President

Serving as president of a PTA includes the responsibility to lead that PTA toward specific goals chosen by its members. The goals must be consistent with the Purposes and basic policies of the PTA. The president is the presiding officer and the official representative of the association.

Throughout the year, mailings will be sent from the California State PTA and National PTA that contain important material to assist the unit. Distribute and discuss these materials with the appropriate officers, chairmen and membership when appropriate.

PTA presidents should encourage and model legislative advocacy.

For PTA training, counseling, or information, contact the council or district PTA president.

All written materials produced by PTA (e.g., newsletters, fliers, website postings, and print or electronic notices) are to be cleared with the PTA president and school principal before publishing. The principal is responsible for the accuracy of school information and compliance with the State Education Code and school district policy. The PTA president is responsible for the accuracy of PTA information and compliance with PTA policies.

Prior to Taking Office

To ensure a successful term of office, certain responsibilities begin as soon as new officers are elected.

The president-elect should confer with the school principal.

Call meetings as necessary of the board-elect (elected officers and principal) soon after election to ratify appointed officers, fill any vacant offices, and make plans for the coming year. After appointed officers are ratified, they become part of the board-elect.

Hold brainstorming session(s) with the board-elect to establish unit goals. Review unit bylaws, past unit activities, become familiar with National PTA and California State PTA goals, set realistic goals, and prioritize projects. Evaluate current chairman positions and decide which are needed. Ask for suggestions of people to fill chairmanships.

Start recruiting chairmen and committee members. Strive for a balance of experienced and new members, keeping in mind that all areas of the community should be represented. Select first those whose work begins immediately: program, budget and finance, and membership. If the standing rules or bylaws designate some of these duties to the vice president(s) or treasurer, appoint additional members to their respective committees. A special meeting of the board-elect may be called to ratify the appointment of all chairmen, so they can begin their activities. You may also do this at the first executive board meeting when the term begins.

Become familiar with the duties of each chairman by reviewing the California State PTA Toolkit. Share job descriptions and materials as noted with the chairmen and help them to secure procedure books and materials from their predecessors.

Names and addresses of additional executive board members should be sent to council and/or district PTA for their respective directories.

Attend workshops offered by the council or district PTA and urge incoming board members to attend.

The president-elect is one of the unit’s delegates to the California State PTA convention.

Attend the convention orientation meeting held by the district PTA and study materials in order to be a knowledgeable delegate. Be sure to ask the current president for all information regarding convention (State Convention).

Prior to taking office, request the retiring president’s procedure book and review it and all material received from previous president.

Coordinate with treasurer-elect to have the signature cards for bank accounts updated with new officers and submitted to the bank at the beginning of the new term.

During Term of Office

Be sure a signed facilities use permit is on file, if required by the school district. A Hold Harmless Agreement means that the signer assumes total liability for a facility while the signer is using it. Many school district Facility Use Permits include a Hold Harmless Agreement, which, if signed, would mean that the PTA assumes the total liability for that facility during the PTA’s usage, whether the cause of an injury or accident is due to anything under the control of the PTA or not. If the school district requires the PTA to sign a Hold Harmless Agreement for use of school premises, the PTA should contact the California State PTA insurance broker. If directed by the insurance broker to sign a Facilities Use Permit Addendum, refer to the Toolkit (PTA Use of School Facilities).

Appoint a committee to review and/or revise the bylaws.

Work with committees in charge of activities scheduled before school begins, such as student registration and welcome for teachers, new students, and parents.

Meet with the room representative coordinator and principal to plan an orientation meeting for room representatives and/or grade level representatives.

Confer with officers and chairmen regarding plans for the year and progress toward set goals.

Prepare a master calendar that includes executive board meetings, association meetings, PTA special events, and president/principal meetings.

Order PTA materials helpful to officers/chairmen in fulfilling their responsibilities. This is a reimbursable PTA expense.

If possible, obtain a subscription for the principal to PTA in California, the official newsletter of the California State PTA, and Our Children, National PTA magazine. Promote PTA officer/chairmen use of the PTA websites: www.capta.org and www.pta.org.

The California State PTA Toolkit is included in the service mailing. Membership enrollment may be planned before the service mailing is received. Arrange to obtain membership envelopes and cards according to procedure of the council or district PTA. The PTA may print its own envelopes but must use the membership cards provided.

Ensure membership enrollment activities are approved by the principal and do not interfere with school activities.

Membership enrollment is ongoing, but a new membership campaign and outreach activities for the upcoming year should be planned as soon as officers are elected.

All members must receive a membership card with the October 31 expiration date.

Coordinate with the treasurer to schedule a budget committee meeting with the principal and officers (treasurer, program chairman, and fundraising chairman) whose input to the budget is important. Verify that programs and fundraising activities comply with insurance guidelines.

Have the proposed budget, including programs, fundraisers, California State PTA convention, and other plans presented to the executive board.

The association must approve the proposed budget, including programs, fundraisers, and other plans before implementation (which includes the signing of contracts). A motion for each fundraiser, including how the money will be used (books for the library, etc.), must be approved by the association. This should be done at the first association meeting of the new term (The Agenda; Sample Agenda, Fig. R-2).

