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Creating an event

Areas for PTA Involvement
Chairman and Committee Procedures

If the event is held in collaboration with community organizations or other PTAs, each participating unit, council or district PTA should follow the proper approval procedures specified below.

California State PTA strongly urges unit, council or district PTAs to refrain from serving alcoholic beverages at PTA functions. PTAs may not engage in the sale of alcoholic beverages. (See the Insurance and Loss Prevention Guide, Red Section, Alcohol; and Toolkit, Alcohol and PTA Events)

Preliminary Planning

Begin six months in advance, if possible.

Discuss and obtain approval to hold an event from the PTA executive board and principal or school representative.

Ensure the event will not conflict with other unit, council or district PTA observances.

Obtain a vote of approval for the event at a meeting of the association. Include a motion to disburse monies to cover the estimated cost involved.

If being held off campus, obtain permission for facility use from appropriate manager. If asked to sign a Hold Harmless Agreement, contact the California State PTA insurance broker.

PTA president appoints the event chairman and committee. Determine the goals of this committee. Articulate what the committee hopes to accomplish with the activities.

Appoint several members to the planning committee. Unit bylaws and standing rules may have information to guide the project. If possible, include the principal or a faculty member, the public relations/publications coordinator (if there is one), and a student (Event Planning Worksheet).

Review event material—make copies as needed. From previous chairman or committee, obtain the procedure book, National PTA Quick-Reference Guide, Our Children, and PTA in California.

Discuss budget needs with president and treasurer. Ideally, the budget should be planned with a line item for the event. The planned activities must stay within the budget. If necessary, the community may be asked to partner by donating materials, hospitality items and perhaps even a grant or sponsor to underwrite the planned activity or event. Be realistic in estimating the costs. Remember to include possible custodial costs, publicity, and postage.

Decide on a focus area, if any. Brainstorm ideas with the committee. Decide on activities that have the best chance for good participation from the student-body, the parents, and the community. If the PTA has never held this event before, do not overwhelm the faculty with activities.

Keep in mind past traditions but also investigate new ways to hold an appropriate event that will fit the school and community.

Select a theme as the major focus, and decide on the type of program (e.g., family dinner, musical program).

As early as possible, check school calendar and decide on a date.

The Americans with Disabilities Act requires that disabled persons must be reasonably accommodated by modifying policies, making physical changes and obtaining equipment to assist their participation in any activity. For PTA meetings/events, this could include seating to accommodate an attendant accompanying a member or reserved seating in a location to accommodate a member’s special need, providing written handouts to supplement discussion and/or providing qualified readers or interpreters for individuals having a hearing or sight impairment.

Discuss rules and expectations with facility management. Put all agreements in writing. Determine if permission or permits from school district or city are needed.

Notify parents and community to “save the date” for the event. Also send notes to past and present PTA presidents, leaders and award recipients, and school district and community members.

Notify staff, explaining event goals and requesting their support.

Schedule at least three committee meetings prior to event.

Never sign a Hold Harmless Agreement on behalf of the unit, council or district PTA until the California State PTA insurance broker has been consulted. (Hold Harmless Agreement)

Transportation Planning

In situations where PTA sponsors activities and secures transportation, such as “Grad Night” (hereinafter referred to as “events”), the PTA must provide accessible transportation at no additional cost to students with mobility disabilities in compliance with the requirements set forth in the Americans with Disabilities Act (ADA). Local PTA units shall coordinate with their local school and/or school district to obtain updated lists of accessible transportation providers if such lists exist. Questions from PTA units, districts or councils regarding a request for accessible transportation should first be directed to the school district. Additional questions may be directed to the California State PTA Vice President for Leadership Services.

When local PTA units secure transportation for participating students for events, local PTA units must comply with the ADA which does not permit services that are different or separate from that provided to other individuals without disabilities, unless such action is necessary to provide an individual with a disability or class of such individuals with a good, service, facility, privilege, advantage, or accommodation or other opportunity that is as effective as that provided to others.

If the local PTA unit secures accessible transportation to events, as described above, and it fails to arrive, the PTA shall make every reasonable effort to secure alternative accessible transportation to enable students with mobility disabilities to still attend. In no instance shall a local PTA unit inform students with mobility disabilities that they must secure their own transportation.

A student with a disability who requires a one-to-one aide as part of his or her Individualized Education Program (“IEP”) shall be permitted to attend any PTA event with his or her aide, as the student’s family deems necessary. Further, no fee shall be charged for any PTA event ticket for the student’s aide. For any event where a student requires an aide, the cost of the aide’s transportation shall be borne by the PTA. PTA may ask to be reimbursed by the event venue, affiliated school and/or school district.

Event Development

Begin three months in advance, if possible. Develop a timeline utilizing check sheets. Assign committee members specific duties.

Service Providers/Speakers/Program Participants (At Least Two People)

One person should be designated as the contact person on invitation letters.

One person should assist with paperwork (Service Provider/Speakers/Program Participants Check List).

