Search Results for: elections

Bylaws of the California Congress of Parents, Teachers, and Students, Inc.
(As Amended, April 2023)

ARTICLE I — Name

The name of this corporation is the California Congress of Parents, Teachers, and Students, Inc., a branch of the National Congress of Parents and Teachers. It is also known and will be referred to in these bylaws as California State PTA.

Hereinafter in these bylaws the term “local PTA” wherever used to designate a local unit shall also designate “PTSA” where such may exist.

*** ARTICLE II — Purposes

Section 1. The Purposes of the California State PTA, in common with those of the National PTA, are:

1. To promote the welfare of children and youth in home, school, places of worship, and throughout the community;
2. To raise the standards of home life;
3. To advocate for laws that further the education, physical and mental health, welfare, and safety of children and youth;
4. To promote the collaboration and engagement of families and educators in the education of children and youth;
5. To engage the public in united efforts to secure the physical, mental, emotional, spiritual, and social well-being of all children and youth; and
6. To advocate for fiscal responsibility regarding public tax dollars in public education

Section 2. The Purposes of the National PTA and the California State PTA are promoted through advocacy and education in collaboration with parents, families, teachers, educators, students, and the public; developed through conferences, committees, projects and programs; and governed and qualified by the basic policies set forth in Article III.

Section 3. The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding Section of any future Federal tax code (hereinafter “Internal Revenue Code”).

*** ARTICLE III — Basic Policies and Principles

The following are basic policies and principles of the California State PTA, in common with those of the National PTA:

1. The organization shall be noncommercial, nonsectarian, and nonpartisan;
2. The organization shall work to engage and empower children, families and educators within schools and communities to provide quality education for all children and youth and shall seek

to participate in the decision-making process by influencing school policy and advocating for children’s issues, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities;

1. The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools and the community at large;
2. Commitment to inclusiveness and equity, knowledge of PTA, and professional expertise shall be guiding principles for service in California State PTA and National PTA;
3. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof;
4. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code;
5. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of the National PTA;
6. The organization or members in their official capacities shall not — directly or indirectly — participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise;
7. The organization or members in their official capacities shall not endorse a commercial entity or engage in activities not related to promoting the purposes of the organization;
8. The organization shall not enter into membership with other organizations except such international, national or state organizations as may be approved by California State PTA. California State PTA or any of its divisions may cooperate with other organizations and agencies concerned with child welfare, but a PTA/PTSA representative shall make no commitments that bind the group he represents

*** ARTICLE IV — Constituent Organizations

Section 1. The constituent organizations of the California State PTA shall include unit, council and district PTAs.

1. The State Board of Managers shall be responsible for the organization and chartering of the constituent organizations of the California State PTA and for filing for Employer Identification Number (EIN) applications with the Internal Revenue Service as “subordinates” (constituent organizations) (exempt letter dated November 18, 1943) under the name “PTA California Congress of Parents, Teachers, and Students, Inc.,” as hereinafter provided;
2. The State Board of Managers may withdraw the charter from any of the constituent organizations for nonpayment of total per capita dues collected and/or applicable insurance premiums; for commission of acts contrary to the declared purposes, bylaws, policies, procedures or programs of the National PTA and/or the California State PTA, for failure to comply with the legal filing requirements of federal or state government agencies for three consecutive filing periods, or upon request of the constituent organization as provided in these

Section 2. The articles of organization include:

1. the bylaws of such organization; and
   1. the certificate of incorporation or articles of incorporation of such organization (in cases in which the organization is a corporation) or the articles of association by whatever name (in cases in which the organization exists as an unincorporated association).

Section 3. The Purposes, Principles and basic policies of National PTA shall in every case also be the Purposes, Principles and basic policies of each constituent organization.

Section 4. Each constituent organization shall adopt bylaws for the governance of the organization as may be approved by the California State PTA. Such bylaws shall not be in conflict with the National PTA or California State PTA bylaws. Such bylaws shall include an article on amendments and shall include a provision establishing a quorum.

Section 5. Each officer or board member of a constituent organization shall be a member of a local PTA.

Section 6. A PTA member shall not serve as a voting board member of a constituent organization at the local, council, district PTA, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

Section 7. The members of the nominating committee for officers of a constituent organization shall be elected by membership, Board of Directors/Managers, or Executive Board.

Section 8. The bylaws of all constituent organizations shall prohibit voting by proxy. Electronic voting is permitted pursuant to Standing Rules governing electronic meetings and electronic ballot voting.

Section 9. Each constituent organization shall include in its bylaws provisions corresponding to the provisions of such bylaws of the California State PTA as are identified herein by a triple star.

Section 10. The adoption of an amendment to any provision of the bylaws of the California State PTA identified by a triple star shall serve automatically and without the requirement of further action by the constituent organization to amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organization shall promptly incorporate such amendments in their respective bylaws.

Section 11. Bylaws for each constituent organization shall be reviewed annually and updated at least every five years by the bylaws committee of the constituent organization. Before adoption, all proposed amendments, accompanied by the bylaws of a constituent organization, shall be submitted to and approved by the State parliamentarian.

Section 12. The books and financial records of each constituent organization shall be reviewed at least annually by the financial reviewer of the organization and a copy of each adopted financial review report must be uploaded to the document retention system.

*** ARTICLE V — State Organization

Section 1. The California State PTA shall adopt such bylaws and other articles of organization as are in conformity with the Bylaws of the National PTA.

Section 2. The adoption of an amendment to any provision of the Bylaws of the National PTA that is required for all constituent organizations shall serve automatically and without the requirement of further action by the California State PTA to amend correspondingly the bylaws of the California State PTA. California State PTA shall promptly incorporate such amendments in its bylaws.

Section 3. The bylaws of the California State PTA and all amendments thereto shall be subject to approval by the committee on bylaws of the Board of Directors of the National PTA.

Section 4. The California State PTA is responsible for compliance by the local, council or district PTAs within its area with the Bylaws of the National PTA and the bylaws of the California State PTA. The provisions of the California State PTA bylaws relating to the withdrawal of the charter of a local PTA (and the termination of its status as a PTA unit) shall parallel the provisions of the Bylaws of the National PTA relating to the withdrawal by the National PTA of the charter of the California State PTA as a branch of the National PTA.

Section 5. The California State PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including, specifically, the number of local PTAs within its area, the national portion of membership dues collected by such local PTAs, the amounts of such dues received by the California State PTA, and the amounts of dues remitted to the National PTA.

*** ARTICLE VI — Local PTAS/PTSAS

Section 1. Local PTAs shall be organized and chartered under the authority of the State PTA in the area in which the local PTA functions, in conformity with such rules and regulations, not in conflict with the Bylaws of the National PTA, as the State PTA may in its bylaws prescribe. The State PTA shall issue to each local PTA in its area an appropriate charter evidencing the organization is in good standing.

A local PTA in good standing is one which:

1. Adheres to the Purposes and basic policies of the PTA;
2. Remits the national portion of the dues through the state PTA to reach the national office by dates designated by the National PTA;
3. Has bylaws approved according to the procedures of each state; and
4. Meets other criteria as may be prescribed by the individual state

Section 2. A local PTA in good standing in California is one which also:

1. Pays dues to and actively supports all branches of the National and State PTA;
2. Pays insurance premiums to the State PTA or its designee;
3. Is composed of not less than fifteen (15) members of whom at least three (3) shall serve in the offices of president, secretary and treasurer, respectively; and
4. Complies with the legal filing requirements of state and federal government

Section 3. Each local PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization, including, specifically, the number of its members, the dues collected from its members and the amounts of dues remitted to the California State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the California State PTA.

Section 4. The charter of a local PTA shall be subject to withdrawal and the status of such organization as a PTA unit shall be subject to termination by a two-thirds (2/3) vote of the Board of Managers in the manner and under the circumstances provided in the bylaws of the State PTA.

Section 5. Each local PTA is obligated, upon withdrawal of its charter by the State PTA:

1. To yield up and surrender all of its books and records and all of its assets and property to the State PTA or to such agency as may be designated by the State PTA or to another local PTA organized under the authority of the State PTA;
2. To cease and desist from the further use of any name that implies or connotes association with the National PTA or the State PTA or status as a constituent organization of the National PTA; and
3. To carry out promptly under the supervision and direction of the State PTA all proceedings necessary or desirable for the purpose of dissolving such local

Section 6. Each officer or board member of a local PTA shall be a member of such local PTA.

Section 7. Only members of a local PTA who have paid dues for the current membership year may participate in the business of that association.

Section 8. Each local PTA shall collect dues from its members and shall remit a portion of such dues to the California State PTA as provided in Article VII hereof.

Section 9. A unit not in good standing because of nonpayment of dues shall be notified in writing by March 1 by the State PTA. If the unit is still not in good standing by the date designated by the California State PTA, its charter shall be withdrawn.

A unit not in good standing for reasons other than non- payment of dues shall be notified in writing and shall have its charter withdrawn in accordance with procedures established by the State PTA Board of Managers.

