Volunteer Resources

Board Officer Transitions - schedule meeting with the bank, update Admins for Google workspace and Futurefund.

Hawk Walk & Membership Drive - Update the FutureFund Membership Campaign by creating a new "School Session" for the new year and duplicate the previous years campaign.   Provide snacks and beverages that ASB will distribute to volunteers during Hawk Walk.  Distribute QR codes to the Online Store with Membership Options.

Staff Welcome Breakfast - Create Volunteer Signups in FutureFund HelpOut for Donuts, Bagels, Fruit, Yogurt, etc.  

Pinwheel Planter - Schedule the installation of the Welcome sign for the First Day of School.  Ask the school office to water the planter in advance.

Reflections Art Contest - Select a deadline in mid October and Follow Steps to setup Google Submission Form.   Attend district and council training webinars. Create video, flyers, and posts and distribute to School Admin, Teachers, and Parents.

Online Auction - Update Donation Letter (find old one on the google drive). Begin submitting website applications that need 60 days notice (SeaWorld, LegoLand, etc.)

Board Meeting Agenda (14 days prior) should include:

• MOTION: Vacant Board positions can only be filled by a vote of the Executive Board (in our bylaws)

• Recurring Status Checks: Review status of Financial Review, Minutes Approvals, and Bank Statements uploaded and reconciled

General Meeting Agenda (Back to School Night) should include:

• MOTION: Adopt Calendar

• MOTION: Adopt Budget

• MOTION: Adopt Annual Financial Report (Past Fiscal Year ending June 30th.  This report will be used to complete upcoming Tax Filings)

• Recurring MOTIONS : Amend and Release Budget items as needed, Ratify checks and review Treasurers Report.

Reflections Art Contest - Continue promoting the Art Contest Deadline while reviewing submissions for rule compliance.   Prepare Judges and entries for review and collect judges scores (Judges cannot view the name of student who did the work).  Forward the winning entry from each Category to Council by their November deadline.   Award each participant with a certificate/ribbon.

Online Auction - Continue requesting donations from Parents, Businesses, and Staff/Teachers.   Use the FutureFund Admin Panel to create an "Auction Fundraiser Campaign" and enter all items with a photo, description and starting bid.

International Assembly - Submit online form to Segerstrom ArtsTeach or research other performing groups. Book as soon as possible.

Dine-Out Nights : When booking be clear that the flyer should say "Serrano PTSA", not the school.  We are a seperate 501c3 non-profit.  Provide the Tax ID Number on our Bylaws or create a new W-9 with that number.  Ask for the check to be written to "Serrano PTSA".  

Board Meeting Agenda (14 days prior) should include:

• MOTION: Adopt Year-End Financial Review (only if signed by review committee or Reviewer is a CPA)

• Recurring Status Checks: Review status of Financial Review, Minutes Approvals, and Bank Statements uploaded and reconciled

• Support Treasurer as needed to ensure Tax Filings complete by November 15th.  Forms to be completed depend on gross receipts from previous fiscal year, and include Charitable Trust Renewal.

General Meeting Agenda (November) should include:

• MOTION: Adopt Year-End Financial Review (only if first adopted at a Board meeting)

• Recurring MOTIONS : Amend and Release Budget items as needed, Rafity checks and file Treasurers Report.

Online Auction - Promote Auction Daily while Bids are Open.   Have winners pickup items in the school office or distribute as needed.  Be sure to list donors on our website and social media.

International Assembly - Book Assembly and make payment as needed.   Provide performers with school office manager's contact information.  Volunteers are NOT needed on day of Assembly.

Staff Holiday Treat Potluck - Use FutureFund:HelpOut to Create a Volunteer Signup for Lunch Items, Cookies, Themed treats, & Cakes

Board Meeting Agenda (14 days prior) should include:

• Review Status of Workers Compensation form (President submits to council by end of January)

• Make Plans to Notify Members about the need for Nominating Committee Candidates at the upcoming meeting.  Identify a few willing candidates in advance if possible.  Current President and past year members cannot be on this committee.

• Recurring Status Checks: Review status of Financial Review, Minutes Approvals, and Bank Statements uploaded and reconciled

General Meeting Agenda (January) should include: 

• Recurring MOTIONS : Amend and Release Budget items as needed, Ratify checks and review Treasurers Report.

• MOTIONS : Election of Nominating Committee (Follow the Script, include the names of those elected in the January meeting minutes)

RaiseCraze or FutureFund Fundraiser - Identify individual and classroom goals and rewards.  Setup First Step registration forms in FutureFund.  Create videos, flyers, and posts.