Publicity Campaign (At Least One Person)
Publicity may include the use of one or more of the following:

News releases
PTA newsletter articles
Posters for placement at local business locations
Radio/cable television PSA “spots”
Website promotion
Email alerts

Handouts/Fliers (At Least One Person)
Handouts may include the following:

Fliers to parents
Attendee record form
Permission slips, if necessary
Service provider station signs

Operations (At Least One Person)
Responsibilities include:

Overseeing facility, equipment, and overall operation.
Checking all participating service provider/speaker/program participant requirements.
Coordinating with school district and school custodian.
Ensuring all equipment is in working order.
Consulting with appropriate facility management.
Considering whether additional service providers are needed and reviewing other logistic issues.
Cleaning up after the event.

Outreach (At Least One Person)
This committee member will

Organize volunteers and coordinate hospitality.

Select invitees from the local area. Send a letter of invitation requesting participation, including a response due date.

Pre-Crunch

Begin two months in advance.

Send follow-up letter to confirm service provider participation, including a map of the school and parking location (See Sample Participant Response Form below).

Develop fliers to inform parents and community of the event.

Develop news releases.

Request equipment from school district or facility manager to meet service provider needs.

SAMPLE PARTICIPANT RESPONSE FORM

(Name) PTA/PTSA (Program)

Thank you for agreeing to participate in the (Name) PTA/PTSA (Program). Please mail the completed form to (Name) PTA/PTSA, (Address) no later than (date).

__ Yes, I will participate in the (name) PTA/PTSA (Program) on (date).

Organization/Participant Name: _______________________________________________________________

Address: _______________________________________________________________

Daytime Phone: (_______)_______________
Evening Phone: (_______)_______________
Email: ______________________________

Service and information to be provided:
Please include a detailed description of the services you will provide.

__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

Please list any equipment, audio-visual, space or special requirements you have.

__ No, I will be unable to participate in the (name) PTA/PTSA (Program), but I would be interested in providing related materials. Please list materials which will be provided.

_________________________________________________________________
_________________________________________________________________
Fig. 7-1 Sample

Crunch Time

Begin one month in advance.

Be sure to have sufficient tables and chairs as required by participating service providers. This information will be available upon receipt of response form.

Provide custodian/facility manager with a detailed drawing of the layout for tables and chairs.

Plan for access for the disabled.

Recruit and schedule volunteers. Utilize nursing schools, dental schools, and public health agency health promoters.

Plan refreshments, such as coffee and donuts in the morning or a light lunch for all participating service providers and volunteers.

Check to ensure all equipment requirements can be met.

Distribute event fliers and email announcements to parents and community.

Prepare service provider station signs.

Day of the Event

Have nametags ready for all service providers/speakers/program participants and volunteers.

Check to make sure hospitality area is in order and refreshments prepared.

Check setup of the event stations and all audio-visual equipment.

Welcome the service providers/speakers/program participants and be sure to give them an evaluation sheet (Evaluation Form) that should be collected before they leave at the end of the event.

Have volunteers sign in, including addresses, telephone numbers, and email addresses.

Have at least two designated troubleshooters for the day, and make sure that the service providers and volunteers know who they are.

Clean up the facility and leave it in as good or better condition than it was.

After the Event

Tabulate the evaluations.

Send thank you notes to all participating service providers/speakers/program participants and volunteers.

Write an event report and place it in the procedure book. Include ideas for changes gleaned from the evaluations and comments from participants.

Did the activities help to accomplish goals?
Was there good participation from the faculty and the parents?
Did the kids enjoy it?
What are the recommendations for next year?

Sample Agenda and Meeting Planner

(Date of Meeting)
(Meeting Location/Time)

I. Call to Order (on time, quorum met)
The president stands, raps the gavel once and calls the meeting to order.

“The meeting will please come to order.”

The president will review the meeting’s ground rules.

II. Opening Ceremonies
Pledge of Allegiance (if held in public facility).

“___________ will lead us in the Pledge of Allegiance. Will you please rise?”
“Thank you, ____________.”
Optional: Inspirational message, song, other.
“___________will present an inspirational song.”

III. Reading and Approval of Minutes – Action Items
The secretary addresses the chairman and reads the minutes.
(Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction, especially for the last association meeting.)

“The secretary will read the minutes of the __(date) meeting.”
OR “The minutes are posted at the entrance/were distributed at the door.”

“Are there any corrections?” (Note corrections.)

“The minutes stand approved as read/printed,”
OR “The minutes stand approved as corrected.”

IV. Financial Report. (Treasurer’s Report)
No motion is needed for adoption of the reports.

“___________ will present the Treasurer’s Report.”
“you have heard the report. Are there any questions?”
“The report will be filed for the audit.”

V. Audit Report (semi-annual) (Audit Report, Auditor’s Report) – Action Items
A motion is needed for adoption of this report.

