A final evaluation report should include (Evaluation Form):
A study is in order whenever the association (membership) is concerned about a subject or an issue. A study committee must gather facts, investigate carefully and prepare a final report. The possible reasons for making a study are many.
The purposes of a study are to:
Acquire knowledge about a subject;
Respond to a concern of the membership in a particular area (e.g., education, health, safety, community problems, state or local legislation);
Respond to a need or problem;
Gather all available facts and information before acting on an issue that concerns the membership;
Develop information on a subject or issue that the association believes should be presented to the California State PTA Board of Managers, government agencies (e.g., school board, city council, board of supervisors), other groups or the public; or
Develop a resolution for the California State PTA Convention.
Initiate a study with a:
Motion from the association membership;
Request from an individual member;
Recommendation from the executive board;
Recommendation from a committee of the association; or
Request from an allied agency, organization or group.
The president appoints the chairman and members of the committee subject to ratification by the executive board. The number and composition may be specified in the motion creating the committee. (If this is done, the phrase “and others as appointed by the president” must always be included as protection against oversight.)
The committee should be composed of at least five but not more than nine people. Members may include:
Committee expenses are legitimate PTA expenses.
Keep minutes to avoid repetition in subsequent meetings, to ensure that all items in the plan of work are covered, to avoid omissions in the final report, and as a record of the committee’s work.
Identify the subject(s) and/or issue(s) to be included in the study.
Set goals. Will the committee gather information, or will it try to develop recommendations for action? If “information only,” how will the information be used? How much time will be needed?
Decide the scope of the study. How much information will be needed to reach the goals? What areas of the subject/issue will the committee try to cover?
Use resources such as films, newspapers, publications, appropriate agencies, and experts in the field of study. All sources should be verified to ensure the accuracy of the information.
Assign responsibilities for research. Each member of the committee should have a specific assignment. Subcommittees may be helpful in completing the research. All research should be available to all members of the committee.
Ensure that all areas of interest on the subject or issue (within the defined scope) are covered. Personal views must not be allowed to intrude.
All possible solutions, conclusions, etc., should be listed with an evaluation of how they will affect the subject or issue.
Recommended Solutions Should be Tested
Are they in accordance with the Purposes and basic policies of the PTA?
Is there a strong possibility they will accomplish the desired results?
Are they practical? Are the necessary resources (whatever they may be) available?
Will the proposed solution create other problems that need to be resolved before implementation?
Are the recommended solutions in the best interest of children and youth?
Do the solutions completely address the subject or issue as defined in the scope, or is more research needed?
The study report should:
Be written by the chairman (the secretary may assist) and approved by the committee;
Be submitted first to the PTA executive board and then to the association;
Include an appendix listing all reference materials used and any other resources;
Include any recommendations for further study, implementation or action; and
Include the time requirements involved in implementing recommendations.
The association or executive board may refer a study report to another group, although that group had no part in initiating the original study.
Studies forwarded to California State PTA should be sent through channels—unit to council (if in council) to district PTA.
When appropriate, all studies should be submitted to the council (if in council) and to the district PTA, so the information will be available to other units.
All studies referred to another group or submitted through channels should be accompanied by a study letter.
Following the final report, the study committee ceases to function unless given further responsibilities by the executive board or association.
These procedures have been developed to assist unit PTA officers and chairmen in carrying out their responsibilities (Committee Development and Guidelines). The president, as an effective leader, will see that officers, chairmen and other volunteers receive copies of their respective job descriptions from this Toolkit as soon as possible (Job Descriptions).
Based on goals established for the year, the president and the executive board determine which programs and projects should be implemented and which might be undertaken, remembering that all projects must be approved by the membership.
While every PTA operates within the Purposes and basic policies of the PTA, each individual unit will become involved in programs and projects according to its interests, its needs, and its volunteers. No PTA can be expected to do everything.
Convene a committee.
Serve the executive board, according to the bylaws.
Provide directional leadership for the committee.
