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Areas for PTA Involvement
Chairman and Committee Procedures

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

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

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.

An effective communications team may include one or more of the following:

• Communications vice president or chairman
• Website manager
• Social media coordinator/administrator
• Newsletter/e-newsletter editor
• Distribution chairman

See Job Descriptions for Communications Leader.

A communications leader:

• Works with the unit’s elected officers to develop an annual communications plan. The plan should complement the goals of the association and include internal messages for the school community as well as external communications for the public.
• Serves as the chairman of the communications committee.
• Assists the president and other officers in their preparation of remarks for media interviews.
• Assists program and event chairmen in publicizing upcoming events/programs. Follows up with articles highlighting the event or program.
• Attends training workshops, and makes reports during meetings, as requested.
• Passes along all communications resources to a successor, including past communications and publications, website and publication information, distribution information, and schedules.

Part of the mission of the California State PTA is to empower and support our members with skills in communications. PTAs are encouraged to communicate with PTA members, the school community and the community at large to inform them about PTA activities and school functions. We can also communicate a broader message about the value of PTA. As we communicate the PTA message, we will build identity, increase recognition for PTA, and advance the work of PTA in the community and throughout the state and nation.

Purpose of PTA Communications
Communicating Strategically
Communicating with Confidence – PTA Publications
Publicizing PTA to the Larger Community
Guidelines for Communications Leaders
Digital Literacy
Social Media Guidelines for PTAs in California
Social Media Guidelines for PTA Leaders and Members in California

California State PTA provides mailings, subscriptions, publications, and supplies to unit, council, and district PTAs.

Under the direction of the California State PTA Board of Directors, the executive director and employees maintain the inventory of publications, emblems, and supplies; fill orders and package materials for distribution; prepare lists for and process all print and electronic mailings including PTA in California and other communications; keep financial and membership records; conduct correspondence and compile records for the HSA program, grants, and scholarships; maintain a PTA reference library and store documents; and reproduce materials for California State PTA officers and commissioners.

The state office has workspace for use by volunteer California State PTA board members and conference rooms for meetings of California State PTA committees.

California State PTA is a branch of the National PTA and is responsible for implementing the Purposes of PTA in California. It works for the well-being of children and youth on tasks beyond the scope and resources of unit, council and district PTAs working separately.

In its relation to unit, council, and district PTAs, California State PTA:

• Serves as a liaison with the National PTA;
• Represents PTA through participation in statewide meetings and conferences of allied groups, agencies, and coalitions having goals similar to PTA;
• Provides leadership training through the annual convention meeting, field services, and workshops;
• Provides services, materials, and publications;
• Supports and works for legislation on statewide issues that affect the education, health, and well-being of children and youth; and
• Serves as a clearinghouse for PTA information and as a coordinating agency for PTA work in the state.

Lines of Communication

Proposals for action and other communications to the California State PTA Board of Managers from a unit or its board or executive committee shall first be presented to the council (if in council) and district PTA for consideration. The decision of the district PTA with the explanation of its action must be reported in writing to the unit. If the district PTA endorses the proposal, it is forwarded to the California State PTA Board of Managers with indications of its endorsement.

When the proposal or other communication does not receive the endorsement of the district PTA and the unit (after reconsideration) still wishes to have it presented to the California State PTA Board of Managers, the district PTA president must forward the proposal to the board.

Unit, council, or district PTAs forwarding proposals or other communications are asked to include study materials or a report of the considerations that led to the requests and to forward immediately copies of any subsequent intra-organizational communications in support of their proposal.

A district PTA is a subsidiary organization in a designated geographical area, established by California State PTA to facilitate the administration of the affairs of California State PTA and to implement its programs. The district PTA helps to coordinate the work of the councils and units with the plans and activities of California State PTA and National PTA.

To remain in good standing, a district PTA must:

• Adhere to the Purposes and basic policies of the National PTA and the California State PTA;
• Adhere to California State PTA policies and Bylaws;
• Have Bylaws reviewed annually and approved biennially according to the procedures of California State PTA;
• Have a minimum of three officers: president, secretary, and treasurer;
• Remit the national and state portion of the unit per capita dues to California State PTA by the due date;
• Remit district PTA insurance premiums to AIM Insurance by December 20;
• File all required state and federal tax returns and other government forms;
• Submit names and addresses of association, council, and district PTA officers to California State PTA according to established procedures and due dates.

