The Jacksonville National College Fair will be held on Saturday, October ?? at the Prime F. Osborn III Convention Center in Jacksonville. Sponsored by the National Association for College Admission Counseling (NACAC) and hosted by the Southern Association for College Admissions Counseling (SACAC), this event is free and open to the public.
Complete information about this National College Fair can be found online: www.nacacnet.org/jacksonville
Students are encouraged to register prior to attending the event. Register online at www.gotomyncf.com.
The fair allows students and parents to meet one-on-one with admission representatives from a wide range of national and international, public and private, two-year and four-year colleges and universities. Participants will learn about admission requirements, financial aid, course offerings, and campus environment, as well as other information pertinent to the college-selection process. At the fair’s counseling center, students and parents can discuss their individual needs with college experts.
More Information
More information about the Jacksonville National College Fair, including directions to the fair, a list of colleges exhibiting at the fair, and tips for preparing for the fair, is available online: www.nacacnet.org/jacksonville or by emailing collegefairs@nacacnet.org or calling 800/822-6285.
Thank you to Drug Free Duval for allowing us to post the PowerPoint presentation from their January Lunch and Learn on Bonding and Addiction. The presenter was Dr. Richard Marks. Two DCCPTA Board members who attended said it was an EXCELLENT presentation. Take a look!
All in coming DCCPTA unit presidents & treasurers are required to attend one of the following training meetings:
July 31, 2017, 5:30 – 7:30 PM, Location Cline Auditorium, DCPS School Board Building, 1701 Prudential Drive, Jacksonville, FL 32207.
August 24, 2017, 9:30-11:30 AM, Location Cline Auditorium, DCPS School Board Building, 1701 Prudential Drive, Jacksonville, FL 32207..
Please put these dates on your calendar if you will be serving as presidents & treasurers the coming year.
Please register at least three days before the meeting by Clicking Here.
Presidents’ & Principals’ Luncheon Slide Show
CLICK HERE to view the “2016 Presidents’ & Principals’ Luncheon Slide Show”
CLICK HERE to view the “2015 Presidents’ & Principals’ Luncheon Slide Show”
Start Planning At the Beginning of the School Year
Local PTAs and PTSAs should be collecting electronic action photos of events and activates your PTAs /PTSAs are doing to make a difference in the school and or community. The 4 or 5 photos from each unit will be edited into a slide show at the annual Presidents’ & Principals’ Luncheon held in May. The dead line will be the April 15 of that year. At the beginning of the year the president should assign a person that reviews these instructions, collects photos the entire year, and delivers the photos for the show, maybe the Historian.
What Makes A Good Photo For the Slide Show?
The photos should be people doing something, besides standing in a row (no rows of officers please). CLICK HERE for my “PTA Photo Communication Tips”. Here are somethings that are taken in to consider when choosing the photos to use in the slide show.
- Does photo show PTA involvement of students, teachers, school administrators, and PTA members?
- Is the photo showing an activity that is helping the school?
- Does the photo show action (examples:teaching, reading, feeding, building, etc.).
- Cell Phone photos are fine if you take them on the highest quality setting (the most pixels). Check your phone instructions on how to set to the highest quality.
- Please do not use multiple photo slides, several pictures on one slide. They do not show well on the screen.
Submitting Photos for P&P Luncheon Slide Show
Click Here for “P&P Luncheon Slide Show Submissions Form”
If you have problem filling out the form
Email 4 or 5 photos to Historian@dccpta.org with the following information:
• PTA or PTSA Name
• Contact Person
• Contact Phone
• Contact email
• For each photo: file name, photo description, and PTA involvement.