Section 10. Each local PTA shall, upon withdrawal of its charter by the State PTA, immediately cease and desist from any further use of the unit’s Internal Revenue Service Employer Identification Number (EIN) as a constituent organization under the Group Exemption Number issued to the California State PTA.

Section 11. Upon the withdrawal of a unit PTA’s/PTSA’s charter, the State PTA shall have the right to collect and transfer any funds, including funds deposited by the PTA/PTSA with a financial institution, over which the PTA/PTSA or its officers have or had signature authority or control.

Section 12. Before being accepted by the State Board of Managers, each new unit shall submit its bylaws to the State parliamentarian for approval and the organizational papers to the California State PTA Office for processing. The per capita dues must be received in the State PTA office. A majority affirmative vote of the State Board of Managers is required for acceptance as a new unit.

Section 13. The privilege of making motions, debating and voting at local unit meetings shall be limited to members of the association who are present and whose dues are paid and who have been members of the association for at least the previous thirty (30) days. The privilege of holding office shall be limited to members of the association whose dues are paid and who have been members for at least thirty (30) days preceding nominations.

Section 14. Each local PTA/PTSA shall require two signatures on all checks and electronic payment authorizations. Any two of the following are authorized to sign: president, treasurer or other elected officer other than the secretary or financial reviewer. The authorized signers shall not be related by blood or marriage or reside in the same household.

Section 15. Each local PTA/PTSA shall require that individuals counting cash/checks shall not be related by blood, marriage, or reside in the same household.

ARTICLE VII — Membership and Dues

Membership in PTA at all levels shall be open, without discrimination, to anyone who believes in and supports the mission, purposes and principles of California State PTA and National PTA and meets other qualifications for membership as prescribed in these bylaws and pays dues as required in these bylaws.

Section 1. Every individual who is a member of a local PTA is, by virtue of that fact, a member of the National PTA and of the California State PTA by which such local PTA is chartered, and is entitled to all the benefits of such membership.

Section 2. Membership in each local PTA shall be made available by such local PTA, without regard to race, color, creed or national origin.

Section 3. Each local PTA shall conduct an annual enrollment of members but may admit persons to membership at any time.

Section 4. Each member of a local PTA shall pay annual dues to said organization as may be prescribed by the organization. The amount of such dues shall include the portion payable to the State PTA (the “state portion”) and the portion payable to the National PTA (the “national portion”).

Section 5. The National PTA portion, as recommended by the board of directors and approved by a two-thirds (2/3) majority vote of the voting body at the National PTA Annual Meeting/convention, shall be two (2) dollars and twenty- five (25) cents per annum.

Section 6. The California State PTA portion shall be two (2) dollars of each member’s dues per annum.

Section 7. The state and national portions of the dues paid by each member to a local PTA shall be paid to the State PTA through the proper financial channels monthly. For associations to remain in good standing, the state and national portions of per capita dues shall be remitted to the State PTA by the due date designated by the State PTA. Unit representation for the annual meeting/convention as provided in Article XV, Section 5, is determined by total per capita dues received by the State PTA by March 31.

Section 8. The California State PTA shall make remittances, on a monthly basis, to the National PTA of the amounts due to the National PTA.

Section 9. Reference in these bylaws to “member” and “members” shall not constitute anyone a “member” within the meaning of Section 5056 of the California Corporations Code. For purposes of the Nonprofit Corporation Law, the term “member” shall include the California State PTA Board of Managers (as set forth in Article X – Board of Managers).

ARTICLE VIII — Officers

Section 1. The officers of the State PTA shall be a president, a president-elect, seven (7) vice presidents, secretary, treasurer, parliamentarian and director of legislation.

Section 2. Except for the office of president, these officers shall be elected biennially in the odd-numbered years. The president-elect shall succeed automatically to the office of president. The parliamentarian and the director of legislation shall be appointed biennially by the president, subject to ratification by the Board of Managers. The term of office shall be from July 1 through June 30 or until their successors are elected.

Section 3. No one shall be eligible to a State elective office who has not served at least two years on the State Board at the time of assuming office. At least one year of this time shall be served during the two years immediately preceding the election. To be eligible to the office of president-elect, a person shall have served at least one term on the Board of Directors. This term is not limited to the term immediately preceding the election.

No one shall serve in the same office two consecutive terms, and no person shall serve in more than one office concurrently. A person who has served two consecutive terms as an elected or appointed State officer shall not be eligible to another elective office until the expiration of at least one term. This provision shall not apply to the offices of president or president-elect. A person filling any unexpired term is eligible for election to the same office or election to any other office if he has served one-half or less of a term.

*** Section 4. Each officer of the State PTA shall be a member of a local PTA within California.

Section 5. Each officer of the State PTA shall act in like capacity on the Board of Managers and the Board of Directors.

ARTICLE IX — Duties of Officers

Section 1. The president shall preside at all meetings; shall appoint biennially the parliamentarian, the director of legislation, the chairs of standing committees, the commissioners, the legislation advocates and the consultants subject to ratification by the Board of Managers; shall act as an ex officio member of all committees except the nominating and audit committees; shall prepare the annual State report required by the National PTA; and shall perform such other duties as required by the office. The president may create and appoint special committees as necessary subject to ratification of the Board of Managers. The president may call a meeting of the Board of Managers, or the Board of Directors, at any time deemed necessary and must call such meetings upon written request of a quorum.

When the president in writing or the Board of Directors by a two-thirds affirmative vote declares that the president is unable to discharge the powers and duties of that office, such powers and duties and privileges of that office shall be assumed immediately by the president-elect as acting president. The president shall be returned to office upon the president’s written declaration that no inability exists, the Board of Directors concurring by a two-thirds affirmative vote. Should the Board of Directors not concur, at the president’s request, the president’s written declaration shall be referred to the Board of Managers at its next scheduled meeting for resolution and may be accepted by a two-thirds vote.

Section 2. The president-elect shall be an aide to the president. In the absence of the president, the president- elect shall assume the duties of the president. In the absence of the president-elect the vice presidents in their order shall assume the duties of the president. The order and duties of the vice presidents shall be determined by the Board of Managers and shall be noted in the Standing Rules and Procedures. The vice presidents shall serve as chairs of commissions.

Section 3. It shall be the duty of the secretary to keep an accurate account of all meetings; to be prepared to read on call the minutes of any meeting within the past two years; and to file all records with the State PTA office.

Section 4. The treasurer shall be responsible for the funds and securities of the California Congress of Parents, Teachers, and Students, Inc., and shall cause to be kept a full and accurate account of the receipts and disbursements in books belonging to the organization. The treasurer shall render a written statement to the Board of Managers at each meeting and shall prepare or cause to be prepared an Annual Financial Report of the financial condition of the organization, which shall be submitted for audit.

All funds and securities shall be deposited in the name of the California Congress of Parents, Teachers, and Students, Inc. in banks or other depositories approved by the Board of Directors. Two signatures shall be required on all checks drawn on bank accounts or withdrawals from savings accounts and for authorizations or transactions involving securities. The following seven persons shall be authorized signatories: president, president-elect, treasurer, vice president for convention, Managing Director and two other elected officers residing in close proximity to the State PTA office.

Section 5. It shall be the duty of the parliamentarian to attend all meetings of the State PTA and give advice on parliamentary procedure when called upon. They shall instruct the nominating committee and the election board. The parliamentarian shall be entitled to all rights and privileges of membership including the right to make motions, debate and vote.

Section 6. The director of legislation shall be responsible for implementing the State PTA legislation program.

ARTICLE X — Board of Managers

Section 1. There shall be a Board of Managers composed of the officers, the director of legislation, the immediate past president, the chair of standing committees, the commissioners, the legislation advocates, the district PTA presidents and all National PTA Board members residing in California.

A district PTA first vice president, or an elected representative, shall be granted the right to vote on the Board of Managers when officially representing the district PTA in the absence of the president.

Section 2. Each member of the Board of Managers shall be a member of a local PTA within the state of California.

Section 3. There shall be an Advisory Board consisting of not less than seven (7) members approved by the Board of Managers.

Section 4. The president, Board of Directors, and district PTA presidents shall meet to ratify all appointments prior to the first meeting of the Board of Managers.

Section 5. The Board of Managers shall manage the affairs of the State PTA except that of modifying any action of the delegates at the annual meeting/ convention. All vacancies in office shall be filled by the Board of Managers.

Section 6. The Board of Managers shall meet at a time and place convenient to a majority of the members, the time and frequency to be determined by the Board of Managers. Twenty-five (25) members shall be a quorum.

Section 7. Members of Board of Managers may participate in and act at any meeting of a State PTA commission or committee via teleconferencing using equipment with which all commission or committee members participating in the meeting can communicate with each other at the same time. Participation in such meeting shall constitute attendance and presence in person at the meeting. Quorum shall be established by roll call and identification of individual commission or committee members.

Section 8. The Board of Managers shall determine the place of business of the State PTA.

Section 9. When any person ceases to hold the office which entitles them to be a member of the Board of Managers, they shall automatically cease to be a member of the Board of Managers and shall be relieved of all duties and responsibilities incident to such membership.

