Search Results for: PTA Meetings

Meetings

To create successful activities and manage the business needs of a PTA is a collaborative effort. And, much of the work involved takes place at unit meetings.

During the PTA term, board members participate in three types of meetings:

Executive Board Meetings:

Attended by officers, chairpersons of standing committees, the teacher representative and principal or a representative as outlined in a unit’s Bylaws
Tasked with overseeing and managing PTA business between association meetings
Scheduled monthly and at least two weeks prior to each association meeting
Chaired and run by the president

Association Meetings:

Attended by a unit’s members, executive board members and guests
Tasked with approving a unit’s programs, events and expenditures
Scheduled several times a year on meeting dates identified in a unit’s Bylaws
Chaired and run by the president

Committee Meetings:

Attended by committee members who are appointed by the president
Tasked with planning, promoting and implementing PTA activities
Scheduled as needed
Chaired and run by a committee chairperson

In this section, you will find tips, tools and strategies designed to empower both new and experienced PTA leaders to engage in and manage PTA meetings more effectively.

Executive Board Meetings

Association Meetings
Program Planning
Announcements and Materials
Conducting PTA Meetings
Parliamentary Procedure
Eight Steps to Making a Motion
Amendments
The Agenda and Meeting Notice

Attending Convention and Conferences
State Convention
National Convention
Outside Conferences

Figure
Sample Agenda and Meeting Planner

While membership is the responsibility of the entire PTA board, each PTA should have a designated membership leader. Membership chairmen are appointed; membership vice presidents are elected. For details on the responsibilities of the Membership chairman/vice president at a unit PTA, see “Job Description for Membership Chairman/Vice President” in the PTA Toolkit.

The membership chairman/vice president works with a membership committee and serves as chairman. The membership committee consists of members appointed by the president, or the president-elect if the committee is formed before the school year begins. Committee members should include teachers and students, if appropriate, and should represent your school population. Under the direction of the membership chairman/vice president, the membership committee:

sets membership goals,
designs a membership marketing plan with outreach promotions,
calendars events and activities throughout the school year,
submits a budget to support the membership program, and
implements and evaluates the final plan.

The membership plan must be approved by the executive board.

Develop a Membership Marketing Plan

Set membership goals.

Plan a membership promotion campaign that uses a variety of methods and outreach activities to promote the value of PTA membership. Go to the California State PTA website, capta.org and the National PTA website, pta.org, for membership campaign ideas, resources and current membership incentives and award programs.

Your membership plan should include a theme, if appropriate, a membership calendar and a membership budget.

Membership Theme

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 Calendar and Budget

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.

Implementing a Membership Marketing Plan

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

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 Dues

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

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.

Member Contact Information and Membership List

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.

Memberships

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

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/Teacher/Staff Memberships

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.

Family Memberships

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 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.

Historian Report

Job Description for Communications

Download the Communications Job Description

The PTA communications leader helps PTA members and the general public understand that PTA:

Positively impacts the lives of all children and families; and
Is a relevant, inclusive, influential volunteer-powered association working for the well-being of children and youth.

Obtain (from predecessor) and study the procedure book and other materials related to performing the duties of communications leader:

Print publications: past issues, deadline schedules, duplicating process and mailing permit information, templates.
Electronic communications: email account names and passwords, web hosting information, domain name information, social media usernames, logins and passwords, webmaster contact information.
Calendar of events and contact information for PTA officers and chairmen.
Budget
Names and contact information for local media contacts.

Download or obtain the Communications section of the California State PTA Toolkit to learn the basics of PTA communications, responsibilities, publications and available resources. See PTA Style Guide.

Subscribe to California State PTA’s and National PTA’s print and electronic publications and communications.

Meet with communication board members (newsletter editor, social media chairman, website manager, etc.) before the beginning of the school year to develop a communications plan. Work closely with the school principal and the unit president.

Attend communications-related workshops and trainings.