“It has been moved and seconded that the audit report be adopted” Vote.
(Follow the steps of a motion, Parliamentary Procedure)

VI. Presentation of Bills
Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted upon. Bills should be itemized as to amount, whom to pay, and what payment covers. Any association bills authorized and paid by the executive board must be ratified and recorded in the association minutes. Ratified bills should be itemized as to amount, who was paid, and what the payment covers (Payment Authorization/Request for Reimbursement).

“The treasurer (or the person assigned) will read the bills.”
“It has been moved and seconded that we pay the bills. Is there discussion?” Vote.
“It has been moved and seconded that we ratify payment of bills since last meeting” Vote. (Check Request System: Payment Authorization/Request for Reimbursement)
“It has been moved to authorize the Executive board to pay necessary Summer bills up to the budgeted amounts.” Vote.
(Check Request System: Payment Authorization/Request for Reimbursement)
(Follow the steps of a motion, Parliamentary Procedures)

VII. Reading of Communications
Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required.

“The (corresponding) secretary will read the communications.”

VIII. Report of the Executive Board – Action Items
At association meetings a summary report (not the minutes) is read for the information of the members. Recommendations should be voted on one at a time, the secretary moving the adoption of each one.

“The secretary will present the report of the executive board.”
“You have heard the recommendations such as a motion to approve proposed programs (Preliminary Planning);”
to approve the budget (Approving the Budget; Budget Sample).”
to approve fundraising activities (Standards for PTA Fundraising).”
for the president and one additional elected officer to sign the following contract…” (Contracts).
(Follow the steps of a motion, Parliamentary Procedure)
A second is not required when a motion comes from a committee/board. Vote.

IX. Reports of Committees (Officers and chairmen, including the principal, faculty representatives, and student representatives on the secondary level) Bylaw Committee, Library Committee – Action Item, Convention Committee, Fundraising Committee – Action Item President calls for the report of the committee. The person making the report moves the adoption of any recommendations.

“__________ will present the report of the ___________committee.”
“Are there any questions regarding the report?”
“If not, the report will be filed,” or “You have heard the recommendation such as a motion to release funds up to the budgeted amount for programs through the next meeting (Preliminary Planning):”
(Follow the steps of a motion. Parliamentary Procedure.) Vote(s).

X. Unfinished Business
The president presents each item of unfinished business as indicated in the minutes. He/she should not ask “Is there any unfinished business?”

“The first item of unfinished business is _________.”
Report of school district acceptance of donated funds, goods, or materials.

XI. New Business
A motion is necessary before discussion and vote on any new business. All proposed business to be considered at the meeting must have been properly noticed to be acted upon. (See bylaws.)

“The first item of new business is ________.”

XII. Program (optional)
The president introduces the chairman to present the program.

“_________ will present the program.”
“Madame/Mister President, this concludes the program.”

XIII. Announcements
Date of the next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced.

“The next meeting will be __________.”
“Please join us for refreshments.”

XIV. Adjournment
No motion is necessary to adjourn. President raps the gavel once.

“The meeting is adjourned.”

This agenda is a guide only, adaptable to meet unit’s needs. The agenda should be made in triplicate. Give copies to the (recording) secretary and to the parliamentarian. Distribute or post for the membership, the proposed budget and proposed annual programs with the agenda.

A newly-elected president may want to write everything out in detail. Check off each item as it is completed and nothing will be forgotten. The presiding officer stands while conducting business and sits (unless unable to be seen by the audience) while others are participating.

Selecting Appropriate Fundraising Activities

When considering and carrying out large fundraisers, keep the following concerns in mind:

Is the fundraising project related to PTA’s educational, charitable and philanthropic purposes as a tax-exempt organization?
Will the proceeds of the fundraiser be designated for specific approved projects that meet the purposes of PTA? Do not hold a fundraiser if the PTA has not determined how the funds will be spent.
Does the project violate PTA’s noncommercial policy?
Does the association have enough volunteers?

Safeguards for Conducting Fundraising Projects

The fundraising chairman needs to:

Present plans to the executive board for approval and to obtain authorization to expend funds.

Read all contracts carefully.

Ask the membership to approve the contract before committing to the vendor. Ensure that the contract is signed by two elected officers of the PTA, one of whom must be the president, after the membership has voted to conduct the project.

Follow the financial procedures required by California State PTA. (See Handling PTA Funds.)

Request reimbursement in a timely manner for expenditures made on behalf of the association or, if an advance was requested, present the completed Payment Authorization/Request for Reimbursement no later than 14 days after the event.

Never pay any vendor with cash collected the day of the event. Pay bills by check after a vote of the association.

Prepare a report detailing the income and expenses of the event.

Alcohol and PTA Events

Selling Alcohol – According to the California Business and Professions Code, Section 25608, “Every person who possesses, consumes, sells, gives, or delivers to any other person, any alcoholic beverage in or on any public schoolhouse or any of the grounds thereof, is guilty of a misdemeanor.”

