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SEVENTEENA - the Monthly Newsletter
for PTAs & PTSAs in San Mateo County



April Topics
Register now for the Annual California State PTA Convention
-  Convention Grants available from 17th District PTA (apply by April 19)

Honorary Service Awardees in San Mateo County Announced
17th District PTA Elected Slate of Officers for 2021-2023
E-Bylaws now available for updating PTA/PTSA Bylaws
Other resources from the State PTA: 
-  Virtual PTA Election Tips
- Hosting a family STEAM Experience

Want a 50% Discount on Zoom for your PTA/PTSA?
Check your Membership Numbers Now
Collect Volunteer Hours and then what?
Food and Health Insurance access for families: Please share!
Encourage Foster Youth Seniors in our High Schools
Organize Financial Records to Make Filing Tax Returns Easier
If you have PTA/PTSA questions, please ask us
Spring into Action! 

Register for the Annual California State PTA Convention

State PTA Convention will be Virtual – Register by April 30 for Early Bird Rate of $50.  The annual California State PTA Convention will be online with events from May 3 - 16, which makes it easier for your PTA/PTSA Officers to attend, since there is no travel time, and there are no transportation, lodging or meal expenses.  Your current PTA/PTSA membership card is required when registering. See schedule and registration details here: https://capta.org/programs-events/convention/ 

  Convention Grants are available from 17th District PTA
Apply here by April 19: http://bit.ly/PTAGrant21
Apply for a $50 reimbursement grant to help your PTA/PTSA’s President or President-elect attend Convention.  Grant award announcements will be by April 23, in time for advance discount registration.
Alert: All grants are sent after convention when we receive your Report & Reimbursement Form.

Honorary Service Awardees in San Mateo County

We will present our Honorary Service Awards to these outstanding volunteers and education community members virtually on May 12 at 6 pm.  Watch for an invitation.

  • Honorary Service Award: Charlene Margot of The Parent Venture
  • Continuing Service Award: 17th District PTA President Daniela Relaford
  • Continuing Service Award: Former San Mateo County Board of Education Trustee Rod Hsiao; 
  • Outstanding Administrator Award: San Mateo County Office of Education Superintendent Nancy Magee

17th District PTA Elected Slate of Officers for 2021-2023 

President - Napoleon Garcia
1st VP - Programs & Convention - Juanita Flores
2nd VP – Leadership - Emily Sarver
3rd VP – Membership - Sharon Murphy
4th VP – Communications – vacant           
5th VP - Education & Health - Colleen You
6th VP - Advocacy & Community Concerns - Joanna Jeffs
Secretary - Kathryn Cross
Historian - Leona Wong
Treasurer – vacant
Auditor – vacant
Parliamentarian – vacant

We have open positions in our 2021-23 Executive Board.  If you have skills to help us support the PTAs and PTSAs across San Mateo County, please email communications@17thdistrictpta.org .  We are especially looking for a treasurer, newsletter editor, and parliamentarian.  Training will be provided.

E-Bylaws Now Available for Updating PTA/PTSA Bylaws

Your PTA/PTSA Board and your PTA/PTSA Bylaws Committee decide what changes are due (like increasing the membership dues, changing the month of the association election meeting, or adding a financial secretary).  Download the Review Steps, Instructions, and Worksheet from the California State PTA eBylaws webpage: https://capta.org/pta-leaders/services/ebylaws/ .  Access and fill in the online Bylaws Template available through that webpage.  When you create the bylaws PDF, email it to the 17th District PTA Parliamentarian Kathryn Cross, who will forward it to the California State PTA Parliamentarian.  After the State PTA Parliamentarian approves it, your PTA/PTSA members vote to adopt the updated bylaws.  If the changes are only to the Standing Rules, they may be adopted by a majority vote at an association meeting with advance notice (and do not need State PTA approval).
 

Other resources from the State PTA

Virtual PTA Election Meeting Tips  Chairing an election meeting?  See the multiple resources for the procedure for electing a nominating committee, presenting a slate of officers, and electing and handling nominations from the floor here:
 https://drive.google.com/drive/folders/1Kfb2CJ7pPA7U-njUv9PQ577q1QdZXYfl?usp=sharing

Hosting a STEAM Experience  Find the new toolkit for hosting a PTA STEAM Experience – either in person or virtually – excite your families about Science, Technology, Engineering, Art, and Mathematics!  Find the steps here:
https://capta.org/focus-areas/education/curriculum/stem/host-your-own-steam-experience/  
 

Want a 50% Discount for your PTA/PTSA's Zoom?