Dine-Out Nights : When booking be clear that the flyer should say "Serrano PTSA", not the school.  We are a separate 501c3 non-profit.  Provide the Tax ID Number on our Bylaws or create a new W-9 with that number.  Ask for the check to be written to "Serrano PTSA".    Follow up and make sure the check gets to the treasurer.

Nominating Committee: must post their report publicly (such as on website or a flyer in front of school office) 28 days prior to the March Election Meeting in order to form a slate and make initial nominations.  If this committee is not elected or does not meet in time, you can still hold an open floor election and just "see what happens".

Board Meeting Agenda (14 days prior) should include:

• Recurring Status Checks: Review status of Financial Review, Minutes Approvals, and Bank Statements uploaded and reconciled

• Motion to Recommend: Prepare the motions that you will present at the General Meeting, for budget amendments and release amounts.

General Meeting Agenda (March) should include:

• Recurring MOTIONS : Amend and Release Budget items as needed, Ratify checks and review Treasurers Report.

• MOTIONS : Election of New Board Officers (Follow the Script, include the names of those elected in the March meeting minutes)

RaiseCraze or FutureFund Athon Fundraiser - Distribute Prizes or other rewards as promised.

Staff Appreciation Week - Work with ASB and other groups to create a special week.   Create Signups for Volunteers to drop off Items.

Last Day of School 8th Grade Lunch - Order 50 Pizzas that can be picked up early (Costco Laguna Niguel has worked well for us).  Create Signups for drinks and chips/cookies to be dropped off 2 days prior.

Outgoing Board's Final Meeting Agenda (approx 14 days prior) should include:

• MOTION: Adopt Mid-Year Financial Review (only if signed by review committee or Reviewer is a CPA)

• Recurring Status Checks: Review status of Financial Review, Minutes Approvals, and Bank Statements uploaded and reconciled

General Meeting Agenda (May) should include:

• Recurring MOTIONS : Amend and Release Budget items as needed, Ratify checks and review Treasurers Report.

• MOTION: Adopt Mid-Year Financial Review (only if first adopted at a Board meeting)

• MOTION: Motion is update check signers may be needed by your bank.

• MOTIONS : Adopt Draft Budget and Release any summer spending that is needed before the next General Meeting

Incoming Board-Elect may meet as needed and Agenda should include:

• Add all newly Elected Board members into the FutureFund:Connect Roster so they will receive summer training information. 

• Vacant Positions on the Future Board must only be filled by a vote of the Board-Elect (in our bylaws).

• Incoming Treasurer should oversee creating the Draft Budget, hold budget committee meeting as needed, and determine summer spending needs.

• Reimbursement/Check Request Form (anytime money leaves the checking account - must have receipts/invoice attached)
  • CAPTA latest fillable version 
  • Submit receipts using the "ReimburseBee" App (The treasurer will be sent a printable PDF request form)
  • Submit any of the above to the Treasurer along with receipts/invoice (only if your spending has already been discussed/approved by the board)

• Cash Verification Form (for turning in counted cash/checks to Treasurer)
• Historians Report 
• Election Script
• Nominating Committee Report
• Financial Review Checklist  & Financial Review Report Form (Financial Reviewer completes both every 6 months)
• Committee Report Form (recommended in Financial Review Checklist to be completed after every event/fundraiser)

• Serrano PTSA Instagram
• Serrano PTSA Facebook Page & Private Discussion Group
• Send Updates to our Serrano Office Manager to include in weekly School Newsletter or Parent Square Post
• Send Images/Videos to Serrano Office Staff to include on Marquee or GMS (GMS needs 2 weeks in advance)

• Google Workspace Admin (ask to have a user created for yourself or have your personal email added to groups/forwarders)
• Google Drive (ask to have the top folder shared with you)
• Google Sites Webpage Editor (ask to have the page shared with you)
• FutureFund Admin Dashboard (Online Store & Email Members)
• FutureFund Beekeeper (Accounting Module)
• FutureFund Connect (Council Compliance Tracker)

• Saddleback Valley PTA Website
• Saddleback Valley Compliance Tracking Spreadsheet
• 4th District (Orange County) PTA Website
• AIM Insurance Packet
• Instructions for Completing the Taxes by Nov 15th
• CAPTA Website & the PDF Online Toolkit
• Leaders Site

1. Check the 4th District PTA Website for Webinar Training Dates (mid-September).   Let our SVUSD Reflections Chair know who is our Team leader so you get invited to their zoom meetings also.

2. Register our Units participation by completing the Online Form at www.PTA.org

3. Ask our Serrano PTSA Google Workspace Admin to create a NEW USER "Reflections2027@serrranoptsa.org" so that you have a login with a google drive. 

