Search Results for: binder

Keep your homeschool organization’s important papers in a board binder

 

Can you find your homeschool organization’s bylaws or organizing documents quickly?

Nonprofit leaders should keep their organization’s important papers in a binder.

This short podcast episode (15 minutes) from Carol Topp, the HomeschoolCPA, will discuss what important papers need to be in your board binder.


 

In the podcast I mentioned the new Board Manual for homeschool organizations. I think you’ll find it helpful to organize your board and run your homeschool organization successfully!

Read more about the Homeschool Organization Board Manual

 

Carol Topp, CPA

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Create a board binder of important papers for your homeschool organization

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I was helping a homeschool leader apply for 501(c)(3) tax exempt status for her homeschool co-op when she mentioned that she had created a binder of important papers. That’s an excellent idea!

I suggested she create three binders and share them with her board members, especially:

  • The secretary who is the keeper of the paperwork for the organization
  • The treasurer who is responsible for the annual reporting to the IRS and their state.
  • The board president whose job it is to make sure everyone else is doing their jobs.

All the board members are responsible for management of the nonprofit and compliance with nonprofit laws. Having a binder of important papers that leaders can to pass down future leaders will make sure the organization is managed well and in compliance with all its reporting obligations.

Here’s what to put in your homeschool organization binders:

  • Employer Identification Number (EIN) letter from the IRS.
  • Articles of Incorporation from your state. This should be the official certified copy with a date stamp proving that your Articles of Incorporation were filed with your Secretary of State.
  • Bylaws. Date them so you have the most recent copy.
  • IRS 501(c)(3) determination letter.
  • IRS Annual Information Returns, the Form 990N, 990-EZ or full 990s
  • IRS Form 8822-B to change the contact name associated with your EIN or to change your address
  • Any state annual reports you file. (If you don’t know what reports you need to file with the state, contact me and I can help.)
  • Helpful articles from HomeschoolCPA.com
  • Books by Carol Topp, CPA especially Money Management in a Homeschool Organization
  • HomeschoolCPA.com website.

 

I highly recommend that you laminate or protect in plastic sheets these important documents.

Pass these binders down to the leaders who succeed you!

I’ve created a template for a board binder that you can purchase and create binders for your entire board.

Read more about the Homeschool Organization Board Manual template.

Carol Topp, CPA

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How long do I need to keep these homeschool group records?

From the I Am a Homeschool Group Leader Facebook group (if you’re not a member yet request to join us. We’d love to have you!)

 

How does your group handle old financial records? What do you keep, what gets tossed and when?

When I began as treasurer, I received tons of files, receipts, bank statements, old insurance policies, order forms and the like. Our group is 30 years old. It’s a lot of stuff! Don’t want to toss anything that’s needed, but thinking that much of this is not necessary anymore.

Julie

 

I found some helpful lists of what to keep and for how long:

Document Retention for US Nonprofits: A Simple Guide

Document Retention Policies for Nonprofits

Both of these lists are for large nonprofits with employees, buildings, etc. so the lists are crazy long and overly detailed for most homeschool groups.

So I culled it down to this:

Keep these records permanently

  • Articles of Incorporation
  • Determination Letter from the IRS
  • IRS Tax Exempt Application Form 1023/1023-EZ
  • Employer Identification Number (EIN) from the IRS
  • Bylaws
  • IRS Information Returns, Form 990/990-EZ or 990-N
  • State Information returns or annual reports

Keep for 7 years

  • Financial statements (year-end)
  • Canceled checks
  • Bank Statements
  • Leases (5 years after lease ends)
  • Background checks
  • 1099-MISC  given to Independent Contractors
  • Employment Tax records (Form 941, W-2s etc)
  • Payroll records (although one list said to keep these permanently!)

Keep for 3-5 Years

  • Minutes of board meetings (although one list said to keep these permanently!)
  • Invoices
  • Reimbursements
  • Receipts of expenses
  • Insurance  policies

 

Where do you store these documents and papers? Most of the documents will probably be stored at the Treasurer’s and Secretary’s homes.

But the documents to be kept permanently should be stored in a board members’ binders and passed down to future board members. Each board member should have a copy of the important “Keep permanently” documents.

I have created a Homeschool Organization Board Manual. It is a template to create a board member binder. It has:

  • A list of important documents to keep in your binder
  • Section dividers so you can organize the important papers
  • Tools to help you run your meetings smoothly including
  • A sample agenda that you can use over and over again
  • A calendar of board meetings

Recruiting Leaders for Your Homeschool Group

 

Do you have difficulty getting people to help lead your homeschool co-op?

 

In this short podcast episode (15 minutes)  Carol Topp, the HomeschoolCPA, offers tips and ideas from other homeschool leaders on how to recruit leaders to help you run your homeschool co-op.

In the podcast Carol mentioned…

Homeschool Organization Board Manual

Homeschool board  members should keep all their organization’s important papers in a safe and accessible place. Usually, a 3-ring binder works well.

Author and homeschool advisor, Carol Topp, CPA, has created a Homeschool Organization Board Manual. It is a template to create a board member binder. It has:

  • A list of important documents to keep in your binder
  • Section dividers so you can organize the important papers
  • Tools to help you run your meetings smoothly including
  • A sample agenda that you can use over and over again
  • A calendar of board meetings

Click Here for more information!

