Documents

Meeting Documents #

Agendas are available here before each meeting, and meeting minutes are available soon after each meeting. Additionally, any presentation that is made during the meeting will be posted here.

Institutional Documents #

Bylaws #

Every PTA in Virginia is required to adhere to the Virginia PTA Local Unit Uniform Bylaws. The bylaws can be found here, while an easy-to-read webpage with the bylaws is maintained below.

Organizational Structure Form #

The Organizational Structure Form provides important details about how this PTA conducts business, including timing of elections and term limits on officers. The PTA must complete this form and have it approved by the general membership at the beginning of each school year. The Treasurer then submits the form to the Virginia PTA.

Conflict of Interest Policy #

The policy is intended to ensure that PTA leadership is not enriching themselves under the pretense of conducting PTA business. The PTA is required to adhere to such a policy in order to maintain its tax-exempt status. The PTA adopted this policy on January 19, 2022 and it remains in force indefinitely.

Financial Documents #

Budget #

The PTA’s annual budget must be approved by the general membership at the beginning of each school year.

The PTA also passes a summer budget at the end of the school year to approve expenses for the following summer.

Annual Financial Reports #

The Treasurer must prepare an annual financial report at the close of the fiscal year.

Financial Reviews #

The PTA is required to conduct a review of its finances every fiscal year. (This was previously known as an audit.) In the spring, the general membership approves a financial review committee who conducts the review. The review is submitted to the Virginia PTA and also must be approved by the general membership in the beginning of the next school year.

Tax Documents #

Employer Identification Number (EIN) #

Abingdon PTA’s EIN is 52-1289072 — this is also known as a “Tax ID.”

IRS Form 990 #

The PTA Treasurer is required to submit this form to the IRS and to the Virginia PTA each year in order to maintain our tax-exempt status.

Virginia PTA Tax-Exempt Letter #

The Virginia PTA issues a letter each year to local units in good standing that officially identifies the PTA as a 501(c)3 tax-exempt organization.

IRS Reinstatement Letter #

The IRS issued a Determination Letter on September 6, 2022 that reinstated the PTA as a 501(c)3 tax-exempt organization following an earlier revocation.

Provided As Needed #

• Insurance Policy: The PTA is required to be covered by insurance at all times. The policy is submitted to the Virginia PTA each year.
• Sales Tax Exemption Letter: The PTA was granted a sales tax exemption from Virginia’s Department of Taxation. This allows us to purchase items without paying sales tax. The exemption was granted in 2022 and lasts until 2027.
• Application for Tax Exempt Status (IRS Form 1023): The PTA submitted this form to the IRS on January 22, 2022 in order to request that the tax-exempt status be reinstated. This request was successful. We retain the application in our files.
• Executive Board Agendas and Minutes: The PTA keeps records of Executive Board meetings.
• Logos: The PTA retains vector image files of the Abingdon Cardinal logo and the Abingdon PTA logo.