4. While logged in as that Google User, download and install the Virtual Form provided during the Webinar (rename the form to include Serrano in the name)

5. Select a Deadline for the Serrano Entries (early/mid October) and begin sending out posts to Parents and Students to promote the categories, theme, and due date.   Update the Webpage with the link to the new year's submission form once you are ready to start collecting entries.

6. Create a Video for GMS, Flyers to be posted in the Hallways, and Images for Social Media.  Continue to promote until deadline.

7. As Entries come in, continue checking the google users email and drive to check if the entries follow rules.  If an entry does not qualify, inform the parent while it can still be corrected.

8. Once you are done collecting entries, disable the Virtual Form

9. Identify Judges - Ask the school Admin and Teachers since this artwork will represent our school at District Events, or find Judges who specialize in the category.  It is acceptable to only have one judge if you cannot find multiple.  

10. Distribute the Review Packet to the judges, so they understand the different scoring categories.   Prepare the Artwork for viewing in a way that the students name is NOT visible to the judges.

11. Collect Judges scores and Identify the top place winner in each category (Tie goes to the theme points)

12. 
    

Most Important Duties

• Create Meeting Agendas.  
• Schedule and Preside at 5 General Meetings - Members must be notified 30 days in advance
• Hold Board meetings to prepare for General Meetings and add list of recommended motions to the agenda.
• Be the main contact with Council, upload needed documents and keep our unit in good standing.
• Be the main contact with the School Admin and occasionally meet with the Principle to discuss programs.
• Appoint the Parliamentarian, Project Chairs and members of the following committees (Financial Review, Bylaws, Budget).  Not the Nominating Committee which is elected by the members.
• Sign checks and check request forms.

View the Official CAPTA Job Description Here

Recommended Duties

• Guide the board in completing required paperwork, or delegate when appropriate.
• Guide the project teams as needed, or delegate when appropriate.
• Regularly attend local Council meetings or send a representative.
• Attend the Council events such as President & Principals Breakfast or send a representative.
• Attend State Convention as a Delegate
• Apply for our Unit to receive Awards and Council and District level events.
• You can serve as an "ex-officio" (same weight) member of every committee (except for nominating and financial review).   This includes the Bylaws and Budget committees.  

• Take ownership of the Bank Account and Checkbook.
• Upload Bank Statements monthly and Reconcile transactions.
• Categorize Transactions in the accounting software and provide a Treasurer's Report at every meeting.  Each report should begin on the date after the last report ended.  This ensures every transaction is shown to the members.
• Write Checks only after a request form is approved by president, and only if released funds are available for that category.  All checks require 2 signatures.  See this CAPTA flowchart as needed.
• Maintain a Binder with a check request forms/receipts for every check written, bank statements, reconciliation reports, deposit slips with cash verification forms, and minutes.  To be given to Financial Review committee.
• Manage the Budget and Create the Draft Budget in April.   Budget can only be "amended" at Association meetings.  Keep track of the funds released per category.   
• Complete the required Government Filings by November 15th.  (Fiscal year is July 1st - June 30th) 
  • State 199N
  • 990N Federal
  • RRF-1 Charitable Trust Renewal

• Be Transparent and don't stress the small stuff.  The Financial Review process is designed to forgive budget mistakes, forgotten signatures, late taxes, etc.   If something is done wrong, be transparent and move forward.
• Always be Transparent with the Bank Statements.  Protect yourself by uploading the bank statements in Beekeeper.   This ends any suspicion that you are hiding something.
• Protect yourself by taking photos of checks, cash, documents, and reports.   
• If a check goes missing, place a stop payment at the bank before issuing a new one.

• Take minutes at both Board Meetings and General Meetings, or arrange for another person to take them in your absence.  Motions should be tabled until the next meeting if quorum is not met.
• Complete the Final Minutes in advance of the next meeting of the same body (board or association), and send to those who were in attendance to ask for approvals. 
• Approved Minutes should be signed and dated by the secretary and uploaded to council.  See the council submission process on SVPTA.org

• Provide a sign-in sheet at Association meetings.   
• Send Thankyou cards to large donors.   
• Occassionally check with the office staff to see if there is Mail to pickup (cash or checks should only leave campus with the Treasurer).

