Welcome to the Valley Gateway Council of PTAs!

If you are a new officer, check out the latest edition of 31st District's Valley Views.

You can find other resources on our "Leader Resources" Tab.

2022-2023 MEETING DATES

Council Meetings are held via ZOOM on the 4th Tuesday of every month.   All meetings begin at 6:30 p.m. Meeting Dates for the 2022-2023 School Year are tentatively...

August 22

September 27

October 25

November 22

January 24

February 28

March 27

April 24

May 22

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! 

 

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 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