Does your PTA/PTSA want to continue with Zoom meetings for the next school year?  If we can get at least 10 PTA/PTSAs to sign up for Zoom accounts through 17th District PTA, we can offer a yearly $100 subscription of "Business plan - Host up to 300 participants" (instead of $200).  Please let us know if your PTA/PTSA is interested here: http://bit.ly/PTAZoomInterest
 

Check Your Membership Numbers Now

Now is the time to check your membership list and make sure that not too many or too few dues have been forwarded.  If we can catch it early, 17th District PTA may be able to correct a dues accounting error.  After the end of the fiscal year, there is no possibility of correction.  When members join your PTA/PTSA, they also join the State PTA and National PTA, which is why your PTA/PTSA forwards part of their dues to the next level of PTA.  If they join online using the Totem electronic membership system, their dues are automatically split between the PTA levels, so your PTA/PTSA should not forward more dues for online Totem members. 

Collect Volunteer Hours and then what?

Please count the hours of their precious time that your PTA/PTSA members spend volunteering for the benefit of the students and families at your school.  Ask them to keep track whether they are Zooming, phoning, emailing, banking, collating paperwork, planning activities, helping at events, etc. Report the grand total on the annual Historian Report which is due by May 1 to your Council PTA (or to 17th District PTA if your PTA/PTSA is Out of Council).  The total should include all hours spent and projected from July 1 2020 to June 30 2021.  Find the Historian Report in the online PTA Toolkit here: http://downloads.capta.org/toolkit/forms/Unit_Annual_Historian_Report_Form_(fillable).pdf
 

Food and Health Insurance Access for Families: Please share! 

CalFresh is a program that provides nutrition assistance to individuals and families with low income. Even if they work full time, they may still qualify for CalFresh. It can help them purchase nutritious foods for a better diet.  They can buy food at any grocery store, discount chain, or farmers’ market that accepts EBT.  For more information, call (800) 223-8383 or email HSA_ESS_Questions@smcgov.org.  Apply by phone or online at getcalfresh.org.

Medi-Cal is California's version of the federal Medicaid health coverage program. This is a public health care program for California residents with low income. Medi-Cal provides a range of free or low-cost health services aimed to assist Californians with medical or dental needs. If you need health benefits, you can apply for Medi-Cal anytime throughout the year.  For more information, call (800) 223-8383 or email HSA_ESS_Questions@smcgov.org.  Apply online at https://hsa.smcgov.org/health-coverage.

Encourage Foster Youth Seniors in our High Schools

Will you help “Support a Senior”? Our goal is to lift the spirits of 27 foster youth high school seniors by sending them gifts of encouragement. The gifts can be in the form of words of support through a card or letter, gift cards, meals, snacks, or anything you can think of that would encourage our foster youth to keep going and not give up. This is a request for personal donations, not from PTA/PTSAs. Donations may be tax deductible. Please contact Edward Manio at phone (650) 741-5627 or email emanio@clcpartnership.org to pre-arrange a dropoff at the Independent Living Program, 1777 Borel Place STE 500, San Mateo.

Organize Finance Records Now to Make Filing Tax Returns Easier

Treasurers should use the sample Annual Financial Report as a template to keep track of categories of income and expenses that will be needed to file tax returns.  That report should accumulate exactly what your PTA/PTSA spent funds on, as well as where income came from (add line items for Program Revenue, like fees collected at an event that is not intended as a fundraising event). 
Look at the tax return forms now, to see what information you need to collect.  The revised RRF-1 form now asks about Non-cash Contributions (like donated water for events, or auction gift baskets, etc) and Program Expenses (the programs that your PTA/PTSA supported, the grants paid to the school district, etc).  The CT-TR-1 form asks for specific amounts spent on Supplies/Postage and Insurance, as well as Program Revenue and Fundraising Expenses. 
Whether your PTA/PTSA uses an accountant to prepare tax returns or the treasurer does it, the Annual Financial Report provides crucial information.

If you have PTA/PTSA questions, please ask us

The volunteers on the 17th District PTA board are happy to answer your PTA/PTSA questions to make your job easier.  Email us at communications@17thdistrictpta.org.

Spring into Action!

We hope you will find inspiration from the PTA resources mentioned in this newsletter.
Daniela Relaford, President, and the entire board of the 17th District PTA
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