Search Results for: contracts

Records Retention and Destruction Policy

Model Practices for Districts, Councils and Units

It is very important that certain records be retained. The current IRS letter of determination, the current bylaws and standing rules approved by the state parliamentarian and the articles of incorporation (for incorporated PTAs) should be readily available at all times.

In 2016, a policy for handling PTA records was adopted by the California State PTA Board of Directors and Board of Managers. It meets all applicable state and federal statutes related to document retention for nonprofit organizations.

As summarized below, the policy is intended as a guide for model practices at the local district, council and unit level.

The purposes of the policy include:

(a) The retention and maintenance of documents necessary for the proper functioning of local PTA as well as to comply with applicable legal requirements;

(b) The destruction of documents which no longer need to be retained; and,

(c) Guidance for the Board of Directors (the “Board”), officers, and other constituencies with respect to their responsibilities concerning document retention and destruction.

Please refer to the Toolkit online at toolkit.capta.org for the complete policy recommended for all districts, councils and units.

RETENTION SCHEDULE

Permanent Storage

Accounting & Finance

  • Annual Financial Statements & Financial Review Reports
  • Cancelled Checks – special, such as loan repayment
  • General Ledger

Contributions/Gifts/Grants

  • Contribution Records
  • Documents Evidencing Terms of Gifts

Governance

  • Articles of Incorporation & Amendments
  • Bylaws & Amendments
  • Minute Books, including Association, Board & Committee Minutes
  • Annual Reports & Returns to State & Federal Agencies
    • IRS 990N, 990EZ or 990
    • Franchise Tax Board 199N or Form 199
    • Attorney General –
      • RRF-1
      • Raffle Reports (if applicable)
  • Secretary of State SI-100 (if incorporated, filed biennially)
  • IRS Rulings
  • Licenses and Permits
  • Employer Identification (EIN) Designation
  • Any other correspondence with State or Federal Agencies

Electronic Mail (Email)

  • Emails considered important or of lasting significance

Retirement & Pension Records

Insurance

  • Property, D&O, Workers’ Compensation & General Liability Insurance Policies
  • Insurance Claims Records

Legal Correspondence

10 Years

  • Personnel Records
  • Employee Contracts
  • Personal Property Leases

7 Years

  • Accounts Payable
  • Accounts Receivable
  • Bank Statements, Reconciliations & Deposit Slips
  • Cancelled Checks – routine
  • Credit Card receipts
  • Employee/Business Expense Reports/Documents
  • Interim Financial Statements
  • Grant Records

3 Years

  • Conflict/whistleblower forms

2 Years

  • Hard copy correspondence and internal memoranda – routine matters
  • Electronically stored documents – routine matters

12 Months

  • Emails – routine

Conflict of Interest Policy

Definitions
Conflict of Interest (also Conflict) means a conflict, or the appearance of a conflict, between the private interests and official responsibilities of a person in a position of trust. Persons in a position of trust include staff members, officers, and members of the board of a unit, council or district of the California State PTA. Board means the executive board or executive committee. Officer means an officer of the board of directors, executive board or executive committee. Staff member means a person who receives all or part of her or his income from the payroll of any unit, council or district as well as the California State PTA. Members of the board include any officer or chairman of the executive board or executive committee. Supporter means corporations, foundations, individuals, 501(c)(3) nonprofits, and other organizations that contribute to the California State PTA.

Policy and Practices
In accordance with the California State PTA Bylaws, Article IV, Section 6: A PTA member shall not serve as a voting board member of a constituent organization at the local, council, district PTA, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

Related Party Provision. For purposes of this provision, the term “interest” shall include personal interest, Interest as director, officer, member, stockholder, shareholder, partner, manager, trustee or beneficiary of any concern and having an immediate family member related by blood or marriage or member of the same household who holds such an interest in any concern. The term “concern” shall mean any corporation, association, trust, partnership, limited liability entity, firm, person or other entity other than the organization. No officer or board member of the association shall be disqualified from holding any office in the association by reason of being related to any person that has any interest in any concern. An officer or member of the board of the association shall not be disqualified because they are a related party from dealing, either as a vendor, purchaser or otherwise, or contracting or entering into any other transaction with the association or with any entity of which the association is an affiliate. No transaction of the association shall be voidable by reason of the fact that any officer or member of the board of the association is related to a person that has an interest in the supporter with which such transaction is entered into, provided:

a. The interest of such officer or member of the board is fully disclosed to the executive board.

b. Such transaction is duly approved by the board of directors not so interested or connected as being in the best interests of the association.

c. Payments to the related party of the interested officer or the member of the board are reasonable and do not exceed fair market value that shall be determined by a three bid process.

d. No officer or member of the board may vote or lobby on the matter or be counted in determining the existence of a quorum at the meeting at which such transaction may be authorized.

e. Every officer and member of the board shall complete the annual questionnaire at the beginning of each fiscal year. This document shall be maintained as provided in the document retention policy.

