PTA Presidents Association Meeting, Training, and Q&A

San Diego Unified Council of PTAs

July 31, 2026

Type of meeting (Association, Executive Board, special, committee)

Your unit name

Quorum. Optional but helpful, especially because this changes depending on the type of meeting.

Other optional elements: The mission statement to remind everyone why we’re here.

Some units find it helpful to include (or simply say) that the meeting is run according to Robert’s Rules of Order.

Elements of an Agenda: Header

Date and time

Location

Friday, July 31, 9:00 AM

Ballard Center Auditorium

Elements of an Agenda: Content

1. Call to order - [President’s name]

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• Consent agenda
1. Approval of minutes from last meeting
2. Ratification of non-controversial appointments

1. Call to order
1. Make sure the secretary notes the time the meeting was called to order in the minutes�
2. Consent agenda
• Expedites meetings
• Used for non-controversial or routine items that require no discussion
• Meeting attendees should be given the opportunity to review the consent agenda prior to the start of the meeting
• President must ask if anyone would like any item to be removed from the consent agenda and discussed and voted on separately
• The entire consent agenda should be included in the meeting minutes.

Elements of an Agenda: Treasurer’s report

III. Treasurer’s report

1. Must cover the period from the last treasurer’s report to the day of the meeting
2. Should include:
1. all deposits and payments made from the last reporting date of the previous treasurer’s report, including check numbers
2. current budget to actuals and bank balance(s)
3. Treasurer answers any questions (if not part of the consent agenda)
4. President: “The treasurer’s report will be filed for financial review.”
5. Need a motion to ratify checks listed in the treasurer’s report

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III. Treasurer’s report

A. Move to ratify checks

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Elements of an Agenda: Action items

IV. Action items (Sample)

IV. Action items

1. What you vote on
2. These must be recorded in your minutes for every motion:
1. Person who made the motion
2. The exact text of the motion
1. It is helpful if this is pre-written either on the agenda or on a motion form
3. The results of the vote (whether carries or fails)

• Move to approve the consent agenda�
• Elect treasurer.

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• Move to add treasurer as a check signer to the San Diego Unified Council of PTAs’ Cal Coast Credit Union bank account.

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• With the recommendation of the executive board, move to adopt 2026-27 calendar / programs

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• Move to set the Council assessment to $50 per unit

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• Move to adopt 2026-27 budget �
• Move to release all funds in the 2026-27 budget and pay all necessary bills between July 1, 2026, to June 30, 2027, not to exceed the budgeted line item.

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Elements of an Agenda: Action items

IV. Action items (Sample)

IV. Action items

C. Helpful hints

a. Include the text of the motions in your agenda so that your secretary can easily copy and paste them into the minutes

b. Include (links to) any relevant documents so that attendees can review them in advance

c. Release all funds in your budget at your first Association meeting so that you have access to the entire budget immediately

• Move to approve the consent agenda�
• Elect treasurer.

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• Move to add treasurer as a check signer to the San Diego Unified Council of PTAs’ Cal Coast Credit Union bank account.

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• With the recommendation of the executive board, move to adopt 2026-27 calendar / programs

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• Move to set the Council assessment to $50 per unit

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• Move to adopt 2026-27 budget �
• Move to release all funds in the 2026-27 budget and pay all necessary bills between July 1, 2026, to June 30, 2027, not to exceed the budgeted line item.

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Making a Motion

Motion maker: “I move to [text of the motion].”

President: “Is there a second?”

Seconder: “I second.”

President: “[Motion maker], would you like to speak to your motion?”

Motion maker may then briefly elaborate about the motion on the floor, including a quick background and/or rationale for the motion.

President: “Are there any questions or further discussion?”

Discussion follows. President should monitor to make sure that discussion stays on topic and remains civil. Motion may be amended if necessary.

Once the discussion is completed, President: “The motion on the floor is [text of the motion]. All in favor say aye. All opposed say no. The motion [carries/fails].”

Bylaws:

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How to run your PTA

Council Parliamentarian: Heather Boye

parliamentarian@sdcouncilpta.org

• Bylaws specify quorum, which officers are on your board, how many Association meetings you must have, when the Executive Board and Association meetings must be held
• Must be updated at least every 5 years for your unit to remain in good standing
• Contact us if you need help updating your bylaws!
• Must be approved by Association after they are approved by CAPTA

Calendar of Events:

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What programs or events will your PTA run this year?

• Ideally, the newly elected board or calendar committee will meet in the summer to plan your calendar of events for the upcoming year
• Use the previous year’s calendar as a starting point
• Add, remove, or modify events as necessary based on likely available resources (e.g., will your campus be under construction?) and volunteers
• When in doubt, include the event/program on your calendar for approval to avoid having to wait for the next Association meeting to begin planning
• Should be approved at the first Association meeting
• Publish as soon as you can to encourage attendance and participation

Budget:

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How much money does your PTA plan to raise and spend this year?

Council Treasurer: Kristyn Pittenger

treasurer@sdcouncilpta.org

• Ideally, the budget committee will meet in the summer to plan your budget for the upcoming year
• Use the previous year’s Budget to Actual report and newly created calendar to create the new budget
• Add, remove, or modify budget line items and numbers based on the previous year’s performance and the upcoming year’s situation
• This budget is your BEST GUESS
• Be conservative!
• Underestimate how much money you will raise and overestimate how much money you will spend

Budget:

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How much money does your PTA plan to raise and spend this year?

Council Treasurer: Kristyn Pittenger

treasurer@sdcouncilpta.org

• When in doubt, include the line item on your budget for approval so that funds are available if you need them
• Should be approved at the first Association meeting. Be sure to release all funds!
• May be amended throughout the year (requires Association approval). Be sure to release all funds for new line items immediately!

