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Mission Statement

The mission of California State PTA is to positively impact the lives of all children and families.

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Mission Statement

The mission of California State PTA is to positively impact the lives of all children and families.

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Mission Statement

The mission of California State PTA is to positively impact the lives of all children and families.

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PTA does P.T.A.

- Programs
- Training

A. - Advocacy

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Training for All

By Tom Nelson

Third District PTA President

4/17/2024

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Third District PTA’s Executive Board

Tom Nelson – President (president@3rdpta.org)
Chan Ly – Treasurer (treasurer@3rdpta.org)
Becky Ray – Secretary (secretary@3rdpta.org)
Sheryl Longsworth – Leadership VP (leadership@3rdpta.org)
Sue Dean – Parliamentarian (parliamentarian@3rdpta.org)
Peggy Parker – Tax Assistant & Membership Chair (taxhelp@3rdpta.org)
Denise Morgan – Programs VP (programs@3rdpta.org )
LaToya Jenkins - Communications/Advocacy VP (communications@3rdpta.org)
Trinette Rawlins – Reflections Committee Chair (Reflections@3rdpta.org)

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Third District PTA’s Service Area

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Third District PTA’s Role

Provide Training & Tools for Unit Leaders�https://www.3rdpta.org/training
Provide a Mentor to Each Unit�https://www.3rdpta.org/about-us
Provide a Calendar with Deadlines for Submitting Payments, Paperwork, and Tax Filings�https://www.3rdpta.org/calendar�https://www.3rdpta.org/forms
Assist Units with Questions and/or Resolving Problems�https://www.3rdpta.org/
Coordinate and Assist with Reflections Participation�https://www.3rdpta.org/programs

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PRESIDENT – Successful from the Start�

Leadership Services Commission

Sue King

Colleen A.R. You

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Workshop Overview�

PTA President – Key Roles or “What do presidents do?”

PTA Planning – Getting Started

Managing Your PTA – How-to’s

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PTA Safety Net�

• Unit / Council / District • Human Resources

• California State PTA • Training

• National PTA • Support

• Representation

National

State

District

Council

Unit

National

State

District

Unit

Units in Council

Out-of-Council Units

Colleen

Your school’s PTA is the unit or association. Your unit is a self-governing body that establishes its own activities and plans programs to meet the local community’s needs. Most units are supported by a council of PTAs. PTA councils are made up of the PTAs in a school district or geographic area and provide training and coordination of efforts of the member units. If your PTA is in a council, make sure to find out the council’s meeting schedule.

All councils and out-of-council units are supported by a district PTA. The districts provide training and communications from the California State PTA. District PTAs provide several opportunities for learning more about PTA and your position this term.

The California State PTA is a branch of the National PTA and provides materials, training and support to all of the units/councils/districts within the state. The California State PTA represents its members on many statewide committees and organizations with an active and respected volunteer advocacy influence in Sacramento.

The National PTA is the largest child advocacy organization in the nation. PTAs are present in all fifty United States, the District of Columbia, U.S. Virgin Islands, Puerto Rico, and in Europe (for military families through the U.S. Department of Defense).

All of these levels create a safety net for you, one of the strongest benefits of being a PTA. You always have someone to ask questions, to provide guidance and assistance. There are people who understand your position and can give you the information you need. Make sure to find out who your council and district officers are, when the meetings are and how to reach them for assistance.

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PTA Basic Policies

Noncommercial Nonsectarian Nonpartisan

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Your PTA Guide

Bylaws

Association Name
ID Numbers
Membership Dues
Quorum
Officers
Check Signers
Nominating Committee and Elections

Standing Rules

VP Duties – if any vice presidents
Meeting Dates

Executive Board
Association

Authorized Expenditures
Standing Committees vs Special Committees

Colleen
Unit bylaws are the most important document needed to do your job. How many of you have a copy of your unit bylaws? Make a note right now to get a copy from your predecessor! If no one has a copy, check with your council or district. All executive board members should have a copy of the bylaws, read them, and place them in their procedure books.

