The Basics of PTA Membership

Create a membership theme for your membership campaign, if appropriate. Choosing just the right theme for your PTA can make a big difference in your membership growth for the year. The membership committee, the membership chairman/vice president and the president should work together to develop the membership theme.

For theme ideas, go to capta.org.

• PTAs may select the current California State PTA or National PTA theme.
• The school mascot or a community symbol can serve as inspiration.
• The theme should appeal to everyone your PTA is trying to reach.
• Consider using theme-related incentives and rewards to promote membership growth.

Membership promotion is year round and should include a membership kick-off and a mid-year membership push. Work with the president and the principal to calendar membership events and promotions. Include due dates set by council and district PTAs for membership dues remittances, and for awards and incentives. PTA/PTSAs using the electronic membership system that remits directly to other PTA levels do not remit per capita dues for those members.

California’s membership year begins on July 1 and ends on June 30.

Prepare a membership budget to submit to your executive board. Include a list of expenses for membership promotions, incentives, and events for the entire year. If your PTA uses California State PTA membership envelopes, the budget should also include the cost of envelopes purchased.

It is the responsibility of the membership chairman/vice president and the membership committee to implement your membership marketing plan. Responsibilities should be shared by membership committee members. Duties could include:

• preparing invitation letters or the Customizable Membership Marketing Tool Instructions flier and envelopes for first day packets or school registrations;
• writing/preparing an invitation to join with the e-membership link;
• preparing invitations to join for teachers, staff and administrators;
• sharing responsibilities at membership kick-off or promotional events;
• preparing promotional fliers, banners, posters, social media postings, etc.;
• sending invitation to join with e-membership link to all past members.
• asking the school site administrator to send invitation to join PTA (including e-membership link) to the all family/guardian list
• tracking membership progress for incentive rewards;
• staffing a membership promotion booth or table at school or community events;
• writing/preparing special invitations to community leaders, local business leaders, elected officials, community members, after school program providers, past PTA leaders, past Honorary Service Award recipients, retired teachers, administrators or staff members. Invite everyone to join PTA!
• creating welcome packets for new arrivals at your school;
• preparing/printing “Join PTA” signs that include the QR code for e-membership;
• create a bulletin board highlighting PTA/PTSA activities and include a join link/QR code
• developing a plan/calendar to staff membership tables at PTA events;
• developing a plan/calendar to talk to key school and community groups.

Membership envelopes are available for purchase from your council or district PTA for a nominal fee. They can be used to encourage membership participation. Envelopes can be included in welcome or registration packets and can be used to collect relevant information about members. Two board members need to be present when the membership envelopes are opened. Proper PTA financial procedures should always be followed.

Membership is effective as soon as dues are paid although certain rights may not activate until thirty days after dues are paid, such as the right to make motions, debate, hold an elected office, and vote. A portion of the membership dues collected stays in your unit. Membership campaigns are not to be considered fundraisers. Dues should be kept affordable so that everyone can join.

A portion of the membership dues collected stays in your unit, and a portion of the membership dues (known as per capita) is sent through channels to the council, district, state and National PTA. These pass-through monies are used to support those levels of PTA which, in return, support the unit with leadership, training, advocacy and other needed services. The e-membership system automatically remits the appropriate per capita dues to all PTA levels for memberships purchased through the system.

Membership dues may differ in amount in each PTA and are listed in the local unit PTA bylaws. Dues amounts can only be changed by updating the unit bylaws and submitting them through channels for approval by the California State PTA parliamentarian. A unit-initiated dues increase will not go into effect until the association’s bylaws have been updated and adopted by the membership.

The dues portion not belonging to the unit (per capita) must be forwarded through channels at least monthly. Once dues have been forwarded through channels, dues cannot be refunded to an individual member. To remain in good standing, a unit must remit  per capita membership and insurance premiums. The district PTA will be notified if a unit is “not in good standing” by the California State PTA office by December 15 if dues for at least 15 memberships have not been received. If dues are not received by March 31, the unit is delinquent and the unit’s charter shall be withdrawn by vote of the California State PTA Board of Managers at its April/May meeting.

Donations can be solicited, but must be kept separate from membership dues in all financial records and reports.

Members join at the unit PTA. As unit PTA members, they are also members of their council, district, California State PTA and National PTA, and are represented at these levels of PTA.

Membership cards are provided by California State PTA and distributed through PTA channels (units receive them from their council, if in council or their district PTAs). Each member should receive an official membership card from the unit PTA upon payment of dues. Members who join using the electronic membership system authorized by the California State PTA will receive electronic membership cards upon joining, so the unit will not need to provide them with paper membership cards.

Membership information is filled in on the card before the membership card is distributed. The National PTA unit number is used as the Unit ID number on the membership card. Membership information can be printed on the card using a computer printer; a membership card template is available at capta.org. Information can also be printed by hand or stamped onto the membership cards. Electronic membership cards are now available from district PTAs. These electronic cards which contain the unit’s ID number and member’s name, may be saved on the members’ Smart phone or tablet, and serve as proof of membership.

The California State PTA membership year is July 1 to June 30. Membership cards in California expire on October 31, allowing a grace period (from July 1 to October 31) for our members to renew their membership. During this grace period, members are entitled to their full membership rights, including approval of the PTA budget and program at the summer or fall association meetings.

As each PTA is a separate and individual association, members having children in more than one school may pay dues to support the PTA in each child’s school.

A membership list must be created and maintained by the membership chairman/vice president. A regularly updated copy should be provided to the secretary and the president. The list should include member name, contact information and the date the member joined. Lists should be kept confidential within the PTA organization. PTA recommends that membership lists be kept for 3 years in the event of an audit by the Internal Revenue Service.

Any individual who subscribes to the purposes and basic policies of PTA becomes a member upon payment of dues to a PTA or PTSA unit. The rule of thumb is one dues payment=one card=one association vote.

Student membership is a vital part of the association. Membership is open to students of all ages. Please see Involving Students for additional information.

If a PTA unit chooses to include a different membership dues structure for students, the bylaws must reflect this structure. The student membership dues must be at least equal to the portion of dues which is forwarded to council, district, state and National PTA.

Administrators, teachers and staff members are valuable members of the association. They should be invited and encouraged to join and participate. A PTA unit can choose to include a teacher/staff membership dues structure. If they do bylaws must reflect that dues structure, and it must be at least equal to the portion of dues which is forwarded to council, district, state and National PTA.

If a PTA unit chooses to include a family membership dues structure, the bylaws must reflect this structure. The number of members per family must specified, and the dues paid per member should be at least equal to the portion of dues forwarded to council, district, state and National PTA. Please consult with your district parliamentarian for specific language regarding family memberships.

Charter members of a PTA are those who pay dues at the organizational meeting of a new PTA. Charter members at an organizational meeting held between April 1 and June 30 are considered members for the following year and are entitled to a new membership card without payment of dues. For more information about Charter Memberships, please contact your local PTA district.