Following full disclosure of a possible conflict of interest, the executive board shall determine whether a conflict of interest exists and if there is a conflict, the Board shall vote to authorize or reject the transaction or take any other action deemed necessary to address the conflict and protect the PTA’s best interests. Both votes shall be by a majority vote without counting the vote of any interested board member.

An interested member of the board, officer, or staff member shall not participate in any discussion or debate of the board, or of any committee or subcommittee, in which the subject of discussion is a contract, transaction, or situation in which there may be a perceived or actual conflict of interest. However, they may be present to provide clarifying information in such a discussion or debate unless objected to by any present member of the board.

Anyone in a position to make decisions about spending the PTA’s resources (i.e., transactions such as purchases and contracts) – who also stands to benefit from that decision – has a duty to disclose that conflict as soon as it arises or when it becomes apparent; he or she should not participate in any final decisions.

A copy of this policy shall be given to all members of the board, officers, and staff members upon commencement of such person’s relationship with the PTA or at the official adoption of this policy. Each board member, officer, and staff member shall sign and date the policy at the beginning of his or her term of service or employment and each year thereafter. Failure to sign does not nullify the policy.

Each member of the board, officer, and staff member shall annually sign a statement which affirms such person (see Conflict/Whistleblower Form):

a. Has received a copy of this conflict of interest policy,

b. Has read and understands the policy,

c. Has agreed to comply with the policy, and

d. Understands that the PTA is a constituent organization of the California State PTA as a nonprofit corporation and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax exempt purposes.

Association Meetings

PTA members are the “association” for a unit and play an important part in conducting the business of a PTA.

By participating in association meetings, general members have the opportunity to make motions, provide input on agenda items and make collective decisions by voting on actions for a PTA.

They also vote to approve programs and activities recommended by the executive board. They are responsible for adopting budgets and financial reviews as well as approving the expenditures of a PTA.

In addition, the PTA membership is the only group for a unit with authority to:

  • Elect the Nominating Committee, Officers and PTA Convention Delegates
  • Adopt Bylaws and Standing Rules
  • Approve contracts for PTA programs and events
  • Authorize an individual to represent the PTA
  • Authorize a unit’s position on an issue after a study

As outlined in Bylaws, association meetings and their agenda must be publicized at least ten (10) days in advance. Written notice of the meeting, sent to all members, includes the date, time, location and proposed business of the meeting.

For proposed Bylaw amendments and the annual election meeting as defined in the Bylaws, written notice must be given at least thirty (30) days in advance.

All members are encouraged to attend association meetings. It is recommended that a program be presented as an addition to the meeting to better engage members and strengthen family-school partnerships.

Suggestions for Year-Round Schools

Maintaining community involvement and member participation in a PTA at a year-round school can be challenging. To help sustain PTA activity, consider:

  • Electing vice presidents or appointing chairpersons from each track to communicate with members
  • Scheduling association meetings so that each track can attend at least one meeting a year
  • Holding informational meetings for each track in addition to association meetings
  • Publicizing PTA events well in advance to keep everyone in the loop

With proactive planning and outreach, family engagement in school is strengthened to benefit all of the students in different attendance tracks.

Involving Students

Student involvement is the active inclusion and effective participation of students of all ages in the work of the PTA/PTSA association. California State PTA encourages and promotes full student participation in PTA/PTSA leadership, planning, events, and programs.

Student Involvement Committee

The formation of a student involvement committee with student and adult members generates and sustains the active participation of student members. The work of the committee includes:

  • Surveying students and the school community to determine what type of activities would encourage more student involvement, and to determine student needs and concerns.
  • Developing a plan and calendar based on survey results for activities, events and programs that meet students’ needs and foster more student involvement.
  • Allowing students to have an active voice by seeking input and feedback from all students.
  • Partnering with school clubs, PTAs or community organizations to co-sponsor events, programs or activities of interest and relevance to students.

Students Membership Rights and Responsibilities

Students, upon payment of full membership dues, have all membership privileges and responsibilities. A student may serve in any PTA/PTSA office. All officers, adults and students alike, must perform duties of the office as outlined in the bylaws.

Financial Procedures for Student Leaders

  • Checking Accounts – Students may be signatories on the PTA/PTSA account as long as they have been approved as one of the signatures by the association and it has been noted in the minutes of the association.
  • Contracts or Binding Procedures – All contracts or binding commitments of the association must always be approved and voted on by the association in accordance with PTA policy. If a student under the age of 18 is a signer, the other signer must be an adult. (see Contracts)

Revising Bylaws to Change to a PTSA

  • Bylaws – When the bylaws are changed making the unit a PTSA, provision should be made for at least one position on the executive board to be filled by a student.
  • Dues Structure – If a PTA/PTSA plans to have a separate dues structure for students, the dues amount must include the per capita amounts required to be sent through channels to the council, if in council, district PTA, California State PTA and National PTA.
  • Nominating Procedures – For PTSAs, at least one student should serve as a member of the nominating committee elected at an association meeting. When considering a person for any office, it is always best to make sure the person understands all of the duties of the position.