It’s a good thing to go through bylaws together as a board once a year. It’s a great orientation and way to start the year - everyone will be on the same page and have same understanding of what is required and when and whose responsibility it is.

So why are your bylaws so important? Bylaws provide the basic information to help run a PTA and keep you focused on doing good things for children. Bylaws define a member, explain how to become a member, state the dues amount, and specify due dates.

The unit bylaws state who the officers are, how they are elected and specify officer duties. They provide for the election of nominating committee and state the basic responsibilities of each of the officers.

The members of your executive board are listed in the bylaws as well as meetings of the executive board and their role and responsibilities. The standing committees of your PTA are listed as well as what they do, how the committees are formed, and how chairmen and committee members are appointed.

Bylaws need to be updated every five (5) years.

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Required Forms�

• Conflict of Interest Form

• Form 990/990EZ/990N – required by IRS

• Form 199 or 199N – required by Secretary of State

• Form CT-TR-1 required by CA Attorney General

new form for PTAs with income less than $50,000

• Workers Compensation Form

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PTA Positions

Required by non-profit law and must be filled

president, treasurer, secretary

Recommended by PTA

parliamentarian, financial reviewer, historian, principal, teacher representative

Optional

executive vice president or vice president(s)

Optional

financial secretary and corresponding secretary

Colleen

There are three required positions for all non-profit organizations like PTAs: president, treasurer, & secretary. All three positions must be filled in order to be a PTA.
PTAs may also have the board positions of: parliamentarian, financial reviewer, historian, principal, and teacher representative
Optional board positions are: executive vice president, who serves in an overall general capacity or vice presidents who serve in specific capacities, such as membership, fundraising, etc. and financial secretary and corresponding secretary
While most of these positions are not required by corporate code (other than president, treasurer, and secretary) if vacant, the duties of the positions still need to be performed and will become the responsibility of the other board members.

********************** Background Info *******************

While each board position has specific tasks assigned, it is the responsibility of the entire board to: work collaboratively and fulfill the duties of office; uphold the policies and procedures of the State and National PTA; study and follow unit bylaws and standing rules; participate in meetings, complete assignments and meet due dates; maintain confidentially on board business; protect members’ privacy by allowing no distribution of membership lists to outside interests or businesses; supply accurate and detailed account of funds entrusted to them; grow leadership by mentoring new leaders; attend conferences, workshops, and conventions; and act as a steward to protect the assets of PTA – It’s not just the treasurer’s job to account for and safeguard funds.

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PTA President’s Duties

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PTA President’s Duties - Communicator�

Oversees and coordinates the work of the executive board

Presides over PTA executive board and association meetings

Approves all materials prior to distribution - as does the principal

Appoints chairs and committee members

Serves as an ex-officio member of all committees with

the exception of the nominating committee

Sue

The overarching job of the PTA president is to act as a representative of the PTA and communicate with the school, community, staff and families. As the link between many of these groups, part of your duties will be to facilitate conversations between them.

By keeping the general membership in touch, presidents earn the respect and trust of the community and PTA which in turn builds influence to champion the interests of children and families. By recognizing and maximizing the PTA’s role, your unit/council and your community will see many benefits.

This checklist provides an overview of the duties of the PTA president. These duties are stated in the bylaws. A full job description is in the Toolkit.

Presidents coordinate the work of officers and committees – the president is an ‘ex-officio’ member of all committees except the nominating committee.

All printed materials are approved by the PTA president and school principal before hard copy/electronic distribution. The principal is responsible for the accuracy of school information, compliance with Ed Code, and school district policy. The president is responsible for the accuracy of PTA information and compliance with PTA policies and procedures.

The president presides at all executive board and association meetings.

The president appoints the parliamentarian, chairmen and members of committees (as stated in the bylaws) – the executive board ratifies these appointments.

