Covid-19 Resources

Dear PTA Leaders and Members,

As May arrives and the weather becomes more promising, I hope, so too, will our future in Georgia. While we are still dealing with the COVID-19 pandemic, the Governor has lifted some constraints regarding business operations, easing the state slowly back into operation. Our PTAs still cannot gather in groups larger than 10, so the provision to allow local units and councils to conduct their business electronically remains in effect until June 12. That means you still have time to call a general membership meeting, report on your financials, select an auditor and conduct elections for next year’s officers, if your local unit wishes to do so, as long as your PTA is incorporated with the state.

We are not the only state making this accommodation. In a call with National President, Leslie Boggs, and all the State Presidents, it is clear the majority are allowing some form of electronic meeting. National PTA is developing some additional guidelines to help you conduct your business this new way and will hopefully be publishing them soon. In the meantime, refer to our guidelines provided in the Information on Holding Meetings and Conducting Business (including elections) during COVID-19 document and our Electronic Meeting FAQs document (also shown below) to help guide you. Your District Directors can also answer your questions.

New this week is an additional resource to help answer more of your questions. State Treasurer Amanda Weber and the Finance Team provide answers to some of the most common financial questions in the Financial FAQ found below. We realize as you move forward to wrap up your year and transition to next year, more questions will come to mind and we are here to serve you. Your Council and District Leaders are your primary resource and we work with them to create and provide the additional resources you need.

I sincerely hope you and your families are staying safe and healthy. As we close out this school year, let us all look forward to warmer weather, sunnier days and healthier times.

Thank you for all you do!

Karen Hallacy
President, Georgia PTA
everyChild. oneVoice.

2020 COVID-19 Financial FAQ

We know many of you have questions about your PTA’s finances with regards to end of year, transition, budget amendments, donations, audits, and more. As a supplement to the information in the Leadership Resource Guide, the Georgia PTA Finance Team has created this FAQ to help assist you. In addition to this information, please continue to reach out to Council and District leaders for guidance. Need the contact information for your Council and District leadership? Email us with your local unit information and we can connect you with your leaders. Georgia PTA leaders will continue to collaborate with them to help you through this challenging time.

This is new ground for all of us, so if we keep our mission in mind and work as a team, we will get through this stronger on the other side.

FAQ

How are we collecting signatures when we can't leave our homes except for necessary items?

For non-check items requiring signatures you can scan or print to pdf documents that need to be signed, have the other party print, sign, scan, and return. For checks requiring two signatures, you need to physically deliver these for final signatures.

Example: You have a check request that needs the President’s approval. Scan the form and email to the Treasure and President. Have the form approved/signed by President, then email it to the Treasurer for processing. Once the check is completely filled out and signed by Treasurer, it is physically delivered/mailed to the President for second signature. We suggest that the Treasurer include a stamped envelope already completed with recipient’s address, so once signed it can be mailed.

How are we handling audit prep? What if our books are at the school what do we do?

Do as much prep as you can now. The Executive Committee can present audit options to the Board of Directors – including potential auditors or forming an audit committee. If a meeting of the Board of Directors (BOD) is not feasible then the Executive Committee (EC) can make the
decision. The EC does the work of the association between BOD and General Membership meetings.

An audit needs to be conducted by an independent individual or committee, separate from your PTA/PTSA. For information on forming an audit committee, check the Leadership Resource Guide and reach out to your Council and District leaders.

The report is not due to the Georgia PTA until September 30, so even if you wait until school is back in session, you have several weeks to complete. Please remember to send copies of your audit to your Council and District leaders, as well. If there is a special situation then reach out to your Council/District leaders for assistance. We understand there will be situations we need to handle on a case-by-case basis.

Note: Some school systems are starting to announce limited openings to allow students and parents to enter the school to retrieve items left there. Check with your school to see when you may be able to retrieve items important for your PTA.

What if I have a summer event that I need to write checks to cover; I thought I couldn’t write checks while the books are at audit?

You can continue to write checks, as necessary, over the summer. If they fall into the ending fiscal year you will need to make sure these documents are included with the audit paperwork. The incoming treasurer will need to provide the last bank statement and the register of any checks written between the last day of school and the fiscal year end. The incoming and outgoing treasurers will need to work together so the auditor gets complete documentation of the ending fiscal year.

Our Leadership Resource Guide (LGR) states: The outgoing treasurer can no longer write checks after the end of the school year. The supply of unused checks and deposit tickets should be turned over to the new treasurer along with a copy of the following: check register, most recent bank statement and budget vs. actual receipts and disbursements. It is recommended that
expenditures within an adopted budget be limited to those of an emergency nature until the audit is complete.

Note: All previous contractual obligations and other PTA invoices constitute “emergency” PTA business.

Given we may have approved events that have had to be postponed until summer because of our current situation, this recommendation may not be in the best interest of your PTA and take it as just that, a recommendation.