DEVELOPING A COMMUNICATIONS PLAN

Develop a communications plan by first establishing your PTA’s communication objectives. Solicit feedback to verify that current communications are meeting member needs. Determine:

Who is the target audience? Consider who you want to reach.
What are the right communications tools? Determine the best way to reach your audience.
What is the right message for each tool? Think through what needs to be said and how and where to say it. Be concise and to the point.

Consider using:

Newsletters (digital or print)
Website
Emails
Mobile
Social media
Video
Fliers
Banners
Word of mouth

Review PTA calendar of events. Schedule website, social media updates, event promotion and publicity around these dates.

Set submission deadlines for the year for all publications. Create a content calendar for social media and website postings.

Develop a budget to support the plan.

Present the communications plan to the executive board for approval.

A successful PTA communications plan should:

Adhere to PTA noncommercial, nonpartisan and nonsectarian policies.
Inform every family in the school of the aims and accomplishments of the PTA.
Encourage and highlight attendance at PTA meetings and family engagement in PTA projects and activities.
Foster cooperation with the school in keeping parents informed about school functions, regulations and/or procedures on child-related issues.
Inform the community about PTA activities and school functions.
Express appreciation to those participating in or contributing to programs.
Tackle barriers such as language and culture.

ENSURING QUALITY COMMUNICATIONS

Make sure that all publications material is cleared with the principal and PTA president prior to publication or posting.
- Principal is responsible for the accuracy of school information and compliance with the State Education Code and school district policy.
- PTA president is responsible for the accuracy of PTA information and compliance with PTA policies.
Use the PTA logo in all communications.
Abide by copyright laws and republish articles and art in an ethical manner.
Do not include photographs of or specific information (names, class, email, address, etc.) about adults or students without written permission.
Keep your message brief and to the point.
Create visually interesting communications with careful use of photographs, bullets, quotes, charts, and graphics.
Date all materials.
Have 2-3 people other than the author proofread prior to publishing or posting.
Arrange for translation services.
Learn more

CREATING MEDIA NEWS

Local media may be interested in news coverage of your PTA event or project if it:

Piggybacks on breaking news.
- Be prepared to be one of the experts and demonstrate that PTA is a voice on the issues being debated.
Ties in with anniversaries and annual happenings.
- Identify events or dates related to schools and children (i.e. Back-to-School) and find a way to tie them to PTA programs.
Spotlights a special event.
- Announce activities that may be of interest to a large audience and invite local VIPs.
Uses a “hook” or “angle.”
- Tell the story in a new way. Provide a new angle.

ONGOING RESPONSIBILITIES

Give a regular communications report to your PTA.
Use PTA publications to promote PTA events and share information.
Maintain an up-to-date website.
Use social media to communicate with members.
Encourage officers and chairmen to contribute short articles and reports for the newsletter, website, or social media site.
Provide media releases as requested.

Organizing a Letter Writing Campaign

Legislators tell us that one of the most effective method of communicating our positions is through letters. Letters can be mailed or faxed. In a time crunch, phone calls are necessary and helpful, but letters from constituents make the most difference. Emails are less effective because it is difficult to verify that the sender is a constituent.

When organizing a letter campaign, keep in mind that volume beats originality. A hand-written original letter is great, but few people take the time to write one. However, providing a sample letter for people to download, sign and either mail themselves or take to a PTA box at school means that many more people are likely to participate.

Discuss the campaign with your school principal or superintendent, and get permission if you are using a school facility. This is a legal activity, but it is a courtesy to do so. Note: there are more restrictive rules if the letters pertain to a local school bond or parcel tax campaign.

Select a limited time span for the letter campaign; e.g., a week.

Communicate the campaign widely, through email lists, presentations at PTA meetings and your PTA newsletter. (Note: You cannot legally send home fliers for this activity via student backpacks. Check with your principal or school district about utilizing other school information resources.)

Explain to the letter signers that their signature, printed name and street address (make sure they are legible!) are required for their letters to make a difference, and that you will not record the information for other uses. Make sure to include blanks on the letters for signature, printed name and street address. Legislators disregard any letters not from their constituents, and they actually check names and addresses to ensure their legitimacy. Also, they normally will respond to the letter sender.