Job Description for Student Involvement Chair

Download the Student Involvement Chair Job Description

Student involvement is the commitment of a PTA/PTSA to actively involve students in the leadership of the association. Parents, guardians, caregivers, teachers, and students work together as a team to train youth to be future advocates and community leaders. California State PTA encourages and supports student participation in PTA leadership, events and programs. Refer to Student Involvement Templates for ideas for involving students in elementary, middle and high school activities. (California State PTA ToolkitInvolving students)

Once the membership has voted to have a Student Involvement Committee, and it has been verified that the committee is included in the standing rules, the president will appoint a chair, subject to ratification of the executive board.

Responsibilities

  • Include adults and students on the Student Involvement Committee.
  • Discuss student involvement with your PTA/PTSA executive board.
  • Survey the school community to find out what types of activities would encourage student involvement.
  • Develop a plan for student involvement. Set reasonable goals based on available resources and the desired outcome.
  • Recruit student membership, making a formal commitment to youth involvement in the form of a motion or an action item.
  • Review and revise bylaws according to California State PTA procedures if the association decides to incorporate students into the legal name of the association.
  • Request that the executive board plan meetings during a time the majority can attend; be considerate of schedules so students and adults can be equally represented.
  • Publicize PTA/PTSA meetings to students with school posters, morning announcements and school newsletters.
  • Promote student membership. Highlight benefits of involvement such as PTSA scholarships, community service opportunities, and enhancement of college and job applications.
  • Develop and implement programs that are relevant and that involve both students and adults. Include students in the initial planning stages as well as in the execution of the projects.
  • Publicize activities through the PTA/PTSA newsletter, fliers, marquees, school website, e-mail blasts, social media, personal telephone calls and local newspapers.
  • Evaluate activities/accomplishments at least once a year. This will show how students were actively involved, and how students can continue to be involved in PTA/PTSA activities.
  • Encourage students to have an active voice in your PTA/PTSA. Payment of membership dues entitles students to all membership privileges and responsibilities.
  • Elect students as officers. California Corporations Code and civil laws allow students to hold office in PTA/PTSA.

Think of student involvement as a process:

  1. Make student involvement a PTA/PTSA priority.
  2. Encourage the support and participation of students as stakeholders in their school community.
  3. Work as a collaborative team with students, teachers and community members to bring about positive change.

Financial / Legal Issues to Consider When Involving Students

Checking Accounts – in accordance with PTA policy, two signatures are required on all checks issued for payment. Students may be signatories on the PTA/PTSA account as long as they have been approved as one of the signatories by the association and it has been noted in the minutes of the association. Contact your local bank, as bank policies may differ from those of California State PTA.

Contracts or Binding Procedures – all contracts or binding commitments of the association must be approved and voted on by the association in accordance with PTA policy. Refer to Finance, Developing the BudgetCalifornia State PTA Toolkit. After approval by the association, if the officer authorized to sign contracts is under 18, that individual is still authorized to sign a contract under the PTA bylaws and with the authority of the local PTA. If there is a default on the terms of the contract, allegations would be filed against the PTA, not the individual signing officer.

Insurance – California State PTA provides comprehensive general liability coverage and basic bonding insurance that covers all unit, council and district PTAs/PTSAs in the state when involved in allowable PTA activities. These policies make no distinction regarding, and are not limited by, the age of the PTA volunteer. Youth under the age of 18 are not excluded from these insurance policies.

Parent Approval – Have on file a signed contract signifying the approval of the student’s parent or guardian if the student is under the age of 18 (Insurance Guide, Parent’s Approval, Student, Family, and Participant Waiver).

Additional Resources

National PTA website, www.pta.org
California PTA website, www.capta.org
California State PTA Insurance Guide (English and Spanish), mailed annually to PTA presidents

Job Description for Graduation/Prom Night

Download the Graduation/Prom Night Job Description

A PTA/PTSA Graduation/Prom Night event is coordinated by a committee whose chair is an appointed or elected member of the executive board. The committee members can include other members of the board, the principal, a faculty member, the president (ex officio) and other PTA members appointed by the president. The major responsibility of this committee is to provide a safe, healthy, legal and supervised recreational event for students in cooperation with the community. A secondary responsibility may be to raise necessary funds to host the event.

What to Consider

Some issues for a committee to consider when planning any graduation or prom night activity follow.

Activities

  • Are inexpensive, involve many members and students, and are
  • Do not involve commercial or advertising obligations.
  • Do not conflict with other PTA, school or community events.
  • Create goodwill for PTA in the community.

Safety

  • PTA must ensure that young people are under proper adult supervision when participating in PTA activities, and that correct safety and security procedures are always followed. (See References at the end of this worksheet for further sources of information.)
  • Parents and students must be made aware of the risks involved in hiring limousine, charter bus or van services that may have no insurance coverage, unlicensed drivers and/or provide alcoholic beverages. Contact local offices of the Public Utilities Commission to verify the licenses of these services.
  • When school district buses are used for the events, the school district safety procedures must be followed.