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PTA President’s Duties - Financial�

Is familiar with financial procedures

Is an authorized check signer on PTA account

Signs payment authorizations

Signs contracts

Cannot be related by blood or marriage or reside in the same household as the treasurer, financial secretary or other check signers

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PTA President’s Duties - Contracts�

All contracts must be approved by the association before being signed
All contracts must be signed by two elected officers
The president must be one of the two signers
Sign contracts as follows:

(Name of) PTA by (signer), position, year

ABC PTA by Mary Smith, President, 2022-2023 and

ABC PTA by Joe Jones, Vice President of Fundraising, 2022-2023

Sue

Make sure to read all contracts thoroughly. Remember that you are signing a document that exposes your PTA to liability.
All contracts must be presented and discussed at an executive board meeting. The appropriate officer or chairman must have authorization from the executive board before negotiating a contract. Receive the contract in writing.
Understand the terms and conditions of the contract. If you do not understand them, then have the contract reviewed by legal counsel and/or the California State PTA insurance broker if needed.

Ensure that the length of the contract is limited to the current membership year and does not encumber future boards.

The membership votes on the contract after it is presented at an association meeting. All contracts must be approved by the association before being signed. Then the contract must be signed by two elected officers, one of whom must be the president. None of a PTA’s appointed officers can sign the contract.

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PTA President’s Duties - Collaborator�

Is the official contact and communicator for the PTA

Attends district meetings

Is responsible for the annual report - volunteer hours

Performs other duties as assigned by the association

Meets with the principal regularly

Is the official representative of the association

Sue

Collaborator – The president is the point person for PTA. As a PTA representative, presidents collaborate with other PTA branches and school and community groups to strengthen these partnerships.

Official Contact – Presidents are listed as the official contact for a PTA. That means they receive mail, email and e-news from National, State and District/ Council PTA .

Principal – President meets regularly with the principal to build a good working relationship. This ensures they are on the same page when coordinating PTA activities with school activities.

Council/District Meetings – Presidents also represent their unit by attending council and district PTA meetings. If you can’t be there, remember to send a representative.

Other Assigned Duties includes activities such as:

Appointing parliamentarian, chairmen and committee members. And, these appointments are ratified by the board and association.
Ensuring an annual report of your unit’s volunteer hours is completed and sent through channels to either your council or district. (Report due in May)
Completing other duties listed in bylaws or assigned by the association. For example, the president might be a spokesperson for a unit at a school board meeting.

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PTA President’s Duties - Principal�

Knows and upholds school district policy
Engages in two-way communication with respect
Discusses concerns frankly
Must approve all materials prior to distribution
Is a member of the executive board
Is an advisor to the nominating committee
Holds regularly scheduled meetings with the president
Is positive and enthusiastic about the school

Your PTA is a guest on the school campus

Sue

The relationship between a principal and a PTA president is vital to the success of any PTA. It is important for the PTA president to be supportive of the principal as well. You, as the PTA president, are the representative of the parent group on campus. It is important to be a role model.

The PTA president should get to know school district policies that affect parents and their rights. Sit down with the principal and ask him/her important policy questions that you have. Make sure to let your board and parents know about those policies as well, As the president, make sure that school district policies are upheld at all times.

Work on establishing good communication with the principal. Show respect and expect it in return. If not, do it anyway and keep trying.

Schedule regular meetings to discuss PTA plans and ideas. Never sidestep the principal. You must build trust - that comes with honest and frank discussions that also represent parental concerns.

It is part of the president’s duties to see that the principal approves all written PTA communication - fliers, newsletters and notices - that are distributed to parents. Make sure to give adequate time for those approvals. This includes print and electronic media.

The principal of the school or designated representative, although not an elected officer, serves in an advisory capacity with full voting privileges on your executive board.

The principal of the school, or a faculty representative appointed by the principal, if not an elected member of the nominating committee, shall serve in an advisory capacity. The principal does not vote during the nominating committee’s deliberations.