Letter campaign via email: This is usually the method that generates the most letters. Parents and staff who normally don’t volunteer for other things will often surprise you by taking the time to download, print, sign and return letters on important issues.

It is better to link to letters on a website, rather than attach sample letters to an e-mail, because many people are reluctant to open attachments. If you have a PTA website, upload the letters to the home page. If not, you can provide a link to the letters on the council, district or California State PTA website.

It is easiest to ask people to download, print, and sign the letters themselves and then provide a PTA box at their school office to return the letters. In the PTA box (label it “PTA letters”), include hanging folders labeled with each legislator’s name, so that people self-file – this saves a lot of time.

If there is not an easy place for people to return letters (e.g., you are sending letters county-wide), ask individuals to mail the letters themselves to the Capitol. The letters must be mailed to each legislator in a separate envelope.

If you have multiple legislators in your area (you will have at least one Assembly member and one Senator), put a letter addressed to each on the website. Include a letter to the Governor as well.

Include in the instructions this link for people to determine who their legislators are if you have multiple legislators: http://legmap01.lc.ca.gov/amapsearch/framepage.asp. It is also helpful in case people wish to forward the e-mail to their friends and relatives in other parts of the state.

Print-and-Sign Letter campaign. Another way to get letters is to pre-print them and bring them to PTA meetings or other events. Make the letters available, but don’t pressure people to sign them.

Alternatives:

Print postcards with the key message on one side, and a space for individual comment, name, address and signature on the back.
Bring a variety of types of notecards or other stationery to the meeting, and ask people to take five minutes to write and address a letter. Include a fact sheet or message to legislators to help letter-writers stay on message.

Thank participants:

Regardless of the method of the campaign, thank letter signers for their support.

Options for returning letters to legislators:

Mail letters in a batch to each legislator in his or her Sacramento office. Make sure to include the legislator’s room number with the address.
Hand-carry the letters to each legislator’s district office.
Hand-carry the letters to each legislator in Sacramento.
In the latter two options, make an appointment with the legislator or a staff person and present the letters with a plea for action.

Fig. A-1

Citizenship

Revised January 2011 – Community Concerns

PTA activities in citizenship are designed to provide information and inspiration, to help members engage as citizens. By reminding members of their privileges and responsibilities and involving them in community projects, PTA makes an important contribution to the democratic way of life.

Recommended Actions

Urge the display, proper use of, and respect for the American flag in homes, schools, and communities.

Recite the Pledge of Allegiance at each meeting. Arrange for short, inspirational, patriotic messages or music when the flag is presented.

Encourage special programs in conjunction with the observance of patriotic holidays.

Cooperate with established organizations working for good citizenship training.

Invite youth participation at PTA meetings, recruit leaders, and sponsor groups when indicated (Community Organizations, Co-sponsorship, and Coalitions).

Arrange for community recognition ceremonies of newly naturalized citizens.

Elections

Stress the importance of voting in all elections. Cooperate with other community groups in registration and get-out-the-vote campaigns.

Encourage student participation in the election process.

Emphasize the need for all citizens to know election laws, including registration requirements.

Get involved with school-bond and ballot-measure campaigns that will improve schools, following California State PTA procedures (See Election Campaigns).

Host candidates forums.

Government Participation

Make information available on how individuals may participate in government, and encourage them to do so.

Promote projects for the study of local, county, state, and national governments.

Encourage attendance at meetings of boards of education, commissions, city councils, and county supervisors, and ask those who attend to report on issues of concern to the PTA.

Encourage the appointment of youth to city and county commissions.

Organize letter-writing campaigns to support legislation that benefits children, youth, and families.

Resources

American Legion (www.legion.org)
California Department of Education (www.cde.ca.gov)
California Legislative Analyst (for analysis of ballot measures) (www.lao.ca.gov)
California Secretary of State (www.ss.ca.gov)
California State Library (www.library.ca.gov)
Constitutional Rights Foundation (www.crf-usa.org)
County Registrar of Voters
League of Women Voters of California (www.smartvoter.org)
Local United Nations Association
Rock the Vote (www.rockthevote.org)
U.S. Citizenship and Immigration Services (www.uscis.gov)
Youth Vote Coalition (www.youthvote.org)
Youth group leaders

Child Restraints and Seat Belts

Revised October 2008 – Community Concerns

Nationally, automobile accidents are the number one killer of children, youth and adults under age 44.

