Search Results for: executive board

Executive Board

The executive board meets monthly as specified in the bylaws. The executive board should meet no less than two weeks prior to each association meeting so that members receive advance written notice according to the bylaws of all recommendations to be considered at the association meeting. None of its acts shall conflict with action taken by the association.

Unit bylaws specify members of the executive board and may include:

  • officers of the association;
  • chairmen of standing committees;
  • school principal or representative(s);
  • faculty representatives; and/or
  • student representative(s).

A unit with a small membership may reduce the number of members on its executive board by following California State PTA procedures for amending the bylaws. While each association is required to include certain positions in the bylaws, the district PTA leadership can provide assistance by making recommendations regarding the positions so that the executive board reflects the needs of the particular PTA.

Executive board meetings and minutes are confidential and attendance is limited to those individuals specifically listed in the bylaws. The president may grant a courtesy seat to a guest for the purpose of bringing information to be shared with the group. Guests do not participate in discussion or voting and should leave the meeting after the information is relayed.

A summary of actions taken by the executive board must be reported to the association at the next association meeting and usually requires further approval or ratification by the association. Actions requiring association approval are stated in the bylaws.

Guide to Executive Leadership

In order to remain in “good standing,” an association must be composed of not less than fifteen (15) members, of whom at least three (3) must serve in the offices of president, secretary, and treasurer (Recommended Officers). Other items constitute “good standing.” Refer to unit bylaws.

Depending upon the size of the unit, committees may be helpful to the board in conducting its work (Committee Development and Guidelines).

True leadership isn’t about leading followers; it’s really about building new leaders.

Responsibilities of a leader:

  • Listen
  • Participate
  • Allow others to participate
  • Be enthusiastic
  • Develop a team spirit
  • Be positive
  • Be a problem solver
  • Treat all people fairly
  • Reward efforts

“With strong leadership, PTA will have the competent, committed members necessary to be effective advocates for children and youth.”

Job Description for Student Board Member

Download the Student Board Member Job Description

Purposes of Student Representation

  • Students bring a new perspective to PTA/PTSA ideas and programs.
  • Viewpoints and ideas of students are essential because all PTA/PTSA programs focus on youth.
  • Students and adults obtain a better understanding and appreciation of one another by working side by side on goal-related projects.
  • Students gain leadership skills, such as goal-setting, decision-making, team building and conflict resolution while enhancing their own personal growth and development.
  • Students obtain community service opportunities for high school credit. Active PTA/PTSA involvement is an excellent addition to any college or job application.
  • Students are introduced to the legislative process and the importance of advocating for a cause through PTA’s involvement in legislative activities.
  • Student voices can be heard by elected representatives before the students reach voting age.
  • Students provide PTA/PTSA with information regarding student interests and concerns thereby enhancing relevance and effectiveness of PTA/PTSA programs.

Student Responsibilities

  • Become a full voting member of your PTA/PTSA upon payment of membership dues.
  • Become a member of your PTA/PTSA executive board (as an elected officer, chairman or in a committee position). California Corporations Code and civil laws allow students to serve in any PTA/PTSA office. All officers, adults and students alike, must perform duties of the office as outlined in the PTA/PTSA bylaws and the California State PTA Toolkit.
  • Attend all PTA/PTSA meetings.
  • Communicate with board members about your other important commitments such as family, schoolwork, household chores and part-time job.
  • Practice effective positive communication skills. Help create an atmosphere of mutual respect between students and adults in order to communicate the needs, desires and concerns of fellow students.
  • Interact with peers and other school organizations/clubs to plan programs and activities that will enhance the atmosphere on your campus and create a more positive learning environment for all.
  • Represent students and PTSA at school board and other civic meetings, wherever student input is needed or requested.
  • Show other potential student members how PTA/PTSA activities relate to special interests such as art, music, writing, conservation and legislation.
  • Stress the following basic benefits:

– Improving the school and community;
– Being with friends;
– Learning new life skills;
– Participating in a goal-oriented team; and
– Having a voice in issues that affect youth.

Suggested Activities

  • Plan an orientation for new students.
  • Sponsor a school-wide “spring clean-up day.”
  • Participate as a PTA/PTSA in a community service project, such as volunteering at a shelter or soup kitchen.
  • Participate as a PTA/PTSA in statewide, national and world observance days.
  • Become involved in legislative issues and activities.
  • Participate in the National PTA Reflections Program.
  • Participate in a celebration honoring all volunteers and their commitment to PTA/PTSA.
  • Accept nomination to the nominating committee.
  • Participate in planning next year’s activities.
  • Help choose the next year’s membership theme.
  • Schedule a college application entrance exam preparation night.
  • Apply for a California State PTA Graduating High School Senior Scholarship.
  • Apply for PTA Spotlight Award based on activities related to student involvement or student recruitment.
  • Be a delegate to the California State PTA convention.
  • Encourage student delegates to the California State PTA convention to attend the district PTA orientation.
  • Apply for a student board member position on the California State PTA Board of Managers (students between the ages of 16-21 are eligible).*

*Applications are available from the district PTA president or California State PTA office.

