Forms to Help Be a Local PTA Unit in Good Standing!

Resources to help your PTA!

Details on Member Planet!

We understand that change can be intimidating… we believe that once you have a chance to explore this user-friendly platform and see first hand the many ways it can ease the workload of your officers, you will be as in love with it as we are! Go to our CO PTA Success Site  to get started.  Reach out to MemberPlanet’s support team directly at support@memberplanet.com or 888-298-8845 for help to access your PTA’s account, tutorials, videos, and so much more.

As always, please feel free to reach out to the Colorado PTA office, or your Colorado PTA Field Service Representative with any questions or concerns.

 

Unit In Good Standing

RequirementsInstructions
Officers List
  • Your officer list helps us provide you with valuable information throughout the year.
  • Turn in your Officers List by July 1. Don’t have all the information? That’s okay, send what you have and update with additional information later.
Membership
  • Conduct an ongoing membership campaign year around.
  • Membership Reports and dues are required to be filed by October 1 and February 1 (even if no new members after October 1). Reports may be submitted as often as needed to take advantage of our membership challenge!
  • When remitting the membership dues, please mail the payment with the Membership Report Cover Submittal form and email the Colorado PTA Membership Listing Report.


Insurance
  • Colorado PTA has negotiated comprehensive coverage, including director/officer, liability, and bonding at volume discount rates from AIM as the preferred provider for the Colorado PTA. Your AIM renewal will come in September or early October.
  • A PTA unit may obtain insurance from another insurance provider as long as the coverage requirements are met. If selecting your own carrier, proof of insurance must be sent to the Colorado PTA office. Contact the Colorado PTA office if you have any additional questions.
Bylaws
  • Contact the Colorado PTA office for a copy of the current Bylaws template.
  • Your unit’s bylaws must be approved and reviewed any time you make a change and every three (3) years by the Colorado PTA Bylaws Committee.
  • Submit bylaws for approval by March 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.
    • Be sure to read your unit’s bylaws. They provide the structure of the local unit’s board, information on required meeting dates and other information necessary for the unit to function.
Fiduciary 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 the members 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 to file is the 15th day of the 5th month after your fiscal year ends (for example file by Nov 15 if your fiscal year ends June 30).
    • 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 fee. Once you register, you must continue to renew annually.
    • A copy of the email confirmation received from the Secretary of the State must be sent to the Colorado PTA office.

Tax Filing for Nonprofit Organizations

One thing to know is that all PTA units are required to file the 990.  This is a requirement of the Internal Revenue Service as a tax-exempt organization. The 990 is due by the 15th day of the 5th month after the close of your tax year.  For example, if thetax year ended on June 30, the 990 is due November 15th. If the due date falls on a Saturday, Sunday, or legal holiday, the due date is the next business day. Late filing of the 990 may mean penalties and/or fines. Here is a guide for the 990 to file:

  • 990 – Total deposits (gross receipts) greater than or equal to $200,000
  • 990-EZ – Total deposits (gross receipts) less than $200,000 and greater than $50,000
  • 990-N – Total deposits (gross receipts) of $50,000 or less

Please submit a copy of the 990 to the Colorado PTA office.

Thank you for all that you do for the children of Colorado!

Please know that your Council/Region Representative or the Colorado PTA office is an email or phone call away for any questions, concerns, or assistance.

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AIM Insurance Rates Please feel free to contact AIM with all your insurance needs, (800)876-4044.  CO Package 1- $195.00 or CO Package 2- $240.00

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