Role of the PTA

The proper use of child restraints and seat belts saves lives. PTA can help educate parents about the importance of using seat belts and child safety seats in automobiles.

Recommended Actions

Contact California Safe Kids Coalition to sponsor a PTA program on the importance of using correctly installed child safety seats. Demonstrate various types of safety seats and booster seats to show their correct installation and proper use. Make certain the child restraint unit is the correct one for the vehicle in which it will be used. All car seats do not conform to all child restraint units. Emphasize the correct use of booster seats for children who have outgrown regular child safety seats.

Have material available at PTA meetings that stresses the importance, placement, and proper use of restraints/seat belts and child safety seats.

Become familiar with and work for the enforcement of current laws.

Work with the school principal and school board to include restraint/safety belt curricula at all grade levels.

Encourage the principal to plan a school assembly on restraint/seat belt safety. Set up a display for students on restraint/seat belt safety.

Seek and support legislation that will mandate use of seat belts by passengers in all vehicles not now covered by state law (e.g., pick-up trucks, buses and vans).

Resources and References

See “Seat Belts” in the Advocacy Topic Index for related Resolutions and Position Statements.

AAA Foundation for Traffic Safety (www.aaafoundation.org)

American Academy of Pediatrics (www.aap.org)

California Automobile Association (www.csaa.com and www.aaa-calif.com)

California Child Passenger Safety Association

California Highway Patrol (www.chp.ca.gov)

California Motor Vehicle Code (www.leginfo.ca.gov or www.dmv.ca.gov)

California Office of Traffic Safety (www.ots.ca.gov)

California Safe Kids (www.usa.safekids.org)

Center for Injury Prevention Policy and Practice (CIPPP) (www.cippp.org)

California Coalition for Children’s Health and Safety

Child Safety Network (www.csn.org)

Local health care providers

Municipal law enforcement agencies

National Safety Council (www.nsc.org)

National Highway Transportation Safety Association (www.nhtsa.gov)

Creating an event

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)

Preliminary Planning

Begin six months in advance, if possible.

Discuss and obtain approval to hold an event from the PTA executive board and principal or school representative.

Ensure the event will not conflict with other unit, council or district PTA observances.

Obtain a vote of approval for the event at a meeting of the association. Include a motion to disburse monies to cover the estimated cost involved.

If being held off campus, obtain permission for facility use from appropriate manager. If asked to sign a Hold Harmless Agreement, contact the California State PTA insurance broker.

PTA president appoints the event chairman and committee. Determine the goals of this committee. Articulate what the committee hopes to accomplish with the activities.

Appoint several members to the planning committee. Unit bylaws and standing rules may have information to guide the project. If possible, include the principal or a faculty member, the public relations/publications coordinator (if there is one), and a student (Event Planning Worksheet).

Review event material—make copies as needed. From previous chairman or committee, obtain the procedure book, National PTA Quick-Reference Guide, Our Children, and PTA in California.

Discuss budget needs with president and treasurer. Ideally, the budget should be planned with a line item for the event. The planned activities must stay within the budget. If necessary, the community may be asked to partner by donating materials, hospitality items and perhaps even a grant or sponsor to underwrite the planned activity or event. Be realistic in estimating the costs. Remember to include possible custodial costs, publicity, and postage.

Decide on a focus area, if any. Brainstorm ideas with the committee. Decide on activities that have the best chance for good participation from the student-body, the parents, and the community. If the PTA has never held this event before, do not overwhelm the faculty with activities.

Keep in mind past traditions but also investigate new ways to hold an appropriate event that will fit the school and community.

Select a theme as the major focus, and decide on the type of program (e.g., family dinner, musical program).