Section 10. Each member of the Board of Managers shall in each case deliver to their successor (or to the State PTA office) all books, records and documents held in their possession by virtue of their office or chairpersonship not later than fifteen (15) days following the end of their term. All funds shall be returned to the State PTA office.

Section 11. Special committees as necessary may be created by the Board of Managers.

Section 12. The Board of Managers shall be responsible for the administration of the Honorary Service Award Program, including the adoption of rules and regulations governing the issuance of awards.

ARTICLE XI — Board of Directors

Section 1. The Board of Directors of this corporation shall consist of the elected officers of the State PTA, the parliamentarian, the director of legislation and the chair of the district PTA presidents. The Managing Director has the right to attend and participate at all Board of Directors meetings, except when the Board enters into executive session, but shall have no voting power.

Section 2. Following the election of officers, the Board of Directors shall

1. determine such standing committees as are deemed necessary; and
2. provide for the composition of the

Section 3. The Board of Directors of this corporation shall meet before or during each regular meeting of the Board of Managers, or in special session at the call of the president, or upon written request signed by a quorum of the Board and filed with the secretary. Written notice of the time set for a special meeting must be sent to all directors at least four (4) days in advance by first-class mail or at least 48 hours’ notice in advance when delivered by voice messaging system and electronic transmission. The president shall fix the time and place of special meetings of the Board of Directors. A majority of the Board of Directors shall constitute a quorum.

Section 4. Directors may participate in and act at any meeting of the Board of Directors via teleconferencing or electronic video screen communication using equipment with which all directors participating in the meeting can communicate with each other at the same time. Participation in such meeting shall constitute attendance and presence in person at the meeting. Quorum shall be established by roll call and identification of individual directors.

Section 5. The Board of Directors of this corporation shall transact all business relating to the State PTA as an incorporated body and shall perform the duties of the Board of Managers between meetings and such other duties as may be requested of it by the meeting/ convention or by the Board of Managers provided that the action of the Board of Directors shall not conflict with that of the Board of Managers.

The Board of Directors shall make a report to the Board of Managers at each meeting and may make recommendations to the Board of Managers, commissions or committees of the Board of Managers or Board members in order to expedite the transaction of business.

Section 6. The Board of Directors shall employ a Managing Director and such other employees as may be found necessary to carry on the work of the State PTA.

Section 7. Any elected or appointed officer or commissioner may be removed from their position by a two-thirds (2/3) affirmative vote of the Board of Directors, in accordance with due process, whenever the Board of Directors deems such removal will serve the best interest of the State PTA.

Section 8. Nonliability of Directors and certain Officers.

1. Volunteer Directors. Pursuant to Section 5239 of the Nonprofit Public Benefit Corporation Law of the State of California, there shall be no personal liability to a third party on the part of a volunteer director or volunteer president, president-elect, vice president, secretary, treasurer, director of legislation, or parliamentarian of the State PTA (the “corporation’’) caused by the director’s or officer’s negligent act or omission in the performance of that person’s duties as a director or officer, if all the following conditions are met:
   • The act or omission was within the scope of the director’s or officer’s duties;
   • The act or omission was performed in good faith;
   • The act or omission was not reckless, wanton, intentional, or grossly negligent;
   • The corporation has complied with the requirements of subsection (b) below.

This limitation on the personal liability of a volunteer director or officer does not limit the liability of the corporation for any damages caused by acts or omissions of a volunteer director or volunteer officer, nor does it eliminate the liability of a director or officer provided in Section 5233 or 5237 of the Nonprofit Benefit Corporation Law of the State of California in any action or proceeding brought by the Attorney General.

1. Requirement to Obtain Liability Insurance. In order to obtain the full benefit of the limitation of liability set forth in subsection (a) above, the corporation and the directors shall make all reasonable efforts in good faith to obtain liability insurance in the form of a general liability policy for the corporation or a director’s and officer’s liability
2. Paid Directors and Officers. Any director or officer who receives compensation by the corporation for acting in their capacity as a director or an officer, as the case may be, shall have no liability based upon any alleged failure to discharge such person’s obligations as a director, including, without limiting the generality of the foregoing, any actions or omissions which exceed or defeat a public or charitable purpose to which the corporation, or assets held by it, are dedicated, (i) so long as such compensated director or officer complies with provisions of Section 9 of these bylaws, and (ii) except as provided in Section 5233 of the Nonprofit Public Benefit Corporation Law of the State of

Section 9. Indemnity for Litigation. The corporation hereby agrees to exercise the power to indemnify any person who was or is a party or is threatened to be made a party to any proceeding by reason of the fact that such person is or was a director, officer, employee or other agent (as defined in Section 5238 of the Nonprofit Public Benefit Corporation Law of the State of California) of the corporation, to the full extent allowed under the provisions of said Section 5238 relating to the power of a corporation to indemnify any such person. The amount of such indemnity shall be so much as the Board of Directors determines and finds to be reasonable, or, if required by said Section 5238, the amount of such indemnity shall be so much as the court determines and finds to be reasonable.

Section 10. Interested Persons/Conflict of Interest Policy. Pursuant to Section 5227 of the Nonprofit Public Benefit Corporation Law of the State of California, no more than forty-nine percent (49%) of the directors serving on the Board may be “interested persons.’’ For the purposes of this section, “interested persons’’ means either (i) any person currently being compensated by the corporation for services rendered to it within the previous twelve (12) months whether as a full-time or part-time employee, independent contractor, or otherwise, excluding any reasonable compensation paid to a director as director; or (ii) any brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law or father-in-law of any such person. The provisions of this section shall not affect the validity or enforceability of any transaction entered into by the corporation.

Section 11. Standard of Conduct. Pursuant to Section 5231 of the Nonprofit Public Benefit Corporation Law of the State of California, a director shall perform the duties of a director, including duties as a member of any committee of the Board upon which the director may serve, in good faith, in a manner such director believes to be in the best interests of the corporation and with such care, including reasonable inquiry, as an ordinary prudent person in a like position would use under similar circumstances. In performing the duties of a director, a director shall be entitled to rely on information, opinions, reports or statements including financial statements and other financial data, in each case prepared or presented by:

1. One or more officers or employees of the corporation whom the director believes to be reliable and competent in the matters presented;
2. Counsel, independent accountants or other persons as to matters which the director believes to be within such person’s professional or expert competence; or
3. A committee of the Board upon which the director does not serve, as to matters within its designated authority, which committee the director believes to merit confidence, provided, that in any such case, the director acts in good faith, after reasonable inquiry when the need therefor is indicated by the circumstances and without knowledge that would cause such reliance to be

Section 12. Self-Dealing Transactions. Pursuant to Section 5233 and except as provided in Section 5233 of the Nonprofit Public Benefit Corporation Law of the State of California, the corporation shall not be a party to a transaction in which one or more of its directors has a material financial interest (“Interested Director’’) unless:

1. Approval by Attorney General. The Attorney General, or the court in an action in which the Attorney General is an indispensable party, has approved the transaction before or after it was consummated; or
2. Approval by Board. Prior to entering into the transaction, after full disclosure to the Board of all material facts as to the proposed transaction and the Interested Director’s interest and investigation and report to the Board as to alternative arrangements for the proposed transaction, if any, the Board in good faith and by a vote of a majority of the directors then in office (without including the vote of the Interested Director):
   • Resolves and finds that
     • the transaction is in the corporation’s best interests and for the corporation’s own benefit;
     • the transaction is fair and reasonable as to the corporation; and
     • after reasonable investigation under the circumstances as to alternatives, the corporation could not have obtained a more advantageous arrangement with reasonable efforts under the circumstances; and
   • Approves the entire transaction; or
3. Interim Approval by Authorized Committee or Person. If it is not reasonably practicable to obtain approval of the Board prior to entering into such transaction, and, prior to entering into said transaction, a committee or person authorized by the Board approves the transaction in a manner consistent with the procedure set forth in subsection (b) of this section; and the Board, after determining in good faith that the corporation entered into the transaction for its own benefit and that the transaction was fair and reasonable as to the corporation at the time it was entered into, ratifies the transaction at its next meeting by a vote of the majority of the directors then in office, without counting the vote of the Interested

In light of the foregoing limitations, all directors shall fill out an annual questionnaire dealing with this subject matter.

Section 13. Emergency Provisions: Pursuant to Section 5151 of the Non-Profit Public Benefit Corporation Law of the State of California, in anticipation of or during an emergency, the Board of Directors may take the following actions necessary to conduct the California State PTA’s ordinary business operations and affairs:

1. Modify lines of succession to accommodate the incapacity of any director, officer, employee, or agent resulting from the emergency.
2. Relocate the principal office, designate alternative principal offices or regional offices, or authorize the officers to do so.
3. Give notice to a director or directors in any practicable manner under the circumstances, including, but not limited to, by publication and radio, when notice of a meeting of the board cannot be given to that director or directors in the manner prescribed by the bylaws.
4. Deem that one or more officers of the corporation present at a board meeting is a director, in order of rank and within the same rank in order of seniority, as necessary to achieve a quorum for that meeting. In anticipation of or during an emergency, the board may not take any action that requires the vote of the members or is not in the corporation’s ordinary course of business, unless the required vote of the members was obtained prior to the emergency.

