Welcome to the Valley Gateway Council of PTAs

We encourage you to check back often for important updates and other resources. 

Congratulations to our very own Riverside Drive Charter School PTA for being awarded 2022-2023 Unit of the Year! If they can do it, so can you! Let's rock this school year!

 

2023-2024 Meeting Dates

Council Meetings are held via ZOOM on the 4th Tuesday of every month . We will aim to have at least 1 meeting in person. More information will be provided closer to the date.  All meetings begin at 6:30 p.m. Our next meeting dates for the 2023-2024 School Year are ...

August 22

September 26

October 24

November 28 

December TBD

January 23

February 27

March 19 (to avoid meeting during Spring Break)

April 23

May 28

It is VERY IMPORTANT that 2 representatives from your unit attends these meetings. Feel free to bring other board members with you - there's lot of information to share and learn! 

 

Links and Resources

 

 

Meeting Agenda Outlines

 

September: Agenda Includes: Treasurer timeline, preliminary board training, district training opportunities, Treasurer report, end year report and budget for VGC, Reflections, Planning Events, and more!

SlideDeck: https://docs.google.com/presentation/d/1goS0nttSYgG1ZuWDUxPd443eC0lClKI_n6sJig3Bz40/edit?usp=sharing

TO-DO:

  • TOTEM: Please finish setting up TOTEM online membership system and onboarding your new Board members.  More TOTEM Information
  • Have your board sign the conflict/whistleblower form and return all forms to VGCPTSA@gmail.com
  • Change the singers on your bank account(s).
  • Review your Bylaws. Your Unit’s Bylaws are like a constitution – it’s the controlling governing document.
  • Review Insurance coverage & services: https://capta.org/pta-leaders/services/insurance/
  • Request Letter of Determination for your unit from State PTA at: LOD@capta.org
  • If you are starting to plan your year (and you should be) you can visit THIS SITE to check on your events that you have submitted to LAUSD for approval. Make sure you get those forms into 31st District Office for approval before you send them into LAUSD!
  • Know who is going to prepare certain documents that will be needed soon. Once the fiscal year ends on June 30, there are several documents that can be prepared.
  • End-of-Year audit 
  • Annual Financial Report
  • Budget for the upcoming year
  • Tax Returns are November 15.  More info to come.
  • COMPLETE TREASURER'S TIMELINE

FOR VGC MEETING:

  • Complete an online President's Report  
  • Complete an online Annual Unit Financial Check-In
  • Email any of these you have completed to VGCPTSA@GMAIL.COM:
    • Signed copy of budget for THIS YEAR approved by board and association.
    • End-Year Audit for LAST FISCAL YEAR adopted by association
    • End-Year Financial Statement for LAST FISCAL YEAR approved by association.
    • A Treasurer's report that shows a period from JULY 1st to some later date.
  • MAIL CHECK(S) for the following:
    • Remittance check for NON-TOTEM memberships if you have any  made out to "Valley Gateway Council" along with a Unit Remittance Form.  You should be forwarding $6.25 per membership! [**You do not forward money for  memberships purchased through the TOTEM system]
      (http://downloads.capta.org/toolkit/forms/UnitRemittanceForm.pdf)  [Units need at least 30 total members (online,cash/check) for "Ready, set, remit" award]
    • Remittance check(s) for
      • Council assessment fee of $40
      • District assessment of $60
      • Insurance premium of $258 (Late fee will be applied after Nov.)
      • This can be in one check for $358 or several checks (whatever your preference) made out to "Valley Gateway Council" along with a Unit Remittance Form

October: Agenda Includes: Reflections, Taxes, Q&A

  • Be sure to mail membership remittances and pay any overdue assessments, insurance. Checks made out to "Valley Gateway Council" along with a Unit Remittance Form.
    (http://downloads.capta.org/toolkit/forms/UnitRemittanceForm.pdf)
  • If you didn't do it last month, email copies of End-Year Audit, End-Year Financial Statement, Budget approved by board and association.
  • Complete an online President's Report  

November: Agenda Includes: Audit, Workers' Comp Form, Nominating Committees/planning for your election, Q&A!

January: Agenda Includes:  Discuss Unit nominating committee/elections; Unit compliance tracker; Q&A!

February: Agenda Includes: Unit Elections; Spring Membership Drives; Q&A!

  • Be sure to bring any membership remittances and copies of any other forms that are overdue! 
  • Start thinking about applying for awards, teacher/volunteer appreciation, and preparing for Historian Report
  • Complete an online President's Report  

March: Agenda Includes: VGC Elections, Awards dinner & Convention, Q&A!

April: Agenda Includes: Awards dinner & Convention; Transitioning new boards; Working on a proposed unit budget /calendar of programs & fundraisers; Q&A!

  • Be sure to bring any membership remittances and copies of any other forms that are overdue! 
  • Complete an online President's Report  
  • Be sure to turn in New Officer Contact Lists

May: Agenda Includes: Report from Convention; VGC Proposed budget; VGC Proposed programs ; Training new officers; End-year Audit; Make the most of the summer; Q&A:

  • Be sure to bring any FINAL membership remittances and copies of any other forms that are due, including New Officer Lists!
  • Complete an online President's Report  
  • Be sure to turn in New Officer Contact Lists