In addition, a district must:

• Possess a Charitable Trust number from the California Attorney General’s Registry of Charitable Trusts;
• File an annual Registration Renewal Fee Report (RRF-1) and CT-TR-1 (if applicable) with the California Attorney General’s Registry of Charitable Trusts.

Responsibilities (Not All-inclusive)
Give advisory service to councils and units.
Interpret PTA policies, plans, practices, and programs.
Organize and stabilize councils and local associations:

• Cooperate with council officers and committee chairmen;
• Confer with council leaders on local problems;
• Assist the council in working with units; and
• Where there is no council, appoint an extension committee to work with units.

Bring other parent-teacher groups into PTA membership.

Assist in studies of proposed changes in association status. The district PTA is responsible for organizing and disbanding units and must be included in the deliberations.

Compile a directory of council and unit officers for the California State PTA office.

Plan and conduct district PTA or regional conferences under state provisions.

Promote PTA publications and their purposes.

Remit per capita dues promptly.

Upload copies annually of the approved district PTA budget, financial reviews, and year-end financial reports to the document retention system.

Model and encourage advocacy and legislative efforts.

The district PTA shall not assess additional fines or late fees for late submission of insurance, per capita or reports required by California State PTA.

District PTA Officers and Chairmen
District PTA presidents are members of the California State PTA Board of Managers during their term of office. A district PTA representative is granted the right to vote on the California State PTA Board of Managers when officially representing the district PTA in the absence of the president.

District PTA presidents and district PTA leadership are responsible for extension work within their PTA district including organization of all new PTAs and all changes in association status (Changes in Association Status).

Articles, radio talk shows, television appearances, and recordings about the PTA, other than what is carried in state and national publications or California State PTA publicity channels, should be released only under the supervision of the district PTA president or delegated representative.

District bylaws include a provision that all district PTA board members be residents in PTA district territory; parents of children attending schools in district PTA territory; or personnel of schools in district PTA territory.

Inter-District PTA Committees
An inter-district committee is composed of district PTA board members from two or more district PTAs to work in areas of common concern. To strengthen lines of communication, each committee may request that the California State PTA president appoint a member from the California State PTA Board of Managers to serve as a liaison to its group. When an inter-district PTA committee desires California State PTA assistance for a specific purpose, requests should be made through the Leadership Services Vice President.

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

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

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

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

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

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

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

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

Our PTA Founders’ Vision

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

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

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

California State PTA Historical Briefs

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

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

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

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

1930s Legislation on education of migrant children supported.

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

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

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

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

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

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

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

Every PTA is required to prepare an Annual Historian Report. Information from these reports is compiled and forwarded to the California State PTA. Design and distribution of forms for the Annual Historian Report shall be the responsibility of the California State PTA.

Each historian, or someone designated by the president, shall prepare the Annual Historian Report. However, final responsibility remains with each president to see that the report is completed and submitted in accordance with due dates established by the California State PTA. Contact your council or district PTA for the due dates for reports.

Annual Unit Historian Report Forms

The Annual Unit Historian Report Form includes instructions to document pertinent information, volunteer hour totals, and brief descriptions about successful PTA program activities from July 1 and projected through June 30 of the following year. The California State PTA commissions and committees use the information as guidelines for review and revision of programs, publications, projects, and leadership training. The volunteer hour numbers are used to raise the awareness of legislators, school, and community personnel.

The volunteer hours must be totaled before the end of most school or PTA terms in order for the state office to process the information. Unit and council volunteers should be asked to project ahead and estimate as closely as possible the number of hours they will spend in PTA activities through June 30.

The district PTA report is due in the California State PTA office no later than June 1 each year. Councils and units must set due dates to allow for adequate time for their reports to be received by the district PTA, in order that all hours may be tallied and totals submitted on the district PTA report.

Councils should attach one copy of each unit’s submitted report and send them to the district PTA, with the Annual Council Historian Report. Out-of-district units or out-of-council units should submit their reports through channels. District PTAs should send the collected information to meet the state due date and continue to collect any reports outstanding from as many units and councils as possible.

Council and district PTA Annual Historian Report Forms are available from the PTA District President.