Any actions taken in good faith in anticipation of or during an emergency bind the corporation and may not be used to impose liability on a corporate director, officer, employee, or agent.

For purposes of this section as defined in Section 5140 of the Non-Profit Public Benefit Corporation Law of State of California, “emergency” means any of the following events or circumstances as a result of which, and only so long as, a quorum of the corporation’s board of directors cannot be readily convened for action:

1. A natural catastrophe, including, but not limited to, a hurricane, tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought, or, regardless of cause, any fire, flood, or explosion.
2. An attack on this state or nation by an enemy of the United States of America, or upon receipt by this state of a warning from the federal government indicating that an enemy attack is probable or imminent.
3. An act of terrorism or other manmade disaster that results in extraordinary levels of casualties or damage or disruption severely affecting the infrastructure, environment, economy, government functions, or population, including, but not limited to, mass evacuations.
4. A state of emergency proclaimed by a governor or by the President.

ARTICLE XII — Nominations and Elections

Any person who is qualified to be an elected officer may be nominated by one of the following procedures:

Section 1. Nomination by Committee.

1. In an election year and at least one hundred fifty (150) days prior to the election at the annual State meeting/convention, a nominating committee shall be elected. The committee shall be composed of seven (7) members and three (3) alternates. The committee shall be elected by ballot after nominations have been made from the floor. Two of the members and one alternate shall be from the district PTA presidents. Five members and two alternates shall be from the Board of Managers other than the district PTA presidents. No more than two members of the nominating committee shall reside in the same district PTA. Each group is to be nominated and elected separately by the Board of Managers. A plurality shall elect.
2. No person shall be eligible to serve on two consecutive nominating
3. The president and president-elect shall not be eligible to be elected to the nominating committee.
4. Any persons who serve on the nominating committee shall not be eligible for consideration as a nominee to the board of directors for the immediately following
5. The nominating committee shall, with the consent of five of its members, prepare a list of nominees for each
6. The consent of candidates must be secured before the slate is
7. The report of the nominating committee shall be presented to the Board of Managers, shall be published in the CALL to annual meeting/ convention, and shall be presented at the first meeting of the annual meeting/convention.

Section 2. Nomination by Petition.

1. An official nominating petition, obtained from the State office, shall be completed and delivered to the State president or secretary at least forty-five (45) days prior to the opening of annual meeting/ convention.
2. The petitioners shall be delegates to the annual meeting/convention at which the officers are to be elected and shall number not less than two percent (2%) of the delegate body attending the last previous annual meeting/convention. The 2% is calculated by using the number of recorded delegates in the minutes of the last annual statewide meeting/convention at the time when the quorum was established.
3. Nominations received by petitions shall be presented by the president following the report of the nominating

Section 3. Nomination at the Meeting.

At the conclusion of the report of the nominating committee and the report of any nomination by petition, nominations may be made from the floor providing the nominee has given consent and has filed a written notice with the president of intent to be nominated from the floor at least forty-five (45) days prior to the beginning of the state annual meeting/convention.

When the opportunity for all nominations has been fulfilled following any of the foregoing procedures, the nominations shall be closed.

Section 4. Elections shall be held biennially in the odd-numbered years at the annual meeting/convention.

Section 5.

1. In an election year, the election board shall be selected at least thirty (30) days prior to the annual election meeting. The president shall appoint a chair and a vice chair from the membership of the Board of Managers. Five (5) additional members representing different PTA districts and three (3) alternates shall be nominated and elected by the Board of Managers from the membership at large. No more than two members of the election board shall reside in the same district PTA. The election board shall be instructed in its duties by the parliamentarian. Ballot voting at annual meeting/ convention shall be supervised by the election board. The chair shall see that the ballots are prepared, ballot boxes secured, and shall make all necessary preparations for the
2. At the same meeting and in the same manner, a board of tellers of the same size shall be elected. This board shall be in charge of counting of the ballots, and the chair shall report the results of the election.

Section 6. Election by ballot shall be held as soon as annual meeting/convention scheduling allows. Notice of the election date shall be published in the CALL to annual meeting/convention. For election of officers, a plurality shall elect. Each delegate must be registered at least one calendar day before casting an election ballot.

Section 7. When there is but one candidate for an office, the ballot for that office may be dispensed with and the election held by voice vote at the close of nominations.

Section 8. During an emergency such as that described in Article XV, Sections 7 and 8, nominations may be reported and election held on the same day. In the event an annual meeting/convention is not held, the Board of Managers at the last meeting of the biennium shall elect the officers.

ARTICLE XIII — Council and District PTAs

Section 1. The State shall be divided into not less than eight (8) district PTAs. The boundaries of district PTAs and the procedure for their establishment or change shall be determined by the State Board of Managers after consultation with the district PTA involved.

Section 2. The California State PTA may create or establish councils in counties, cities or other areas designated by its Board of Managers for the purpose of conference, leadership training, and coordination of the efforts of local PTA units, and may prescribe the form and contents of the bylaws or other articles of organization of such councils. The local PTA unit that shall be eligible for membership and participation in the work of any council shall be determined by the California State PTA. Councils shall not legislate for local units.

*** Section 3. The State Board of Managers shall be responsible for the procedure by which a council is organized or reorganized. Three (3) or more local PTAs may be organized into the council upon the recommendation of the district PTA in which they are located and subject to the approval of the State Board of Managers. Each council shall determine its own method of securing funds for its work.

*** Section 4. Each council and district PTA, upon its organization, shall submit a copy of its bylaws to the State parliamentarian for approval.

*** Section 5. Each council and district PTA in good standing in California is one which complies with National PTA Bylaws and State PTA guidelines, which includes:

1. Adheres to the Purposes and basic policies of the PTA;
2. Adheres to the State PTA policies and procedures;
3. Has bylaws approved according to the procedures of the State PTA;
4. Has at least three (3) elected officers: president, secretary and treasurer;
5. Remits the national and state portion of per capita dues to the State PTA by the deadline date;
6. Pays insurance premiums to the State PTA;
7. Forwards all insurance premiums received from units by the deadline date;
8. Complies with the legal filing requirements of state and federal government agencies; and
9. Meets other criteria as may be prescribed by the State PTA.

*** Section 6. A council and district PTA not in good standing shall be notified in writing by March 1. If the council or district PTA is still not in good standing by March 31, its recognition shall be withdrawn in accordance with procedures established by the State PTA Board of Managers.

*** Section 7. Each council and district PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization, including, specifically, the number of members, the dues collected by its units, and the amounts of dues remitted to the State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the State PTA.

*** Section 8. Each council and district PTA is obligated, upon withdrawal of acceptance by the State PTA:

1. To yield up and surrender all of its books and records and all of its assets and property to the State PTA or to such agency as may be designated by the State PTA, to be held for the benefit of another constituent organization established by the State PTA;
2. To cease and desist from further use of any name that implies or connotes association with the National PTA or the State PTA or status as a constituent organization of the National PTA;
3. To carry out promptly under the supervision of the State PTA all proceedings necessary or desirable for the purpose of dissolving such council or district PTA; and
4. To cease and desist from any further use of the Internal Revenue Service Employer Identification Number (EIN).

ARTICLE XIV — State and Local Relationships

Section 1. There shall be a Grievance Committee composed of five (5) members of the Board of Directors.

Section 2. This committee shall review any allegation(s) by constituent organizations of the Bylaws of the National PTA, the State PTA or their own bylaws or other practices or activities that may tend to defeat the Purposes and/or basic policies of PTA, and shall make prompt report to the Board of Directors of the results of such review and of its recommendation for action.

Section 3. The Board of Directors shall give due consideration to the report of the committee and shall accord the constituent organization an opportunity to be heard and to respond to the report. If, upon such consideration and hearing, the Board of Directors finds a violation by a constituent organization, it may, by a two- thirds vote of its members then in office, place the constituent organization on probation and require the constituent organization to take appropriate action within a period of time stipulated by the Board of Directors. When such a requirement has been made by the Board of Directors, and if the recommended action is not taken within the allotted period of time, the Board of Directors may, by a two-thirds vote of its members then in office, grant the constituent organization an extension of time not less than six (6) weeks nor more than eighteen (18) months in which to achieve satisfactory compliance with the action required by the Board of Directors.

If it becomes necessary to withdraw the charter from a unit or withdraw the acceptance from a council or district PTA, at least fifteen (15) days’ notice, in writing, must be given before the recommendation comes before the State Board of Managers for action. The procedures as stipulated in Article VI, Section 4 or 10, of these bylaws, as appropriate, shall be followed.