2016 P&P Slide Show Contributors:
Beauclerc Elementary PTA
Douglas Anderson SOTA PTSA
Hendricks Avenue Elementary PTA
Holiday Hill Elementary PTA
Jacksonville Beach Elementary PTA
James Weldon Johnson Middle PTSA
John E Ford Elementary PTA
John Stockton Elementary PTA
Kirby Smith Middle PTSA
Loretto Elementary PTA
Sheffield Elementary PTA
Mandarin High School PTSA
Mandarin Middle PTSA
Mandarin Oaks Elementary PTA
Paxon SAS PTSA
Pine Forest Elementary PTA
San Mateo Elementary PTA
San Pablo Elementary PTA
Seabreeze Elementary PTA
Stanton PTSA
Thomas Jefferson Elementary PTA
Venetia Elementary PTA
Historian@dccpta.org
PTA’s Presidents & Principals Luncheon Slide Show Chair
The best place to get official logos and how to use them is from the National PTA website. http://www.pta.org/branding
Here is a link to the official zip files PTA Logos (EPS and TIFs in zip file) you must unzip it and you can use them to make logos with your local unit.
Here is a link to the official guidelines Guidelines for Using PTA Logos Please read this before you build you unit logo.
Here is a link to how to customize a logo for your PTA/PTSA Customizing PTA Logos
Here are some that I made. I used Microsoft Word and the free program Paint. If you need help making you unit logo email Rick Godke rgodke@yahoo.com
Here are some logos I use in presentations.
By: Richard Godke
DCCPTA
rgodke@yahoo.com
904-693-3501
Objectives of Educational Workshop: Students will be able to identify 5 different factors that can affect the accomplishments of a team by the end of the workshop.
Team Goals: Build the best tower.
Group Size: From 4-8 participants per team that are random assigned.
Time requirement: 45 minutes is what the activity was designed for. It can be adjusted for as little as 15 and as long as 1 hour and 15 minutes.
Materials required: Each team (4-8 per team) will need a closed container that includes different and an unequal amount of building supplies. Make sure one is obviously more deficient then the others. Here are some of the possible building supplies: Paper Cups, plates, bowls, Scissors, Popsicle Sticks, coffee stirrers, pens, markers, pencils, construction paper, newspaper, cardboard, tape, stapler, glue, paper clips, string, etc.
Set Up
- Ask the group if anyone has participated in this “Build the Best Tower Activity”? If they have, pull them out and use them as a team observer during the exercise.
- Count off around the room by the number of teams you have. Example, you have 20 participants and you will have 5 on each team. 20 participants divide by 5 per team = count off by 4s.
- choose a team leader, reporter, and pick up person.
Directions
Facilitator
All questions should be answered “Build the best tower”.
Facilitator should float around the room to observe team interactions.
Team
Break up into your teams.
Each team needs to choose a leader, a recorder, and a pick up person.
Build the Best Tower, you have 45 minutes.
Pick up person needs to pick up one of the packets.
Two minute in, announce there is a prize for the winning team.
Ask the leader to come to the center of the room and report.
Tell the time schedule has changed you only have 15 more minutes.
Questions after building a tower
Debriefing the Activity
Use these debriefing questions as a guide for your discussion. Select the questions you feel will best benefit your group. It is not mandatory to cover every question. If possible, record the group’s responses on flip chart paper so all comments are displayed. Make sure to let everyone share their ideas, and remind participants that everyone’s opinions and feelings are important!
- How long did it take to get started?
- How did you choose the leader, recorder, and pick up person?
- Did everyone have equal involvement? If not, who took over who stood back? Why did you choose that role?
- How did leadership style influence the team?
- Did anybody get concerned about time?
- One thing your team did well?
- One thing your team did poorly?
- Raise your hand if you helped build a tower?
- What worked well?
- What challenges did you encounter and how did you overcome them?
- Did you build the tallest tower you could? Why or why not?
- How did the prize effect the team?
- How did the amount of time effect he team?
- How did losing a person change the team?
- How long did it take to get going?
- How did not having the same supplies effect the team?
- Did you assume that you were only supposed to collaborate with those in your small group?
- What would have been possible if you had decided to share resources with the whole group?
- Would you have had a taller tower?
- Why didn’t you?
- How did you come to the decision to collaborate?
- What became possible once you made the decision to share resources?
- What was challenging?
- How does building the tower in this activity compare to your daily work? or the way our group is organized?
- How does this activity relate to being part of the larger company, organization, or group?