Set an optimistic and enthusiastic tone.
Develop and maintain a procedure book (Procedure Book).
Refer to Bylaws for Local PTA/PTSA Units as needed.
Assist and/or accompany the PTA president to meetings with decision-makers from the school, community, or city government.
Submit a written/oral report at each executive board meeting. Include all committee recommendations and a written financial accounting of all monies received and disbursed to implement approved recommendations.
Keep the committee focused on making appropriate recommendations.
Ensure that the committee assignment is completed and the action reported back to the board association.
Become acquainted with the school staff, school district staff, and decision-makers, including members of the site council and school board.
Survey parents to determine interests and needs in the home, community, and school.
Develop a program plan. Ensure that the plan meets California State PTA insurance requirements. See Insurance and Loss Prevention Guide for allowable, discouraged, and prohibited activities.
Coordinate PTA activities with the school calendar and principal.
Present the plan to the PTA board for approval.
Plan all events well in advance, with a minimum timeline of three months.
Educate parents and the community at an informational meeting.
Encourage membership to actively participate in PTA programs.
Collaborate with other PTAs and community agencies to obtain information, materials, and speakers.
Network with other PTAs in the school district to coordinate events.
Communicate with council and district PTA counterparts.
Share information prepared and distributed by the council and district PTA, California State PTA and National PTA.
Publicize activities. Use the newsletter and website to promote, educate, and inform. Contact the media or enlist the help of the PTA public relations coordinator (Tips for Promoting the PTA).
Attend council and district PTA trainings, California State PTA convention and National PTA convention.
Keep fundraisers simple and low stress.
Consolidate PTA activities with school events that bring out parents and students.
Plan more low-key, family-oriented social events.
Evaluate the program and document lessons learned for future program chairmen.
Schedule activities and association meetings evenly among tracks.
Avoid holding special events when the treasurer or chairman of that event is off-track.
Schedule programs (e.g., Reflections Program) and fundraisers to cover all on-track and off-track times.
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)
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)
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.
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.
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
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.
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.
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.
This section defines or explains terms that financial officers and chairmen may encounter in their PTA work.
Each PTA must maintain a checking account in the name of the association. Use the PTA permanent address, usually the school. Use checks imprinted with the legal name and address of the association, two lines for the two authorized signatures, and the statements, “Void if not cashed within 90 days,” and, “Two signatures required.” Bank statements should be mailed to the legal address of the association. In most cases, this is a school or school district office; it is never the home address of a signer on the bank account.
At least three elected officers, two of whom must be the president and the treasurer, shall be approved to sign checks and have their signatures on file at the bank. The authorized check signers must not be related by blood or marriage or reside in the same household. Refer to PTA bylaws for authorized check signers.
A student may be a signatory on a PTA/PTSA account, as long as he/she is an elected officer of the association, it has been noted in the minutes of the association, and it complies with bank regulations. Contact the bank with questions about this issue.
Ask the bank to include both the legal name “PTA California Congress of Parents, Teachers and Students, Inc.” and the unique name of the unit on the account. This allows checks to be written to either name and deposited in the same account.
Do not sign blank checks. Do not pay bills with cash or ATM cards.
Most banks do not verify a second signature received on PTA checks. A PTA can:
All money must be deposited in accounts at a bank approved by the executive board. The association Employer Identification Number (EIN) must be on all accounts. The EIN number can be found in the bylaws. Contact the council, district PTA or California State PTA for assistance if the PTA’s EIN cannot be located.
Any bank card issued to the association must be restricted to deposits only. The ATM card cannot be used for cash withdrawals or other purchases. The executive board must verify that the cards, if issued, are “deposit only” and should control access to the cards issued.
The IRS considers all funds in PTA accounts to belong to the association regardless of source. A PTA may handle only those funds over which it has full control, and the total amount (less per capita dues forwarded to the next level PTA) must be declared as gross income to the PTA. All funds in the PTA account(s) must have association approval for disbursement.