It is the responsibility of the president and unit delegates to attend the council meetings (if in council) or district PTA meetings (if not in council). Check with your council (if in council) and district PTA for meetings or training programs that may be held throughout the year.

The executive board fills any vacant offices and ratifies additional chairmen and committee members before the school term starts.

Remind the treasurer to send the per capita portion of dues for council (if in council), district, state, and National PTA, through the channels each month with member names and addresses; to submit insurance premiums by council, if in council, and the district PTA due date and to prepare and submit the mandatory Workers’ Compensation Annual Payroll Report through channels by the due date (Financial Officers’ Reports and Forms).

Remind the treasurer to schedule audits of the financial books twice a year (The PTA Audit) according to the months designated in the bylaws and to provide a copy of the Annual Financial Report to the council, if in council, and district PTA (Annual Financial Report).

Work with the program committee to complete plans for Founders Day, typically celebrated in February. Include an opportunity to collect the Founders Day Freewill Offering in the program. Remind the treasurer to remit any funds collected promptly to council or district PTA.

Appoint an award committee to select local recipient(s) for award(s) (Awards). Be sure a motion is made to authorize the purchase of Honorary Service Awards and emblems, to be ordered from the state office, in time for the presentation. Allow up to two weeks for delivery (Honorary Service Award [HSA] Program).

Forward any proposed resolutions for the California State PTA convention in time for council or district PTA action (Convention Resolution Process).

Review the California State PTA convention registration information when received. Prepare convention pre-registration and housing materials as instructed by council (if in council) or district PTA.

Prepare for Association Meetings

Check with program and hospitality chairmen about arrangements.

Work with the publications, public relations, and room representative coordinators on meeting notices, publicity, and parent contacts.

Be sure the year’s proposed program and budget, including all programs and fundraisers, is presented for adoption at the first fall association meeting (Budgeting and Fundraising).

Prepare the agenda in advance of the meeting and provide copies to the parliamentarian and secretary (The Agenda; Sample Agenda Fig. R-2).

Provide written notice to the membership at least ten days prior to the meeting. The written notice must include the date, time, location, and proposed business to be considered at the meeting.

Check the bylaws for the procedures to elect the nominating committee and include that election on the appropriate month’s agenda.

Check the bylaws for the meeting designated for the election of officers, provide the required thirty (30) days’ written notice of the election to the membership, and conduct election.

Conduct election of delegate(s) to the California State PTA convention. The number of delegates is determined by unit membership. Elect an alternate for each delegate (State Convention).

End of Term

Submit a roster that includes the name, title, and contact information for the new officers to council or district PTA by the due date. For presidents, contact information should be personal mailing address.

Give helpful materials to the president-elect immediately following the election (Procedure Book).

Work with the president-elect to plan the installation of new officers.

Invite president-elect to attend meetings of council or district PTA and meetings of community groups.

Continue president’s responsibilities until the date in the association bylaws the new officers assume office. Encourage cooperation and sharing of materials between outgoing and incoming board members.

Work with the historian to compile the Annual Historian Report and mail this report by the council or district PTA due date (Annual Unit Historian Reports).

At the last association meeting of the school year, a motion should be made authorizing the executive board to pay necessary summer bills within the limits established in the budget and the bylaws. A motion also may be made to appoint a committee to read the minutes of the last association meeting of the year and report at the next association meeting.

See that outstanding bills have been paid, committee reports have been filed, projects have been completed, and financial books are scheduled for audit. Be certain that any correspondence, including thank you notes and acknowledgments, have been sent.

When the term as president is completed, stay involved, but not in charge.

Council President’s Responsibilities

The council president is an elected officer and serves as a vital link between the district PTA and the member units.

The responsibilities and duties of the council president are substantially similar to those of the unit president. Please review “Unit President’s Responsibilities” above, in addition to the tasks listed below.

Prior to Beginning of Term

Meet with liaison from member school districts and/or superintendent’s(s’) office(s).

Request agenda time to be introduced at a meeting of the school district principals.

Prepare an overview of the council and goals for the upcoming year.

Meet with council program planning and budget committees.

Work with the other incoming council officers to prepare the council calendar for the upcoming year and prepare any required facility use forms. A council may meet in a central school district location or may rotate the council meetings among the member units’ sites.

Determine if names and addresses of newly-elected council officers have been sent to the district PTA by the district due date for forwarding to California State PTA and National PTA. If this has not been accomplished, complete the list and mail immediately. All materials mailed from California State PTA and National PTA will be addressed to the council president, who is responsible for sharing them with the appropriate council officers and chairmen.

Determine if names and addresses of newly-elected officers for PTA units within the council have been sent to the district PTA by the due date for forwarding to the California State PTA and the National PTA.

Bylaws stipulate that the council president-elect shall be one of the PTA council’s delegates to California State PTA convention, usually held in May. Attend the district PTA convention orientation meeting and study materials to be an informed and knowledgeable delegate. Be sure to ask for all information regarding convention (State Convention).

Attend workshops offered by the district PTA and urge incoming board members to attend. Notify incoming unit officers of the workshops scheduled.