Additional Resources

National PTA website, pta.org
California PTA website, capta.org

Job Description for Executive Vice President

Download the Executive Vice President Job Description

Key Role – Executive Vice President

  • Works as the primary aide to the president
  • Helps lead a PTA towards specific goals consistent with PTA purposes and policies
  • Performs president’s duties in his or her absence
  • Carries out other duties outlined in unit bylaws and standing rules or as assigned

Getting Started

Preparation – Review files, procedure book and materials from last term to better understand the scope of your new position and learn more about:

  • President’s role and responsibilities
  • Duties of each officer and chairmen
  • California State PTA policies, best practices and resources
  • PTA council and district information
  • Community resources

It’s also worthwhile to meet with your predecessor to talk about your new role, what past activities and efforts worked well and what needs to be tweaked to make your PTA even better.

Schedule MeetingGet together with the president, before the term starts, to discuss your role and assignments and how you can assist him or her in managing your PTA.

How Tos

As an elected officer and member of a PTA board, the executive vice president:

  • Works closely with the president to help run a PTA
  • Attends meetings as requested by the president including council, district and state PTA meetings
  • Presents a report to the board for any meeting attended on behalf of the president
  • Informs the board of new and updated PTA materials, information and resources
  • Helps facilitate a smooth transition between incoming and outgoing officers and committee chairmen

Did you know? … PTA Board Members:

  • Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines
  • Protect members’ privacy by utilizing member information for PTA work only
  • Attend PTA sponsored workshops or trainings
  • Maintain a current procedure book to pass on to a successor
  • Work together as a team to improve the lives of all children and their families

Other Useful Information

Resources:

California State PTA – www.capta.org

  • PTA Leaders tab and more
  • California State PTA Toolkit
  • Running Your PTA Made Easy
  • Insurance and Loss Prevention Guide – Mailed annually to PTA presidents

Online Services:

  • Officer Contact System – To enter officer and board member information and generate useful reports
  • e-Bylaws – To revise and update PTA unit bylaws
  • Tax Filing Support Center – To help units meet Federal and State reporting requirements
  • PTAEZ – To handle PTA accounting needs and generate financial reports

National PTA – www.pta.org

  • PTA Leaders tab and more
  • E-Learning Workshops
  • Back-to-School Kit

 

Administrators Serving as Officers/Check Signers

California State PTA does not recommend or encourage the practice of administrators serving as officers or check signers. This is because a unit that elects the administrator to any office:

  • Forfeits the administrator’s important role of advisor
  • Misses an opportunity to develop new leadership from the general membership

In addition, each member elected to a PTA position must be prepared to carry out all duties of the position. And, administrators, by virtue of their position, already serve as members with voting privileges of an executive board member (see Bylaws for Local PTA/PTSA Units, Article VIII, Section 1).

School Staff Serving as Primary PTA Officers

There are a number of important reasons, relating to conflict of interest, that underscore why school staff should not serve as the primary PTA officers:

  • PTA is a private membership association that is independent of the school and school district.
  • PTAs that consistently elect school staff to serve in the primary officer positions of president, secretary, and/or treasurer or to a majority of the PTA officer positions risk becoming a school-related organization.
  • School-related organizations are subject to school district financial audits and inspection of records.
  • While school staff members are an important part of the PTA, care must be taken that they are not dictating or unduly influencing the decisions of the PTA membership, especially relating to fundraising and financial support of the school or school district.

Changes in Association Status

To ensure all requirements of a 501(c)(3) nonprofit organization are met, a unit must notify the district PTA president of any proposed change in association status at least 60 days before the unit votes to make such change. Inasmuch as a change of status represents amending the association bylaws, a 30-day written advance notice is required to all PTA members. The proposed change of status requires a two-thirds (2/3) vote of its members recorded in the minutes. It is the responsibility of the district PTA president to know the status of every unit within the district PTA and give information and advice on the procedures to be followed. Specific PTA procedures are outlined in the California State PTA Advanced Leadership Tools, which is available to council and district PTAs.