Show your support - the entire school community is watching – students, parents and staff members. Your enthusiasm and attitude represent your PTA, so let it shine!

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President and Principal – Joint Responsibilities�

Communication

Scheduling

Requests

Respect

Promote family engagement

Support school curriculum and programs

Sue

We have already covered regular two-way communication and its importance. The principal should always have an assigned time on the PTA meeting agenda to give the membership an update on school district news and plans. Sharing of information is absolutely necessary for good communications.

PTA meetings and events should be scheduled in advance, even before the year starts, with consideration of the school calendar. Testing dates and special holidays should always be considered when making plans for the year.

The PTA and the principal may request that each provide certain information and services. PTA believes that PTA funds should not be used to support activities or programs that are the responsibility of the school district.

Mutual respect for the position that each holds is another critical factor for having a positive attitude in the working relationship. Respect includes recognition of the duties and responsibilities of the PTA and the recognition that the principal, as the school district local authority, has the responsibility of the management of the school’s site.

Promoting family engagement is a primary purpose of PTA. School districts are also required to prioritize engagement as well. Therefore, this should be a joint effort.

Principals ensure that staff follow the curriculum. Discussions with the principal are strongly encouraged to see how PTA sponsored events or programs can support the curriculum.

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PTA Planning

Board Orientation

Goals Programs

"The What"

Family Engagement Fundraising

"The Do"

Membership

"The Who"

Budget

” “The ”How”"

Colleen

PTA Planning – 5 Steps to Get Started

Orientation, “The What” “The Do” “The Who” “The How”

What = goals programs

Do = family engagement, fundraising

Who = membership

How = budget

Following these steps provides an opportunity to get more people actively engaged in PTA at the start of the school year.
Involving people early gives them some ownership and generates a buzz about PTA on campus.
As part of your outreach efforts, utilize surveys listing the different volunteer opportunities, their components and the time expectation. Promote these throughout the school year so that everyone has a variety of choices and an opportunity to sign up to help.
Involve folks early! As soon as the election takes place at your PTA, the board-elect can begin to meet - they do not need to wait until July 1^st to start planning.

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PTA Board Orientation�

Bylaws

Ground Rules

Insurance Guide

Procedure Book

Colleen

The incoming board should begin meeting as soon as elected to get organized for the PTA year and hold a Board Orientation. Remember to allocate time for icebreakers or other activities to get to know each other.

Ground rules - At the first meeting, set ground rules or norms to help your board work together more effectively. It’s important to set these expectations early and ensure there is buy-in (agreement) amongst all members.

Bylaws – every board member should have a copy.

Insurance Guide - The Insurance Guide, which is included in the Financial Mailing Packet and online, explains the PTA insurance program. Pages list green, yellow and red light activities which help PTAs determine if planned activities are allowable.

DO NOT PLAN OR DO ANY RED LIGHT ACTIVITIES – they are prohibited and not covered under the PTA insurance policy. Read the conditions regarding Yellow Light activities. Questions? Contact the insurance company AIM.

Review your predecessor’s Procedure Book - books may be hard copy (binders) or electronic files. If you do not have a procedure book, the Toolkit has both job descriptions and guideline for creating one. There is a sheet on the resource table which shows suggested contents of a Procedure Book.

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The “What” – Goals and Programs�

Goals

Community Needs

Programs

PTA Calendar

Timelines

Colleen

Programs - ‘The What’

Goals –Set goals for your PTA so everyone has input and information on your priorities for the upcoming year. Goals give PTAs a roadmap to follow to make a difference in their community. Survey the school community to help inform those goals.

The Executive Board has the responsibility, with member input, for setting the PTA’s proposed goals and program activities. Some PTAs have a separate program committee whose main job is to come up with ideas and make recommendations for PTA programs that align with goals and meet the needs of the community. You don’t have an obligation to repeat the same programs year-to-year.

PTA activities should be included on the PTA calendar.