Coordinate with the council treasurer-elect to have the signature cards for the council’s bank accounts updated with the new officers.

Encourage and model legislative activity.

Ongoing

Determine procedure with council membership chairman for receiving membership cards from district PTA and review distribution procedure to member units.

Prepare meeting agendas (check with the council secretary and/or minutes for any unfinished business to be included). Provide copies for the parliamentarian and secretary, and provide notice to the executive board and member units. Written notice must include the date, time, location and proposed business to be considered at the meeting.

Attend all meetings of the district PTA as the council representative.

Review service mailings received from the California State PTA and National PTA promptly.

Notify the member units of the cost of insurance premiums for general liability, directors and officers liability, and Workers’ Compensation as soon as received from the district PTA. Be alert for the due date to the district PTA and coordinate the council due date with the council financial secretary and treasurer.

Be alert for all due dates that affect the member units. Set reasonable due dates for items to reach the council and to be processed and forwarded to the district PTA (List of Due Dates, Introduction).

Plan workshops for the member units. Ask for any needed assistance from the district PTA officers.

Confer with program chairman to complete plans for Founders Day.

Remind member units of March due date for final remittance of per capita dues through channels. Keep them informed of council and district due dates.

Review bylaws with council parliamentarian for any needed changes and appoint a committee to assist.

Conduct election of delegates to California State PTA convention at least 30 days prior to convention. Each council is entitled to send two delegates. Elect an alternate for each delegate.

Prepare convention pre-registration and housing materials. Notify council delegates of convention orientation date scheduled by district PTA.

Work with council historian to compile Annual Historian Report and mail report to meet district PTA due date. Be available to provide assistance to member units in completing the form by the due date.

Complete Annual Financial Report to meet district PTA due date as required.

District PTA President’s Responsibilities

The district PTA president is an elected officer and serves as a vital link between the California State PTA and the district PTA.

The responsibilities and duties of the district PTA president are substantially similar to those of the unit president. Please review “Unit President’s Responsibilities” above in addition to the following tasks.

Prior to Beginning the Term

Bylaws stipulate that the district PTA president shall represent the district PTA at meetings of the California State PTA Board of Managers.

Meet the liaisons from the county superintendent’s office (or offices, if district PTA area covers more than one county).

Request agenda time to be introduced at county school board meetings.

Hold a district PTA orientation for all district PTA officers and chairmen.

Work with incoming district PTA officers to prepare the district PTA calendar for the upcoming year and prepare any required facility use forms. A district PTA may meet in a central school district location, or the county office of education, or it may rotate district meetings among the member councils’ or units’ sites.

Attend the California State PTA convention and your district PTA’s workshops and urge incoming board members to attend. Notify incoming council and out-of-council unit officers of the workshops scheduled.

Review procedures and/or changes with district PTA office manager/staff, if any.

Provide orientation for any new officers or chairmen.

Ongoing

Attend all California State PTA Board of Managers meetings and report information back to appropriate district PTA officers and chairmen and member councils and units.

Prepare written district PTA report for the California State PTA Board of Managers meetings and submit to the Leadership Vice President by due date.

Give an oral report to the California State PTA Board of Managers, as assigned.

Determine who will represent the district PTA at meetings of allied agencies and coalitions.

Be alert for all due dates that affect unit, council, and district PTAs (List of Due Dates, Introduction section).

Serve as liaison for district PTA to California State PTA.

Assist with workshops and training for member councils and units.

Delegate district PTA responsibilities, including the organization of new units, to appropriate officers and chairmen.

Handle conflict situations promptly (Conflict Management).

Review all district PTA communications, including press releases, newsletters, website postings, and print or electronic notices, prior to publication, printing and mailing (Tips for Promoting the PTA).

Notify the member council and/or units of the amount of insurance premiums for general liability, directors and officers liability, and Workers’ Compensation as soon as received from the California State PTA. Set a due date with the district PTA financial secretary and treasurer (Financial Officers’ Reports and Forms).

Distribute convention pre-registration and housing materials to unit, council, and district PTA members. Notify district PTA and out-of-council unit delegates of convention orientation date (State Convention).

Work with appropriate chairmen to plan Founders Day events.

Verify units and councils are in good standing and sign California State PTA cover pages for California State PTA Unit Spotlight Award Program.

Remind member councils and units of March 31 due date for final remittance of per capita dues through channels (Membership Dues; Unit Remittance Form).

Conduct election of delegates to California State PTA convention at least 30 days prior to convention. Each district PTA is entitled to send three delegates in addition to the district PTA president. Elect an alternate for each delegate.

Confer with district PTA historian to compile the district PTA Annual Historian Report. Be available to provide assistance to member councils and units in completing the form by the due date (Annual Unit Historian Report).

Interview district PTA applicants for the position of California State PTA Board of Managers student representative (Student State Board Members).

End of Term

Invite president-elect to attend meeting of district PTA and meetings of community groups.

Schedule a time to introduce the incoming district PTA president to the county superinten­dent(s).

Be sure outstanding bills have been paid, committee reports have been filed, projects have been completed and evaluated, the Annual Financial Report is complete, and financial books are scheduled for audit.

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