Search Results for: financial review

Whistleblower Policy

This Whistleblower Policy of the California State PTA: (1) encourages directors, officers, staff and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies of the association; (2) specifies that the association will protect the person from retaliation; and (3) identifies where such information can be reported.

1.  Encouragement of reporting. The association encourages complaints, reports or inquiries about illegal practices or serious violations of the association’s policies, including illegal or improper conduct by the association itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy would include financial improprieties, accounting matters, ethical violations, or other similar illegal or improper practices or policies. Other subjects on which the association has existing complaint mechanisms should be addressed under those mechanisms, such as raising matters of alleged discrimination or harassment via the association’s president or the council/district president. This policy is not intended to provide a means of appeal from outcomes in those other mechanisms.

2.  Protection from Retaliation. The association prohibits retaliation by or on behalf of the association against employees or volunteers for making good faith complaints, reports or inquiries under this policy or for participating in a review or investigation under this policy.  This protection extends to those whose allegations are made in good faith but prove to be mistaken. The association reserves the right to discipline persons who make bad faith, knowingly false, or vexatious complaints, reports or inquiries or who otherwise abuse this policy.

Where to report. Complaints, reports or inquiries may be made under this policy on a confidential or anonymous basis. They should describe in detail the specific facts demonstrating the basis of the complaints, reports or inquiries. They should be directed to the association president and the council/district PTA president; if the president is implicated in the complaint, report or inquiry, it should be directed only to the council/district PTA president. The association or council/district will conduct a prompt, discreet, and objective review or investigation. Officers, volunteers, and staff must recognize that the association may be unable to fully evaluate a vague or general complaint, report, or inquiry that is made anonymously.

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 Toolkit, Involving 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 Budget, California 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 Local Unit Leader

Download the Local Unit Leader Job Description

Key Role – Local Unit Leader

  • Works collaboratively to oversee unit business and run a PTA effectively
  • Provides information, activities and resources to empower members and community stakeholders
  • Focuses on connecting families, school and community to support student success

Getting Started

Preparation – Review files and materials from last term to know more about your new position. Check your bylaws and standing rules to see what your duties are as a PTA officer/chair. Find out more about:

  • PTA policies, best practices and resources
  • California State PTA Insurance Guide

It’s also worthwhile to talk to your predecessor about what past activities worked well and what needs to be tweaked to make your PTA even better.

How Tos

Local unit leaders work together on behalf of their members to run a PTA well by:

Communicating:

  • Update the board, members and community stakeholders on the plans and upcoming activities you’re working on
  • Share information from council, district, State and National PTA with members and community stakeholders

Collaborating:

  • Attend board and association meetings and give reports to keep everyone in the loop
  • Be a team player by meeting deadlines, doing your part and asking for help if you need it
  • Ensure federal and state tax returns and filings are submitted by due dates

Cooperating:

  • Stay connected with your council/district PTA for information, advice and support
  • Send monthly and annual reports and information to council/district PTA as requested

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

Resources:

California State PTA – capta.org

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

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 Executive Vice President

Download the Executive Vice President Job Description

Key Role – Executive Vice President

  • Works as the primary aide to the president
  • Helps lead a PTA toward specific goals consistent with PTA purposes and policies
  • Performs president’s duties in their absence
  • Carries out other duties outlined in unit bylaws and standing rules or as assigned

Getting Started

Preparation – Review files, procedure book and materials from last term to better understand the scope of the position and learn more about:

  • President’s role and responsibilities
  • Duties of each officer and chair
  • California State PTA policies, best practices and resources
  • PTA council and district information
  • Community resources

Meet with your predecessor to talk about your new role, what past activities and efforts worked well and what needs to be tweaked to make your PTA even better.

Schedule Meeting – Get together with the president, before the term starts, to discuss your role and assignments and how you can assist them in managing your PTA.

How-Tos

As an elected officer and member of a PTA board, the executive vice president:

  • Works closely with the president to help run a PTA
  • Attends meetings as requested by the president including council, district and state PTA meetings
  • Presents a report to the board for any meeting attended on behalf of the president
  • Informs the board of new and updated PTA materials, information and resources
  • Helps facilitate a smooth transition between incoming and outgoing officers and committee chairmen

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 training
  • 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
  • California State PTA 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

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
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