Jeffco PTA Every Child, One Voice!

Requirements to be a Healthy Unit in Good Standing

What does it mean to be a Healthy Unit in Good Standing and what do we have to do?

 

Officers List

  • Turn in your Officers List to the Colorado PTA office by July 1. This is completed online,

In Member Hub. Don’t have all the information? That is okay – send what you have and update with additional/changed information later.

 

Membership

  • Conduct an ongoing membership campaign.
  • Membership Report – On Member Hub and dues are required to be submitted and postmarked by October 1 and February 1 (even if no new members after October 1). Reports may be submitted as often as needed! (instructions below)

 

Insurance

  • Purchase general liability, bonding and director and officer liability insurance by November 1.
    • Your unit may take advantage of Colorado PTA’s group buying power and select its carrier AIM.

You will be getting information directly from AIM and will be paying them directly.

  • If selecting your own carrier, proof of insurance must be sent to the Colorado PTA office.

 

Bylaws

  • Your unit’s bylaws must be approved and filed every time you make a change and a minimum of every three (3) years reviewed by the Colorado PTA Bylaws Committee.  Request the bylaws template and submit bylaws for approval by February 1. Once your membership approves your bylaws, they are in effect. If you need help updating your bylaws, contact your council/region representative or the Colorado PTA office.
  • Bylaws provide the answer to many questions such as dues amount, board composition, election month, number of meetings, and much more!

 

Financial Records

  • Conduct a financial review/audit within thirty (30) days of the close of the fiscal year. Your incoming President and Treasurer must sign the review and it needs to be presented to your board for adoption.

A copy of the Financial Review/Audit Committee Report must be sent to the Colorado PTA office by the end of September.

  • All units must file the appropriate IRS Form 990 (990N – e-postcard, 990EZ, or 990). Deadline: file by Nov 15 if your fiscal year ends June 30.
    • To file a 990N online (your gross receipts are less than $50,000). If this is your first time, you will need to create an account. Make sure and record your User ID and password!
    • A copy of the IRS Form 990 filing must be sent to the Colorado PTA office. Need to file for an extension? Provide Colorado PTA with documentation of the extension.
  • Units grossing over $25,000 for three or more consecutive years need to register with Secretary of State (Colorado Charitable Solicitations Act) for a small fee. Once you register, you must continue to renew annually. You will need a copy of your unit’s most recent IRS Form 990 or financials to complete the registration.
    • A copy of the email confirmation received from the Secretary of the State must be sent to the Colorado PTA office.

 

Training

  • Three officer specific trainings must be completed by three individuals annually.
  • Trainings can be completed through attending state convention, regional/council trainings or National e-learning courses.
    • Three (3) officers of each local unit or designees must attend one (1) position-specific leadership training annually. This requirement may be fulfilled in person (region/council training, conferences) or by completing a National PTA e-Learning.

 

Do not hesitate to ask questions. You are not expected to do the entire job alone. The Colorado PTA Region directors, Council board members, and the state office are here to help you.  We are always a phone call or email away.

 

 

Membership Submittal 

 

The Cover Submittal Form can be found on your admin tool bar in Member Hub.

Mandatory membership reports are due to the Colorado PTA office postmarked/or sent electronically via MemberHub no later than October 1 and February 1. Additional membership reports may be sent to the Colorado PTA office as needed.

 

Your PTA must use MemberHub to submit your membership records on October 1 and February 1.  If you need help in submitting this form via Memberhub please contact info@copta.org

 

You may submit your payment for Membership via Memberhub or mail a check made payable to “Colorado PTA” (with two signatures) must accompany this report or invoice.