(Note: Assembly Bill 2073 (“AB 2073”), which became law on January 1, 2015, created an exception to the prohibition against the sale or consumption of alcoholic beverages on the grounds of K-12 district facilities if the beverages are acquired, possessed, used, sold, or consumed under a license or permit obtained for special events held at a time when students are not on the grounds. The new law will allow K-12 districts, community college districts and other local education agencies more flexibility in renting their facilities for fundraisers and other events which include alcoholic beverages so long as a license or permit is obtained and students are not present.)

In accordance with the California State PTA insurance program, PTAs may engage in the sale of alcoholic beverages at PTA events provided necessary approvals are obtained, including appropriate ABC (Alcoholic Beverage Control) licensing and approval of the school district for events held on school grounds. Many PTAs hold annual silent auctions and dinners as fundraisers, at which bottles and/or cases of wine are donated for use as auction items. These donated bottles and/or cases of wine may be used as auction items. Contact the school district for local policies regarding auctioning of donated alcoholic beverages.

Serving of Alcohol at PTA Events – California State PTA strongly urges its unit, council, and district PTAs to refrain from serving alcoholic beverages at PTA functions, particularly when students are present. If alcoholic beverages are served at an adults-only PTA function, care should be taken to limit the liability of the PTA. It is suggested that alcoholic beverages be provided and served by a licensed establishment, licensed bartending service or catering company that has the appropriate permits and insurance. When a PTA is planning an event that will include alcoholic beverages, the PTA may collect for the cost of the alcoholic beverages through ticket sales. If a PTA votes to serve or sell alcoholic beverages at an event, all necessary ABC (Alcoholic Beverage Control) licenses should be obtained by contacting the local ABC office. Note that ABC may require alcohol serving and sales training.

It is recommended that PTA funds not be used to purchase alcoholic beverages or bottles of alcohol. Remember, the purpose of the PTA is to work on behalf of all children and speak for “every child with one voice.”

If a PTA has any further questions regarding this subject, please contact the California State PTA insurance broker and your district PTA.

Choosing a Fundraising Company

Evaluate and research several fundraising companies. Determine the best value for the PTA in working with a specific fundraising company. Invite several companies to give presentations in order to compare several aspects of each program. Do not select a company based on one criterion, such as percentage of profit.

Determine the quality of the product. Higher quality items will generate more sales and enhance the reputation of PTA. Determine what services are offered to make the fundraising effort as trouble-free as possible.

Is shipping an additional cost?
Is there a reduced cost based on volume purchased?
Who is responsible for developing fundraiser fliers?
Who is responsible for packaging individual orders?
Are products guaranteed?
How are order errors handled?

Determine the experience, professionalism, and reputation of the company within the community. Ask how long the company has been in business, whether the company is a member of the Association of Fundraisers and Direct Sellers (www.afrds.org), and for two to three references. If a company will not provide references, it is an indication not to use its services. When provided, contact references and ask about their experiences with the company and whether they recommend it.

Determine what safety measures or policies the company offers. Review samples of the company’s letters, videos, fliers, and other promotional materials that indicate safety is assured.

Determine the company’s ability to meet the PTA’s goals. The retail price of the product should represent a fair market value for its goods and be reasonably priced. The PTA should be able to make a fair profit. Ask whether the company can demonstrate a history of success, placing the burden of proof on the company to convince the PTA that their goal will be met. Do not pay in full for products until the complete order is delivered. If a deposit is requested, it should be a token amount of the total order.

Verify the company carries liability insurance. The Approved Vendors List provides a list of Concessionaire/Vendors/Service Providers who have filed the appropriate evidence of insurance with the California State PTA Insurance Broker. Because a vendor is listed with insurance DOES NOT mean that all activities he/she might offer are approved. Refer to the Insurance Guide and contact the California State PTA Insurance Broker for additional information.

Operation of Bingo Games and Poker Nights for Charitable Purposes

Bingo is a game of chance that must comply with regulations of all local authorities, including school district and city and local governments. Consult with county council and/or city attorney to determine local code and ordinances. When authorized, PTA, as an organization that falls within §23701d of the Revenue and Taxation Code (charitable organization and tax-exempt), may receive a license to operate a bingo game provided that all provisions of California State Penal Code §326.5 are met. These laws are updated frequently.

Certain tax-exempt organizations are authorized by state law and local ordinance to raise money from bingo, provided that: (1) the proceeds are used only for charitable purposes; (2) the games are conducted by volunteer members of the organizations; (3) no salaries are paid with bingo proceeds; (4) there is no commingling of bingo money with any other funds; and (5) the organization conducting bingo holds a valid license issued by the city or county in which bingo is played.

On January 1, 2007, a California law (AB 839) was enacted allowing eligible nonprofit organizations to hold “charity poker night” fundraisers. Nonprofit organizations and suppliers of equipment and/or services for such fundraising events must submit an annual registration form to the Bureau of Gambling Control for approval.

The organizations must meet all requirements of the California Attorney General; refer to https://oag.ca.gov/gambling/charitable.