(Date of Meeting)
(Meeting Location/Time)
I. Call to Order (on time, quorum met)
The president stands, raps the gavel once and calls the meeting to order.
“The meeting will please come to order.”
The president will review the meeting’s ground rules.
II. Opening Ceremonies
Pledge of Allegiance (if held in public facility).
“___________ will lead us in the Pledge of Allegiance. Will you please rise?”
“Thank you, ____________.”
Optional: Inspirational message, song, other.
“___________will present an inspirational song.”
III. Reading and Approval of Minutes – Action Items
The secretary addresses the chairman and reads the minutes.
(Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction, especially for the last association meeting.)
“The secretary will read the minutes of the __(date) meeting.”
OR “The minutes are posted at the entrance/were distributed at the door.”
“Are there any corrections?” (Note corrections.)
“The minutes stand approved as read/printed,”
OR “The minutes stand approved as corrected.”
IV. Financial Report. (Treasurer’s Report)
No motion is needed for adoption of the reports.
“___________ will present the Treasurer’s Report.”
“you have heard the report. Are there any questions?”
“The report will be filed for the audit.”
V. Audit Report (semi-annual) (Audit Report, Auditor’s Report) – Action Items
A motion is needed for adoption of this report.
“It has been moved and seconded that the audit report be adopted” Vote.
(Follow the steps of a motion, Parliamentary Procedure)
VI. Presentation of Bills
Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted upon. Bills should be itemized as to amount, whom to pay, and what payment covers. Any association bills authorized and paid by the executive board must be ratified and recorded in the association minutes. Ratified bills should be itemized as to amount, who was paid, and what the payment covers (Payment Authorization/Request for Reimbursement).
“The treasurer (or the person assigned) will read the bills.”
“It has been moved and seconded that we pay the bills. Is there discussion?” Vote.
“It has been moved and seconded that we ratify payment of bills since last meeting” Vote. (Check Request System: Payment Authorization/Request for Reimbursement)
“It has been moved to authorize the Executive board to pay necessary Summer bills up to the budgeted amounts.” Vote.
(Check Request System: Payment Authorization/Request for Reimbursement)
(Follow the steps of a motion, Parliamentary Procedures)
VII. Reading of Communications
Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required.
“The (corresponding) secretary will read the communications.”
VIII. Report of the Executive Board – Action Items
At association meetings a summary report (not the minutes) is read for the information of the members. Recommendations should be voted on one at a time, the secretary moving the adoption of each one.
“The secretary will present the report of the executive board.”
“You have heard the recommendations such as a motion to approve proposed programs (Preliminary Planning);”
to approve the budget (Approving the Budget; Budget Sample).”
to approve fundraising activities (Standards for PTA Fundraising).”
for the president and one additional elected officer to sign the following contract…” (Contracts).
(Follow the steps of a motion, Parliamentary Procedure)
A second is not required when a motion comes from a committee/board. Vote.
IX. Reports of Committees (Officers and chairmen, including the principal, faculty representatives, and student representatives on the secondary level) Bylaw Committee, Library Committee – Action Item, Convention Committee, Fundraising Committee – Action Item President calls for the report of the committee. The person making the report moves the adoption of any recommendations.
“__________ will present the report of the ___________committee.”
“Are there any questions regarding the report?”
“If not, the report will be filed,” or “You have heard the recommendation such as a motion to release funds up to the budgeted amount for programs through the next meeting (Preliminary Planning):”
(Follow the steps of a motion. Parliamentary Procedure.) Vote(s).
X. Unfinished Business
The president presents each item of unfinished business as indicated in the minutes. He/she should not ask “Is there any unfinished business?”
“The first item of unfinished business is _________.”
Report of school district acceptance of donated funds, goods, or materials.
XI. New Business
A motion is necessary before discussion and vote on any new business. All proposed business to be considered at the meeting must have been properly noticed to be acted upon. (See bylaws.)
“The first item of new business is ________.”
XII. Program (optional)
The president introduces the chairman to present the program.