As early as possible, check school calendar and decide on a date.

The Americans with Disabilities Act requires that disabled persons must be reasonably accommodated by modifying policies, making physical changes and obtaining equipment to assist their participation in any activity. For PTA meetings/events, this could include seating to accommodate an attendant accompanying a member or reserved seating in a location to accommodate a member’s special need, providing written handouts to supplement discussion and/or providing qualified readers or interpreters for individuals having a hearing or sight impairment.

Discuss rules and expectations with facility management. Put all agreements in writing. Determine if permission or permits from school district or city are needed.

Notify parents and community to “save the date” for the event. Also send notes to past and present PTA presidents, leaders and award recipients, and school district and community members.

Notify staff, explaining event goals and requesting their support.

Schedule at least three committee meetings prior to event.

Never sign a Hold Harmless Agreement on behalf of the unit, council or district PTA until the California State PTA insurance broker has been consulted. (Hold Harmless Agreement)

Transportation Planning

In situations where PTA sponsors activities and secures transportation, such as “Grad Night” (hereinafter referred to as “events”), the PTA must provide accessible transportation at no additional cost to students with mobility disabilities in compliance with the requirements set forth in the Americans with Disabilities Act (ADA). Local PTA units shall coordinate with their local school and/or school district to obtain updated lists of accessible transportation providers if such lists exist. Questions from PTA units, districts or councils regarding a request for accessible transportation should first be directed to the school district. Additional questions may be directed to the California State PTA Vice President for Leadership Services.

When local PTA units secure transportation for participating students for events, local PTA units must comply with the ADA which does not permit services that are different or separate from that provided to other individuals without disabilities, unless such action is necessary to provide an individual with a disability or class of such individuals with a good, service, facility, privilege, advantage, or accommodation or other opportunity that is as effective as that provided to others.

If the local PTA unit secures accessible transportation to events, as described above, and it fails to arrive, the PTA shall make every reasonable effort to secure alternative accessible transportation to enable students with mobility disabilities to still attend. In no instance shall a local PTA unit inform students with mobility disabilities that they must secure their own transportation.

A student with a disability who requires a one-to-one aide as part of his or her Individualized Education Program (“IEP”) shall be permitted to attend any PTA event with his or her aide, as the student’s family deems necessary. Further, no fee shall be charged for any PTA event ticket for the student’s aide. For any event where a student requires an aide, the cost of the aide’s transportation shall be borne by the PTA. PTA may ask to be reimbursed by the event venue, affiliated school and/or school district.

Event Development

Begin three months in advance, if possible. Develop a timeline utilizing check sheets. Assign committee members specific duties.

Service Providers/Speakers/Program Participants (At Least Two People)

One person should be designated as the contact person on invitation letters.

One person should assist with paperwork (Service Provider/Speakers/Program Participants Check List).

Publicity Campaign (At Least One Person)
Publicity may include the use of one or more of the following:

News releases
PTA newsletter articles
Posters for placement at local business locations
Radio/cable television PSA “spots”
Website promotion
Email alerts

Handouts/Fliers (At Least One Person)
Handouts may include the following:

Fliers to parents
Attendee record form
Permission slips, if necessary
Service provider station signs

Operations (At Least One Person)
Responsibilities include:

Overseeing facility, equipment, and overall operation.
Checking all participating service provider/speaker/program participant requirements.
Coordinating with school district and school custodian.
Ensuring all equipment is in working order.
Consulting with appropriate facility management.
Considering whether additional service providers are needed and reviewing other logistic issues.
Cleaning up after the event.

Outreach (At Least One Person)
This committee member will

Organize volunteers and coordinate hospitality.

Select invitees from the local area. Send a letter of invitation requesting participation, including a response due date.

Pre-Crunch

Begin two months in advance.

Send follow-up letter to confirm service provider participation, including a map of the school and parking location (See Sample Participant Response Form below).

Develop fliers to inform parents and community of the event.

Develop news releases.

Request equipment from school district or facility manager to meet service provider needs.