• Preside at meetings if the President cannot attend.   Assist the President as needed.
• Authorized to be a backup check signer.   Sign checks that are issued to other check signers.  Assist with obtaining Bank Statements if needed.  See the CAPTA check signing flowchart here

• Work with the President and Board members and assist as needed in completing required documents, meetings, and motions to keep our unit in good standing.
• Use the spreadsheet on our website to Track progress of required documents and motions.
• Check the spreadsheet on the SVPTA.org Council Website to see which documents we are missing

• Membership sales can begin July 1st.  Only 15 members are needed to be a unit in good standing.  All board members must purchase a membership.
• Work with Treasurer to Confirm that Remittance payments are made to council.
• Be prepared to begin selling memberships at Hawk Walk, organize the member recruitment drive and information table.   
• Authorized to be a backup check signer.   Sign checks that are issued to other check signers.  Assist with obtaining Bank Statements if needed.  See the CAPTA check signing flowchart here

• Work with the president to improve communication with parents and the community.   
• Use the spreadsheet on our website to build a communications plan for the year, and leave recommendations for future social media teams.
• Find ways to increase meeting attendance as needed.   Establish liaisons to local elementary schools as needed to engage 6th grade parents during elections.

• Give reports at Board and General meetings on Program status.   
• Invite Project Chairs (apppointed by the president) to present their project plans, budgets, vendor contracts at a board meeting for approval.  Only the president signs contracts.
• Find out if any program needs motions made at Board or General meetings for needs such as budget amendments, fund releases, and vendor contracts.    
• Work with the school to check on district facility reservation rules or movie licensing needs depending on the program. 
• Check the CAPTA Insurance Guide to see if any programs are not covered by our insurance

• Work with the president to hold meetings with project teams or delegate project planning to chairs as appropriate.  Using General Meeting time for discussing small project details is discouraged. 
• Use the spreadsheet on our website to keep programs running smoothly and leave behind recommendations for next years program team.

• In January,  Begin the Financial Review Process
  • Printout the CAPTA Financial Review Checklist and Fillout as you review
  • Review the Bank Statements, Reconciliation Reports, and Ledger of the July-Dec period.
  • Verify the correct amount of dues was sent to council.  
  • Make a list of recommendations regarding procedures that could have been followed better.  
  • Complete the CAPTA Financial Review Report Form (foreach bank account) and indicate if you found "mismanagement" requiring council investigation.
  • Find one or more members to do a secondary review if you are not a licensed CPA.  or have the president appoint members to the Financial Review Committee.
  • Motion to Adopt the Financial Review at a Board meeting  (after review committee signatures)
  • Motion to Adopt the Financial Review at an Association Meeting (after adopted by board)
  • Submit Report Forms, Recommendation list, and Checklist Worksheet to council
• Repeat this process again over the summer (Outgoing Auditor reviews the Jan-June period over the summer to be adopted in the Fall.) Review team should not include anyone who was a check signer or secretary of the period being reviewed.

• Sign the Reconciliation Reports monthly or find another non-check signing member to do this (Insurance Requirement).
• If the Treasurer is having issues providing Bank Statements, ask another check signer to go to the bank and request a printout.  

• Identify people willing to be on the Nominating Commitee before the January meeting
• Use the Nominating Committee Election Script during the January meeting and confirm the names are written in the minutes.
• Provide the nominating committee with instructions on their duties and help promote the application form for Board positions.
• Prepare for the Election of Board Officers before the March meeting.   Nominations will be allowed from the floor, a slate can be presented if published 28 days in advance.
• Use the Election Script during the March meeting to Elect the new board officers.  Confirm the names are written in the minutes, as this will also be required by the Bank to update signatures.
• If New Bylaws are needed (every 5 years, or when the board wants to make a change) :
  • President appoints a Bylaws committee
  • Parliamentarian leads the committee to investigate available options and recommend changes such as changing the number of Vice Presidents, increasing our dues, adding a financial secretary to the board, etc.
  • Recommended changes are approved at a Board Meeting
  • Draft is generated in FutureFund platform and approved by the State parliamentarian
  • Members are given 30 days advance notice of motion to adopt new bylaws
  • Motion to adopt new bylaws is made at an association meeting. New Bylaws take effect.
  • President and Secretary Sign Signature Pages.  Return Signature Pages to Council, and upload to FutureFund.

• Assist the President as needed during meetings with keeping the discussions and motions on track.  Suggest to limit speaking time or table a motion if the need arises. 

• Submit the Annual Historian Report Form (due in April) with an estimate of total volunteer hours for the school year

• Celebrate the Units Achievements by sharing photos and details of completed projects with Families and the Community.   
• Organize the Units permanent records as needed.

The President may appoint people to any other positions not defined in the Bylaws as elected Board Officers.

Social Media

Restuarant Nights

Online Auction

Staff Appreciation

These people can be board members or hold more than one non-board position.   Nobody can hold 2 Executive Board Positions.  These people can be invited to attend board meetings.  They do not have a vote on Executive Board Motions such as filling vacant elected postions, or Board adoption of the Audit.