2021-2022 Georgia District Pilot International Virtual Officer Training
Our District Clubs are part of a larger non-profit organization that must comply with governmental and financial rules. This training session focuses on reporting methods, standardized forms, and club information storage. Learn why this training is essential for club leaders to uphold regulations and ensure accurate reporting.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
2021-2022 Georgia District Pilot International Virtual Officer Training May 15 & May 22, 2021
WHY WE DO THIS TRAINING Our District Clubs are part of a larger organization, and because we are a Non-Profit , Service organization, there are governmental and financial (IRS) rules we must comply with. Each club should function it s reporting methods in the same manner using the most current forms. This allows your district leaders to report up as necessary. Our district website provides standardized forms, most of which are fillable that allow your Governor and regional Lt. Governors to store club information as needed for future reporting.
HOUSEKEEPING If you are part of a club viewing this presentation as a group today, please email a list of the viewing party attendees to me at the end of the meeting or sometime this weekend. Q&A Since I am functioning the PowerPoint alone, I would appreciate your questions in the chat box You can send to everyone as another Pilot might be able to answer the question We will have a Q&A sessionat the end of the presentation
HOUSEKEEPING Earlier this week I emailed a copy of the Duties of each Office copied directly from the PI published Club Manual. The Duties should be viewed as guidelines, meaning it is not only that officer who can perform that duty. Each club has members who are more comfortable or proficient in areas that others may not be. Utilize your skills. As leaders, delegate as it best serves your club.
HOUSEKEEPING I wanted you to have an opportunity to see some of the forms so I will be clicking on some of them during this presentation. Katharine Banning, our district webmaster, is busy updating some of our forms for 2021-2022 and will be adding the new/2021-2022 forms on or just before July 1, but most of them are already uploaded.
ITEMS BEING DISCUSSED TODAY Why you want to keep the District Website as a favorite in your browser Month at a Glance Reports Due prior to July 1st Membership types and forms Dues Assessment Forms PI and District Regular reports due after July , 2021 Plans of Work Quarterly Reports Reporting Volunteer Hours
DISTRICT WEBSITE ADDRESS https://pilotgeorgia.org/ On the site, you will find a variety of links on the left. Items include leadership contact information, a club locations map for Georgia, contact information for each club president, information about GPF, PIFF, GAWD (Georgia Artists with DisAbilities), current and previous Governor s Bulletins by year, information about Conventions and Meetings, and most importantly FORMS. Take some time to explore what is on the district website you might just be surprised!
MONTH AT A GLANCE This document will be the first item under the Forms link once I decide on the format We will post 2 months at a time It will be updated monthly to advise what items are due during that month both to District and International (if applicable), and what you should be preparing to submit the following month.
2021-2022 FORMS CHEAT SHEET Show document from desktop
THE FORMS CHEAT SHEET This form was first presented at District Convention 2019 by Cathy Moorehead and myself. Many clubs have found this to be a useful tool. This Cheat Sheet will describe the what, who, when and where of most forms used for District and International submissions
FORMS SUBMISSION GUIDELINES Show document from desk top
FORMS DUE PRIOR TO JULY 1ST 2021-2022 Club Officer Form 2021-2022 District Annual Dues Report
FORMS DUE PRIOR TO JULY 1ST Club Officer Form Due to INCOMING District Leadership and PI by May 1stof each year This form is important to keep communications from DAC/DEC and PI going to the correct people. District Annual Dues Report - Due to District and PI no later than July 1st . Did you know that you could go to the expense of sending someone to PI Convention and have your voting (delegate) privileges suspended for not having dues paid by the July 1stdeadline. I remember this happening one year.
DISTRICT CLUB OFFICER FORM Click on link to show form Club Officer Form - 2021-2022
2021-2022 Club Officer Form This is a fillable form. It is 3 pages long It s important to check that the information on the form is correct. Ask each officer to initial near their information. This form is due to the District Governor and to PI by May 1 each year, every year. Thank you to those who have submitted, and if you have not, please do so as soon as possible.
DUES DISTRICT and INTERNATIONAL DO s and DON Ts
DUESDOs and DONTs EVERY year our District struggles with having its membership numbers match those that are reported by PI, our District Secretary and our Clubs. Having served as the District Secretary a couple of times, I can tell you that the numbers have never matched and this effects not only our District, but PI as well. There is a reason for that, and it all has to do with the Annual Dues Report (your PI Invoice) and the reporting of membership changes throughout the year. The Annual Dues Report (PI Invoice) should be reviewed carefully by club leadership and corrected if necessary, PRIOR to sending your PI dues to Macon.