Bingo and charity poker night proceeds are considered to be part of the gross receipts of the unit (Income). They must be accounted for in the financial review, the budget and all financial reports to the executive board and association. If someone other than the treasurer is responsible for reporting, a financial report must be made at each executive board and association meeting. The bingo proceeds also must be considered when determining the necessity for Federal and Unrelated Business Income Tax reporting.

Legal Raffles for PTAs

Forms and information on how to conduct a legal raffle can be obtained by visiting the California Attorney General’s website. (See https://oag.ca.gov/charities/raffles Section 320.5 Gambling: Charitable Raffles.)

A completed registration form and registration fee must be submitted by September 1 of each year (September 1 through August 31) during which a raffle is expected to be conducted. A Nonprofit Raffle Report must be completed for raffles conducted during a reporting year (September 1 through August 31). Reports are due on or before October 1 (California Penal Code section 320.5). Once registered, the Attorney General’s office requires re-registration annually.

Raffles may include but are not limited to raffles, donation drawings, ducky derby and cow chip bingo. Fifty-fifty (50-50) raffles are illegal.

Online sales of raffle tickets are prohibited by the Attorney General. You may advertise the raffle on your website but you must sell the tickets in person.

Paper SCRIP Programs

(see E-scrip)

Scrip is a coupon that may be redeemed in lieu of using cash at the store that issued the scrip. Scrip is purchased, usually from grocery stores, in large amounts for a discount off the face value. The PTA then sells the scrip at the full value, raising funds for the unit. When purchased directly, scrip is redeemable by anyone and, therefore, is as subject to loss or theft as cash.

Scrip can be purchased by the unit either directly from the store or a scrip wholesaler. The basic bonding insurance provided as part of the California State PTA insurance program may not be sufficient for PTAs that sell large amounts of scrip. Higher limits are available for those who have a need. Please refer to the Insurance Guide.

Inform purchasers that scrip is not tax deductible, since the full value is received when paying for items at the issuing store, just as if they paid with cash. Use a stamp to mark front of checks received in payment for scrip, “Scrip Purchase – Not Tax Deductible.”

Ensure the Scrip Committee follows correct financial procedures.

Work directly with the store(s) and purchase scrip with a PTA check signed by two authorized elected officers.

Keep an accurate record of scrip inventory and all sales.

Provide a written report to the treasurer with deposit receipts attached, to be placed on file for audit.

Make arrangements for safekeeping of scrip between sales.

Do not keep scrip at a committee member’s private residence or in a car trunk.

Renting a safe deposit box at a bank is recommended for large amounts of scrip.

If unsold scrip or money cannot be deposited in the bank immediately, establish advance arrangements with the principal to use the school safe. It is recommended the PTA purchase a small safe or lockbox to place inside the school safe.

Prior to placing unsold scrip or money in the school safe, two PTA members, one of whom must be a financial officer or chairman, must count it. Document the amount and have the documentation signed by the PTA members. The principal may require that a school representative verify the documentation.

Conduct sales of scrip in a safe, protected location.

Provide interested customers with a name and phone number of a person whom they can contact for information about the sale.

Never use children as couriers.

Maintain control of the program to ensure that all scrip sales are accurately reported.

Standards for PTA Fundraising

Fundraising is the method of raising money to finance PTA programs and projects. The fundraising project must support the goals of PTA and be related to the educational, charitable, and philanthropic purposes as a tax-exempt organization. When planning the year’s activities, PTAs should use the 3-to-1 Rule: There should be at least three non-fundraising programs aimed at helping parents or children or advocating for school improvements, for every one fundraiser.

Fundraising should involve as many members as possible and be fun. It should not be a burden to the school staff or parent volunteers, compete with or detract from school lunch and nutrition programs, or conflict with other PTA, school, or community events. Children should never be used to sell door-to-door or exploited to raise funds. It cannot involve commercial or advertising obligations.

The fundraising project must have the approval of the membership in advance of the event, and the vote must be recorded in the minutes. Projects must have a specific purpose. If the fundraising project is ongoing (e.g., Amazon Smile), it must be approved each year by the association membership.

3-to-1 Rule: There should be at least three non-fundraising programs aimed at helping parents or children or advocating for school improvements for every one fundraiser.

A brief History: Working Together for Children since 1897

One hundred years ago Alice McLellan Birney said, “Let us have no more croaking as to what cannot be done; let us see what can be done, and above all see that it is done.” That brisk philosophy still drives the PTA today. While the methods may change to make us more responsive to the demands of an electronic era, the underlying principle does not – “everychild. onevoice.”

The National PTA is the oldest and largest volunteer association working exclusively on behalf of all children and youth. For more than 100 years, the National PTA has promoted the education, health, and safety of children, youth, and families.

Phoebe Apperson Hearst and Alice McLellan Birney were greatly concerned about the nation’s children. The United States was feeling the enormous impact of the Industrial Revolution. An immense wave of immigration was flowing into the country. Children worked in factories, in mines, and in the streets of the cities. Some could not attend school or obtain enough food to eat. What could be done?