“_________ will present the program.”
“Madame/Mister President, this concludes the program.”
XIII. Announcements
Date of the next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced.
“The next meeting will be __________.”
“Please join us for refreshments.”
XIV. Adjournment
No motion is necessary to adjourn. President raps the gavel once.
“The meeting is adjourned.”
This agenda is a guide only, adaptable to meet unit’s needs. The agenda should be made in triplicate. Give copies to the (recording) secretary and to the parliamentarian. Distribute or post for the membership, the proposed budget and proposed annual programs with the agenda.
A newly-elected president may want to write everything out in detail. Check off each item as it is completed and nothing will be forgotten. The presiding officer stands while conducting business and sits (unless unable to be seen by the audience) while others are participating.
Adopted April 2023
Policies are presented to convention delegates for adoption in odd-numbered years.
Procedures are adopted by California State PTA Board of Managers.
Policies are italicized; procedures are not italicized.
A legislative measure includes:
Policy 1
California State PTA is responsible for analyzing and taking action on state and federal legislative measures.
Until the California State PTA has taken a position on a legislative measure or specifically declines to take a position, support or opposition should not be expressed in the name of PTA.
A legislation action committee is authorized to act on behalf of the State Board of Managers when taking positions on legislative bills. Such action must conform to established PTA positions and must be reported immediately to the California State PTA Board of Managers. The Legislative Action Committee consists of the director of legislation, president, legislative advocates, president-elect, executive director, vice presidents and representatives from the subject matter commissions (education, health & community concerns, and family engagement), two district presidents (elected by the district presidents) and others as may be appointed by the president.
The Legislation Action Committee must complete a study based on PTA authorities before proposing a position on an initiative or a referendum to the Board of Managers.
In order to take a position on a legislative bill that places a measure on the ballot, a study must be prepared. The Legislation Action Committee’s action serves to recommend a position on the bill and the subsequent ballot measure. The recommendation must be adopted by the Board of Directors and the Board of Managers. The Board of Directors and Board of Managers shall hold a meeting within fifteen days of receipt of the recommendation from the Legislation Action Committee. If bill amendments substantively change the content of the measure, the recommendation can be reconsidered utilizing the same process.
When there will be no meeting of the State Board of Managers between the date an initiative or referendum qualifies for the ballot and the date of the election, the Legislation Action Committee may recommend a position on the measure. The recommendation must be brought to the Board of Directors and the Board of Managers. The Board of Directors and Board of Managers shall hold a meeting within fifteen days of receipt of the recommendation from the Legislation Action Committee.
In order to maintain a strong united position, contacts to legislators in the name of PTA shall be made by PTA members authorized by the State Board of Managers, unit, council or district PTAs.
Policy 2
Legislative measures selected for action by California State PTA must be of statewide significance. These measures must also fit within the Purposes of the PTA, the legislation platform adopted by the convention delegates, and other relevant PTA authorities.
PTA action on legislative measures is based on some or all of the following authorities:
Policy 3
Any position on legislative measures adopted by California State PTA remains in effect, unless, after subsequent review, new action is deemed warranted, and is adopted according to California State PTA procedures.
When action on state or federal legislation is required between meetings of the legislation action committee, or when a bill has been amended to the extent that an existing position needs to be changed, such action may be taken by an interim committee. This committee consists of the president, president-elect, director of legislation, appropriate subject matter vice president and the advocate who will manage the bill.
When these situations occur, the advocate managing the bill shall contact the subject matter commission vice president. If the vice president concurs that an immediate decision is warranted, and the director of legislation agrees, an interim committee meeting shall be called.
Any such action(s) must be ratified at the next regular meeting of the Legislation Action Committee.
Policy 4
All positions on legislative measures taken by California State PTA shall be posted on the association’s website and shared with membership in a timely manner.
