PTSO Primary Board Meeting - Minutes
Thursday, September 11, 2025 @ 7PM in HS Library
● Call the meeting to order -7:02pm
● Board members:
○ Katie O’Donnell: President
○ Mai Nguyen: Treasurer
○ Kitty Greenstein: 1 st VP
○ Kristine Wightman: 2 nd VP
○ Rachana Garg: Corresponding secretary (not present)
○ Theresa Hull: Recording Secretary
○ Dr. Samuel Khoshaba: Principal (not present)
● Water Fountains
In 2024, PTSO agreed to purchase 2 water fountains for the school for $1500 each. Dr.
K is asking for installation for all 4 for $2,400, for a total of $10,000. Discussion: water fountains
have not been ordered at this time. Motion to retract decision to purchase the additional water
fountains and installation of the remaining. Motion passes unanimously.
● Audit
Results will be shared at the General Membership Meeting. Specifically, share front page, full
report on Toolkit for General Membership to access.
Discussion on undeclared withdrawals. Mai will follow up with Marci Garrison regarding the
$1800 check (#3128). AIM Insurance check #2094 was paid through EFT. Mai will call to follow
up.
● Discussion on Findings
Minutes – need to document quorum; date on sign-in sheet.
Gift Acceptance Policy – threshold for donations; aim to document major donations.
For ANGP, donations must be applied to the party. If fundraising is sufficient, money
should not be transferred to the ANGP.
Donor Thank you Letters
W-9 Forms. Washington Talent (casino, inflatables, etc. for ANGP).
Document Ownership of Equipment Donated: treadmill and fence.
Compliance with FCPS regulations. Statement to be included on fliers for
events/activities at school.
Written agreement for Cousins.
Quorum for minutes.
In March, the establishment of the Nominating Committee.
● Other items
Letter for Nicole on Gift acceptance policy.
W-9 from Washington Talent
Tax Exempt status expires in August 2026.
Reminder: Meetings 3 rd Thursday of every month.
Meeting adjourned: 8:09pm
________________________________________________________________________
Review Report for the Year 07/01/2024-06/30/2025
Note: The final check numbers for the year were 3220 (x3128) and 1025 (x2094).
Reviewer’s Statement: To the best of my ability, I have examined the books of the Treasurer and
have found that the reconciled Bank Balances totaling $83,910.37 presented above are correct,
with the additional notation that $2,705.74 of the total balance is restricted to “senior class
needs.” There were no material exceptions to the income and expenses reported during the
period under review.
Note: this “review” consists of certain specified procedures to verify the accuracy of the organization’s year end bank
balances and a review of areas of financial risk. It does not constitute a formal audit, review or compilation as defined
by the AICPA’s Statements on Auditing Standards.
A separate report of management comments noted during the review is attached.
Audit report submitted by:
Nannette Henderson
August 20, 2025
Checking 3128 $63,010.63
Savings $2,551.89
First Internet Bank of Indiana 12 month CD $10,495.68
Total $76,058.20
Plus: Deposits for the period $100,481.05
Minus: Withdrawals for the period ($92,628.88)
$83,910.37
$4,174.35
$1,841.75
$11,046.55
$71,624.00
$88,686.65
Account Date Reference Paid To Amount
Checking 2094 5/27/2025 1021 Carla Olivo ($1,537.40)
Checking 2094 12/26/2024 3200 SC Choir Boosters ($67.89)
Checking 3128 4/28/2025 3204 South County High School ($675.00)
Checking 3128 5/26/2025 3216 South County High School ($179.99)
Checking 3128 6/10/2025 3219 South County High School ($1,800.00)
Checking 2094 6/1/2025 ACH AIM Insurance ($516.00)
($4,776.28)
$83,910.37
Minus: Uncleared Withdrawals
Bank Balance as of 06/30/2025
Total
Total
Bank Statement balances as of 06/30/2025 Balance
Checking 3128
Savings
First Internet Bank of Indiana 12 month CD
($106,072.46 in transfers not included in above totals)
MoneyMinder Balance as of 06/30/2025
Checking 2094
MoneyMinder Funds available as of 07/01/2024 Balance
South County PTSO—June 30, 2025 Review—Management Comments
The financial records maintained by the PTSO Treasurer were generally in good order. Expenses were
deemed reasonable and in line with the organization’s mission. For the most part, issues listed below
deal with operational procedures that can put financial assets at risk rather than accuracy of financial
reporting. Comments in red are repeats from a prior year’s audit. It is noted that the PTSO made
significant progress on improving many of the issues that were listed in the previous year’s review.
The following observations/recommendations are being made to improve financial processes or
decrease financial risk to the organization.
Ensure meeting minutes accurately reflect significant discussions.
Develop a gift acceptance policy.
Adopt a standard practice of collecting W-9 forms from vendors.
Ensure appropriate documentation is available for expenses
Provide donor thank you letters in accordance with IRS Publication 1771.
Document ownership of equipment donated.
Ensure compliance with FCPS regulations.
Detailed recommendations/findings
Meeting Minutes. Meeting minutes were improved from the prior year, but still not sufficiently
detailed to serve as a record of corporate activities as required by state law/Robert’s Rules of Order.
