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Treasurer’s Chest
Every year, the Lowell PTA raises a substantial amount of money to improve the educational setting at Lowell Bayside Academy. It is the responsibility of the treasurer to keep the membership informed of the money that is raised and how it is spent. Every month at the Lowell PTA meeting, a Treasurer’s Report is submitted and ratified by the members present.
In an effort to provide our membership with the financial statements, we will be posting and archiving each of the monthly reports submitted by the Treasurer. We feel that having an “open-book” policy will lead to continued successful collaboration between the parents and the school.
To Amend the Budget....
The process to amend the adopted budget is outlined here. If you are interested in pursuing a new Lowell PTA sponsored program, PLEASE follow the steps outlined. The time line supports amending this year’s budget to impact a program for 2011-12. The process is managed by the PTA Executive Board. The process and procedures exist to provide a fluid and equalized forum for our Association and Faculty to evaluate program concepts. A program proposal must support the work of the school via the school plan, curriculum standards and enhances our children’s educational experience. The process is:
1. A Budget Amendment Form (or available in the workroom) is filled out and presented to the PTA Executive Board.
2. The PTA Executive Board discusses and votes on whether to recommend or not recommend the proposal to the Association at their April 3 or May 9 meetings. Evaluative criteria center on whether the proposal supports school goals and mission.
3. If the proposal is for a program occurring during the school day (9 am – 3 pm), the proposal must ALSO be presented and approved by the Administration and Faculty via Lowell's School Site Council, Cabinet. The program must also adhere to the guidelines set by the Long Beach Board of Education.
4. Copies and notice of all the proposals are distributed to the Association, with the recommendations from Cabinet, the PTA Executive Board and the Administration / Faculty. If the Administration and Faculty reject a proposal, it is not viable for the Association to pursue.
5. Proposals are presented at an Association meeting for discussion and a vote.
Here is the time line:
The Association members may research, prepare and present proposals to the PTA Executive Board, Cabinet, Faculty and Administration at any time up to and including May 9, 2012. Requests to be added to meeting Agendas must be made at least 72 hours in advance. All proposals will be distributed to the Association for review prior to the Association Meeting. If notice is given less than 30 days, the Association must approve the proposal with a 2/3rds majority vote.
Thank you,
Lori Hess
Lowell PTA Treasurer
treasurer(at)lowellpta(dot)com
(Please note our e-mail addresses are posted in the "(at)" and "(dot)" format to deter automated spam. You'll want to use the correct "@" and "." symbols when you send us a note.)
Budget-Related:
If adjustments to the budget are needed, the budget can be amended. The PTA Treasurer will need notice and justification asap so that a 30-day notice may be published to notify the Association. See process steps on left.
Expense Forms:
How To Get Reimbursed
By the PTA:
Adoption of the budget does not necessarily authorize the spending of PTA money. All expenses/ invoices should be presented for payment authorization via a "Reimbursement Request" form. All expenses/ invoices must be ratified at an association meeting and recorded in the association minutes.
However, there is also a method to request an advance of funds prior to an association meeting. A "Check Request" form may be submitted. It must be approved by our PTA President and returned to the PTA Treasurer. An Expense Statement then must be filed within two weeks after completion of the activity. All receipts must be attached to the expense statement.
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How to Verify & Submit Cash Earned at an Event:
When an event brings in funds, a "Cash Verification" form must be used. Two people, not related by blood and not living in the same household, are specifically
required to count cash and checks, then complete the form. It is highly recommended that prior to your event you contact the PTA Financial Secretary, financial(at)lowellpta (dot)com, to make arrangements to complete this task. These formalities may seem overwhelming. However, they are in place to protect your integrity, comply with our auditor's recommendations, and follow State PTA guidelines.
All forms are available in the PTA workroom next to the main office or downloaded as noted on this page.
LOWELL BAYSIDE ACADEMY
5201 E. Broadway
Long Beach, CA 90803
(562)433-6757