Changing Name: When an association votes to change its name or the school district changes the school’s name, the district PTA must send a Change of Status Form and an amended set of bylaws to the California State PTA parliamentarian for approval. Upon approval, the Change of Status Form will be sent to the state office. At the next meeting of the California State PTA Board of Managers, the change will be presented for approval. A charter with the new name will be sent without charge.

Becoming a PTA/PTSA: When a PTA votes to become a PTSA, the district PTA must send a Change of Status Form and an amended set of bylaws to the California State PTA parliamentarian for approval. Upon approval, the Change of Status Form will be sent to the state office. At the next meeting of the California State PTA Board of Managers, the change will be presented for approval. A charter with the new name will be sent without charge.

When the bylaws are changed making the unit a PTSA, the California State PTA recommends that provision be made for at least one position on the executive board to be filled by a student.

The unit bylaws should be reviewed for further information – amendments, officers, election of the nominating committee, and elections. It is strongly recommended that the entire set of bylaws – each article and section – be reviewed.

roster of officers: A listing of all unit, council, and district PTA officers’ names and contact information that is submitted through channels to the California State PTA.

The district PTA is responsible for postmarking or delivering unit and council PTA official paperwork by the California State PTA due dates.

Dividing: When one PTA is serving two or more public schools and wishes to organize a unit in each school, the members may vote to divide into two or more associations. Consideration of a division should be undertaken only in consultation with the principals of the schools involved, the council president (if in council), and the district PTA president. Decisions need to be made regarding unit names, division of assets, chartering, etc. The district PTA must send the Change of Status Form and an amended set of bylaws to the California State PTA parliamentarian for approval. Upon approval, the Change of Status Form will be sent to the state office.

Combining: There may be a number of reasons for combining associations, such as the closing of one school or duplication of activities. Consideration should occur only in consultation with the principals of the schools involved, the council president (if in council), and the district PTA president. Decisions will need to be made on name of the unit, funds in unit treasuries, bylaws, officers, etc. The district PTA must send the Change of Status Form and an amended set of bylaws to the California State PTA parliamentarian for approval. Upon approval, the Change of Status Form will be sent to the state office.

Transferring: When a school district reorganization or boundary change has become effective, it may be necessary for a PTA to transfer from one district PTA to another. The unit should report this change in writing to its present council (if in council) and district PTA, with a copy to the state office. The district PTAs involved will use procedures outlined in the Advanced Leadership Tools to complete the transfer. Other reasons for transferring should be considered in consultation with the council president (if in council) and the district PTA president. The district PTA must send the Change of Status Form and an amended set of bylaws to the California State PTA parliamentarian for approval. Upon approval, the Change of Status Form will be sent to the state office.

Disbanding: Disbanding a unit PTA is of concern to all its members and the community; therefore, steps should be taken to ensure that all will have an opportunity to express their opinions and to allow members to vote whether or not to disband. The district and council PTA president must be notified immediately of any proposal to disband at least 60 days before the vote to disband is taken. Many times, outside help and guidance will give necessary assistance and new direction. Should disbanding be the only alternative, certain procedures must be followed to protect the members and comply with federal nonprofit 501(c)(3) regulations, including meeting notice requirements.

The district PTA is responsible for organizing and disbanding units and must be included in disbanding deliberations.

The decision to disband is significant and requires at least two meetings. All concerns should be discussed at a regular or special PTA meeting with a quorum present. All members, including administrators and teachers, must be notified at least thirty (30) days in advance, following the notice requirements of the bylaws, and district PTA representatives shall be present for counseling and guidance and to address the association immediately preceding any vote to answer final questions or concerns.

After discussion, a committee should be appointed which includes representatives of the district PTA to carry out necessary procedures. These would include preparation of recommendations to be brought to a subsequent meeting of the membership for vote. Members must vote on proper disposition of property and funds of the organization prior to the vote to disband as a constituent organization. If the vote to disband is adopted by the membership, the disbursement of all assets must be handled to comply with the 501(c)(3) requirements as detailed in the bylaws.

Each PTA’s bylaws, as a basic policy, provide that the assets of the PTA be used for one or more of the educational purposes for which they were collected and not be given to individuals.

When a unit votes to disband the unit shall surrender immediately all legal documents, financial and historical records, and all assets, including property to the California State PTA or other PTA organized under the authority of the California State PTA bylaws. The district PTA may hold funds and property of the disbanded unit in trust for a period not to exceed two years. The district PTA will file the change of Status-Disband Form with the state office.