The First Meeting Is Held — 1897
After extensive grassroots work in different parts of the nation, the two women met in 1895 and, through diligent efforts, planned a meeting to bring their idea to others. On February 17, 1897, that meeting was held, and more than 2,000 men and women surprised Phoebe Hearst and Alice Birney by filling the hall in Washington, D.C. The National Congress of Mothers was formed, and the work of the founders took on new meaning and strength.

The California Movement Grows — 1902
Similar concerns were felt in California, and the California Home and School Child Study Association was organized in San Francisco, followed in 1900 by the Los Angeles Federation of Mothers’ Clubs. In 1902, California joined the national organization as the California Congress of Mothers and Study Circles, later becoming the California Congress of Parents, Teachers, and Students, Inc. — the California State PTA. Meanwhile, growing in strength and numbers, the National PTA progressed remarkably in working for all children.

Alice McLellan Birney
A native of Georgia, this motivated woman had wide interests but deep devotion to her own children. She felt the needs of all children must be recognized as vitally important to everyone. As a mother, Alice Birney realized it was important to know about mental and physical health and the educational needs of her own three children. She desperately wished to impart this to other mothers and to raise the status of motherhood to the important level it deserved.

Phoebe Apperson Hearst
An energetic, educated, and philanthropic woman, well known in Washington, D.C., and San Francisco, Phoebe Hearst became aware of the sad plight of many of the nation’s children first as a young teacher and later as she traveled or worked unselfishly in many communities. With one son of her own, she also was godmother to and supported the education of scores of children.

Selena Sloan Butler
A dedicated community leader and teacher, Selena Butler worked diligently in Atlanta, GA, to unify parents and teachers for the advancement of child welfare and education. She founded not only her school’s

Parent-Teacher Association, but the Georgia Parent-Teacher Association, and in 1926, the National Congress of Colored Parents and Teachers.

Our PTA Founders’ Vision

Alice McLellan Birney, Phoebe Apperson Hearst, and Selena Sloan Butler knew there was no stronger bond than that between mother and child. To the mothers, then, they reasoned, must fall the responsibility for eliminating the threats that endangered the children. They called for action, and people responded — mothers, yes, but also fathers, teachers, laborers, and legislators — all with a commitment to children.

In her initial address on February 17, 1897, Alice Birney told the crowd, “It is my privilege to extend to each and all of you a heartfelt welcome and to express the hope that this large and gratifying audience, this more than encouraging response to our universal call, may prove in earnest of the success destined to crown the work to which our best and highest efforts are now consecrated.”

Alice Birney had appealed “to all mankind and to all womankind, regardless of race, color, or condition, to recognize that the republic’s greatest work is to save the children.” But in many states, segregated schools were legally sanctioned. To address those students’ special needs, Selena Sloan Butler founded the National Congress of Colored Parents and Teachers. The two PTAs formally merged in 1970.

California State PTA Historical Briefs

1897 California Home and School Child Study Association organized in San Francisco.

1900s Los Angeles Federation of Mothers’ Clubs organized in Los Angeles. Name changed to California Congress of Mothers and Study Circles — affiliated with National PTA. Juvenile Court Act supported. Playground committee authorized, and student welfare program started. Legislation committee appointed.

1910s Attempt made to secure State Aid for Dependent Children. Organization became California Congress of Mothers. Penny Kitchens, forerunner of school lunch programs, established. Permissive legislation that marked beginning of kindergartens in public schools supported. Department of Child Hygiene established, and birth registration bill supported. First Child Welfare Day observed, later to become Founders Day. Name changed to California Congress of Mothers and Parent-Teacher Associations. Public library services supported.

1920s Resolution regarding enforcement of laws governing sale of cigarettes to children of school age adopted. Juvenile protection committee created. California Parent-Teacher magazine began publication, including approved film lists. Name changed to California Congress of Parents and Teachers, Inc. Honorary Life Membership project adopted in 1927 to provide funds for student loans.

1930s Legislation on education of migrant children supported.

1940s Legislation for creation of California Youth Authority endorsed. Teacher Education Scholarships established, first of continuing program of scholarships in addition to student loan program. Legislation for teachers’ salary schedule, apportionment of school funds as well as increased funding for all levels were supported. First home-school relationship conference co-sponsored with University of California, Berkeley, School of Education and State Department of Education. Adopted CARE projects.

1950s State office moved to Tenth District PTA Health Center on 21st Street, Los Angeles. Salk polio vaccine program supported. Five teacher recruitment clinics co-sponsored with State Department of Education. Thirty-week television program on child growth and development sponsored. Administrator’s Packet of Parent-Teacher Information distributed to all principals and school superintendents.