Health

  • Health issues can differ according to the location and organization of an event. Organized events at theme parks or recreational areas — where added supervision is provided and food is catered by professionals — create fewer problems than those that are self-catered and supervised by local sponsors.
  • Every event must be drug-, alcohol-, and smoke-free. Careful consideration must be given to food handling, restroom facilities, rest areas and availability of personnel certified in first aid and CPR.

Legal Issues

  • When undertaking an event or activity, local ordinances regarding large group assembly permits, fire safety and health regulations must be obeyed. The school district, district PTA, city and county agencies must be consulted for specific directions.
  • “Parents’ Approval, Student, Family, and Participant Waiver” form should be completed for each student participant. (See California State PTA Insurance Guide.)
  • It is illegal for a person under the age of 18 to participate in any form of gambling (including casino activities).

Transportation

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 current 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.

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.

PTA Insurance

When planning PTA events and activities you must always refer to the Insurance Guide that is updated annually. If you have any questions or concerns about the event contact the California State PTA insurance broker. Never sign a Hold Harmless Agreement on behalf of the PTA. If the PTA is asked to sign a Hold Harmless Agreement for any reason, the PTA should contact the California State PTA insurance broker. When directed by the insurance broker to sign the “Facilities Use Permit Addendum” for events held on public school campuses, locate the form in the Toolkit, Forms Tab. Contact information for the California State PTA insurance broker may be obtained in the Insurance Guide.

  • The PTA/PTSA association must vote to sponsor the program each year. The results of the vote must be recorded in the minutes of the association.
  • Ensure adequate insurance coverage when planning a graduation or prom night activity by contacting the California State PTA insurance broker. A list of covered PTA activities and requirements is included in the California State PTA Insurance Guide.
  • Insurance company-prohibited activities are not allowed. These prohibited activities can threaten the safety, health and welfare of children. (Refer to California State PTA Insurance Guide.)
  • A “Certificate of Insurance” must be provided by PTA if requested by the school district. (Contact the PTA insurance broker.)
  • Follow Contractor/Vendor Requirements in the Insurance Guide.
  • The PTA may not join another non-PTA organization or group for the purpose of conducting a graduation or prom night activity. The PTA insurance coverage must not be authorized or used for any event not sponsored by the PTA. Prior to cosponsoring an activity or event with another group, refer to PTA Policies, “Cooperation With Other Organizations”.

PTA Unit Procedures

  • The event and all related work and/or fundraising activity must be approved by the executive board and the association and formally recorded in the minutes of the association. All money raised or derived from the event or associated activities shall be deposited in the unit treasury. No funds shall be expended by the chair, subcommittee chairs, or committee members without approval of the executive board and association. All contracts must be signed by elected officers, one of whom shall be the president, following approval by the executive board and association.
  • The president appoints the Graduation/Prom Night Committee, subject to ratification by the executive board.
  • The graduation or prom night activity committee must follow the “Guidelines on the Use of Committees,” in the PTA Toolkit.

PTA Finances

A PTA sponsoring or co-sponsoring a graduation or prom night activity must follow these procedures in all financial transactions.

  • A PTA does not raise money for other organizations, nor does it allow its Internal Revenue Service Employer Identification Number (EIN) to be used by another organization. It is vital to remember that the nonprofit status of PTA is determined by how funds are earned as well as how they are spent. PTA units that engage in extensive fundraising activities, not associated with their primary purposes, may have to pay a tax on any unrelated business income.

What to Do

  • Establish a budget for the event, including all activities of the subcommittees. Submit this budget for approval by the association. Determine the revenue sources for the event. (See Standards for PTA Fundraising.)

Remember, plans for any proposed fundraising project must be presented to the association for approval and must be recorded in the minutes. If specified, the net profit must be spent for the purpose(s) for which it was raised.

  • The committee is a part of the association and must operate within the framework of the PTA bylaws, policies and procedures.
  • Clear date(s) with school and community calendars; reserve needed facilities and equipment.
  • Obtain any required permits well in advance of the event. Notify local police, fire and/or health departments as required.
  • Secure a “Parents’ Approval, Student, Family, and Participant Waiver” form for each student participant, if required. (See California State PTA Insurance Guide and Graduation/Prom Night Guidelines.)
  • Remember, contracts must be approved by the association and signed by the president and one other elected officer of the PTA/PTSA executive board.
  • Follow Contractor/Vendor Requirements in the Insurance Guide
  • For funds received from ticket sales or fundraising activity, it is essential that at least two people count the money together. Funds (money) should never be handled by one person alone. Money should be counted by the Graduation/Prom Night Committee Chair and the unit treasurer or financial secretary. The treasurer (or financial secretary) should issue a receipt for all money received and deposit the funds in a PTA/PTSA bank account.
  • Itemized bills, sales receipts, etc., are given to the treasurer for payment by check. ALL BILLS ARE PAID BY CHECK. NEVER PAY ANY BILLS WITH CASH. The final accounting is given to the association and filed for financial review.
  • Keep accurate records of charitable (cash and in-kind) donations received with any donor information required, and promptly forward to the treasurer. The treasurer shall issue an acknowledgement to donors following appropriate substantiation and disclosure requirements found in California State PTA Toolkit, Tax Filing.
  • A small amount of funds approved by the executive board (not exceeding the amount authorized in the bylaws), if needed, may be advanced for deposits or other supplies/expenses before the event. Receipts are required to reconcile all advanced funds.