Section 4. Expulsion, Suspension, Termination of Members. If grounds appear to exist for expulsion or suspension of a PTA member, the following procedure shall be followed:

1. The member shall be given fifteen (15) days’ prior notice of the proposed expulsion, suspension or termination. Notice shall be given by any method reasonably calculated to provide actual notice. Any notice given by mail shall be sent first class or registered mail to the member’s last address as shown on the PTA’s
2. The member shall be given an opportunity to be heard, either orally or in writing, at least five (5) days before the effective date of the proposed expulsion, suspension or termination. The hearing shall be held, or the written statement considered, by the Grievance Committee authorized by the Board of Directors to determine whether the expulsion, suspension or termination should take place.
3. The Board of Directors, upon recommendation from the Grievance Committee, shall decide whether or not the member should be expelled, suspended or terminated, or sanctioned in some other way. The decision of the Board of Directors shall be
4. Any action challenging an expulsion, suspension or termination of membership, including a claim alleging defective notice, must be commenced within one (1) year after the date of the expulsion, suspension or

ARTICLE XV — Annual Meeting/Convention

Section 1. There shall be an annual meeting/convention of the State PTA in April or May. The time, place and any proposed business to be addressed at the meeting shall be determined by the Board of Managers (exception: Article XII, Section 4). Proposed business may include, but is not limited to; election of officers, California State PTA bylaw amendments, the California State PTA Legislation Policies and California State PTA Legislation Platform, and resolutions. The Board of Managers shall publish a CALL to the annual meeting/ convention including all proposed business to be sent to all associations comprising the State PTA at least thirty (30) days prior to the annual meeting/convention. Written notification of emergency business being presented for consideration at the annual meeting/ convention shall be given to delegates twenty- four (24) hours in advance.

Section 2. One-third (1/3) of the delegates registered and eligible to vote at the annual meeting/convention and representing a majority of district PTAs shall constitute a quorum.

Section 3. At the annual meeting/convention, the delegates shall be

1. Members of the Board of Managers, including the parliamentarian and the district PTA presidents;
2. Three delegates or their alternates elected from each district PTA executive board, one of the delegates being the president-elect in an election year;
3. One delegate or alternate elected from each council executive board, in addition to the council president or president-elect, or elected alternate;
4. Accredited delegates elected in proportion to association membership according to Article XV, Section 5 of these bylaws in addition to the local association presidents or presidents-elect or their elected alternates; and
5. Past State

Section 4. The privilege of making motions, debating and/or voting at the annual meeting/convention shall be limited to delegates having a current membership card and evidence of, or receipt for, payment of annual meeting/ convention registration fees as determined annually by the Board of Managers.

A delegate shall serve only at the annual meeting/ convention for which elected.

Section 5. Each association in good standing is entitled to be represented at the annual meeting/convention by the president-elect or president or elected alternate and one additional elected delegate. Each association of over 250 memberships but less than 501 is entitled to two elected delegates in addition to the president-elect or president. An association which has a membership of 501 but less than 751 is entitled to three elected delegates in addition to the president-elect or president. Associations that have memberships of 751 or more may send four elected delegates in addition to the president-elect or president. In no case shall an association be entitled to more than a total of four elected delegates in addition to the president-elect or president.

A delegate shall not be allowed to represent more than one association and must have been a member of that local association at least thirty (30) days prior to annual meeting/convention or a member of a feeder school where applicable. This shall not apply to associations organized within ninety (90) days prior to meeting/convention.

Section 6. A delegate serving in an official capacity from the opening of the first general meeting to the close of the annual meeting/convention may have their delegate status removed for actions contrary to the bylaws, policies or procedures of the organization.

A disciplinary committee appointed from the State Board of Managers shall serve as the official body in all cases where due process must be applied and shall have the power to terminate a delegate’s status in accordance with the following procedures:

1. The charge in writing and signed by fifteen (15) delegates shall be presented to the
2. The notice of the charge, time and place of hearing shall be presented to the
3. The delegate hearing shall be conducted by the disciplinary committee and a decision rendered by the committee.
4. The decision shall be reported to the membership at the next general The hearing shall be held immediately should the offense occur on the final day of the annual meeting/convention.

Section 7. In cases of extreme emergency, the Board of Managers shall have the power to limit the length of the session of the annual meeting/convention of the State PTA and make such other changes in the rules governing the annual meeting/convention as shall be necessary to conform to the abridged time of the annual meeting/convention.

Section 8. The Board of Managers by a two-thirds (2/3) vote of its members then in office may cancel or defer any annual meeting/convention when it deems such action to be required by the existence of a national or statewide emergency. Such action may be taken by the president on their own responsibility after polling the members of the Board of Managers to the extent reasonably possible under the then existing circumstances when the emergency is such as to render it impracticable to convene a meeting of the Board. During the existence of such emergency the Board of Managers may adopt such measures for the conduct of the affairs of the State PTA as it may deem to be required without regard to the restrictions or limitations of these bylaws.

ARTICLE XVI — National Convention

Section 1. The State PTA shall be entitled to accredit to the annual convention as its delegates:

1. The president of the State PTA;
2. One additional delegate from among the members of the State PTA for each one thousand members, or major fraction thereof, of the State PTA, as shown on the books of the treasurer of the National PTA as of March 31 preceding the annual convention.

Section 2. The selection of these delegates and their alternates (other than the president of the State PTA, who shall be a delegate ex officio) shall be authorized by the Board of Managers. Procedures for the selection of delegates and distribution of credential cards allocated to the State PTA shall be specified in the Standing Rules and Procedures of the Board of Managers.

ARTICLE XVII — Fiscal Year and Audit

Section 1. The fiscal year shall be from July 1 to June 30, inclusive.

Section 2. The books and financial records of the California Congress of Parents, Teachers, and Students, Inc., shall be audited at the close of the fiscal year and at any other time deemed necessary by the Board of Managers. The audit shall be performed in accordance with the Nonprofit Integrity Act of 2004 (SB 1262 – Sher, Chapter No. 919, Statutes of 2004). The report of the regular audit shall be made to the Board of Managers not later than the January/February board meeting. The report of any specially ordered audit shall be made to the Board of Managers at its next regular meeting.

Section 3. An audit committee shall be appointed each term by the board of directors and ratified by the board of managers, consisting of Board of Managers members with financial experience, and exclusive of the president and treasurer and any authorized check signer, as stipulated in the Nonprofit Integrity Act of 2004 (SB 1262 – Sher, Chapter No. 919, Statutes of 2004). The chair of the audit committee may not be a member of the budget committee and members of the budget committee must be a minority of the audit committee. Members of the audit committee may not receive any compensation from the California State PTA other than as members of the Board of Managers and they may not have any material financial interest in any entity doing business with the organization. The audit committee shall be responsible for recommending to the Board of Directors:

1. retention and termination of the independent auditor;
2. the auditor’s compensation;
3. determination, in consultation with the auditor, that the affairs of the California State PTA are in order, and
4. review and approval of the

*** ARTICLE XVIII — Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the National PTA and its constituent organizations in all cases in which they are applicable and in which they are not in conflict with these bylaws, and the Bylaws of the National PTA, or the articles of incorporation and the Nonprofit Public Benefit Corporation Law of the State of California.

ARTICLE XIX— Amendments

Section 1. These bylaws may be amended at any annual meeting/convention by a two-thirds (2/3) vote provided there shall have been published in the CALL for the annual meeting/convention a copy of the proposed amendment or amendments.

*** Section 2. The adoption of an amendment to any provision of the bylaws of the State PTA identified by a triple star shall serve automatically and without the requirement of further action by the constituent organizations to amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organizations shall promptly incorporate such amendments in their respective bylaws.

Section 3. The adoption of an amendment of any provision of the bylaws of the State PTA identified by a double star sign (**) shall automatically, and without the requirement of further action by the constituent organizations, amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organizations shall promptly incorporate such amendments in their respective bylaws.

Explanation of Starred Articles and Sections

Articles and Sections designated with a double star sign (**) indicate provisions in the bylaws that are required by the California Corporations Code. Triple stars (***) indicate provisions in the bylaws of the California State PTA and National PTA that are to be included in unit, council and district PTA bylaws where appropriate.

Each year, PTAs elect officers for the next term at an association meeting. The month to hold the annual election meeting is listed in a unit’s Bylaws and is usually no later than the second week of April.

This date helps ensure a smooth transition for incoming board members. It provides time for them to receive materials and talk about the scope of their new position with their predecessor. And, it lets members of the board-elect get started to plan for the upcoming PTA year.

As well, the date gives the president-elect time to register and attend the California State PTA Convention.

