PTA Fundraising Fundamentals What you REALLY need to know!

Introductions  Presenters for today’s session  Bruce Bohren  Presenters for today’s session  Bruce Bohren

Today’s Topics  The purpose of fundraising.  Fundraising planning.  Different types of fundraising.  Legal concerns.  The purpose of fundraising.  Fundraising planning.  Different types of fundraising.  Legal concerns.

Our Mission  PTA is:  A powerful voice for all children,  A relevant resource for families and communities,  A strong advocate for the education and well-being of every child.  PTA is:  A powerful voice for all children,  A relevant resource for families and communities,  A strong advocate for the education and well-being of every child.

Our Mission  Why is this important?  Goals relate to our purpose/mission  Tax-exempt status as a 501©3  Why is this important?  Goals relate to our purpose/mission  Tax-exempt status as a 501©3

Our Mission  The primary use of PTA funds should be to support programs/projects that fulfill our Mission/purpose.

Planning  Begin by setting goals that can be translated into a working budget.

Planning  What are the PTA’s expected expenses?  Administrative costs including supplies, insurance  Leadership opportunities including convention, conferences and workshops  Reimbursement of expenses incurred attending training—i.e. mileage, meals, hotels  Communication expenses—newsletters, websites  What are the PTA’s expected expenses?  Administrative costs including supplies, insurance  Leadership opportunities including convention, conferences and workshops  Reimbursement of expenses incurred attending training—i.e. mileage, meals, hotels  Communication expenses—newsletters, websites

Planning  Programs/projects of the PTA  Parent education/involvement programs  Student activities including field trips, school events, cultural arts programs  Programs/projects of the PTA  Parent education/involvement programs  Student activities including field trips, school events, cultural arts programs

Planning  How will you support these programs?  Identify advantages and disadvantages of any fundraising project  High yield, low investment  How will you support these programs?  Identify advantages and disadvantages of any fundraising project  High yield, low investment

Planning  How many man-hours are involved?  How much profit do you make and what could impact that profit margin?  What time factor is involved?  How many man-hours are involved?  How much profit do you make and what could impact that profit margin?  What time factor is involved?

Planning  Competition can create fundraising burnout-  Scouts  Music Boosters  Sports Boosters  Medical organizations—American Cancer Society, March of Dimes,  Mail solicitations  Competition can create fundraising burnout-  Scouts  Music Boosters  Sports Boosters  Medical organizations—American Cancer Society, March of Dimes,  Mail solicitations

Publicity  Do people know the good work your organization does?  Do you have a public relations team?  Can “advertising” make your efforts more profitable?  Do people know the good work your organization does?  Do you have a public relations team?  Can “advertising” make your efforts more profitable?

Types of Fundraising? Dues Donations Events Silent Auction Collections Sales of products Dues Donations Events Silent Auction Collections Sales of products

Dues No extra work Place emphasis on value of investment Promote the good work PTA does Each PTA determines the local unit portion of dues Obligation or opportunity

Donations Solicitate donations Easy Little work Tax deductible to the full extent of the law Solicitate donations Easy Little work Tax deductible to the full extent of the law

Events Much more prep More volunteers needed More complex Events Much more prep More volunteers needed More complex

Events Cross reference calendars Create committee Publicity!!!! Plan safety measures Check insurance Evaluate and debrief Events Cross reference calendars Create committee Publicity!!!! Plan safety measures Check insurance Evaluate and debrief

Events Always have 2 people working with the cash. Always have at least 2 people count the money. Always have the chair or the Treasurer transport the money. Always deposit the money as quickly as possibly directly to bank. Always use a deposit voucher system. Always have 2 people working with the cash. Always have at least 2 people count the money. Always have the chair or the Treasurer transport the money. Always deposit the money as quickly as possibly directly to bank. Always use a deposit voucher system.

Silent Auction Silent Auction: Request donations Can be in conjunction with other events Need volunteers to ask for donations Need volunteers to organize it Silent Auction: Request donations Can be in conjunction with other events Need volunteers to ask for donations Need volunteers to organize it

Collection Collections: Collect items Send them to the company Always use program name, not company name Collections: Collect items Send them to the company Always use program name, not company name

Selling NEVER use children to sell products! Easier to analyze. Look at profit ratio Consider your audience. Consider how it aligns with your mission. NEVER use children to sell products! Easier to analyze. Look at profit ratio Consider your audience. Consider how it aligns with your mission.

Selling Sales Tax 2 Sales tax exempt activities per year Profit Margin Price Frequency Buyer Seller Sales Tax 2 Sales tax exempt activities per year Profit Margin Price Frequency Buyer Seller

Miscellaneous Never co-mingle funds Don’t do electronic business/banking Donation Coupons Remember IRS Rules & Regulations Never co-mingle funds Don’t do electronic business/banking Donation Coupons Remember IRS Rules & Regulations

Other Considerations? Keep it simple! Doing less may be more. If you want money you have to ask. Thank before you bank. Keep it simple! Doing less may be more. If you want money you have to ask. Thank before you bank.

Other Considerations? Donors are not ATMs. Most money comes from people, and most people are not rich. People have the right to say no. Donors are not ATMs. Most money comes from people, and most people are not rich. People have the right to say no.

Other Considerations? To be good at fundraising: Must believe in the cause. High hopes, low expectations. Faith in people. To be good at fundraising: Must believe in the cause. High hopes, low expectations. Faith in people.

Other Considerations? Fundraising is not fund chasing. Fundraising is an exchange. People’s concern about fundraising stem from money concerns. The key to fundraising is Plan! Plan! Plan! Fundraising is not fund chasing. Fundraising is an exchange. People’s concern about fundraising stem from money concerns. The key to fundraising is Plan! Plan! Plan!

Donations to the School? Always have the School Board accept the donation. The District assumes responsibility. The District assumes any liabilities. Once donated the District can do what they want with it! They could move it to another school. Give it away. Always have the School Board accept the donation. The District assumes responsibility. The District assumes any liabilities. Once donated the District can do what they want with it! They could move it to another school. Give it away.

Questions?