Your PTA was a separate, legal entity with no affiliation to any new or existing group that may form or exist at your site. Therefore upon disbanding, the following came in effect:

  • All necessary documents and communication materials via website (PTA or school), newsgroup, etc. must be updated to remove reference to the name PTA. For example, the PTA End of the Year party needs to be announced as the End of the Year party.
  • Any events, activities, functions from the moment of the vote to disband and going forward are no longer covered under the PTA insurance, even those which may be funded from the PTA proceeds.
  • The PTA’s tax ID number (EIN) may no longer be used.
  • Activity with the former PTA’s bank account must cease. No checks should be issued and signed or cash withdrawals be made from the PTA account. Deposits may be made for any checks issued to the PTA.

Charter Withdrawal: The bylaws of the California State PTA provide for the withdrawal of the charter of a PTA for nonpayment of dues and/or insurance premiums. The unit will be notified in writing by January 15 if these required payments are delinquent. If dues and/or insurance premiums are still not paid by March 31, the unit charter will be withdrawn by vote of the California State PTA Board of Managers at its next meeting.

The bylaws also provide for the withdrawal of the unit charter if that unit is not in good standing for other reasons, such as: (a) fewer than 15 members; (b) vacant president, secretary, or treasurer positions; (c) violations of policies, procedures or other sections of the bylaws; and (d) failure to comply with the legal filing requirements of federal or state government agencies for three consecutive filing periods.

Failure to comply with the legal filing requirements of federal and/or state government agencies for a third consecutive filing period results in automatic revocation of tax-exempt status and automatic withdrawal of the unit/council/district charter.

When there are alleged violations that may be subjective in nature, such as those involving policy and/or not following proper financial procedures, the district PTA or the California State PTA grievance committee may be charged with determining the facts and recommending a solution that may include withdrawing the PTA’s charter.

Upon the withdrawal of the charter, the California State PTA has the right to collect and transfer funds, including funds deposited by the unit with a financial institution over which the unit or its officers have or had signature authority or control. The unit shall immediately surrender all records, assets, and property to the district PTA. Property will be held in suspense for a period of two years. Each local association shall, upon withdrawal of its charter by the California State PTA, immediately cease and desist from any further use of the association’s Internal Revenue Service Employer Identification Number (EIN) as a constituent organization under the group exemption number issued to the California State PTA. The California State PTA will file notice with the IRS that the unit is no longer a constituent organization.

In all cases, the unit shall be notified in writing at least 15 days before the charter withdrawal is to come before the California State PTA Board of Managers for action.

Sample Financial Calendar of Activities

UPON ELECTION/MARCH/APRIL

President-elect appoints the budget committee to develop the budget based on proposed PTA programs for the upcoming year.

Treasurer-elect chairs budget committee.

Board-elect adopts preliminary budget.

MAY/JUNE

Present proposed budget for adoption to the current executive board and the membership at the last PTA meeting of the year.

Association approves and releases any funds required prior to the next association meeting in the fall. This allows the board-elect the ability to cover routine summer expenses as outlined in the bylaws.

AUGUST/SEPTEMBER

Re-present budget to association for adoption at its first meeting. Release any funds required prior to the next association meeting.

Send approved audit and year-end financial report and current year budget to council or district as directed.

Send the first remittance of per capita dues through PTA channels. Send dues as received and at least monthly thereafter. No remittance for E-membership dues.

Through channels: The route of formal communications through the PTA. Typically from unit to council, council to district PTA, district PTA to California State PTA.

OCTOBER

Confirm tax forms for prior fiscal year are filed as required with copies forwarded to council or district as directed (Tax Requirements) and uploaded to PTAEZ (contact District PTA for assistance).

Send checks for insurance premiums through channels.

Send checks directly to the council or, if out of council, to the district, by the appropriate council or district deadline. The premium must be forwarded through PTA channels to be received in the California State PTA office by December 20, or a late fee of $25 will be assessed by California State PTA.

NOVEMBER/DECEMBER

Send per capita dues through channels. Send dues as received and at least monthly thereafter. No remittance for E-membership dues.

Balance membership totals with council and district membership reports.

Prepare books and financial records for the midyear audit.

JANUARY

Submit books and financial records for mid-year audit, as specified in the bylaws.

Present budget versus actual report to the executive board and association and revise budget if necessary.

Ensure that Workers’ Compensation form and additional premium, if required, have been forwarded through channels by the appropriate due dates.

FEBRUARY

Send Founders Day freewill offering through channels to district PTA, when collected. The event may be held during a month other than February.

Register for convention.

MARCH

Ensure all per capita dues have been forwarded through channels. No remittance for E-membership dues.