Financial Review (f.k.a. Audit):

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Making sure everything’s on the up-and-up

• Financial reviews must be performed at least once a year
• End of year
• Whenever a check signer is removed
• Financial reviewer looks over the treasurer’s and secretary’s books to ensure they are in compliance
• Financial reviewer completes the financial review report with findings and recommendations
• Financial reviewer’s report must be approved by a financial review committee* and the Executive Board
• Financial reviewer presents report at the next Association meeting for adoption

* unless financial reviewer is a qualified accountant

Elements of an Agenda: Content

V. Old Business

A. Follow up to any business that had been discussed at a previous meeting

VI. New Business

VII. Officer Reports

A. List the officers’ names and titles

VIII. Committee Reports

A. List the committee names and chairs

IX. Roundtable

X. Adjourn

A. Secretary makes note of the time of adjournment for minutes

Helpful tips:

• List upcoming important dates, including the next meeting, at the bottom of the agenda
• Secretary may include a brief summary of reports, including any task assignments, in the minutes
• Officer and committee reports may be provided for review prior to the date of the meeting

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Creating an Agenda

• Use the previous meeting’s agenda as a template
• Review the previous meeting’s minutes to decide which topics to bring back as “Old Business”
• Follow up on any task assignments
• Distribute draft of agenda to your board and solicit input for any additions or changes

• A well-written agenda will act as a template for the meeting minutes
• Tip: Bold any elements that the secretary must include in the minutes
• List items requiring quorum first
• Consider having the officers/committees who have shorter reports go first

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Presidents don’t get to vote, but they do get to set the meeting agenda

Running the Meeting

• Every PTA has a different “personality”
• Some may require more structure and formality to stay on track
• Parliamentarians and Robert’s Rules of Order are helpful in this regard
• Be considerate of people’s time
• Be organized and prepared, and encourage all presenters to be as well
• Save open-ended discussions for after adjournment if possible
• Find a balance between time management and ensuring everyone feels heard

Compliance Deadlines:

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The Big Five!!

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Do these early!

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Contact us if you need help with any of these!

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info@sdcouncilpta.org

1. ASAP - Update your current board rosters ESPECIALLY President, Treasurer, and Secretary
• CAPTA will begin disbanding procedures if these positions are not filled by end of September
• Contact us if you need to run elections!
2. Nov 1 - All units must remit dues for a minimum of 15 members
3. Nov 15* - State and tax filings are due!
4. Dec 20 - Insurance premiums are due - budget around $300
5. Jan 31 - Workers Comp Report is due

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* for units with FY ending June 30; taxes are due Dec. 15 with units with FY ending July 31

Being the President

• The president is an automatic member of every committee (except the nominating committee); makes committee appointments
• Check signer (along with treasurer and one other board member) - check signers may NOT be related by blood or marriage or live in the same household
• Manager and delegator
• Be aware of due dates, and keep your volunteers on schedule
• Most people will look to you as the ultimate authority about whether or how to proceed
• Ask advice from the principal, veteran volunteers, and Council
• Contact Council BEFORE Ninth District
• Do not do it alone! Delegate!
• Accept offers of help even if you can do it yourself. This is how you grow your volunteer base.

Being the President

• Communicator and representative
• Announce all meetings at least 10 days in advance; nominating committee, board election meetings, and bylaws adoption meetings must be announced at least 30 days in advance
• Use multiple communication platforms (e.g., website, social media, e-mail, Peachjar, all-calls)
• Make sure all schoolwide communications are reviewed and approved by yourself and the principal before they are published
• You will be considered the face and the voice of the PTA
• Don’t take criticism personally! (I know it can be difficult)

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Being the President

• Mentor and cheerleader
• Share your advice and experience, but allow others their agency
• “The way we’ve always done it” may not be the best way anymore, especially post-pandemic. Be open to new ideas!
• Celebrate wins, give praise and thanks where due
• Recruiter
• Always be succession planning!
• Be mindful to include parents from all grades, as well as from populations in your community that are typically underrepresented in leadership positions
• e.g., non-English speaking families, people of color, dads, students with disabilities, military families, non-traditional families
• Start them off easy! Don’t overwhelm your volunteers.

Being the President

• Tips for avoiding burnout
• Figure out the aspects of being president that you enjoy the most, and lean into them
• Reflect on your strengths and weaknesses
• Play to your strengths; ask for help (delegate!) with your weaknesses
• Help others do the same
• “Don’t let perfect be the enemy of good.” Sometimes good enough is good enough!
• Don’t reinvent the wheel! There are many informational resources available.
• It’s ok to say no!
• Do not neglect your own children in service of everyone else’s children
• Make friends
• Have fun!

Leadership Roles for Families

SCHOOL SITE LEVEL

• PTA boards and committees provide valuable and resume-worthy training and experience
• Trained PTA members run more effective and efficient meetings throughout the school site
• PTOs and foundations don’t typically offer training to their parent leaders, and their leadership usually stops at the school site level

• Advocacy for school concerns is more effective with more members
• Opportunity to bring concerns to elected and appointed officials in the district and in government with the backing of other members

LOCALLY IN SAN DIEGO COUNTY

STATE & NATIONAL

• PTA is a recognized advocacy group at the state and national level
• Several SDUCPTA leaders have been elected to the leadership positions at the state level
• Derick Boerner (former CAPTA treasurer)
• Derby Pattengill (former CAPTA VP of Health and Community Concerns)

Questions?

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Reach out to us at any time. We want to hear from you!

info@sdcouncilpta.org

Or contact your mentor!