Association Meetings

The officers and chairmen of a PTA have the responsibility to plan the PTA meetings and programs and to oversee the operations of the organization. PTA leaders should utilize the standard job descriptions and tools provided in the Toolkit as well as updated information as provided by the California State PTA and the National PTA.

The PTA membership is the only group with authority to:

  • elect the nominating committee;
  • elect officers;
  • approve/ratify all PTA expenditures;
  • approve all contracts for PTA programs, events and projects;
  • adopt the budget;
  • adopt the audit reports;
  • authorize an individual to represent the PTA;
  • authorize a position to be taken on an issue after a study; and
  • elect convention delegates.

All parents and community members are encouraged to attend association meetings. It is recommended that a program be presented as an addition to the meeting.

“Whenever members are required or permitted to take any action at a meeting, a written notice of the meeting shall be given, not less than 10 days nor more than 90 days before the date of the meeting, to each member, who, on the recorded date for the notice of the meeting, is entitled to vote at such meeting.” (See Bylaws for Local PTA/PTSA Units, Council Bylaws and District Bylaws.) The written notice must include the date, time, location and proposed business to be considered at the meeting. Written notice for the proposed bylaw amendments and election of officers must be given at least thirty (30) days in advance.

Federal Communications Commission rules require that associations must obtain the signed, written consent of a recipient, even association members, in order to fax meeting notices (Facsimile Consent Form).

Suggested Suggestions for Year-Round Schools

Elect vice presidents from each track or appoint track chairmen who can serve as communicators with members in their respective tracks.

Review and revise job descriptions to meet the needs of a year-round school.

Establish a workable method of communicating timely information to the executive board.

Schedule association meetings so that each track does not miss more than one meeting during the year.

Encourage all families to attend meetings, whether or not they are on a scheduled attendance track.

Hold informational meetings for different tracks in addition to association meetings.

Prepare fliers announcing scheduled events in advance and give to the students going off track.

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