- What did you just do together?
- How did you feel while you did the activity?
- What was one positive thing that happened during this activity?
- How would things been different if you had an additional half hour?
- What was one of the challenges of doing this activity?
- What did the group have to do or believe to be successful?
- Since you were not able to solve the problem, does it mean your group is a failure?
- If the tower fell, ask how it felt when the tower fell?
- How can our group do more with less?
- How do you feel now?
- What advice would you give to another group working on this activity?
- Did you try different ideas? If so, why did you change your approach?
Closing
When working with teams, you will be met with a lack of resources, time and cooperation. These items may change unexpectedly the team needs to be flexible and role with the changes. Organizing a successful team requires both planning and cooperation of all team members. Go out and Build your own Tower.
Additional information
Here is another resource that may give you other ideas to conduct the same activities
Build a Tower
http://www.teampedia.net/wiki/index.php?title=The_Tallest_Tower
If you would like to improve your local PTA unit team leadership understanding here is the PTA Leadership Training 061616 PowerPoint presentation that will give you an over view of what is needed to have a successful team. If you would like to learn more about Relationship Strategies Click Here for Terri Cicero’s, CiceroT@duvalschools.org PowerPoint. This will help you and your group learn how to use peoples differences to become a more productive team.
Handouts For PTA Leadership Training Program
Behavior-Style Evaluation 061616
Example of Team Ground Rules 061616
Brainstorming
SMART Goal Help Worksheet 061616
Volunteer Position Description Worksheet 061616
Webmaster Job Description 061616
Understand the Conflict Worksheet 061616
Additional Articles, and Power Points
These items will enhance your understanding of the PTA Leadership Training Program
Stages of Team Development
Article
Stages of team development in more detail.
http://humanresources.about.com/od/teambuilding/f/team_stages.htm
Build an Effective Team
Article
This is an overview that will help you understand how to build an effective team
http://www.corporatechallenge.com.au/blog/how-build-effective-workplace-team
Build a tower
http://www.teampedia.net/wiki/index.php?title=The_Tallest_Tower
Leadership Styles
Power Point
Agri Life Extension Texas A & M Leadership Styles
http://odfiles.tamu.edu/odfiles/volunteer/LAB/leadership_styles.ppt
Article
Leadership Advisory Board Resources
http://agrilife.org/od/program-development/leadership-advisory-board-resources/
Ground Rules
Article
Setting Team Ground Rules
http://humanresources.umn.edu/work-group-development/forming
Sample
Team Ground Rules
Smart Goals
Article
Writing S.M.A.R.T. Goals
http://www.hr.virginia.edu/uploads/documents/media/Writing_SMART_Goals.pdf
Example
Goal examples
http://studentleadership.com/smart-goal-examples/
Volunteer Job descriptions
Article
How to Write a Job Description That You’re Volunteers Will Love
http://nonprofit.about.com/od/volunteers/ht/voldespos.htm
A good Article overview of How to Develop a Job Description
http://humanresources.about.com/od/jobdescriptions/a/develop_job_des.htm
Communication
Article
Evaluation National PTA
http://www.ptakit.org/Communications/index.aspx
Recognition
Examples
Ideas for how to say thank-you to volunteers and showing appreciation.
https://www.energizeinc.com/how_tos_volunteer_management/recognition
Negotiate Conflict
PowerPoint
When Things Don’t Work: Recognizing and Resolving Conflict, Johns Hopkins University
Conflict Resolution Training for Supervisors
Article
Manage Impasse with Calm, Patience, and Respect
https://www.ohrd.wisc.edu/onlinetraining/resolution/step7.htm
Section 6. Training for Conflict Resolution
Duval County Council PTA General Meetings And Training 2017 – 2018
Month | Date | Meetings | Time | Location |
August | August 29 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
September | September 19 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
October | TBA | Fall Leadership Workshops |
9:00 a.m. –
1:00 p.m.