Certain items were missing to make the minutes complete, including attendance/quorum records,
approval of prior minutes, establishment of nominating committee, and records of votes.
Guidelines for basic minutes can be found at https://www.ptotoday.com/pto-today-
articles/article/1029-how-to-take-meeting-minutes. In addition, the Virginia PTA offers a
number of resources related to minutes and other governance issues that could be helpful at
https://vapta.org/effective-meetings/
Develop a gift acceptance policy. The PTSO accepted a donation restricted to funding of senior needs
for the third year in a row. The conditions placed by the donor were met this year, but a substantial
balance restricted from prior years to senior needs continues to be carried forward. Action was taken
by the Treasurer to isolate the funds in a savings account, making it easier to track. While the amount
donated this year did not exceed the need, there was no agreement with the donor to determine how
excess funding would be handled. The organization should consider developing a gift acceptance policy
for future use. A further benefit of such a policy would also help clarify whether the funds coming in
were a donation or a fundraiser run by the PTSO (this seemed to be somewhat of a gray area this year).
The issues with this particular donation highlight a related issue on ANGP fundraising. When
fundraisers are publicized as being for the benefit of the ANGP or senior class of a specific class year,
the funds raised by that effort have to be used for that specific purpose—or be returned to the donors.
(Googling “donor intent” will yield a number of articles for more information.) Since the pandemic, all
the ANGPs have had a significant excess of revenue over expenses. If this all came from outside
donors, since almost all (if not all) of the sources of outside revenue were restricted to the ANGP, this
would be problematic. Fortunately, the main reason has been that the $10,000 agreed to be
committed to ANGP from the general proceeds of the PTSO has not been needed for ANGP. When this
happens, the Board should, before the end of the fiscal year, formally reduce (with a documented
Board action) their designated funding to be the amount necessary to have the ANGP reach a
“breakeven” status and return the excess funding to the general funds of the PTSO.
An additional item to think about is that the PTSO has significant and growing cash reserves. If the
PTSO is willing to contribute $10,000 annually to the ANGP for the craft show, then consideration
should be given to decreasing the fundraising efforts for ANGP.
(As a historical note, prior to the pandemic the budget for the ANGP was determined annually to be a
total amount deemed to provide a reasonably priced party that would maximize the number of seniors
in attendance. Once that amount was determined to be raised, fundraising stopped. This was done so
as not to start a tradition of increasing the expenses of the party based on the fundraising abilities of a
particular class and raising unrealistic and unnecessary expectations for future classes.)
Appropriate backup documentation for expenses. This is an area that was greatly improved from last
year. Some improvement could continue to be made, however. There were some large expenses
where no documentation was provided, or where it was clear from email communications that some
documentation had been reviewed, but it didn’t make it into the MoneyMinder files. All the expenses
reviewed were appropriate/in line with the organization’s mission.
Donor thank you letters. Finally, the PTSO was unable to provide documentation that they had provided
a thank you letter to the senior class needs donor that conformed with the requirements of IRS
Publication 1771 (https://www.irs.gov/pub/irs- pdf/p1771.pdf). Note that there is an IRS penalty for
failure to provide proper substantiation ($10/violation). There was, however, an appropriate letter
provided to a treadmill donor. Given the various donations received during the year and the lack of
centralized responsibility to produce donor thank you letters, it does not appear that the PTSO has a
procedure in place to meet the requirements of Publication 1771 (although the need to do so is pointed
out in the PTSO “Monetary Policies and Procedures” document).
Adopt a standard practice of collecting W-9 forms from vendors. As the PTSO continues to use checks
for disbursements, it is important to know whether companies/individuals to whom checks are written
are subject to receiving Form 1099 at the end of the calendar year. Failure to properly file 1099s is
punishable for a fine of $60 (each/minimum; can go up to $630 each). Note that MoneyMinder now has
a feature to track calendar year reporting related to 1099 forms.
Document ownership of equipment donated: The PTSO purchased a treadmill and a fence for the
school. However, there is no documentation of transferring ownership of these items to the school. For
liability/insurance purposes, the recordkeeping should be improved in this area. Similar letters have
been produced in the past and should be available in the PTSO files, but a sample property gifting letter
(from AIM, the PTSO’s insurance broker) can be found here: https://aim-companies.com/wp-
content/uploads/2024/07/Sample-Property-Gifting-Letter-2024.pdf
Compliance with FCPS regulations: There are two FCPS regulations in particular which apply to the
PTSO that are frequently overlooked by school support organizations. They are listed below as
reminders. Compliance with these regulations was not specifically reviewed as part of this process.
1) Regulation 1370.7: Advertisements for events or activities sponsored by school support
organizations must include the following disclaimer: “This event [or activity] is sponsored by the
[name of the organization] and is operated independently of the Fairfax County School Board,
the Superintendent, and [name of affiliated school].”
2) Regulation 5810.9: School support organizations must:
a. Provide an annual budget approved by the organization membership to the school
principal.
b. Provide a monthly financial report, including outstanding obligations, to the
organization membership and the principal.
c. Provide an annual financial report to the organization membership and the principal.
