Resolutions Process

Each resolution submitted to California State PTA for consideration and possible action by convention delegates shall meet the following criteria as detailed in the California State PTA Resolution Procedure Book:

1. Concern a field of interest of California State PTA;
2. Be in harmony with the Purposes and basic policies of the PTA;
3. Concern a matter which is statewide in scope;
4. It must not duplicate an existing California State PTA or National PTA resolution.

For important information on writing and submitting a resolution, refer to the California State PTA Resolutions Procedure Book. This document may be obtained on the California State PTA website (capta.org) or upon request to the California State PTA office by telephone, or via email to resolutions@capta.org.

Local Authorization To Begin

Details regarding authorization to begin a resolution can be found in the California State PTA Resolution Procedure Book.

A draft resolution should be submitted only by association vote of a PTA unit, council, or district in good standing; by a PTA inter-district committee with the approval of the majority of districts concerned; or by the California State PTA Board of Managers.

After an authorization vote, a work committee may be formed. Once a vote of support occurs the resolution maker notifies their PTA council or PTA district and the State Board of Managers Resolution Committee (by email: resolutions@capta.org) of their intent to submit a resolution plan and timeline.

If the work begins during one term and continues into the next, a vote from the new board or association must be obtained to continue developing the resolution.

Resolutions submitted by California State PTA commissions or committees must have the approval of the appropriate Board of Managers vice president or chairman.

Researching and Writing the Resolution

Details of researching and writing a resolution can be found in the California State PTA Resolution Procedure book.

Resolutions consist of three parts.

• The preamble is statements of fact containing background information and reason(s) for the resolution. Each statement begins with the word Whereas.
• Request for Action. The request for action is a recommendation to the convention delegates on how to proceed with the issue set forth in the Whereas statement(s). Each request for action begins with the word Resolved. There may be more than one Resolved
• The Background Summary is a narrative highlighting the most important facts from the resource material. The resource material is discussed later in this document.

Documents required for final submittal must include all of the following:

• Completed Convention Resolution Action Cover Sheet (2 pages – signed)
• Table of Contents
• Resolution (Whereas and Resolved statements and background summary)
• Bibliography
• Index
• Resources

Submission of a Draft Resolution – November 1

Details for submitting a resolution can be found in the California State PTA Resolution Procedure Book.

• Draft Resolutions coming from members in units, councils, or districts are due in draft form to the Resolutions Committee no later than November 1.
• Draft Resolutions coming from the Board of Managers Commission or Committees, must be submitted and voted on at the November BOM, at the latest, and must be mentored before final submission to the Resolutions Committee on or before January 5.
• E-mail draft to info@capta.org and resolutions@capta.org, FAX to 1-916-440-1986, or, mail a hard copy to the California State PTA office: 2327 L Street, Sacramento, CA 95816.
• Documents required when DRAFT resolution is submitted:
  • Completed Convention Resolution Action Cover Sheet
  • Draft of the Resolution (includes: drafted Whereas and Resolved statements, and a draft of a Background Summary)
  • partial List of Resources (suggest at least one per resolved Whereas)

Once an authorization vote has been made and the maker has notified the California State PTA Resolutions Chair (at r esolutions@capta.org), a mentor from the California State PTA Resolutions Committee will be assigned.

Approval of the Final Resolution from the Originating Body

The executive board of the originating body (whether a unit, council or district PTA) shall review the FINAL resolution prior to its submittal to the Resolutions Committee. It shall, upon review, promptly take action to approve, disapprove, or choose no recommendations.

Similarly, the California State PTA Board of Directors shall review a resolution submitted by a Board of Managers Commission or Committee.

Final Resolution Submission – January 5th

Details regarding submission of a final resolution can be found in the California State PTA Resolution Procedure book. Submission of the Final Resolution must be completed by the January 5th, 5pm deadline.