DUESDOs AND DONTSs As your club prepares its Plans of Work, your club is having to develop a budget that includes your members dues. This is the same for PI. The budget they provide for us to review prior to our Annual Convention and Leadership training is developed on membership numbers that were provided during the previous year. When those numbers are off, the PI Treasurer is unable to prepare a realistic operating budget for us to vote on. Think about it a little more like this the cost of attending PI Convention is partially based on membership numbers.
DUESDOs AND DONTs The Annual Dues Report (PI Invoice) should be reviewed carefully by club leadership (outgoing and incoming) and corrected if necessary, PRIOR to sending your PI dues to PIHQ and the District Treasurer.
DUESDOs and DONTs If you club has not received their annal PI Dues Invoice, ask your current club President and/or Treasurer to reach out to PIHQ and request it be resent.
DISTRICT ANNUAL DUES REPORT Click on link to show form GA District Annual Dues Report
GA DISTRICT ANNUAL DUES REPORT FORM This form is fillable , and has been updated on the District Website Each club should have received an invoice from PI by now. They were sent via email, to the Club Treasurer s email on file at PIHQ You do not receive an invoice from the District. If your club membership numbers do not match the PI Invoice, that could mean you did not submit a Notification of Change In Membership Information form (we will review later in this presentation)
GA DISTRICT ANNUAL DUES REPORT FORM You should NOT include members joining effective July 1 on this form. Their membership dues should be submitted with New Member forms Once this form is completed, send a copy of the corrected PI Invoice with the original GA District Annual Dues Report to the District Treasurer. Don t forget to send a COPY of this form to the District Secretary.
MEMBERSHIP FORMS AND DEFINITIONS What to submit and when
HOW TO DEFINE MEMBERSHIP TYPES Active Members are dues paying members. Dues include PI Dues and Insurance, as well as District Dues. Emeritus Members are members who served at least 15 consecutive years or was a charter member of a club, who can no longer fulfill responsibilities of an active member. Emeritus status may be granted by a majority vote of the club. PI and District Dues will be waived for an Emeritus and 50 year Members. However, the $6.00 annual insurance is still to be paid for an Emeritus/50 Year Member.
HOW TO DEFINE MEMBERSHIP TYPES There is a "Pilot Student" membership in addition to "Active" and Emeritus/50 Year members. Pilot Students are "College students, former Anchors, or scholarship recipients that wish to join a Pilot Club . Pilot Students do not pay dues. However, they must pay the $6 insurance fee annually. When a Pilot Student joins a club, they do have to pay the one time initiation fee unless they are a former Anchor.
HOW TO DEFINE MEMBERSHIP TYPES International Members (formerly known as Members-at-Large) are: Members who do not have a club in their area and still want to be part of Pilot Members who were members of a Pilot Club that is no longer in existence Show form on desktop International Members who would like to attend District Conventions and the Pilot International Convention and Leadership Conference should expect to pay District Dues International members may not hold office on a District level. International members can report Volunteer Hours, but not on a club level. They report individually in the MemberClicks portal.
NOTIFICATION OF CHANGE IN MEMBERSHIP INFORMATION FORM Notification of Change in Membership Form New Member Information Form
NOTIFICATION OF CHANGE IN MEMBERSHIP INFORMATION FORM This form is submitted for any changes related to your club Membership. For example, a new member joins, a member has changed their address, a members status is now Emeritus, a member has resigned or passed away. Anything that relates to a change of your clubs membership. Don t think of this form as just a personal member form but rather a Club form. This form is always submitted to PIHQ, attn: Membership services, our District Secretary, and our District Treasurer, when a change takes place. Why is this important?
NOTIFICATION OF CHANGE IN MEMBERSHIP INFORMATION FORM PI generates your club s Annual Dues Invoice based on the records they have received from your club regarding your club membership during the year. District leadership does not and is not responsible for notifying PI about any changes in your clubs membership. The District Secretary reports district membership to the Governor quarterly and the Governor reports this when requested by International Leadership. The District Treasurer uses district membership numbers to prepare the district budgets for the following year.
NEW MEMBER INFORMATION FORM Click on New Member Information Form This form has been added to the District Website This form requests more detail information from the new member and is used to establish their Member Clicks account, that is initiated by Membership Services at PIHQ Please be sure to include both the New Member Information form and the Notification of Change in Membership Information form when a new member joins your club to PIHQ
GA DISTRICT - NEW MEMBERS DUES ASSESSMENT FORM Click on link to show form GA District NEW Member Dues Assessment Form
GA DISTRICT NEW MEMBERS DUES ASSESSMENT FORM This form is to be submitted only on a District level when a new member joins your club, whether that is at the beginning of the new Pilot year July 1 or at any other time during the year. The form clearly identifies the amount of dues payable to the District (not PI) depending on the month the new member joins. The amount paid to PI is indicated on the Notification of Change in Membership Information form we just discussed as well as on the New Member Information form The amount paid will keep the new member current until June 30 of each Pilot year. (July 1 June 30)
GA DISTRICT NEW MEMBERS DUES ASSESSMENT FORM The original of this form is submitted WITH the Notification of Change in Membership Information Form and New Member Information Form we just finished discussing. It is sent to the District Treasurer with your club check. A copy or scan is sent to the District Secretary.