The annual election meeting is planned and run by the president. Here are some tips to prepare for an effective election meeting:

• Agenda – Put ‘Election of Officers’ under ‘New Business’ on the
• Notice – Distribute written notice of the election meeting thirty (30) days in advance to the unit’s members as stated in
• Membership List – Secretary brings a current Membership list to the meeting to verify eligibility to vote and to be
• Voting – Only unit members attending the meeting, who have been members for at least thirty (30) days, and whose dues are paid, are eligible to vote at an election.
• Nominations at Meeting – After presenting the slate of nominees, additional nominations must be called for from the floor as indicated in Bylaws. These nominations do not require a ‘second’ and eligible members can nominate
• Elected Officers – To be elected requires a majority vote of those present and eligible to vote, providing the meeting quorum, as stated in Bylaws, is

How a PTA election is conducted is based on standard, parliamentary procedure. After giving some opening remarks, the president:

• Asks parliamentarian to read parts of the Bylaws
  • Nominations and Elections (Article V, Sections 1, 2, 4a, 4e, 5 to 8 and 11)
• Asks for Report of the Nominating Committee
  • Chairperson reads report and notes any changes to publicized slate, if a nominee withdraws before the election
• Restates slate of nominees:
  • Asks each one to stand as name is called
• Asks for and takes nominations from the floor
  • Says, “Are there any further nominations?”… Ends process by saying, “Hearing none, the nominations are closed”.
• Conducts election of officers:
• With one nominee for each board position, use a voice vote, saying:

“Bylaws state that if there is one nominee for an office, a ballot may be dispensed with and the election held by voice vote.”

“Any objection to this procedure?”…“Hearing none, the following are presented for election” and reads list of positions and nominees.”

“All those in favor, say ‘aye,’ those opposed say ‘no’. The ayes have it. Congratulations, you have elected the officers for next term as presented.”

(See: Fig. R-4 PTA Election Checklist – Quick Tips)

Information about when and how a nominating committee is elected is found in your PTA Bylaws. For example, Bylaws provide details on who is eligible to serve as well as how many members and alternates are on the nominating committee.

Keep in mind that the election of the nominating committee takes place, each year, at least two months before the annual election meeting for board members.

The president appoints the chairman and members of all committees, with the exception of the nominating committee. All appointments are subject to ratification by the executive board. The president should seek recommendations from the chairmen. Committees should be representative of the membership and include students at the secondary level, if possible. The president is an ex-officio member of all committees except the nominating committee.

The nominating committee is elected by the membership (Nominations and Elections).

Considerations for Member Selection
Do they have a special interest in the subject?
Do they have the background needed to address the issue?
Will they attend committee meetings and make a positive contribution?
Do they have access to special resources?
Would serving on the committee enhance their skills?
Would student input be appropriate and helpful?
Do they represent the needs of a diverse membership?
Are the members representative of the community?

The principal can be a valuable resource on a variety of issues and may be asked to serve in an advisory capacity on any committee.

Guidelines for Chairmen

The president should provide the chairmen with their respective job descriptions as soon as possible. The job descriptions for all recommended chairmen can be found under the Job Descriptions.

Committee Development and Guidelines
Committee Member Selection
Committee Meetings
Responsibilities of Officers and Chairman

Committees are formed to plan, promote, and implement the activities of the PTA. The quorum for a committee is a simple majority of the members serving on that committee. A standing committee is established to perform a continuing function and remains in existence permanently for the life of the assembly that established it. A special committee should have a definite purpose and is subject to the directives of the membership. It remains in existence until the duty assigned to it is accomplished, unless discharged sooner, and it ceases to exist as soon as the association receives its final report.

All unit, council, and district PTAs are required to elect a nominating committee (Nominations and Elections).

Committee Creation

PTAs are encouraged to explore areas of local concern not listed in these guidelines, as long as these concerns fall within the scope of PTA activities. PTAs should share their successful programs and ideas for new committees with their councils and districts, so that other units with similar concerns may benefit from these successful experiences.

The number of committees needed to carry on the work of the unit will depend upon the size of the membership and the program and activities (goals) for the year (Goal Setting) and may include:

Community Concerns
Disaster Preparedness/Crisis Response
Education
Environmental
Family Engagement
Financial Committee
Financial Review
Founders Day
Fundraising
Graduation/Prom Night
Health
Historian
Honorary Service Award
Hospitality
Legislation
Membership
Outreach
Program
Public Relations
Publications Coordinator
Reflections Program
Room Representative Coordinator
Safety
Student Involvement
Volunteer Coordinator
Website
Others as needed

The responsibilities and goals of the committee must be clearly defined. The committee members should know if funds have been allocated for the committee’s use and what records or resources are available to them. A timeline must be established for scheduled meetings, the completion of specific tasks, and the presentation of the final report to the president and executive board.

Committee members must understand that:

• Committees do not function as separate groups but are part of the association and must operate within the framework of PTA bylaws, policies, and procedures;
• Committees make recommendations, not decisions;
• All projects and activities must have the approval of the executive board and the association in advance; and
• All money raised or derived from the activities of a committee is deposited in the unit treasury and shall not be expended by any chairman or committee without the approval of the executive board and association.

PTA must never support or oppose political parties or candidates, including those running for school boards on nonpartisan slates. However, PTA may adopt a position expressing its support for or opposition to issues dealing with the health, safety, education, or general well-being of children and youth, but only to the extent permissible with respect to the requirements of each PTA’s tax-exempt status. Nothing in the law or in PTA bylaws prohibits members as individuals from exercising their civic responsibilities in personal and partisan ways, including running for office.

One of the Purposes of the PTA is “to secure adequate laws for the care and protection of children and youth.” It is by educating its members – and through them, the general public – on issues affecting children and youth, that PTAs can best influence the course of action of those who make policy decisions, thereby achieving the Purposes of the PTA.

PTA units may be involved in legislative activities.

• By supporting or opposing local issues that affect children or services to children in their respective communities based upon a study of the issue and a vote of the association; and
• By supporting California State PTA positions on legislation needed to achieve the Purposes of the PTA.

In order for PTAs to retain tax-exempt status and continue to receive tax-deductible contributions, under Internal Revenue Code (IRC) Section 501(c)(3), they may not (1) devote more than an insubstantial part of their activities to influence legislation; (2) participate in any political campaign on behalf of or in opposition to a candidate for national, state, or local public office.

A unit’s failure to comply with these restrictions may endanger council, district, State and National PTAs’ IRC 501(c)(3) status. For further information on IRS reporting requirements and options, see Election Campaigns and the Role of the PTA.

Download the Reflections Program Job Description

The National PTA Reflections Program is an arts recognition and achievement program for students. The Reflections Program provides opportunities for students to express themselves creatively and to receive positive recognition for original works of art inspired by a pre-selected theme while increasing community awareness of the importance of the arts in education.

The Reflections Program was established in 1969 by National PTA board member Mary Lou Anderson. Since that time, more than 10 million students have participated in the program. The program’s longevity and participation figures attest to its strength. The excitement and enthusiasm that the program generates for children, parents, schools and communities is unmatched.

Participation in and appreciation for the arts is the Reflections Program’s goal. Although the Reflections Program follows a “contest” format, winning should not be the emphasis. Participation in the Reflections Program is a great way for students to explore and learn about various art forms. Creating art is a valuable learning process that challenges students to use their critical thinking skills as well as their creative talents to create art that supports a specific theme.

Students may submit an entry in any of the six arts areas listed below. Only original works of art are accepted. Depending on state and local PTA guidelines, students may enter more than one work of art. The six arts areas are as follows.

• Literature
• Music Composition
• Photography
• Visual Arts
• Dance Choreography
• Film Production

Participation in the Reflections Program is organized by school grade. Student works are critiqued against others in the same grade division. This allows recognition and judging of artwork by appropriate developmental age and skill levels. The five grade divisions are as follows:

• Primary – Preschool – Grade 2 or up to age 7
• Intermediate – Grades 3-5 or ages 8-10
• Middle School – Grades 6-8 or ages 11-13
• High School – Grades 9-12 or ages 14+
• Special Artist – Ungraded

The Reflections Program is structured for PTAs to recognize students at the local unit, council, district PTA, state and national levels. Entries are first judged at the local unit level, where selected works are chosen to represent the PTA at each subsequent level, depending on each state PTA structure. Once entries reach the state level, the state PTA may select entries to submit to the National PTA. Award of Excellence and Awards of Merit are recognized at the annual National PTA convention and are displayed as part of the program’s traveling exhibit.

Participation in the California Reflections Program is open to all students in attendance at PTA schools where the program is sponsored. Entries are forwarded through channels. Each unit, council and district PTA establishes its own due dates, allowing adequate time for displaying and judging of entries. Units should acquire due dates from their council and district PTA. Only district PTAs may submit entries to California State PTA.

Please remember that:

• Students may submit entries only through a PTA or PTSA in good standing.
• All entries submitted must be original works and must relate to the annual Reflections Program theme.
• Each entry must be the work of only one student. Assistance from teachers, parents or friends is not permitted, except in special cases (such as for those with visual or physical disabilities).
• Participation encourages creativity and exploration. Students should do their best, but crooked lines, incorrect musical notes, or misspelled words do not disqualify anyone.

Future Reflections Program Theme

The National PTA is looking for a theme for its next Reflections Program. A student’s suggestion(s) for the theme ideas may be sent to the state office by the individual student or by a local PTA. The theme may include a wide variety of subjects that will appeal to students in preschool through grade 12. The winning student will receive $100 and recognition at the National PTA Convention held in June. See capta.org for more information.