There are two submission options for your final resolution documents:

• Digital only submission
• Hardcopy and flash drive submission

Submitting a resolution is a valid PTA expense

The resolutions committee determines whether the resolutions submitted meet the criteria for placement, as outlined in the CA State PTA Resolutions Procedure Book. In its review of resolutions submitted, the resolutions committee may:

1. combine two or more related resolutions;
2. edit or adapt resolutions if necessary to make them appropriate for annual meeting action;
3. recommend referral to a BOM commission/committee for information or study; or
4. determine if referral to the National PTA is indicated.

If the committee finds that a resolution meets all other criteria but would be in conflict with an existing resolution, the originating body shall be notified. The notification shall include:

1. a copy of the existing resolution;
2. instruction that the originating body must present a motion at annual meeting to rescind the existing resolution before the new resolution could be presented; and
3. a due date for response.

The resolutions chairman shall prepare a report on and include a recommendation for each resolution submitted. A resolution may be recommended for:

1. presentation to the delegates at annual meeting;
2. referral to a BOM committee or commission for information or study;
3. referral to the National PTA; or
4. return to the originating body with an explanation of the reason(s) for non-consideration.

The resolutions report shall be presented at the February BOM meeting. The Board of Managers shall review the recommendations of the Resolutions Committee and for each resolution, take one of the following actions:

1. presentation to the delegates at annual meeting;
2. referral to a Board of Managers committee or commission for information or study;
3. referral to the National PTA; or
4. return to the originating body with an explanation of the reason(s) for non-consideration.

Upon action of the BOM, the resolutions report shall be presented to the annual meeting delegates. The resolutions chairman shall report the action taken by the BOM on each resolution to its originating body.

Placement on the annual meeting agenda does not constitute endorsement by California State PTA. The Board of Managers may endorse a resolution by following appropriate motion protocols.

If a proposed resolution is forwarded to convention delegates for consideration, California State PTA shall publish the text of each resolution in the Convention Chronicle, and the proposed resolutions shall be placed on the California State PTA website.

Presentation of Resolutions to Annual Meeting Delegates

Time will be allocated prior to or at the annual meeting for hearings on resolutions. Voting delegates are strongly encouraged to attend resolution hearings to ask questions or to prepare amendments.

The Resolutions Committee Chair, in accordance with convention rules and regulations shall present each resolution to convention delegates for consideration, debate and vote. Delegates who intend to amend a new proposed resolution must present notice of their intent as specified in the annual meeting rules and regulations. Debate follows meeting rules. Only the Resolved sections of resolutions can be amended by delegates. The Whereas and Background sections cannot be amended by delegates. The Resolution as a whole is the final vote of the delegates.

Resolutions which have not been through the approval process may not be introduced from the convention floor.

Preparation for Annual Meeting by All Units Councils and Districts

• Prior to the statewide annual meeting, units, councils and districts are encouraged to review, discuss and vote on the resolutions to guide delegate action at the meeting. Delegates should be aware that a resolution could be changed at the statewide annual meeting.
• Resolution Endorsements
  • Units, councils and districts may vote to endorse resolutions at an association meeting.
  • For endorsements to be published in the Convention Chronicle, along with the Resolution, letters of support (endorsements) from units, councils, districts and the California State PTA Board of Managers must be submitted to the Resolutions chair (at resolutions@capta.org) by the end of the February/Winter Board of Managers
  • Additional letters of support submitted before the first Resolution Hearing of the Annual Meeting will be announced during the hearings.

Representation at Annual Meeting by Resolution Makers and Originating Bodies

• The speaker/maker must be a voting delegate at the statewide annual meeting.
• Only voting delegates may speak at the annual meeting.
• Voting delegates are elected by their PTA.
• The maker of the resolution, and an alternate speaker, need to attend and be prepared to speak to the resolution:
  • at all resolution hearings
  • at all general meetings
• The attendance at the annual meeting (convention) is a legitimate PTA expense.