SAMPLE PARTICIPANT RESPONSE FORM

(Name) PTA/PTSA (Program)

Thank you for agreeing to participate in the (Name) PTA/PTSA (Program). Please mail the completed form to (Name) PTA/PTSA, (Address) no later than (date).

__ Yes, I will participate in the (name) PTA/PTSA (Program) on (date).

Organization/Participant Name: _______________________________________________________________

Address: _______________________________________________________________

Daytime Phone: (_______)_______________
Evening Phone: (_______)_______________
Email: ______________________________

Service and information to be provided:
Please include a detailed description of the services you will provide.

__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

Please list any equipment, audio-visual, space or special requirements you have.

__ No, I will be unable to participate in the (name) PTA/PTSA (Program), but I would be interested in providing related materials. Please list materials which will be provided.

_________________________________________________________________
_________________________________________________________________
Fig. 7-1 Sample

Crunch Time

Begin one month in advance.

Be sure to have sufficient tables and chairs as required by participating service providers. This information will be available upon receipt of response form.

Provide custodian/facility manager with a detailed drawing of the layout for tables and chairs.

Plan for access for the disabled.

Recruit and schedule volunteers. Utilize nursing schools, dental schools, and public health agency health promoters.

Plan refreshments, such as coffee and donuts in the morning or a light lunch for all participating service providers and volunteers.

Check to ensure all equipment requirements can be met.

Distribute event fliers and email announcements to parents and community.

Prepare service provider station signs.

Day of the Event

Have nametags ready for all service providers/speakers/program participants and volunteers.

Check to make sure hospitality area is in order and refreshments prepared.

Check setup of the event stations and all audio-visual equipment.

Welcome the service providers/speakers/program participants and be sure to give them an evaluation sheet (Evaluation Form) that should be collected before they leave at the end of the event.

Have volunteers sign in, including addresses, telephone numbers, and email addresses.

Have at least two designated troubleshooters for the day, and make sure that the service providers and volunteers know who they are.

Clean up the facility and leave it in as good or better condition than it was.

After the Event

Tabulate the evaluations.

Send thank you notes to all participating service providers/speakers/program participants and volunteers.

Write an event report and place it in the procedure book. Include ideas for changes gleaned from the evaluations and comments from participants.

Did the activities help to accomplish goals?
Was there good participation from the faculty and the parents?
Did the kids enjoy it?
What are the recommendations for next year?

Restrictions on Endorsement of Candidates

PTAs, as tax-exempt associations, cannot support or oppose political parties or candidates, including those running for school boards and other nonpartisan offices. Participation in these types of activities will endanger the association’s nonprofit status with the IRS (Nonpartisan Policy).

A current or former PTA board member must not use his/her PTA title or the name of the PTA to endorse a candidate even if just for purposes of identification in any print, electronic, or website candidate literature, or interview or letter to the editor.

Judgment should be exercised by PTA leaders on whether privately endorsing a candidate (without using a PTA title) could negatively affect a future relationship with the elected official should a different winning candidate win.

For the purpose of this policy, all elections involving candidates are defined as partisan elections, even those for “nonpartisan” offices, such as school board or city council. Use of a PTA’s name or the PTA trademark with participation in any partisan activity will endanger PTA’s nonprofit status.

PTA members are not prohibited from running for public office themselves nor from listing PTA involvement as part of their biographical information and/or campaign literature

Individual candidates cannot be invited to address PTA meetings, even if they are PTA members, unless all other candidates are invited. This avoids the reality or appearance of bias or support of an individual candidate. There is no restriction on a member who is running for office from performing his or her regular PTA duties. He or she just needs to be mindful to keep PTA and campaign activities separate.

Compliance with Americans with Disabilities Act

The Americans with Disabilities Act requires that disabled persons must be reasonably accommodated by modifying policies, making physical changes, and obtaining equipment to assist their participation in any activity.

For PTA meetings, this could include seating to accommodate an attendant accompanying a member or reserved seating in a location to accommodate a member’s special need, providing written handouts to supplement discussion, and/or providing qualified readers or interpreters for members having a hearing or sight impairment.

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