Responsibility

• Become familiar with the materials on the California State PTA website at capta.org, the National PTA website at pta.org and the Reflections Packet sent to presidents in the service mailing.
• Develop a Reflections Program planning calendar using council and district PTA due dates; identify key steps to meet the calendar due dates. (Note that this program runs early in the school year for local units; therefore athletic events may need to be taken into consideration when planning the calendar.)
• Submit a Reflections Program budget to the budget committee for approval.
• Explain the Reflections Program to the principal and school staff; encourage their support and participation. Inform parents and community members. Share information about the Reflections Program at a PTA meeting, share examples of last year’s entries and have current entry forms and rules available for distribution.
• Publicize the Reflections Program, theme and due dates in the school or PTA newsletter. The local newspaper or cable TV station also could be contacted for publicity.
• Select impartial, qualified judges. Inform judges of the criteria to be used in evaluating/judging Reflections Program entries. (Refer to the rules for each art category.) Remember to accept the judges’ selections of winning entries.

Offer sample judging rubric:

Interpretation of Theme:  5 points
Artistic Merit/Creativity:  3 points
Mastery of Medium:  2 points

IMPORTANT: Do not show student information (name, address, etc.) on entries displayed for judging.

• Follow guidelines from council and district PTA regarding the number of entries that may be submitted. Adhere to council and district PTA due dates!
• Make certain each entry meets all judging criteria with regard to size, mounting, etc.
• Be sure the Official Entry Form (Reflections Program Packet, Service Mailing; capta.org) is completely filled out, signed by both student and parent, and attached securely to each entry, according to the National PTA rules.
• Complete and send Participation Form A (Reflections Program Packet, Service Mailing; capta.org) with entries, according to National PTA rules.
• Keep a copy of all Official Entry Forms and Participation Form A.
• Keep a copy of all CDs and DVDs.
• After the program, give each participant a certificate of participation.
• Return entries to students whose work was not selected for the next level of judging.
• Update the Reflections Program procedure book.
• Announce the new Reflections Program theme as soon as it is available. The theme is announced at the annual California State PTA convention.
• Publicize any awards given to local students at other levels of judging.

Recommended Activities

• Hold a Reflections Program workshop or a Family Arts Night on Saturday, after school or at lunch for students to work on their projects, and provide supplies.
• Enlist support of local businesses for supplies and awards and to display Reflections Program entries.
• Ask stores in the area to print student artwork on their bags.
• Inquire with local businesses that print calendars about possible use of student artwork.
• Plan a local traveling art show.
• Print a Reflections Program Awards booklet, listing the program participants as well as the award recipients. Acknowledge those who supported the program, including parents, staff and community members.
• Display local entries in school (e.g., hallways, display case, library), at PTA functions, in local community buildings (e.g., libraries, museums, banks, hospitals, nursing homes).
• Publish student entries in a special Reflections Program booklet or calendar, award it to Reflections Program participants and give as a gift or as a thank you to judges, teachers and volunteers.
• Tape musical compositions, and play them at PTA functions and school events. Give a copy to a local radio station to play.
• Organize a special program/reception/assembly where Reflections Program photography and visual arts entries can be displayed, musical composition entries can be performed and literature entries read aloud.
• Make all Reflections Program entrants feel special. Consider awarding students with certificates, ribbons, medallions, buttons, plaques, trophies, art supplies, film, music supplies, gift certificates, books and bookmarks. Send congratulatory letters to students.

Additional Resources

• National PTA Reflections Packet mailed to unit, council and district PTA presidents in the service mailing sent in the summer.
• National PTA website, pta.org
• California PTA website, capta.org
• Insurance and Loss Prevention Guide (English and Spanish), mailed annually to PTA presidents

Download the Program Chairman Job Description

KEY ROLE – Program Chairman

• Works with committee and other chairmen to plan and organize programs for the school year
• Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
• Develops annual program calendar and presents it at PTA association meeting for adoption
• Publicizes approved program calendar using newsletters, website, social networks and school handbook
• Oversees and delegates volunteer recruitment for implementing and running programs

GETTING STARTED

• Preparation – Review procedure book and materials supplied by last year’s program chairman to get an overview of what programs worked best for your campus.
• Schedule Meeting – Meet early with program committee, appointed by president-elect. Involve experienced and new volunteers on the committee to share the decision-making and work.
  The committee may include members, students, teachers, principal and, as a resource, chairmen for hospitality, publicity, parent education, health or safety.

WHAT TO DO

Programs provide opportunities to enhance a school campus by boosting student achievement, stimulating family engagement, promoting community and meeting student needs so they thrive.

PTA programs focus on parent education nights, student achievement, wellness and safety presentations, special events and student activities. Consider varying the type and format of programs – town hall, panel, video, student activity or family event – offered each year. Develop a program plan collaboratively to encourage inclusiveness and participation of the school community.

Defining Program Goals

• Review prior years’ programs to see what worked best
• Survey school community on preferences for programs
• Prioritize community feedback to determine program plans
• Network with other PTAs for possible collaboration
• Brainstorm ideas on programs with board and committee members
• Check program information from council, district, State and National PTA for resources and ideas

Implementing Programs

• Community Engagement – Involve students, families, educators and community partners in program preparation and activities.  Always consider school and community factors for program plans including ethnicity, transportation, site access for the disabled and meeting place availability.
  
• PTA Insurance – Ensure that every program meets PTA insurance requirements for allowable activities.
  
• Volunteers – Coordinate and delegate volunteer recruitment to assist in running the program.
  
• Presenters – Book presenters and send written confirmation for their audio-visual equipment needs. Provide information on who to contact if there are questions and a request for a brief biography to use for introductions at the event.
  
• Follow Up – Confirm program date, time and location plus time allotted, topic and type of presentation (question and answer opportunities or lecture) with presenter. Provide directions or map, details on audience size and type and a cell phone number at the event site.
  
• Publicity – Prepare and send notices for PTA publications and to council/district PTA and local media.  Work with room representatives to use phone trees, backpack express, email blasts and social networking to widely distribute notices to school’s families.
• Review Materials – Order audio-visual materials and handouts in advance for committee to vet before the event.

Presenting Programs

• Arrive early and check site for requested equipment, room set-up and hospitality arrangements
• Allow extra time to test all sound and audio-visual equipment before program starts
• Greet presenter, provide nametag, agenda and briefly review presentation format and content
• Introduce presenter and topic and, after the presentation, extend the group’s appreciation
• Act as host during social time
• Send thank-you notes promptly, along with authorized expense reimbursements, photos or press clippings

Evaluating Programs

• Review completed programs as a committee on what worked best, report to PTA board or association and make recommendations for future planning groups
• Pass on program flyers and publicity to historian for PTA records
• Maintain a procedure book, noting successes and failures, ideas for future presentations, copies of correspondence, program resources and references

Learn more: www.capta.org

Download the Parliamentarian Job Description

Key Role – Parliamentarian

• Assists the president to manage meetings and advises on parliamentary procedure
• Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years
• Arranges nominating committee’s first meeting, providing information on nomination and election process

Getting Started

Preparation – To know more about your new position, review files from last term including your unit Bylaws and Standing Rules. It’s also worthwhile to talk to the outgoing parliamentarian for advice and tips about your new role.

Visit California State PTA – capta.org – and learn more about:

• PTA resources and templates on parliamentary basics for meetings
• Bylaws review process
• Free e-Bylaws Program online to revise and update unit Bylaws
• Robert’s Rules of Order Newly Revised

Meetings – Meet with the incoming president to identify ways to work together to make board and association meetings even more effective.

At the first board meeting, hand out copies of the Bylaws and go through them together. This helps everyone learn more about PTA.

To make board meetings run smoothly, provide information on parliamentary basics such as how to make a motion.

Important Tasks – Contact your PTA council/district to verify that it has a copy of your current Bylaws on file. And, remember to update the username and password for access to California State PTA’s e-Bylaws Program online.

How Tos

Parliamentarians act as a facilitator for bylaws, consultant to manage meetings and mentor for members on parliamentary procedure.

Here are some quick tips to help you get started.

Facilitator – Bylaws are the legally binding document of your PTA as a nonprofit 501(c)(3) organization. They provide the basic framework of your unit and how it functions.

Information on your board, committees, membership, meetings and elections is in the Bylaws.

Details on PTA policies and required procedures for board rosters, financial reports, financial reviews, dues and Bylaws review are also supplied.

In addition, your unit’s legal name and identification numbers – issued by National and State PTA as well as Federal and State government agencies for tax filings – are listed in Bylaws.

As a facilitator, be prepared to know more about how Bylaws shape your unit and how it operates as a nonprofit organization.

A good first step is to create a quick Bylaws’ reference guide to use throughout the term.

Go online – capta.org – and download the resource, Running Your PTA Made Easy. Here, you will find the Unit Bylaws Information Summary sheet: a one-pager to print and fill in with details on your PTA.

During the year, you also take the lead in reviewing the Bylaws.

