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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.

A district PTA is a subsidiary organization in a designated geographical area, established by California State PTA to facilitate the administration of the affairs of California State PTA and to implement its programs. The district PTA helps to coordinate the work of the councils and units with the plans and activities of California State PTA and National PTA.

To remain in good standing, a district PTA must:

• Adhere to the Purposes and basic policies of the National PTA and the California State PTA;
• Adhere to California State PTA policies and Bylaws;
• Have Bylaws reviewed annually and approved biennially according to the procedures of California State PTA;
• Have a minimum of three officers: president, secretary, and treasurer;
• Remit the national and state portion of the unit per capita dues to California State PTA by the due date;
• Remit district PTA insurance premiums to AIM Insurance by December 20;
• File all required state and federal tax returns and other government forms;
• Submit names and addresses of association, council, and district PTA officers to California State PTA according to established procedures and due dates.

In addition, a district must:

• Possess a Charitable Trust number from the California Attorney General’s Registry of Charitable Trusts;
• File an annual Registration Renewal Fee Report (RRF-1) and CT-TR-1 (if applicable) with the California Attorney General’s Registry of Charitable Trusts.

Responsibilities (Not All-inclusive)
Give advisory service to councils and units.
Interpret PTA policies, plans, practices, and programs.
Organize and stabilize councils and local associations:

• Cooperate with council officers and committee chairmen;
• Confer with council leaders on local problems;
• Assist the council in working with units; and
• Where there is no council, appoint an extension committee to work with units.

Bring other parent-teacher groups into PTA membership.

Assist in studies of proposed changes in association status. The district PTA is responsible for organizing and disbanding units and must be included in the deliberations.

Compile a directory of council and unit officers for the California State PTA office.

Plan and conduct district PTA or regional conferences under state provisions.

Promote PTA publications and their purposes.

Remit per capita dues promptly.

Upload copies annually of the approved district PTA budget, financial reviews, and year-end financial reports to the document retention system.

Model and encourage advocacy and legislative efforts.

The district PTA shall not assess additional fines or late fees for late submission of insurance, per capita or reports required by California State PTA.

District PTA Officers and Chairmen
District PTA presidents are members of the California State PTA Board of Managers during their term of office. A district PTA representative is granted the right to vote on the California State PTA Board of Managers when officially representing the district PTA in the absence of the president.

District PTA presidents and district PTA leadership are responsible for extension work within their PTA district including organization of all new PTAs and all changes in association status (Changes in Association Status).

Articles, radio talk shows, television appearances, and recordings about the PTA, other than what is carried in state and national publications or California State PTA publicity channels, should be released only under the supervision of the district PTA president or delegated representative.

District bylaws include a provision that all district PTA board members be residents in PTA district territory; parents of children attending schools in district PTA territory; or personnel of schools in district PTA territory.

Inter-District PTA Committees
An inter-district committee is composed of district PTA board members from two or more district PTAs to work in areas of common concern. To strengthen lines of communication, each committee may request that the California State PTA president appoint a member from the California State PTA Board of Managers to serve as a liaison to its group. When an inter-district PTA committee desires California State PTA assistance for a specific purpose, requests should be made through the Leadership Services Vice President.

Download the Parliamentarian Job Description

Key Role – Parliamentarian

• Assists the president to manage meetings and advises on parliamentary procedure
• Chairs the bylaws committee to review unit bylaws each year and propose revisions to the bylaws every five years
• Schedules the nominating committee’s first meeting, providing information on the nomination and election process

Getting Started

Preparation – Review files from last term, including unit bylaws and standing rules, to learn more about the position. It’s also worthwhile to talk to the outgoing parliamentarian for advice and tips about the new role.

Visit California State PTA – capta.org – and learn more about:

• Robert’s Rules of Order, Newly Revised
• PTA resources and templates on parliamentary basics for meetings
• Bylaws review process
• Free eBylaws Program online to revise and update unit bylaws

Meetings – Meet with the incoming president to identify ways to work together to make board and association meetings even more effective.

At the first board meeting, ensure copies of the bylaws are distributed and review them together. This helps everyone learn more about PTA.

To make board meetings run smoothly, provide information on parliamentary basics such as how to make a motion and consider proposing and adopting rules of debate.

Important Tasks – Contact the PTA council/district to verify that a current copy of the unit bylaws is on file. Remember to update the username and password for online access to California State PTA’s eBylaws Program.

How To

Parliamentarians act as facilitators for bylaws completions and reviews, consultants to manage meetings, and mentors for members on parliamentary procedure.

Here are some quick tips to help get started.

Facilitator – Bylaws are the legally binding document of the PTA as a nonprofit 501(c)(3) organization. They provide the basic framework for the PTA’s function and structure.