APRIL

Issue convention checks for authorized expenditures for elected delegates.

Begin transitioning with newly elected financial officers.

MAY/JUNE

Attend workshops for financial officers, when offered.

Submit books and financial records to outgoing auditor for end-of-term audit, as stipulated in the bylaws (after close of fiscal year).

Give financial records and materials to the incoming financial officer (except those in audit).

Obtain new bank account signature cards to assist incoming officers. The treasurer-elect should contact the bank to determine the requirements for changing authorized signers.

Prepare Annual Financial Report that reflects the fiscal year and term of office, if different. Prepare and file tax returns (end of fiscal year) and upload to PTAEZ. The fiscal year is listed in the bylaws or on previous tax returns. The recommended fiscal year is July 1 to June 30.

Ensure all per capita dues have been forwarded through channels so that there are no audit exceptions. No remittance for E-membership dues.

Other pertinent dates should be added (or adjusted) to the calendar to meet time frames specific to each PTA and fiscal year.

Signs of Good Financial Procedures

A financially healthy PTA

  • Ensures that only authorized check signers (as specified in the bylaws) are on the bank signature card. Removes previously authorized signers from the signature card whenever a resignation occurs or a new term begins.
  • Prepares and presents monthly treasurer reports, budget-to-actual comparative reports, financial secretary reports, committee reports and semiannual audit reports at board and association meetings.
  • Ensures budget is approved by association and expenditures are authorized prior to spending funds.
  • Only pays bills which have been authorized by the executive board or association.
  • Has the bank statements reviewed monthly by a non-check signer; may be the auditor.
  • Conducts at least two audits per year, in accordance with the bylaws.
  • Files the appropriate IRS Form 990 annually and any state forms required by due date
  • Conducts a membership campaign throughout the year and remits membership funds not belonging to the association monthly. No remittance is made for memberships received through the California State PTA E-membership program.
  • Remits California State PTA insurance premium in accordance with council/district due date. District PTAs must remit to California State PTA office before December 20th. Remits Workers’ Compensation Annual Payroll Report Form and any additional premium through channels no later than January 31st.
  • Ensures all monies are counted by two PTA members, one of whom must be an officer or chairman. Cash verification forms are signed by everyone who counts monies. A signed copy of the verification form is given to each person who participates in the count.
  • Issues a receipt for donations (see Providing Documentation to Donors and Donation Receipt).
  • Ensures checks and transfers between bank accounts are signed by two authorized check signers.
  • Ensures officers receive training at convention, state, district or council PTA workshops.

Table of Contents

Financial Procedures for the Internet

When purchasing goods and material over the Internet, PTA members must take care when choosing the method of payment. Placing an Internet order constitutes entering into a contract and obligating the PTA. PTAs should only use online vendors who provide the option of billing the unit directly for the goods. Since PTA units are not allowed to have credit cards, individual members who choose to use their personal credit card should use extreme caution, as they may be held liable for any purchase not appropriately authorized.

These guidelines must be followed for any purchases over the Internet using vendor optional billing; (Where the vendor bills the PTA directly.)

  1.  The item(s) must be for the purpose of an approved activity, and/or the item(s) have been individually approved by the membership. Approval must be obtained prior to purchase.
  2. Before committing to the purchase, a copy of the order must be printed and attached to the Authorization to Purchase on the Internet form signed (authorized) by the president and one other executive board member. The shipping and handling costs and any taxes should be included on this form. If shipping and handling and taxes are not indicated, a note should explain their absence and to expect additional cost upon final confirmation of the order.
  3. Upon verification that the purchase has been properly authorized, the individual requesting the Internet purchase may then complete the Internet order. (By today’s standards most online vendors have the capability for users to shop over a period of time before committing to the purchase. This will allow for the printing of the order before the order is filled.)
  4. After the order has been committed to the vendor, a final copy of the order shall be given to the committee chairman and treasurer. This final copy should be compared to the original order submitted for accuracy, and should include any final shipping and handling and taxes for which the unit may be liable. All final documents shall be submitted to the treasurer for payment when the invoice arrives.
  5. NOTE: Individuals committing to Internet purchases may be held liable for any Internet purchases not appropriately authorized, or in excess of the budgeted amount.

These guidelines must be followed when making any purchase over the Internet when using a personal credit card:

  1. The item(s) must be for the purpose of an approved activity, or the items(s) have been individually approved by the membership.
  2. A Payment Authorization/Request for Reimbursement Form with receipt or credit card statement attached shall be submitted for processing.

This procedure is for reimbursement only. Unit and council PTA credit cards are NOT allowed for any reason.