If changes are needed, ask the president to appoint a Bylaws committee to prepare revised Bylaws and send them to your PTA council/district parliamentarian. In turn, he or she will submit your Bylaws to California State PTA for approval.

Consultant – Assisting the president to manage meetings well is another aspect of your new position.

For instance, if a question on parliamentary procedure comes up, the president might ask for your advice before making a ruling. That’s why knowing more about Robert’s Rules of Order for parliamentary basics will prove useful.

Start the year right by working with the board to set ground rules for meetings.

This might include agreement on how many can speak in favor and against a motion and how much time is allowed for each speaker. If these agreed norms work well, consider adding them to your unit’s Standing Rules.

To make meetings run smoothly, encourage participants to focus discussion on the agenda item at hand. You can also help everyone stay on task by acting as a timekeeper so meetings start and end on time.

And, remember to keep a speakers’ list for the president to use when people raise their hands to be recognized. That way everyone has an equal chance to be heard.

Mentor – Members often rely on the parliamentarian to clarify how meetings are conducted and how to participate to achieve your PTA’s main goals and objectives.

Be proactive to raise awareness of how parliamentary procedure is a reliable way to run meetings. This includes understanding the five, basic ‘rules of the game’:

• Order – One business item at a time
• Equal Opportunity – Chance to participate
• Justice – Fairness | Everyone understands
• Right of Minority – To be heard
• Right of Majority – To decide

To explain the basics, provide how tos at meetings with mini-training or handouts on motions, voting and the rules of debate. For wider outreach, post these tips on your PTA website, e-news or social media.

You also mentor the nominating committee. This includes setting up its first meeting and conducting an election for the chairman.

To help it get started, supply information from your Bylaws on nominating and election procedures. Take time to explain what positions to fill and who is eligible to serve on the board for the upcoming term.

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, in hard copy or electronic format
• 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 Guide – Also 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
• MyPTEZ – To handle PTA accounting needs and generate financial reports
• TOTEM – ELECTRONIC MEMBERSHIP SYSTEM – To join and renew membership and for PTAs to manage membership

National PTA – www.pta.org

• Run Your PTA tab and more
• E-Learning Workshops
• One Voice Blog

Download the Legislative Advocacy Chairman Job Description

PTA is a child advocacy association. Its legislative mission is to speak on behalf of all children and youth at the local, state and federal levels. One of the Purposes of PTA is “to secure adequate laws for the care and protection of children and youth.” PTA promotes and encourages legislative advocacy for the education and welfare of all children and youth.

Role of PTA in Legislation

As local officers of the largest grassroots child advocacy organization in the state, PTA legislative advocacy chairs are responsible for demonstrating leadership on children’s issues at the local level by educating PTA members, community members and elected officials about PTA’s issues of concern and legislative priorities and goals.

California State PTA takes positions on issues/legislation based on position statements in the California State PTA Toolkit, California State PTA resolutions, California State PTA Legislation Platform and National PTA positions and resolutions.

The unit, council or district legislative chair provides PTA members with information about PTA positions on current legislation and issues.

What to Do

In order to ensure your success, regardless of your level of legislative experience, we have broken out the “What To Do” sections by “Newcomer” “Continuing” and “Advanced.” So, please go to the section that best fits you and remember to incorporate the Newcomer and Continuing actions even when you’re Advanced!

Remember: No amount of fundraising can have as much impact as a single piece of legislation.

Newcomers to Advocacy

Please obtain materials from your predecessor and/or unit/council/district president. If no materials are available, please begin a new procedure book.

If you are new to advocacy, we encourage you to do the following:

• Request that advocacy is on the agenda of every meeting and give a legislative report. Share with PTA members about issues affecting the school and community as well as legislative activities at all levels of government. Remember we are a nonpartisan association, so please be objective and factual. Be sure to include PTA positions when appropriate. Circulate materials from council, district, State, and National PTA when available. Have copies at PTA meetings or information on websites or links where the information can be found.
• Write articles for your PTA newsletter. Please observe Legislation Policy 11 (Legislative Policies and Procedures) which discusses guidelines for sending materials home with students.
• Schedule at least one meeting per year with your elected representatives to discuss your PTA’s local issues of concern and legislative priorities of California State PTA. Take a few members from your PTA with you.
• Participate in one of the following: a letter writing campaign, a postcard campaign, a rally to support a PTA position.
• Attend some local school board meetings. Communicate advocacy positions as authorized by your PTA board.
• Establish a method for sharing PTA Legislative Alerts and other important information with PTA members.
• Take Action on Legislative Alerts from California State PTA and National PTA and encourage other PTA members to do the same.
• Maintain current contact information for all elected representatives in your area: U.S. Senators, U.S. Congress member, State Senator, State Assembly member, Board of Supervisors members, city council members, and school board members.

Feel free to take advocacy actions from the other categories at any point that you feel ready.

Continuing Advocacy and Education Efforts

If you have served as the legislative advocacy chair for one to two years at the unit or council level, you will likely be ready to take your advocacy to the next level. Please continue with all your newcomer advocacy actions and also add as much of the following as possible:

• Organize a voter registration drive annually. Remember to include new residents and high school seniors.
• Organize a letter-writing, email or call-in campaign to communicate legislative priorities to legislators one to three times per year. Provide a sample letter, email or phone script.
• Encourage PTA members to attend meetings with State Assembly and Senate representatives, meet with local government officials (e.g., school board and city council members, county supervisors), and know the local policies and ordinances affecting children and youth.
• Schedule at least one public appearance of unit, council or district representatives to highlight California State PTA’s legislative priorities and local issues of concern. Some examples of appropriate forums are school board meetings, the local chamber of commerce, and meetings of local service clubs.
• Submit at least one letter each year to the editors of local newspapers on behalf of your PTA highlighting California State PTA’s legislative priorities and local issues of concern (with signature of district, council or unit president).
• Train your members to be advocates.
• Visit Sacramento with other PTA members to meet with elected representatives and key education leaders.
• Invite legislators/policymakers/elected officials to visit a local school.
• Establish contacts with local individuals, groups, organizations and agencies to develop sources of information on local and statewide issues that affect the school, families and community.

Please consider advancing to the next level of PTA by volunteering to serve on your council advocacy team, or your district advocacy team.

Advanced Advocacy and Community Education Efforts

If you have been serving as an advocate for several years, you will be ready to go to the advanced level! Please continue with all your newcomer and continuing advocacy efforts and also add the following:

• Meet with federal legislators, when they are in their local district offices.
• Host a presentation on advocacy issues. Invite a council or district PTA counterpart to present.
• Organize a rally to highlight a key PTA issue. Invite legislators and other speakers, as well as the press.
• Invite the press to PTA advocacy events, and publicize PTA advocacy activities and positions.
• Organize a candidates forum, working with PTA council and other local community organizations, such as the League of Women Voters, to sponsor nonpartisan candidates forums preceding elections. (See Toolkit, Election Campaigns and the Role of PTA; Nonpartisan Policy), see Fig. A-2.
• Consider authoring a resolution on an issue of concern to your PTA to submit through appropriate channels to California State PTA or National PTA. (See Toolkit, Resolutions Process)
• Provide leadership and support for PTA-approved local school bond and parcel tax campaigns. (See Toolkit, Election Campaigns and the Role of PTA)
• Organize/participate in a legislation study group if a local issue arises (see Toolkit, How to Make a Study). Consult with a council or district PTA legislation chairman to coordinate efforts with other PTAs in the area. Forward findings to appropriate people, if study involves a district PTA or state issue.

How to Stay Informed

Sign up to receive regular email updates from:

• Your school district
• Your PTA council (if available)
• Your PTA district
• California State PTA – www.capta.org
• National PTA – www.pta.org

Events to Attend

(Attend as many as your schedule allows.)

• California State PTA Legislation Conference in Sacramento
• California State PTA Convention
• Council/district PTA-sponsored visits to Sacramento and other advocacy events.
• EdSource Forum
• National PTA Legislative Conference held in Washington D.C.

Helpful Websites/Resources

California State PTA – www.capta.org

• Legislative Alerts (please sign up on the website to receive email updates)
• PTA in California magazine
• California State PTA Toolkit (Available in both English and Spanish online, in print or on CD). The Advocacy chapter includes: local advocacy, elections, legislative program, legislation platform, listing of resolutions, position statements, policies and procedures
• Resolutions Book

National PTA – www.pta.org

• PTA Takes Action Network (please sign up to receive e-mail updates on federal policy and PTA Action Alerts)
• National PTA position statements and resolutions
• Online Advocacy Toolkit, Federal public policy agenda and issue briefs
• National PTA Quick-Reference Guide
• Our Children – National PTA Magazine

California Budget project – www.cbp.org
California Department of Education – www.cde.ca.gov
California Secretary of State – www.sos.ca.gov
EdSource – www.edsource.org
Legislative Analyst’s Office – www.lao.ca.org
Official California Legislative Information – www.leginfo.ca.gov

For any assistance that you need to help you be successful, please contact your district legislative chair, your State PTA legislative liaison or the State director of legislation.