The chair is responsible for submitting, at each monthly executive board meeting, a written report which includes a financial accounting of all the monies received and disbursed, donations received and activities planned.

After the Event

  • Complete an inventory of supplies and equipment related to the activity and establish a location to store reusable equipment. Determine if the value of stored materials warrants property insurance coverage.
  • Reconcile all advanced funds and submit any outstanding bills promptly.
  • Hold a committee meeting to evaluate the event.
  • Conduct a student survey.
  • Collect written reports from subcommittee chairs and prepare a report for the association and procedure book.
  • Prepare a report of activities, evaluations and suggestions for your successor for the procedure book.

References and Resources

Bylaws for Local PTA/PTSA Units
California State PTA Toolkit
California State PTA Insurance Guide
Attorney General’s Guide for Charities

Job Decsription for Fundraising Chair

Download the Fundraising Chair Job Description

Key Role – Fundraising Chair

  • Works with a committee, appointed by the president, to plan and organize fundraising activities
  • Focuses on raising the amount of funds needed to meet the unit’s budget
  • Presents reports on proposed fundraising activities at board and association meetings for approval

Getting Started

Preparation – Review files and materials from last term to better understand the scope of your new position. Learn more about:

  • PTA financial policies, procedures and best practices
  • Insurance Guide

It’s also worthwhile to talk to last term’s chair to get advice and tips about your new role.

Schedule Meeting – Soon after election, meet with the Fundraising Committee to create a plan for the upcoming year. Assess what worked best in the past and what might be changed or introduced as a fundraiser.

Delegate tasks to committee members such as publicity, donations, and volunteer recruitment for fundraising events.

How-Tos

Units engage in a wide variety of fundraising efforts to finance PTA programs and activities to:

  • Promote family engagement in school to support student success
  • Meet the interests, needs and resources of the school community

Many PTAs fund academic enrichment programs such as field trips or after-school art, drama, music, math and reading programs.  Other PTAs support health programs, safety and physical education.

Fundraising Options – There is a broad range of options for PTA fundraisers. They include organizing product sales, providing services, promoting ‘Give Back’ programs, soliciting pledges and applying for grants.

When you create a fundraising plan, consider what format might work best: an in-person activity or a virtual fundraiser. Think about the duration of a fundraiser and if an ongoing activity or short-term event is a good fit.

Keep in mind that PTAs should use the 3-to-1 Rule. For every fundraiser, PTAs organize three, non-fundraising activities to grow family engagement and home-school partnerships.

In selecting a fundraiser, the committee should also ensure that it:

  • Creates goodwill for PTA
  • Does not exploit students or involve door-to-door sales by students
  • Involves no commercial or advertising obligations as the PTA is a nonprofit 501(c)(3) organization

Before identifying the best date/time for your fundraiser, look at PTA and school calendars to see what holidays and other activities are already scheduled.

Examples – Book Fair | Recycling | Holiday Boutique | Auction | Community Garage Sale | Spirit Wear Sale | Arts and Crafts Fair | Carnival | Valentine Grams | Plant and Flower Sale | Walk-A-Thon | Game Snack Bar

PTA Policies and Fundraisers

The California State PTA Toolkit provides guidelines, best practices and tips for fundraising. When choosing a fundraiser, ensure that it complies with:

  • PTA goals, policies and purposes as a 501(c)(3) nonprofit organization
  • School district policies on facilities’ use, equipment, safety, food services and nutrition
  • State and local laws regulating charitable solicitations or sales and games of chance
  • Requirements in the Insurance Guideon approved PTA activities

Noncommercial Policy – Fundraising efforts must support the goals of PTA and be related to its educational, charitable and philanthropic purposes as a tax-exempt, nonprofit organization.

This means that a PTA cannot promote or endorse products, services or businesses. And, the names of PTA officers cannot be used for commercial purposes.

When selling a commercial product, please include the following disclaimer in all publicity:

“This is a PTA fundraiser. Distribution of this information does not imply endorsement by PTA.”

Contracts – Contracts with a vendor are always signed by two board members: the president and another elected officer. Before signing a contract on behalf of your PTA:

  • Get your association’s approval and ensure that it is recorded in meeting minutes
  • Verify that vendors are fully covered by their own liability insurance and Workers’ Compensation and obtain a copy of their certificate of insurance
  • Have vendors sign a Hold Harmless Agreement

With any contract, the president is responsible for the agreement and should clearly identify that it is the PTA entering into the contract and not the president as an individual. The signature on a written contract should read: “ABC PTA by Jane Smith, President and (name), officer.”