When positions are adopted on state legislative bills by the legislation action committee:
When positions are adopted on state ballot measures:
Policy 5
A unit, council, or district PTA with an interest in a proposed or qualified statewide ballot measure, which pertains to the welfare of children and youth, must determine whether California State PTA is studying or has taken action, before considering any action locally. Action may be taken locally by following PTA’s standard procedure for making a study.
The issue or ballot measure must fit within the Purposes of PTA and the California State PTA legislation platform, adhere to PTA policies, and affect the well-being of children and youth.
Before a unit, council or district PTA takes a position on a statewide ballot measure, a study committee shall prepare a report including information from all sides of the issue. Authorities to take a position described in Policy 2) must be documented in the study.
The unit, council or district PTA executive board must approve the study and then submit the report to the association for action. The results must be recorded in the minutes. Adopted positions on must be communicated to California State PTA.
When no action is planned and information only is being presented to membership, both sides of the issue must be provided.
Policy 6
Any California State PTA action on legislative measures represents the official position of the organization and shall not be interpreted as representing the personal opinion or conviction of every individual PTA member.
Policy 7
Unit, council and district PTAs are encouraged to promote adopted California State PTA positions on legislative measures and may be requested to actively support them. This does not require a local vote affirming the state position. While unit, council, and district PTAs are not required to work actively for any position, they should not officially oppose a stand taken by California State PTA. Disagreement with a position on legislative measures should be communicated to California State PTA through regular channels, with a report of the extent of – and reasons for – the disagreement, including supporting PTA authorities.
Unit, council, district PTAs, or executive boards need not vote to affirm a California State PTA position in order to support the position.
When reporting a position of California State PTA, a unit, council or district PTA may also inform the membership of opposing views.
If a unit, council or district PTA desires to express disapproval of an adopted California State PTA Board position on legislation to the California State PTA Board of Managers, a study of both sides of the issue should be made by the disagreeing group, and results of the study (with supporting material) should be forwarded to the California State PTA Board of Managers.
If not speaking in their official capacity, a current or former PTA officer/board member must not use a PTA title, the name of the PTA or the trademark of PTA to take action in opposition to an official California State PTA position.
Policy 8
Any unit, council, or district PTA may request that California State PTA consider taking action on a legislative measure.
A request should be accompanied by background information and the reasons for the recommendation, including relevant PTA authorities.
A copy of the request should be forwarded to the PTA District.
Policy 9
Any unit, council, or district PTA may wish to take action on a state legislative measure that affects only its local or regional area. The unit, council, or district PTA affected must inform California State PTA before making a study and taking a position.
The measure must have serious implications for children and youth within that local or regional area.
The measure must fit within the Purposes of PTA and be supported by PTA authority.
The local PTA must complete a study and take a vote at its association meeting in order to take a position on any measure.
Meeting notice must be given according with the bylaws. A copy of the study must be provided with the notification. After a position has been taken, the local PTA shall report that action to the California State PTA Director of Legislation.
Any advocacy of the local PTA’s position is the responsibility of the local PTA and must be preceded or accompanied by a statement making it clear that the local PTA spokesman represents a PTA area, and is not speaking for California State PTA.
The local PTAs concerned must communicate their positions on legislation, their actions, and the results to their membership in a timely manner.
Policy 10
Unit, council and district PTAs may take action on local issues originating in school districts, cities, regions, or counties, if such action fits within the Purposes of PTA, the legislation platform, is supported by PTA authorities, and affects the well-being of children and youth.
The local PTA must complete a study and take a vote at its association meeting in order to take a position on any measure.
A unit should consult the council, a council should consult the district PTA for advice and coordination of efforts and the district PTA president should be informed of any projected study by a unit or council.
Meeting notice must be given according to the bylaws. If this is a legislative measure, a copy of the study must be provided with the notification. A vote of the association must be taken in order for the position to be adopted.
Policy 11
Informational (non-advocacy) material on PTA positions related to legislative issues, including local or statewide ballot measures, may be sent home with students, in compliance with local school district policies and procedures*
*State law requires school districts to adopt policies regarding sending material home with students.