1960s Cooperation with Colleges committee established. New State headquarters building opened November 1, 1961, in Los Angeles, with dedication in March 1962. “Paging Parents” TV series produced in cooperation with Los Angeles County Schools. “Suggestions for Conducting a Venereal Disease Study-Action Program” published. Thirteen radio tapes on education developed in cooperation with California Teachers Association. Spanish language tapes, “How to Prepare Your Child for School,” prepared in cooperation with State Department of Education. Thirty-one junior colleges granted $200 each to establish Student Emergency Loan Funds. Continuing Service Award established by convention delegates. Joined in organizing California Interagency Council on Drug Abuse. Honorary Life Membership changed by convention delegates to Honorary Service Award in 1969. California Parent-Teacher magazine discontinued. Home-school-community relations conference held with grant from Sears Roebuck Foundation; Human Relations Handbook published.

1970s School feeding program survey conducted. Statement on Environmental Pollution adopted. Material prepared and distributed to promote Project RISE. Children’s Emotional Health conference co-sponsored with California Interagency Mental Health Council. Twenty-acre PTA Redwood Grove in Prairie Creek State Park dedicated. Inter-district mass media committees organized to preview and monitor TV and motion pictures. “California State PTA” adopted as alternate name for California Congress of Parents and Teachers, Inc. Contributed over $7,000 toward State Park Wildflower Poppy Preserve. Administered Community Volunteer Project in Pomona and “Person-to-Person Intervention in Alcohol Abuse.” Adopted commission structure, Bicentennial project (furnishing schoolhouse in Old Sacramento), Antiviolence TV project, parenting conferences, Comprehensive Health Education program, and commemorated 50 of the years Honorary Service Award (HSA) program. Name changed to California Congress of Parents, Teachers, and Students, Inc. (retained California State PTA). Convention delegates sent “Message to the Governor” urging public school finance be made top priority. With State Department of Education, developed “A Guide to School and Community Action.” Co-sponsored “Starting a Healthy Family” with National March of Dimes Birth Defects Foundation.

1980s Completed Student Health Education Forums. Launched TV Viewing Skills Project. Began community meetings on motion pictures in cooperation with theater owners. Urged revision of state tax structure for public education. Established Grants for Parent Education and Health Projects. Completed Juvenile Justice System study. Developed Room Representative Orientation Program to improve home-school communication. Took leadership role in enactment of Educational Reform Act. Began scholarships for school nurses. First membership increase in 15 years. Completed three-year PTA/American Cancer Society Project. Developed “Parent’s Notebook” skill sheets. Cooperated in KNBC-TV/PTA Teenage Alcohol Prevention Project. Leadership and parent involvement program designed with Southwest Regional Laboratory, “Hispanic Recruitment Project.” Provided PTAs with resources to develop school/community disaster preparedness plans and the parent involvement in reading program. Largest membership increase in 27 years! Developed PTA Public Relations video and guidelines for “Involving the Uninvolved.” Launched a comprehensive Parenting Project funded by statewide fundraising campaign (trivia game). Developed “Strive for Excellence,” a self-esteem program for kindergarten students. Reaffirmed commitment to parent education and outreach to parents of increasingly diverse student populations. Received National PTA grant for Acquired Immunodeficiency Syndrome (AIDS) education.

1990s Developed a “Kids At Risk” legislation agenda. Participated in the Red Ribbon campaign against the use of alcohol and other drugs. Promoted Human Immunodeficiency Virus/Acquired Immunodeficiency Syndrome (HIV/AIDS) education. Sponsored legislation to require all school districts to adopt a parent involvement policy. Introduced Parents Empowering Parents, a parent education and involvement manual developed by PTA with grant funds from California businesses. Published Spanish edition as Los Padres Eligen Participar. Developed plans for a statewide parenting conference. Developed and awarded the first Golden Oak Award. Participated in a major statewide effort to defeat a voucher proposal. Sponsored legislation to ban Channel One from California classrooms and to add a component on working with parents to the teacher and administrator credentials curricula. Cosponsored the California Bicycle Helmet Safety Campaign with the California Department of Health Services. Received grant from Annenberg/CPB Math and Science Initiative V Project for Math for All program to teach K-3 parents how to help children with math. Developed “Open the School House Doors” Project, an Action Guide for its implementation, and a Mentor Training Program. Produced a video, “California State PTA – A Voice For All Children.” Published “PTA Questions the Candidates for California Governor and State Superintendent of Public Instruction.” Developed “Outreach: Beyond the International Potluck.” “Parent Talk” cards produced. Developed a statewide campaign to reduce the size of California classrooms in grades one through three. Celebrated the 100th birthday of PTA in 1997 by participating in the Pasadena Tournament of Roses Parade – winning the Sweepstakes Award for the float entry, “The Field Trip.” Launched the California State PTA Internet website www.capta.org and issued a statewide progress report on the reduction of class size in California public schools. Completed development of and unveiled a Strategic Plan for California State PTA. Opened Satellite Office in Sacramento. Hosted a statewide videoconference at 100th Convention in Sacramento: “Keeping Youth Safe: The Critical After-School Hours.”