Before scheduling PTA activities, check for holidays or school events and set timelines to organize activities without date conflicts.

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The “Do” – Family Engagement and Fundraising�

Fundraising is not the sole purpose of PTA

PTAs raise money to finance programs and projects

Follow the 3-to-1 Guideline

Student Involvement

Colleen

Family Engagement and Fundraising – ‘The Do’

PTA’s main purpose is to promote family engagement in school to support student success. That’s why a PTA only raises the funds needed for its activities and projects as outlined in adopted budget.

3-to-1 Rule: - For every fundraising activity, there should be at least three non-fundraising projects, programs or events aimed at supporting family engagement and student success.

Student Involvement – In designing your fundraising projects, remember that students should not be used or exploited to raise funds.

First Association Meeting – The association should approve the calendar, programs, budget, membership plan and fundraising plan for the year at the first meeting in the fall and before any plans are implemented.

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The “Who” – PTA Membership�

Membership Goals

Year-long Campaign

Develop a Plan

Colleen

Membership – ‘The Who’ –

Form a membership committee to develop membership goals, an outreach campaign, and a plan to boost membership.

Membership recruitment is an ongoing (year-long) and inclusive process that should be inclusive of the entire school community. Tons of ideas online and in weekly membership emails.

If in-person events are allowed on campus, set up a PTA table at every school event with cards and resources so everyone has a chance to sign up as a member.

Provide a welcome packet in the office for families joining the community after the start of the school year.

Use the method(s) which works best for your school community: online or with payment by check or cash. To get started, contact your council or district to get membership envelopes and cards. Units may print their own envelopes.

For more information on membership campaigns, refer to the workshops on “The ABCs and 123s of Membership, E-membership – TOTEM Basics, Membership 2.0, and E-membership – TOTEM for Council and District Leaders.”

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The “How” - Budget�

• Treasurer-elect (before June 30) or

treasurer (after July 1) chairs the budget

committee*

• Board submits items

• Income = Expenses

• Preliminary Budget

• Budget approved at first association meeting

* July 1-June 30 Fiscal Year – check your bylaws

The PTA programs, events, membership plan, fundraising plan, and budget must be approved by the association at the first meeting of the year and before any plans are implemented.

Colleen

Budget – ‘The How’ –

The budget is the financial plan for PTA activities and a guideline to control spending. Decide first on programs and activities and then how you will fund them.

Once elected, the president-elect can create a budget committee chaired by the treasurer-elect to develop a preliminary budget. If your election is after July 1^st then it is the treasurer who chairs the budget committee.

The prior board does not create the budget for the next year although they can assist with information and help.

During PTA’s planning stages, all of the information on programs, events and fundraisers will be submitted by the board and used by the budget committee. It is important to get input from the entire board as to any required items for the budget.

The treasurer, as lead, gathers all the information and budget items to present to the committee, executive board and association.

Income = Expenses – Estimate probable income from all sources and balance income with expenses. Make sure the PTA’s budget is balanced between income and expenses. Carryover = Should be enough to cover normal activities to get you through your first large fundraiser. IRS allows 50% of your budget.

Preliminary budget – This is presented to the membership by the treasurer-elect at the last PTA meeting of the year. This lets the board-elect cover routine summer expenses as outlined in the bylaws. Remember to get authorization for summer spending by the new board at the last association meeting of of the year.

The budget is only a plan and can be changed or modified with 2/3 membership approval at any point during the year at an association meeting.

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Questions?��Contact the leadership team at www.3rdpta.org

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Find the information you need on the new PTA Leaders site!�

Key facts and info:

Live now!
Leader focused community

main capta.org site will remain for public

Log in to create a custom profile/password with:

Your California PTA district number
California PTA ID number

On TOTEM Membership Cards
In Bylaws

Questions?

About content: to the State BOM commission or committee
About password: use forgot password feature
Other issues: president@3rdpta.org

https://leaders.capta.org