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Dear PTA Leaders,
I would like to announce some important updates to the Free State PTA Standards of Affiliation (SOA) requirements. As you are aware, the SOA requirements are a set of tasks that every PTA in Maryland must complete to comply with Free State PTA. Considering the challenges that our local units are facing after the pandemic, Free State PTA has decided to maintain the same four SOA requirements from last year to determine the Good Standing status.
Changes in the SOA requirements
Please note the following changes in the SOA requirements along with the date the changes go into effect.
1. Mandatory Submission of Compliance Documents in Givebacks – Effective December 1, 2024
Effective December 1, 2024 – All PTAs are required to submit SOA compliance documents through their Givebacks account. (Remittance of Dues Excluded)
To better maintain records of compliance, Free State PTA has elected to use Givebacks as a single repository for the foreseeable future. This decision will help both Free State PTA and constituent associations in the following areas:
More efficient submission and tracking of compliance documents.
Using Givebacks as a single repository for compliance documents will make submission easier for local units as you only have to upload your documents to your account. Once uploaded, Free State PTA can approve the documents in the system and you will receive an automated notification of approval once it has been approved.
Real-time Reporting of Free State PTA SOA compliance.
Another major benefit of using Givebacks is that it enables Free State PTA and Council PTAs to generate real-time reporting of local units that have met the Free State SOA compliance requirements. This eliminates the time and errors of maintaining a spreadsheet manually which allows a more accurate report to allow our support groups to assist local units throughout the state.
Greater Access and Control to Compliance Documents for Local Units during Leadership Transition
Givebacks provide Free State PTA the ability to reset administrative access to any local unit Givebacks account. This ability can be extremely helpful during leadership transition to ensure that new officers have access to their local units' compliance documents. This will eliminate the need for local units to request copies of compliance documents from Free State PTA as access can be reassigned to your Givebacks account.
Serve as a repository for local units who have met the Free State PTA Good Standing Requirements
Free State PTA will utilize Givebacks to verify local units who have met the Good Standings Requirements determined annually by Free State PTA.
Please note – If you have previously submitted compliance documents this year to Free State PTA via email, you have met your requirements. We ask that you please upload your documents to your Givebacks account and familiarize yourself with using the system. Remittance of Dues is NOT required through Givebacks.
If you require assistance with accessing your Givebacks account, please email membership@fspta.org.
Financial and Boardsmanship training deadline extended to December 31, 2024
To ensure that all PTAs have adequate training opportunities provided by Free State PTA, the deadline for Financial Training has been extended to December 31st.
We currently have Financial Training scheduled for October 8th and Boardsmanship Training scheduled for October 29th. If you are unable to attend these trainings, there will be multiple opportunities to take these trainings between now and the end of the year.
Financial Training for Local Units – Effective July 1, 2025
Current Requirement - Two officers, one of whom must be the treasurer, must attend annual financial training provided by Free State PTA or County/City Council PTA.
Updated Requirement – The President and Treasurer must complete annual financial training by Free State PTA or a County/City Council PTA within one hundred twenty (120) days of the start of the fiscal year.
4. Boardsmanship Training – Effective July 1, 2025
New Requirement - Two (2) board members, one of whom must be the president, must complete Boardsmanship training provided by Free State PTA or a County/City Council PTA within one hundred twenty (120) days from the start of the fiscal year.
2024-25 Good Standing Requirements for Local PTAs
To keep your PTA's active status and be eligible for National PTA and Free State PTA grants and programs, we want to remind you of the 2024-2025 Good Standing Requirements. To maintain good standing, your PTA must meet the following requirements:
1. Bylaws with Meeting Minutes
If it has been three years since you last submitted bylaws to Free Stater PTA it's time to review them with your membership. Submit an updated copy of your PTA's bylaws, along with meeting minutes demonstrating that your membership reviewed and approved the bylaw.
Due Date – Three years from the approval date of the bylaws.
2. Officer Contact Information
Information is entered into Givebacks every fiscal year even if there are no changes. Please include elected officers and any committee chairs. President, Treasurer, and Recording Secretary must have home address included.
Due Date – Two weeks after officers are elected.
Please note that if you have submitted your contact information to Free State PTA via email prior to this notice, you already have met the requirement. We ask that you familiarize yourself with the Givebacks account and update your account with your officer contact information as this will be the method of submission going forward.
3. Proof of Insurance
Submit proof of current insurance coverage for your PTA to ensure compliance with all liability and coverage requirements.
Upload Member Certificate of Insurance page to Givebacks.
4. Remittance of State Dues
Ensure the remittance of state dues has been processed and paid in full for the current membership year.
Electronic Payment via Givebacks, USPS via Membership Form
Meeting these requirements is essential to ensuring that your PTA remains in good standing with Free State PTA and is eligible for full benefits, qualifies for National PTA programs and grants, and allows your local unit to be a part of the voting body at our upcoming Free State PTA convention. For assistance or clarification, feel free to contact us at soa@fspta.org.
Sincerely,
Gerrod Tyler
President
Free State PTA
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