Information about the composition of the board, what the board has the authority to approve, committees, membership, what the membership has the authority to approve, meetings, and elections is in the bylaws.

Details on PTA policies and required procedures for board rosters, financial reports, financial reviews, check-signers, dues amounts, and bylaws review requirements are also included.

Additionally, the unit’s legal name and identification numbers – issued by National and State PTA, as well as Federal and State government agencies for tax filings – are listed in bylaws.

As a facilitator, be prepared to know more about how bylaws shape the unit and its operation as a nonprofit organization.

A good first step is to create a quick “Bylaws’ Reference Guide” to use throughout the term.

Go Online – capta.org – and download the resource, Running Your PTA Made Easy. It includes the Unit Bylaws Information Summary sheet: a one-pager to print and fill in with details about the specific PTA.

During the year, the parliamentarian takes the lead in reviewing the bylaws.

If changes are needed, ask the president to appoint a bylaws committee to prepare revised bylaws and submit them to the PTA council or district parliamentarian. In turn, they will submit the bylaws to the California State PTA parliamentarian for approval.

Consultant –Another aspect of the new position is assisting the president to manage meetings well.

For instance, if a question on parliamentary procedure is raised, the president may ask for the parliamentarian’s advice before making a ruling. Familiarizing oneself with Robert’s Rules of Order, Newly Revised for parliamentary basics will prove useful.

Start the year right by working collaboratively with the board to set ground rules for meetings.

Ground rules might include ensuring that mobile devices are turned off during meetings, that side chat is kept to a minimum, or clearly establishing the expectation that meetings will begin promptly at the scheduled time and timely arrival is expected. Rules for debate might include agreement on how many can speak in favor and against a motion and how much time is allowed for each speaker to ensure that both sides are heard equally. If these agreed norms and rules for debate work well, consider proposing them as additions to the unit’s standing rules.

Encourage participants to focus discussion on the agenda item at hand to ensure meetings run smoothly. Help everyone stay on task by acting as a timekeeper so meetings start and end on time.

Remember to keep a speakers’ list for the president to use when people raise their hands to be recognized. That way everyone has an equal chance to be heard in order.

Mentor – Members often rely on the parliamentarian to clarify how meetings are conducted and how to participate to achieve the PTA’s main goals and objectives.

Be proactive in raising awareness of how parliamentary procedure is a reliable way to conduct meetings. This includes understanding five basic ‘rules of the game’:

• Order – One business item at a time
• Equal Opportunity – Chance to participate
• Justice – Fairness | Everyone understands
• Right of Minority – To be heard
• Right of Majority – To decide

Provide “how-to” instruction at meetings with mini-trainings or handouts on motions, voting, and the rules of debate, to explain the basics. For wider outreach, post these tips on the PTA website, e-news or social media sites.

Parliamentarians also mentor the nominating committee. This includes scheduling the first committee meeting and conducting an election for the chair.

Supply information from the unit bylaws on nomination and election procedures to help the committee get started. Take time to explain what positions to fill as per the current, adopted bylaws and who is eligible to serve on the board for the upcoming term.

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

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:

• Officer Contact System – To enter officer and board member information and generate useful reports
• eBylaws – 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

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

Your Main Role – Treasurer

You are the official keeper of PTA funds. You track all money coming in and going out, pay bills, prepare financial reports, and make sure taxes and required filings are submitted on time.

When You First Start

• Review last year’s financial records, budgets, and tax filings
• Talk to the outgoing treasurer for tips and advice
• Update bank signature cards and online financial account logins
• Meet with the president, secretary, and financial reviewer to set up how you’ll work together
• Set up a filing system for invoices, receipts, and payment authorizations
• Work with the budget committee to prepare the year’s financial plan
• Review the Insurance Guide

Every Month

Tracking Money:

• Keep a running record of all PTA income and expenses
• Submit a written financial report at every board meeting

Collecting Money:

• Ensure all cash is counted by two PTA members using Cash Verification Forms
• Receive funds from volunteers, issue receipts, and deposit promptly

Paying Bills:

• Receive itemized bills and prepare payment authorizations
• Issue checks with two signatures as approved by the board
• Keep the checkbook current and reconcile the bank statement each month
• Track and remit membership dues to council/district PTA

Every Year

• Chair the budget committee and present the annual budget for approval
• Prepare an Annual Financial Report covering the full fiscal year
• File all required federal and state tax forms by their due dates
• Submit financial records for review whenever required
• Preserve records per PTA Retention Policy and pass them to the next treasurer

Annual filings include: Unit Budget, Financial Reviews, Insurance Premium, Workers’ Compensation Report, federal/state tax forms, and California AG Registry forms (RRF-1 / CT-TR-1 if applicable). Secretary of State renewal

Key Resources

• California State PTA: org — Toolkit, Finance Chapter, Insurance Guide
• National PTA: org — E-Learning Workshops
• Your PTA accounting software and financial reports
• Tax Filing Support Center – Federal and state reporting help
• Online document upload program
• Online membership management and dues tracking

Download to Print the President Job Description

Key Role – President

• You lead the PTA board, run meetings, and are the official voice of your PTA. You also sign checks and serve as a member of every committee (except nominating and financial review).

