bothell City Council is November 18th

              

• Northshore Schools Foundation - Executive Director Cara Anderson-Ahrens
  • Hoping to partner with Northshore Council more. 
  • Their goal is to raise money to pump into Northshore schools, support teachers and building staff, and connect local businesses to schools. 
  • Care Teams in Northshore schools are still relevant and active. There should be one person at each school. Heather Erickson from Northshore Foundation can connect the staff member to the correct school representative.  Not every school has a family engagement specialist.

​​Streamline Your Membership Process with memberplanet's "Packets"
If your PTA/PTSA has embraced online membership through memberplanet, congratulations are in order! You're not only making it super easy for your members to join but also lightening the load of mundane paperwork for you (the membership chair)! Setting up online membership through memberplanet is a breeze. Once set up, you can share your MemberPlanet online membership link on your website, social media, newsletters, and even create a QR code.
 
However, there's a common challenge we've noticed when assisting Membership chairs across the district. Some PTAs/PTSAs are using the "Payment Form" function for taking online membership, when they should be utilizing the "Packets." Let us clarify why Packets are the way to go when it comes to membership management.

Packets vs. Payment Forms
The purpose of Packets is crystal clear: it's designed for taking memberships directly. Moreover, it's your secret weapon to keep your member database in perfect sync. On the other hand, the Payment Forms function is primarily intended for collecting payments, like for spirit wear, though some PTAs do use it for "donated" memberships.
 
Here's the key difference: Payment Forms don't automatically connect to your member database. This means that if you use Payment Forms for memberships, you'll need to manually upload to the member database. This can be a real hassle and might lead to an inaccurate count of paid members in your database.
 
It's understandable that you may think you need a payment form to manage memberships because, after all, you do need to collect a payment. But here's the deal: Packets offer so many more benefits, making them the smarter choice.
 
The Power of Combining Functions with Packets
One of the great things about memberplanet is that you can combine different functions to suit your needs. Packets can work hand in hand with other features, making it easier than ever to manage your PTA/PTSA. You can combine Surveys, Donation Sites or Payment Forms in combination with collecting membership through the Packets to streamline the whole process.  Of course, Surveys, Donation Sites and Payment forms can stand alone (not be combined with the Packet) also. 
 
In conclusion, choosing Packets for your online membership management not only simplifies the process but also keeps your member database up to date automatically. While it may seem a bit confusing at first, the benefits far outweigh any initial hesitation. Make the switch today and streamline your PTA/PTSA membership experience for everyone involved.
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Questions or difficulties with memberplanet?  Email: [email protected]

Who Should Be On The Nominating Committee? 
Nominating committee members should:

• Have a strong knowledge of the PTA goals, needs, and culture.  
• Possess tact, integrity, discretion, and the ability to hold their own counsel. 
• Demonstrate sound judgment and skill in evaluating potential nominees. 
• Have the courage to express their ideas and defend their convictions. 
• Represent the diversity that is present in the community and student population. 

​Nominating committee members:

• May not serve on the nominating committee for more than two consecutive years.  
• May not be the President or Principal. 
• Must have been a PTA member for at least 15 days preceding the election.  ​

When Should We Elect Our Nominating Committee? 
Elect the committee early in the school year so they have time to locate the best candidates! State guidance suggests that the Nominating Committee be elected at the first meeting of the school year. If you have not done that yet, make it a goal to elect the committee at your next General Membership meeting.  The nominating committee is discharged from service after the executive officers are declared elected. ​

Who Can Be Nominated for an Elected Position:  
The candidate should be the person the committee thinks will best fill the role! Additionally, the candidate must:  

• Must be a PTA member for at least 15 days preceding the election. It is the responsibility of the nominating committee to confirm this.  
• Must be at least 18 years old. 
• Must be willing to attend required PTA training for the position to which he or she will be elected. 
• Must be enthusiastic, supportive, and believe in the mission of PTA.  
• Should have time for the necessary level of priority and commitment. 
• Should have good relationships with people in your community. 
• Must be fair, objective, and able to put personal interests aside to the well-being of the PTA. 
• Should have previous experience in PTA, though other experience may also be considered.  

 
Additional Things to Consider:  
* Candidates who wish to have co-officer positions can be considered together if both candidates agree to prior to the election.  
* Individuals should not be nominated by the committee just because someone is interested in or has volunteered for a position. The nominating committee should only nominate candidates whom they believe would be qualified candidates as described above.  
 * Current officers should be evaluated just as you would any candidate. If the committee finds a more qualified candidate, the committee should nominate the more qualified person. People are not guaranteed a nomination the second year. 
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Can a Member of the Nominating Committee Run for a Position? 
Yes! But the member should recuse themselves from all discussion about their nominations and discussion of other potential nominees for that same position. 

What If You Cannot Find a Candidate for a Position? 
The committee can leave the position vacant by writing "Open" on the report. Someone may self-nominate during the election or during the self-nomination period. Additionally, your PTA may appoint a person to fill in until a long-term candidate can be elected.  
Here are a couple of ideas to broaden your reach when searching for candidates:

• Be sure to market your PTA! Let your community know what your PTA is doing to support them, the school and the students. The more they know about you, the more likely they will want to join your awesome team.
• Reach out to incoming families! If you are a secondary school, reach out to your feeder school PTA’s to put the word out that you are looking for recommendations for nominations. If you are an elementary school, consider reaching out to families of incoming kindergarteners. There’s no better way to get to know a school and its administration than volunteering for a PTA position!
• Hold an “Open House” type event. Whether virtual or in-person, this type of event is great for introducing people to your PTA and answering questions about PTA elected positions and their function.
• Make a personal ask. Do you know someone who you think would be great? Reach out to them and have a one to one conversation about why you think they would be the perfect fit.
• Advertise your search for candidates EVERYWHERE! Put it on your website, put it in your newsletter, post about it on all your social media channels, send an email directly to your members, or even send snail mail (like a postcard) to your members. 

​What if you STILL can’t find a candidate for a position?

• If there is an open position on your slate of candidates, you can leave that position vacant. At an in-person meeting, the president will ask if there are any nominations from the floor. In the case of a virtual election, there will be a period of time allowed for self-nominations prior to the membership meeting that mimic the function of “nominations from the floor”. Someone may step forward. 
• Consider whether you have enough time to continue your search. Can you send out another call for recommendations for nominations?
• If a position remains open, it is possible, depending on what is stated in your Standing Rules, for your Board of Directors to appoint a person into that position in the interim. The search for a candidate can continue with the hopes that someone can be elected at the next membership meeting.
• If you have some officers willing to stay on as interim, try again at the beginning of the next school year. People may be willing to jump into something new in September than at the end of a long school year when they’re looking forward to summer break. ​