2000s Established as a PTA priority and initiated “SMARTS – Bring Back the Arts” campaign to bring arts back to the schools, the community, and to children. Sponsored legislation to bring arts back to the schools; worked to defeat voucher initiative and pass an initiative to require 55% majority for passage of school bond initiatives. Held statewide parenting conferences focused on training parents to be effective advocates. Established Cultural Arts grants for unit, council, and district PTAs and the Leadership Development scholarship. Consolidated several PTA publications into a single resource, the California State PTA Toolkit. Purchased Sacramento historical residence for cost-saving advocate and officer housing for events and policy maker contact. Purchased office space and moved California State PTA headquarters to Sacramento after almost 50 years in Los Angeles. Provided training for PTA leaders at “PTA University.” Funding for arts education and reduction of childhood obesity continue to be priorities. Membership continues strong at nearly one million members.

Job Decsription for Fundraising Chairman

Download the Fundraising Chairman Job Description

Key Role – Fundraising Chairman

Works with a committee, appointed by the president, to plan and organize fundraising activities
Focuses on raising the amount of funds needed to meet the unit’s budget
Presents reports on proposed fundraising activities at board and association meetings for approval

Getting Started

Preparation – Review files and materials from last term to better understand the scope of your new position. Learn more about:

PTA financial policies, procedures and best practices
Insurance and Loss Prevention Guide

It’s also worthwhile to talk to last term’s chairman to get advice and tips about your new role.

Schedule Meeting – Soon after election, meet with the fundraising committee to create a plan for the upcoming year. Assess what worked best in the past and what might be changed or introduced as a fundraiser.

Delegate tasks to committee members such as publicity, donations and volunteer recruitment for fundraising events.

How Tos

Units engage in a wide variety of fundraising efforts to finance PTA programs and activities to:

Promote family engagement in school to support student success
Meet the interests, needs and resources of the school community

Many PTAs fund academic enrichment programs such as field trips or after-school art, drama, music, math and reading programs. Other PTAs support heath programs, safety and physical education.

Fundraising Options – There is a broad range of options for PTA fundraisers. They include organizing product sales, providing services, promoting ‘Give Back’ programs, soliciting pledges and applying for grants.

When you create a fundraising plan, consider what format might work best: an in-person activity or a virtual fundraiser. Think about the duration of a fundraiser and if an ongoing activity or short-term event is a good fit.

Keep in mind that PTAs should use the 3-to-1 Rule. For every fundraiser, PTAs organize three, non-fundraising activities to grow family engagement and home-school partnerships.

In selecting a fundraiser, the committee should also ensure that it:

Creates goodwill for PTA
Does not exploit students or involve door-to-door sales by students
Involves no commercial or advertising obligations by the PTA as a nonprofit 501(c)(3) organization

Before identifying the best date/time for your fundraiser, look at PTA and school calendars to see what holidays and other activities are already scheduled.

PTA Policies and Fundraisers

The California State PTA Toolkit provides guidelines, best practices and tips for fundraising. When choosing a fundraiser, ensure that it complies with:

PTA goals, policies and purposes as a 501(c)(3) nonprofit organization
School district policies on facilities’ use, equipment, safety, food services and nutrition
State and local laws regulating charitable solicitations or sales and games of chance
Requirements in the Insurance Loss and Prevention Guide on approved PTA activities

Noncommercial Policy – Fundraising efforts must support the goals of PTA and be related to the educational, charitable and philanthropic purposes as a tax-exempt, nonprofit organization.

This means that a PTA cannot promote or endorse products, services or businesses. And, the names of PTA officers cannot be used for commercial purposes.

When selling a commercial product, please include the following disclaimer in all publicity:

“This is a PTA fundraiser. Distribution of this information does not imply endorsement by PTA.”

Contracts – Contracts with a vendor are always signed by two board members: the president and another elected officer. Before signing a contract on behalf of your PTA:

Get your association’s approval and check that it is recorded in meeting minutes
Verify that vendors are fully covered by their own liability insurance and Workers’ Compensation and obtain a copy of their certificate of insurance
Have vendors sign a Hold Harmless Agreement

With any contract, the president is responsible for the agreement and should clearly identify that it is the PTA entering into the contract and not the president as an individual. The signature on a written contract should read, “ ABC PTA by Jane Smith, President and (name), officer.”

In addition, as a PTA officer, never sign a Hold Harmless Agreement on behalf of your PTA. Signing such a contract naming the PTA responsible for all injury and damages may increase PTA’s liability and the amount PTA might have to pay, if a claim occurs.

If you have questions about a contract, contact the PTA insurance broker to review it prior to signing.

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 and files to pass on to a successor
Work together as a team to improve the lives of all children and their families

Other Useful Information

California State PTA – www.capta.org

PTA Leaders tab and more
California State PTA Toolkit, Finance section
Insurance and Loss Prevention Guide – Mailed annually to PTA presidents

National PTA – www.pta.org

PTA Leaders tab and more
Back-to-School Kit