|
DCSB Building1 |
October 24 | General Membership Meetings | 9:30 a.m. | DCSB Building1 | |
November | November 28 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
December | No Meeting | No Meeting | No Meeting | No Meeting |
January | January 30 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
TBA | Winter Leadership Workshops |
9:00 a.m. –
12:00 p.m.
|
TBD | |
February | February 27 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
March | TBA | Student Leadership Academy Trip to Tallahassee | 6:00 a.m. – 6:00 p.m. | Leave and return DCSB Building1 |
March 27 | General Membership Meetings | 9:30 a.m. | DCSB Building1 | |
April | April 24 | General Membership Meetings | 9:30 a.m. | DCSB Building1 |
May | TBA | Presidents’ and Principals’ Luncheon |
11:30 a.m.
– 1:00 p.m
|
University of North Florida |
June | No Meeting | No Meeting | No Meeting | No Meeting |
1Duval County School Board Building
Who Do I Contact For Help?
DCCPTA Presidents & Treasurers Training Scheduled
All in coming DCCPTA unit presidents & treasurers are required to attend one of the following training meetings:
August 24, 2017, 9:00 AM, Location Cline Auditorium, DCPS School Board Building, 1701 Prudential Drive, Jacksonville, FL 32207.
Please put these dates on your calendar if you will be serving as presidents & treasurers the coming year. Please register by Clicking Here
PTA Treasurer Q & A
Important PTA End of Year Audit Questions
Can PTAs donate money to individuals or groups? Review This Document For more information and examples.
Returning Membership Cards
You do NOT need to mail back any unused cards. Unused cards should be destroyed at the end of the school year. Email data.rep@floridapta.org and tell them how many you sold and have paid for, and how many cards you are destroying. Also, Florida PTA doesn’t pay you back for membership cards, even if you accidentally pay the wrong amount, so be careful when sending payments to them.
Accepting Credit/Debit Cards for Payment
If your board approves the use of credit or debit cards for payment (such as membership, donations or fundraising items) consider these items when establishing your unit’s policy:
• Research & understand the risk and potential liability verses benefits (compliance with Payment Card Industry Data Security Standards)
• Keep enough documentation, for example, signatures of cardholders, for each transaction to ensure that disputed charges do not become a problem.
• Store any physical documents containing credit card data in a locked drawer, locked file cabinet, or locked office which the PTA solely controls (shred when no longer needed)
• Do not transmit cardholder’s credit card data by email, mail or fax
• Do not store credit card data, PIN or CVV2/CVC2/CID numbers for customers, paper nor electronically in an unsecured area
• Ensure that the person taking the credit card information and/or processing the transaction is properly trained in best practices
• When a refund is necessary, the refund must be credited only to the same account from which the purchase/donation was made
This information and more is in the Florida PTA Kit of Materials. To get the kit YOU MUST REGISTER YOUR OFFICERS EACH YEAR TO RECEIVE THE KIT OF MATERIALS AND MEMBERSHIP CARDS.
Important Local PTA Unit Treasurer Information
The security and accountability of PTA funds is the responsibility of the Treasurer. Be sure your Local Unit is following these basic guidelines:
- You need 2 signatures on ALL checks.
- Usually there are 3 PTA Board Members who may sign the checks – Treasurer, President, and a VP or other officer.
- Write checks for a specific purpose. The expense must be within your approved budget.
- Reimbursement Form – it should be filled out by the person needing reimbursement. All receipts should be attached to this form. If the person has lost his receipt(s) – he needs to write a letter stating that the receipt(s) was lost. The two check-signers sign their approval of the reimbursement on this form.
- Never pre-sign a check – sign checks at the time they are needed and after they have been approved.
- Never write a check for cash. All transactions must be by check so there is a paper trail that can be audited.
- The person being reimbursed should not be a signer on that check.
- The retiring treasurer should file the appropriate 990 form with the IRS as soon as the audit has been completed.
PTA as an Outside Group
The Duval County School Board considers each Local Unit of PTA an “Outside Group” that is organized to provide support for school activities. All outside groups are required by the School Board to submit the following financial reports to your school Bookkeeper:
- PTA/PTSA Monthly Treasurer’s Report – including all Revenue information and Disbursement Transactions for each month – signed by the Treasurer. This Report is intended to be a reconciliation of your books.