Carol Topp, CPA

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100th Episode Show! What Does Homeschool CPA Do?

 

“What does HomeschoolCPA do?”

For my 100th episode of the Dollars and Sense Show / HomeschoolCPA podcast I asked a few friends, “What does HomeschoolCPA do?”

There answers are usually spot on, but when asked to name a book I wrote some struggled with the titles.

Enjoy this celebration podcast and learn about a few other great podcasts for homeschoolers.

In the podcast Carol and Copper mentioned a binder for homeschool board members

 

Homeschool Organization Board Manual

 

Homeschool board  members should keep all their organization’s important papers in a safe and accessible place. Usually, a 3-ring binder works well.

Author and homeschool advisor, Carol Topp, CPA, has created a Homeschool Organization Board Manual. It is a template to create a board member binder.

But this is more than just a few cover sheets for your binder. It is also a 55-page board training manual with helpful articles on:

  • Suggested Board Meeting Topic List
  • Board Duties
  • Job Descriptions for Board of Directors
  • What Belongs in the Bylaws?
  • Compensation and Benefits for Board Members
  • and more…

Click Here for more information!

 

Carol Topp, CPA

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What Does a Secretary Do?

 

What does the secretary of a nonprofit organization do?

A secretary does a lot more than just record minutes of meetings. Carol Topp of HomeschoolCPA explains the important tasks a secretary does as the keeper of important papers in a homeschool organization in this short podcast episode (13 minutes)

In the podcast Carol mentioned …

Homeschool Organization Board Manual

This manual will help your organization’s secretary assemble all your important papers.

But this is more than just a few cover sheets for your binder. It is also a 55-page board training manual with helpful articles on:

  • Suggested Board Meeting Topic List
  • Board Duties
  • Job Descriptions for Board of Directors
  • What Belongs in the Bylaws?
  • Compensation and Benefits for Board Members
  • and more…

 

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We Changed Leaders: Who Do We Notify?

 

Have you changed leaders in your homeschool organization?

In this short podcast episode (12 minutes)  Carol Topp, the HomeschoolCPA, will  explain what government agencies you need to notify when you change your address or change leaders. She explains the forms and organizations you need to notify.

 

In the podcast, Carol mentioned a board manual temple for your homeschool group

Homeschool board  members should keep all their organization’s important papers in a safe and accessible place. Usually, a 3-ring binder works well.

Author and homeschool advisor, Carol Topp, CPA, has created a Homeschool Organization Board Manual. It is a template to create a board member binder. It has:

  • A list of important documents to keep in your binder
  • Section dividers so you can organize the important papers
  • Tools to help you run your meetings smoothly including
  • A sample agenda that you can use over and over again
  • A calendar of board meetings

 

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Board topics to discuss every year

 

Your homeschool board has a lot to discuss. How can you find the time to cover important topics?

Make a plan to cover one topic a month and do board training all year long.

In the new Homeschool Organization Board  Manual, Carol Topp offers has important topics your board should discuss every year. She shares those topics on today’s podcast (17 minutes).

 


 

In the podcast I mentioned the new Board Manual for homeschool organizations. I think you’ll find it helpful to organize your board and run your homeschool organization successfully!

Read more about the Homeschool Organization Board Manual

 

Carol Topp, CPA

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A meeting agenda will keep your homeschool board on track

 

Do your homeschool meetings last forever and wander off topic? Maybe an agenda will help!

In her new Board Members Manual, Carol Topp offers tips on running a board meeting and creating an agenda. She shares those tips on today’s podcast (10 minutes)


In the podcast I mentioned the new Board Manual for homeschool organizations. I think you’ll find it helpful to organize your board and run your homeschool organization successfully!

Read more about the Homeschool Organization Board Manual

 

Carol Topp, CPA

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Homeschool Organization Board Manual is ready (and beautiful!)

I’ve been thinking about creating a homeschool board member manual for several years. Well, 2017 is the year it happened!

I am pleased to offer this helpful (and beautiful) Homeschool Organization Board Manual.


This manual is a customizable template for you to create your own board member manuals.

It has pages that act as dividers for separate sections of the manual like this page that lists important legal documents you should have in your binder:

And then I’ve created helpful tools like a calendar of meetings, list of board members and a sample meeting agenda:

 

And then I got carried away and created a huge amount of other information. The Homeschool Organization Board Manual is 55 pages.

It’s like a board training guide.

The additional information has articles on

  • board duties
  • job descriptions
  • how to read financial statements
  • a list of best financial practices
  • an article from HSLDA attorney Darren Jones on “Developing a Child Protection Policy”
  • and more.

 

 

All this is to help your board get organized, trained and ready to run a successful homeschool organization!

Best of all, this Homeschool Organization Board Manual is customizable! It is delivered to you as a Word document, so your homeschool group can put their name and year on the cover, type specific information in the document, and print out pages for each bard member!

And it’s beautiful! Homeschool mom, Tara Mitchell did the graphic design for me so it’s lovely to look at too!

And it’s very affordable! $9.95.

You only order one copy for your organization and then I give you permission to print off as many copies as you need for each board member!


Carol Topp, CPA
HomeschoolCPA.com
Helping Homeschool Leaders

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