In addition, as a PTA officer, never sign a Hold Harmless Agreement on behalf of your PTA. Signing such a contract naming the PTA responsible for all injury and damages may increase PTA’s liability and the amount PTA might have to pay if a claim occurs.

If you have questions about a contract, contact the PTA insurance broker to review it prior to signing.

Did you know? … PTA Board Members:

  • Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines
  • Protect members’ privacy by utilizing member information for PTA work only
  • Attend PTA sponsored workshops or trainings
  • Maintain a current procedure book and files to pass on to a successor
  • Work together as a team to improve the lives of all children and their families

Other Useful Information 

California State PTA – www.capta.org

  • PTA Leaders tab and more
  • California State PTA Toolkit, Finance section
  • California State PTA Insurance Guide– Mailed annually to PTA presidents

National PTA – www.pta.org

 

Job Description for Secretary

Download to print the Secretary Job Description

Key Role – Secretary

  • Take minutes at board and association meetings
  • Co-signs documents with president: authorizations for payment, resolutions and formal letters
  • Handles PTA correspondence as directed by the president
  • Maintains and preserves PTA records and important documents to pass on at the end of the term

Getting Started

Preparation – Review files and procedure book from last term to better understand the scope of the new position. Materials should include:

  • Secretary’s minute book(s) with minutes from prior board and association meetings
  • PTA records – Bylaws, membership list, charter, rosters and correspondence

If your PTA bylaws have a recording secretary and a corresponding secretary as officers, discuss how you will work together.

Consult the California State PTA website, Toolkit, and Leader’s website to find out more about:

  • PTA policies, best practices and resources
  • Insurance Guide

It’s also worthwhile to talk to last term’s secretary to get advice and tips about your new role.

How Tos

Recording – When taking minutes at a meeting, focus on noting:

  • Actions taken by group in the order they took place
  • What is done, not what is said

This means that any detailed discussion or personal opinion is not included in the minutes.

Whether you hand-write or use a laptop or device to take notes at a meeting to produce the minutes, remember to include the following information:

1.  Meeting Details:

  • Name of your PTA
  • Date, place and type of meeting
  • Start time and end time of meeting
  • Attendance list
  • Name and title of presiding officer

2.  Business Items:

  • Approval of previous meeting’s minutes ‘as written’ or ‘as corrected’ with a list of corrections
  • Summary of treasurer’s report listing date and balance on hand in the last report followed by income,expenses and date and balance on hand in the current report
  • Motions to adopt budget, financial reports, financial review reports and resolutions
  • List of authorized payments or ratified expenditures to pay bills
  • Motions to approve projects, fundraisers, contracts and bylaws changes, noting the name of the person making a motion and result of the vote, whether adopted or defeated
  • Record if a quorum or majority was needed for motions with a counted vote, as well as the number voting for and against the motion
  • Note that a two-thirds vote was required for approval after the outcome of motions requiring a two-thirds vote

3.  Summaries of Reports/Presentations:

  • Summary of officer, chairmen and administrator reports with important, written reports attached
  • Election results with nominees’ name and the number of votes each nominee received
  • Brief reference to program presented at an association meeting, noting type of presentation, presenter, title and the organization represented

Additionally, add your signature and title at the end of the minutes: e.g. ‘Maria Perez, Secretary’.

Distributing – It’s always best to complete the minutes soon after a meeting. Send a copy to the president to review before distributing minutes to the group that generated them.

There are several ways to share minutes with your members. For a smaller group, such as a board, you can email the minutes for review before the next meeting.

For association meetings, prepare hard copies of minutes as handouts or post them at the meeting. Minutes can be published in a unit newsletter if it is sent only to PTA members.

It is important to keep in mind that PTA minutes are produced only for the group that generated them and are not for public distribution. For this reason, they are not posted on any website, on social media, or in newsletters in their entirety. For association meetings, provide only a summary of the minutes, online or in school newsletters, that highlights the main actions taken at the meeting.

Approving – Minutes are presented for approval at the next meeting of the group as a standardagenda item. This action is recorded in two, different places in the master copies of the minutes:

  • Minutes of current meeting – Note that previous meeting’s minutes were approved ‘as written’ or ‘as corrected’ and list the corrections
  • Minutes of previous meeting – Write the word ‘Approved’ and the date after your signature and title

The president can also appoint a committee, ideally three people, to approve minutes during the term. This helps to save time at a meeting.

When using a committee to approve minutes, committee members must be present at the meeting to:

  • Read the minutes on behalf of members
  • Report on any corrections at the next meeting
  • Approve, sign and date the minutes after secretary’s signature on the master copy of the minutes

Correcting – Corrections to minutes are made when they are presented for approval at a meeting. They can also be made at any subsequent meeting when an error is discovered.

Only the group involved in the meeting – the board or the association – may correct minutes from one of their previous meetings.