- PTA/PTSA Annual Audit Report – signed by the Audit Committee.
- Request for Fund Raising Activity – completed and submitted to the bookkeeper to obtain prior written authorization from the Principal before beginning any fund-raising activity.
Annual PTA Unit Audit Form
- ANNUAL AUDIT REPORT TMP 042216 By DCC PTA, Microsoft Word computer fillible form
This reporting is required to maintain each local unit’s 501 (c) (3) status. A signed copy must be submitted to the school bookkeeper with a copy of the June bank statement. A copy of the audit must be sent to audit@floridapta.org and treasurer@dccpta.org by September 30 . A copy of the 990 filing must be sent to 990@floridapta.org and treasurer@dccpta.org as soon as possible, but no later than November 15.
Required IRS Tax Filing
Don’t wait until the November 15 deadline, filing takes less than 15 minutes. EVERY UNIT, EVERY YEAR IS REQUIRED TO FILE A TAX RETURN.
- If gross receipts are less than $50,000, then you file a 990-N; (takes only 10-15 minutes to complete!)
- $50,000 to $200,000 file Form 990EZ and Schedule A and G.
- Over $200,000 file Form 990.
- Forward a copy to tax@floridapta.org and treasurer@dccpta.org
Instructions for PTA Units Filing IRS Form 990N e-Postcard
For complete instructions and steps for local PTA units using the Form 990-N Electronic Filing System (e-Postcard) go to Procedures for Florida PTA Compliance New Procedure 2016 . Click Here for more IRS information needed to file e-postcard. Click Here to link to the IRS 990-N Electronic Form. Once you have filed and your status shows “Accepted,” click on the submission ID for your filing. That will bring up a Confirmation page that you need to print out for your records. You then need to write your PTA’s full name and Duval County on the page. This confirmation page is what you scan and email to 990@floridapta.org and treasurer@dccpta.org.
Treasurer Forms and Specific Information:
- DCCPTA Local Unit Dues and Donation Form 2016-2017
- Sample Donation Receipts from National PTA
- 2016-17_State-National_DUES_Submission_Form – FILLABLE
- Treasurers Top Ten Tasks 2016 This is the Training Presentation Jenifer Morgan used Summer 2015
- End of Year Treasurer Checklist
- Florida Sales Tax Exemption, Scroll down to 3rd page; you will need a current set of bylaws.
- Sample Proposed Budget
- Budget Report Worksheet By DCPS, PDF, Microsoft Excel computer calculated form
- Sample Budget to Actual Report Worksheet By DCCPTA, Microsoft Excel computer calculated form
- Check Request Form
- Check Request Form Fallible this form allows you to type in information Check Request Editable Blank
- Deposit Count Form
- FUND·RAISING ACTIVITY REQUEST PDF 042216 By D. C. P. S., PDF, Manual Fill, Use this form for principal approval of any fundraising activities throughout the year.
- FUND·RAISING ACTIVITY REQUEST TMP 042216 By DCC PTA, Microsoft Word computer fallible form, Use this form for principal approval of any fundraising activities throughout the year.
- Monthly Treasurers Report Instructions
- LocalUnitMonthlyReport By DCC PTA, Microsoft Excel computer calculated form
- MONTHLY REPORT PDF 042216 By D. C. P. S., PDF, Manual Fill
- MONTHLY REPORT TMP 042216 By DCC PTA, Microsoft Word computer fillible form
- ANNUAL AUDIT REPORT PDF 051816 By D. C. P. S., PDF, Manual Fill
- ANNUAL AUDIT REPORT By DCC PTA, PDF, Manual Fill
- ANNUAL AUDIT REPORT TMP 042216 By DCC PTA, Microsoft Word computer fillible form
National PTA’s Back-to-School Kit
Sign up for the National PTA’s Back-to-School Kit and then choose the “Finance” section for a great overview, more information, and to answer questions treasurers my have .