Key Resources:

• California State PTA: capta.org
• National PTA: pta.org
• Online program for officer contacts, document uploads, and bylaws tools
• Online Membership management system
• Online PTA Accounting Software

Adopted October 2018 – Reviewed and deemed relevant August 2023

The California State PTA believes that access to clean water is critical to students’ health and ability to learn. Studies show that adequate hydration improves cognition, increases attention spans, and can even improve students’ test scores. It allows body organs and systems to perform at their best. Plain water works to rinse the mouth and, when it is fluoridated, to strengthen dental enamel.

Most drinking water in California meets requirements for health and safety. Sources of drinking water are subject to contamination and require appropriate treatment to remove disease-causing contaminants. Contamination of drinking water supplies can occur in the source water as well as in the distribution system after water treatment has already occurred. There are many sources of water contamination, including naturally occurring chemicals and minerals (for example, arsenic, radon, uranium), local land use practices (fertilizers, pesticides, concentrated livestock operations), manufacturing processes, and sewer overflows or wastewater releases.

The presence of contaminants in water can lead to adverse health effects including gastrointestinal illness, reproductive problems, and neurological disorders. Infants, young children, pregnant women, the elderly, and people whose immune systems are compromised may be especially susceptible to illness from some contaminants.

One contaminant, lead, rarely occurs naturally in California’s drinking water sources, but it may become present when water passes through older plumbing fixtures or solder containing lead.

• Water can be contaminated in the water mains, service lines, and building plumbing, wherever it is exposed to lead.
• Water that sits “stagnant” in plumbing that contains lead will hold the lead in suspension.
• If pipes or fittings containing lead are corroded they can yield tiny particles of lead into water.
• Utilities treat water to minimize corrosion of the water mains and pipes but this is not always effective.
• Regulations have progressively lowered the amount of allowable lead in plumbing parts. However, in older schools, the lead in plumbing parts is often still present.

Lead is a toxin that is harmful to health and well-being.  The Centers for Disease Control and Prevention (CDC) reports that lead exposure can affect nearly every system in the body.  It is important to reduce all exposures to lead, including in drinking and cooking water.  The effects of lead exposure cannot be corrected.

• Even low levels of lead in blood have been shown to affect cognitive abilities, the ability to pay attention, and academic achievement.
• At high levels, it can harm reproductive and other organ health.
• When children have elevated blood lead levels, the source is most frequently lead in dust, soil, or old paint.

California regulates drinking water by setting Maximum Contaminant Levels (MCLs) for a list of known water contaminants. It also identifies Public Health Goals that identify concentration levels that pose no significant health risks if consumed for a lifetime. The MCLs and reporting requirements are established for local water providers throughout the state.

Every California public school is required to provide quality tap water access to its students. To achieve this goal, the California State PTA believes that school drinking water needs to be tested on an ongoing basis for contaminants that are harmful to the health and well-being of students.  We believe that the State of California has a responsibility to set maximum allowable contaminant levels at concentrations equal to the Public Health Goals.

School Districts need to be provided both financial resources and know-how to assess and improve school water quality. California State PTA supports state and local government efforts and funding initiatives to ensure the availability of safe drinking water throughout communities and school campuses.

Adopted February 2016 – Reviewed and Deemed Relevant April 2022 – Education Commission

California State PTA recognizes that many factors affect a student’s ability to learn. California State PTA further believes that a school operating according to the community school concept with emphasis on the whole child affords an excellent learning environment for children.

Community schools are defined as schools that partner with non-profits and government agencies to provide services at the school site for health, safety, behavior and social services for children, parents and community members. California State PTA believes that community schools should be run by a knowledgeable coordinator and include a shared decision making process.

Types of services include:

• medical and dental care
• mental health care
• social/emotional support services
• enrichment activities and tutoring
• truancy programs
• multiple pathways to graduation and alternatives to high school completion.
• parent programs such as English as a second language, parenting, adult literacy, computer literacy, and financial literacy
• job training and career counseling for adults and youth
• programs that support the needs of our most vulnerable populations

California State PTA believes that providing these services at the community school site will strengthen the community, increase family engagement, make the most effective use of services, and result in improved educational outcomes for children.

* “Community Schools” as referenced in this position statement are comprehensive community schools with integrated services and should be distinguished from community day schools as described in Education Code 486660-48926.