Before sending any materials home with students or using any school district resources, PTAs must check with their school district to ensure compliance with school district policies and procedures. Advocacy materials must never be distributed using school district resources such as websites, listservs, copy machines, email servers, and social media accounts.
Advocacy materials provide biased information about the issues and often tell the voter how to vote on a specific issue. This information must never be sent home with students, and PTAs must find alternative methods of distribution.
Only informational materials on legislative issues may be distributed via the students. Informational materials must provide “a fair and impartial presentation of relevant facts to aid the electorate in reaching an informed judgment regarding the bond issue or ballot measure.” (See California Education Code, Section 7054 (b)(2).) Note that a statement of California State PTA’s position on an issue is, in itself, informational.
If there is a question regarding whether legislative material constitutes advocacy or is informational, consult the district PTA president or the appropriate school district personnel.
The school district designated administrator must authorize in writing the distribution of all legislative material considered to be informational before it can be sent home with students or electronically posted on a school website.
It is a best practice for a PTA unit to maintain a file of all legislative materials distributed via students. The file should include a copy of every piece of legislation material with the appropriate written authorization for distribution.
Mismanagement of funds refers to the potential loss or misuse of PTA funds and raises questions about the integrity of the individual(s) in charge of the PTA funds. PTA funds are protected by following correct financial procedures. Each member of the PTA executive board has a fiduciary responsibility (required by the IRS of all nonprofits) to safeguard the association’s assets and potentially clear the individuals who may be involved.
There are several signs of possible mismanagement: lack of receipts and/or treasurer’s reports; payments made in cash rather than by check; missed meetings by financial officers; and unanswered phone calls or mail. However, these are merely signs, not proof of wrongdoing, so be discreet. Do not make any implicit, explicit, oral or written statements or accusations. Such actions could result in a lawsuit for libel or slander.
Notify the district PTA president or California State PTA vice president for leadership services and/or state treasurer. With guidance from one or more of these PTA leaders review the information, and determine the appropriate course of action. Specific PTA procedures are outlined in the California State PTA Council and District Leaders Guide, which is available to council and district PTAs.
Possible mismanagement/embezzlement of PTA funds is a PTA responsibility and therefore, PTA policies and procedures must be followed. The principal or other school district personnel shall not determine or take any other course of action for the PTA.
Do not make a direct accusation. Do not accept any offer of direct repayment from an individual, unless payment of the full financially reviewed amount is to be made with cash, certified check or money order. It is important to report the loss to the district PTA and insurance broker right away.
Embezzlement, the stealing of money entrusted into one’s care by means of fraud for one’s own use, is considered to be the same as theft under the law. Theft in any form is a violation of the law and should be handled as a serious offense. If money is stolen from an individual’s car or property, a police report should be filed immediately and contact made with the individual’s insurance company to determine coverage.
Although the treasurer is responsible for filing all required tax forms or making arrangements for the filings to be completed by a professional, it is the executive board’s responsibility to ensure that all forms are filed by the due date. The financial reviewer shall verify that all required tax forms have been filed and copies are kept in the treasurer’s records.
Pursuant to IRS rules, every board member is responsible for completing the Conflict of Interest/Whistleblower Annual Questionnaire each year. The treasurer or secretary must retain the signed Conflict of Interest Form for a minimum of 3 years.
Consider hiring an outside professional well-versed in nonprofit tax requirements to complete the PTA tax forms. Tax filings are complex even for many professionals. No volunteer should feel stressed doing them or embarrassed not to do them. The objective is to have them done properly and on time.
Always keep a copy of signed tax forms for the PTA’s records and note the date that the forms were mailed or submitted.
When a PTA is disbanded, federal and state regulations require that final tax filings be filed by the 15th day of the fifth month after the change in status. The district PTA is responsible for ensuring all final tax filings are completed and for dissolving the disbanded PTA with the Attorney General’s Registry of Charitable Trusts.
Do not forget to sign, date and mail the tax return if it is not filed electronically. Tax forms may be signed by any elected officer.