OTHER FORMS Quarterly Reports 2021-2022 Click to show Q4 2020-2021 Show document Plans of Work
QUARTERLY CLUB REPORT FORM I updated this form Q1 2021-2021 Club Report to reflect how District leadership asks your regional Lt. Governor to report her clubs activities during the reporting period. We simply ask that you summarize your club activities as they relate to that division during the reporting period. Here s a special note though The current club president and president elect should be working this final quarter of 2020-2021 report together because the president elect will be working with the new or 2ndterm Lt. Governor who will have potentially no information about your club available. When the 2021-2022 DAC/DEC meets at the PI Convention in July, they (the Lt. Governors) will be reporting to your new district officers.
QUARTERLY CLUB REPORT FORM You will find the individual Quarterly Report forms (Q1 Q4) under the forms link The form is fillable Please note: Use the Pulldown under Region to select your region. A copy of the report should be received by your regional Lt. Governor no later than the date indicated on the report. Just remember, your Lt. Governor will likely just read what you have written in the summary box, so make it concise.
CLUB PLANS OF WORK FORMS The Updated Plans of Work 2021-2022 template is now available on the District Website The form is fillable and typically is more than 1 page. A new form should be completed for each Division Be sure to update the division name on the form The Plans of Work are a fluid document, meaning that you may or may not get to do everything that is on your Plans of Work, but it is better to overstate projects, (especially those with no cost to the club) and I ll explain why shortly (Volunteer hours) Keep in mind when developing your club Plans of Work, that your President and Treasurer will use these documents to create your club budget. ALL Plans of work are due to District leadership by August 15th.
VOLUNTEER HOURS How and where to report
VOLUNTEER HOURS Volunteer Hours are reported on the PI website Click on the Top Member Resources in the upper right hand corner of the PI Website homepage Scroll all the way down the links on the left to the one called Volunteer Hours. There will be an explanation of what qualifies as volunteer hours and what does not. Note: Service projects should be included on your club Plans of Work to qualify for reported Volunteer Hours There is also a link to click that will take you to the page to submit your clubs Volunteer Hours. Volunteer hours should be reported monthly, but no less than quarterly.
Reporting Volunteer Hours View of Reporting page on PI website
CONTRIBUTION FORMS There are (2) different Contributions Forms that are used. GPF Donation Form and the PIFF Contribution Form The GPF Donation Form is used specifically for donations to the Georgia Pilot Foundation. (Scholarships) The PIFF Contribution Form is used whenever you are sending money or making donations to Pilot International. As you can see there are multiple boxes you can check for your Contribution. Please NOTE: You do not need to submit this forms with Annual Membership Dues
MEMORIAL FORM Click on link to show the form Memorial Form Remember, when you submit this Memorial Form, you should also complete The Notification of Change In Membership Information Form we reviewed earlier, and send it to PIHQ, our District Governor, Secretary and your regional Lt. Governor.
IRS 990 FORMS WHO, WHAT AND WHEN
IRS 990 Forms WHEN ?? Form 990 N must be filed by the 15th of the fifth month after the fiscal year ends. For Pilot clubs this would be by November 15th. You do not get a reminder from the government If you have a log in already, it is as simple as answering a couple of questions and filling in the officer of your club that is making the submission. The three things you must have is your login id, your password and your EIN number. If you are a new treasurer, the current treasurer should be able to share the login information that was set up previously with you. Else, create a new one.
IRS 990 Forms WHAT Form do I use? IRS form 990 N is for non profits that have less than $50,000 in revenue. Below is the link to the IRS website. https://www.irs.gov/charities-non-profits/new-form-990-n-submission- website-now-open Gross Receipts = ALL funds received If your Gross Receipts are less than $50,000 file a 990 N or e- postcard (most of our clubs fall into this category)
IRS 990 Forms Any questions concerning what forms your club should file, should be referred to your club s CPA or other knowledgeable accounting professional. The District is not able to assist with your Club s filing of the appropriate forms as your club s EIN and registration are created and password protected by your club officer who is filing the form.
GEORGIA ANNUAL REGISTRATION The State of Georgia Annual Registration is due April 1 of each year. The registration process is completed online at https://ecorp.ga.gov . There is an annual registration fee that is best paid by credit card in the amount of $35.