To record a correction in the master copy of the minutes, use a red ink pen to:

  • Circle the incorrect words
  • In the margin, write the correction, the date and your initials

Preserving – Minutes are the legal, permanent records of a PTA as a nonprofit 501(c)3 organization and are kept forever. At the end of the term, master copies of any board and association meetings must be permanently bound. Minutes can be 1) printed, signed, and taken to an office supply store or print shop to be bound; 2) printed, signed, and permanently glued into a book with non-removable pages; or, 3) signed digitally, saved as a PDF, and uploaded into a secure PTA drive, such as the document retention system.

Beyond the Minutes

As secretary, you are assigned a few other tasks as indicated in your bylaws. At meetings, be prepared torefer to minutes of previous meetings, adopted bylaws and the current membership list, if asked. You may also be asked to provide blank paper for voting by ballot and to help count a vote.

For an association meeting, the secretary presents a board report and moves the adoption of board recommendations.

In addition, some administrative tasks carried out by the secretary include:

  • Sending notices of board meetings
  • Preparing a list of unfinished business from meetings for follow-up by the president
  • Notifying officers and committee members of their election or appointment

Did you Know? … PTA Board Members

  • Adhere to PTA financial procedures as outlined in Bylaws and State and National PTA guidelines
  • Protect members’ privacy by utilizing member information for PTA purposes only
  • Attend PTA sponsored workshops or trainings
  • Maintain a current procedure book, electronic files or records to pass on their successor
  • Work together as a team to positively impact the lives of all children and families

Resources and References:

California State PTA – www.capta.org

  • PTA Leaders tab and more
  • California State PTA Toolkit
  • Running Your PTA Made Easy
  • California State PTA Insurance Guide

Online Services:

  • Officer Contact System – To enter officer and board member information and generate useful reports
  • e-Bylaws – To revise and update PTA unit Bylaws
  • Tax Filing Support Center – To help units meet Federal and State reporting requirements
  • MyPTEZ – To handle PTA accounting needs and generate financial reports
  • TOTEM – ELECTRONIC MEMBERSHIP SYSTEM – To join and renew membership and for PTAs to manage membership

National PTA – www.pta.org

  • Run Your PTA tab and more
  • E-Learning Workshops

Job Description for President

Download to Print the President Job Description

Key Role – President

  • Oversees and coordinates the work of an executive board to run a PTA effectively
  • Presides at PTA board and association meetings
  • Serves as the official contact, communicator and representative of a PTA
  • Designated as an authorized signer for PTA checks, contracts and authorizations for payment
  • Serves as ex-officio member of all committees except the Nominating Committee
  • Works with other PTA leaders to connect families, school and community to support student success

Getting Started

Preparation – Review the unit Bylaws and standing rules, files, procedure book and materials from last term to better understand the scope of your new position and learn more about:

  • President’s role and responsibilities in running a PTA
  • Duties of each officer and chair
  • California State PTA policies, procedures and resources
  • PTA council and district information
  • Community resources

Schedule a meeting with the principal and/or site administrator before goal-setting to ensure planned PTA activities dovetail with school-wide priorities and support student learning and success. Remind the principal that they are a member of the board and that they will have dedicated time on the PTA board or association agenda to report to board members and/or families.

To expand your skill sets as a leader, plan to attend PTA council/district training along with the other members of your board. Notify incoming unit officers of any scheduled workshops.

Start recruiting chairs and committee members, selecting first those whose work begins right away such as programs, budget, membership and communications. Meet with those committees to ensure proposed calendar and programs, budget, membership campaign, and communication plans are drafted before the first association meeting.

Encourage experienced and new members to get involved and share the workload to grow leadership for today and tomorrow.

Networking – Soon after election, meet with the current president to talk about your new role, what works well and what needs to be tweaked to make your PTA even better.

Discuss ways to share information and files among outgoing and incoming board members to ensure a smooth transition. Encourage officers-elect to also meet with their successors before the term starts.

Get connected by participating in meetings with your council/district PTA, principal and community partners. As a unit delegate to the California State PTA convention, take part in your PTA district’s convention orientation and any offered by the state PTA.

Board Orientation – Arrange for the incoming board to meet to begin organizing for the new term. Schedule this meeting before the term begins, if possible. Meetings before the term starts are meetings of the board-elect.

To help select what PTA activities to focus on, encourage everyone to assess last term’s programs and efforts. That way, you don’t need to reinvent the wheel in making your plans.

At your board orientation, take time as well to:

  • Set mutually agreed-upon ground rules for meetings
  • Identify two to three priorities as a team to make a difference in your school community
  • Review your Bylaws and standing rules that are specific to your PTA unit.
  • Check the Insurance Guide for the Green-Yellow-Red Light activities a PTA can sponsor
  • Get to know each other better and build relationships

At orientation, your board can also ratify the officers, chairmen and committee members appointed by the president and fill any vacant board positions so they can begin their activities. This may also be done at the first board meeting after the term begins.

Important Tasks – At the start of the year, submit a board roster, with names and contact information, to your council or district PTA. The president, treasurer, and secretary information must include a valid mailing address and email. All communications from the State PTA are sent to the president’s address.

Coordinate with the treasurer-elect to follow the unit’s banking institution guidelines to update the signature cards for all PTA bank accounts.

Obtain any usernames and passwords for access to the PTA website, social media and online services.

Be mindful of all PTA deadlines and due dates from council, district, and state. A calendar of dates should be provided to you by your district/council and a state calendar is provided in the summer welcome mailing.

Did you know? … PTA Board Members

  • Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines
  • Protect members’ privacy by utilizing member information for PTA work only
  • Attend PTA sponsored workshops or trainings
  • Maintain a current procedure book to pass on to a successor, in hard copy or electronic format
  • Work together as a team to improve the lives of all children and their families

How Tos

 

Running Your PTA – Monthly Activities

As the team leader, the president oversees and coordinates the work of the executive board in running a PTA.

Here are some tasks that, typically, the president works on each month.

Facilitating:

  • Prepare for board meetings and create an agenda to send to the board ahead of time
  • Chair board meetings, following the agenda to keep everyone on task
  • Review board reports including those prepared by the treasurer, financial secretary and membership chair plus the secretary’s minutes from board meetings
  • Sign PTA checks and authorizations for payment along with another, designated board member

Collaborating:

  • Touch base with other team members about their plans and preparations for upcoming events
  • Meet regularly with the principal to share information on PTA and school activities and to clear all PTA written materials before publishing in hard copy or posting online
  • Attend all meetings of the council PTA as the unit representative or, if unavailable, arrange to have another unit board member attend

Communicating:

  • Update board, members and community stakeholders on PTA plans and activities, encouraging input and feedback
  • Thank PTA volunteers for their time, talents and efforts
  • Promote outreach, inclusion and diversity to connect families, school and community
  • Promptly review all council and district communications as well as service mailings from California State PTA and National PTA. Be alert for any due dates that affect the PTA. Distribute and share materials as appropriate.

Managing Meetings – Quick Tips

PTA surveys tell us that members say meetings are effective when they know why they are meeting, believe their time was well-spent making decisions and feel they accomplished something at a meeting.

That’s why the president’s primary role at meetings is to act as a facilitator to set the tone and manage PTA business in an effective way. And, the main role of the board is to come prepared and assist the president in working through the agenda.

Here are some ways to help make meetings more effective and productive:

Before A Meeting – As part of your preparation, consult with other board members to identify the meeting’s chief objectives, activities to engage participants and who will present verbal and written reports. This helps determine what to include in the agenda that you’ll create for the meeting.

Send the agenda to participants ahead of time and widely publicize the purpose of the meeting.

Prepare and file any required school district Facility Use forms. A PTA unit usually meets at the school site; if meeting off-site, check site requirements and ensure adequate notice of date, time, and location are provided in advance to all attendees.

To boost participation, add social time before or after a meeting for everyone to network. And, recruit interpreters and translate handouts in home languages for your meetings.

At A Meeting – Successful meetings give you an opportunity to inform, inspire and empower members. To run an effective meeting, keep everyone on track and time by following the agenda. The parliamentarian can assist with time-keeping and noting the names and order of speakers.

As the facilitator, it’s also important to remain fair and unbiased so everyone feels welcome and able to participate.

At the end of the meeting, take time to summarize what was accomplished and important next steps for business items.

After A Meeting – Share the results of the meeting with participants to keep them connected to the work of your PTA. Ensure the secretary distributes the minutes to the appropriate group, executive board or association, promptly. And, follow up with officers and chairs on next steps and action items from the minutes to complete tasks and accomplish goals. 

Working With Administrators – 6 Effective Ways

 

School leaders and the PTA represent two important groups on the school campus: staff and families. They work closely together at a school site as partners in education to support student success.

To nurture this important partnership:

  1. Set the Tone – Build a relationship and collaborate together.
  2. Two-Way Communication – Meet with the principal early in the year and keep him or her updated on events, activities or concerns.
  3. Collaborating with the School – Be aware of the school’s improvement needs and encourage PTA members to actively participate in School Site Councils, governance teams, or related committees.
  4. Training Opportunities – Offer to provide training and resources for families at the school.
  5. School District Level Involvement – Use the school district’s master calendar to become aware of activities where PTA’s presence is needed and request an opportunity to provide a presentation at school board meetings.
  6. Build a Strong Team – Ask for the principal’s help in encouraging staff to become PTA members. Learn from others and share your knowledge as well.

Other Useful Information

Resources:

California State PTA – www.capta.org

  • PTA Leaders tab and more
  • California State PTA Toolkit
  • Running Your PTA Made Easy
  • Insurance Guide – Also mailed annually to PTA presidents

Online Services:

  • MyPTEZ- Officer Contact System and Document Retention System – To enter officer and board member information and generate useful reports
  • MyPTEZ Accounting Software – To handle PTA accounting needs and generate financial reports
  • e-Bylaws – To revise and update PTA unit Bylaws
  • Tax Filing Support Center – To help units meet Federal and State reporting requirements
  • TOTEM – Electronic Membership System  – To join and renew membership and for PTAs to manage membership

National PTA – www.pta.org

  • Run Your PTA tab and more
  • E-Learning Workshops