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The California State PTA Convention is held annually for certain business transactions. It is also an opportunity to provide training in many areas of interest to our members, and provide a forum for attendees to speak directly with exhibitors who may be of assistance to our associations.

Delegates to convention determine the direction of the state association through:

• Electing officers;
• Approving amendments to the California State PTA Bylaws;
• Voting on the California State PTA Legislation Platform and the California State PTA Legislation Policies and Procedures; and
• Adopting resolutions.

To make future meetings successful, it is helpful to evaluate each meeting. Following the meeting, either verbally or in writing, the president should ask the board, or those attending questions such as:

Did this program help meet the needs of the school community? How?

Was the information presented in an interesting manner, and will it prove useful to the members? In what way?

Did it help parents to understand the issue and related concerns?

Was there some follow-up action to take? (Evaluation Form).

California State PTA provides mailings, subscriptions, publications, and supplies to unit, council, and district PTAs.

National PTA believes that the public schools, which provide the common experience that helps ensure a democratic society, are essential and must be strengthened and supported. It also believes that parents and other adults have the right to join together to positively affect the education of all children through membership in groups such as PTA.

The National PTA Board of Directors states all PTAs have certain organizational rights, which are to function as an independent, nonpartisan, child advocacy group; seek enactment of policies and practices that protect children and youth; participate in making decisions affecting policies, rules, and regulations; and meet with appropriate school officials to discuss matters of mutual concern affecting children.

In turn, National PTA believes that PTA members have the responsibility to do the following: protect access to quality education for all children; seek information on policies, curriculum, and laws that affect children; share accurate information with its members and the school community; know, help, and interact with teachers and administrators; accept responsibilities willingly to ensure that the PTA is strong and active; work within both the PTA and the school in a constructive manner; maintain respect for democratic procedures and a tolerance for the diversity of opinions; work in partnership with school professionals to determine appropriate levels of programs and services; and participate in making decisions affecting policies, rules, and regulations.

PTAs should ensure that the process for establishing school policy is clear and provides an opportunity for the public to express its concerns.

PTAs should maintain contact with school board members as well as school administrators and other school professionals; establish and maintain lines of communication between and among its members, the school staff, and the school board; attend school board meetings regularly and report on the proceedings to the PTA membership; and make statements representing the PTA to a school board only after official authorization by that PTA.

A unit, council, or district PTA may present its criteria for any employee position to the school board. A PTA should appoint a representative when invited to serve on a personnel selection and/or promotion committee. Neither the unit, council or district PTA nor its executive board members may become involved in personnel assignments. Such assignments are the legal responsibility of school boards.

PTA Use of School Facilities

PTAs frequently use school district facilities for programs and fundraising activities. One should never sign a Hold Harmless Agreement on behalf of the PTA. If the school district requires the PTA to sign a Hold Harmless Agreement for use of school premises, the PTA should contact the California State PTA insurance broker. If the PTA is then directed by the insurance broker to sign a Facilities Use Permit Addendum one may be found in the Forms section. The governing board of any school district is obliged to authorize use of school facilities or grounds within its control, when an alternative location is not available, to nonprofit organizations including PTAs.

Any school district authorizing use of school facilities or grounds shall be liable for any injuries resulting from negligence of the school district in the ownership and maintenance of those facilities or grounds. Any group using the school facilities or grounds are liable for any injuries resulting from the negligence of the group during the use. The school district and the group each bear the cost of insuring against its respective risks and shall bear the cost of defending itself against claims. (See Insurance and Loss Prevention Guide.)

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.

A council is a group of PTA units organized under the authority of California State PTA for the purpose of collaboration, leadership training, and coordination of the efforts of the member units. A council provides the units within a city, county, or area an opportunity for cooperation in promoting their common interests and discussion regarding their common issues. It coordinates the work of the member units with other agencies or organizations in the area working for children and youth. It serves as a channel of communication between the state and district PTA and the units.

To remain in good standing, a council 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 yearly and approved biennially according to the procedures of California State PTA;
• Have a minimum of three units as council members;
• Have a minimum of three officers: president, secretary, and treasurer;
• Remit the national, state, and district PTA portion of the unit per capita dues to the district PTA by the due date;
• Remit council insurance premiums to AIM Insurance by December 20;
• File all required state and federal tax returns and other government forms;
• Submit the names and addresses of association and council officers to the district PTA according to established procedures and due dates.

In addition, the council 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)

The Council Shall

Provide information and support to member units.
Supply counseling and encouragement to unify and strengthen member units.
Form a close tie between the district PTA and the units.
Promote PTA programs and observance of PTA policies, principles, procedures, and Bylaws.
Arrange training or workshops and group conferences for unit leaders in cooperation with the district PTA.
Work closely with district PTA president and leadership department in organizing new units and all matters of leadership service.
Coordinate PTA activities in a community or school district with the consent of the majority of its member units.
Provide opportunities for local units to collaborate on projects together.
Act as a clearinghouse for an exchange of ideas and experiences for member units.
Implement council projects only after a majority of the local units vote to support them.

The Council Shall Not

Legislate for units or regiment them in activities.
Duplicate the function of unit or district PTA type of meeting.
Utilize unit leaders in council roles if needed at the unit level.

Policies

1. A council cooperates with, but does not join, other organizations.
2. A council does not pay dues to the National PTA, California State PTA, or district PTA. It may collect council per capita dues from its units, and/or a unit assessment. An assessment must have units’ approval and be included in all the units’ standing rules.
3. A council shall not assess additional fines or late fees for the late submission of insurance, per capita or reports required by California State PTA.
4. A council’s officers, committee chairmen, and representatives must be members of PTA units within the council.
5. The council president-elect (or the president continuing in office) or the elected alternate and one delegate or alternate elected from the council of the voting body shall represent the council at the California State PTA Convention.

To remain in good standing, a unit must:

• Adhere to the Purposes and basic policies of the National PTA and California State PTA;
• Have a minimum of 15 members including three officers: president, secretary, and treasurer;
• Remit per capita dues and pay insurance premiums by California State PTA due dates;
• File all required state (199/199N) and federal (990N/990EZ/990) tax returns, other government forms, and the Attorney General’s Registry of Charitable Trusts report (RRF-1) and CT-TR-1 form (if applicable);
• Have Bylaws reviewed yearly and approved every five years according to the procedures of California State PTA (Bylaws for PTAs in California)
• Meet other criteria as may be prescribed by the California State PTA

Chartering a New Unit

Any group may request to organize as a unit of California State PTA provided there is not an existing PTA unit in the school. California State PTA will recognize only one PTA in any school, unless otherwise approved by the California State PTA parliamentarian and authorized by the California State PTA Board of Managers.

An association must be composed of not less than 15 members, of whom at least three serve in the offices of president, secretary, and treasurer.

The 30-day membership requirement for voting privileges and holding office shall be waived for new organizations within the first thirty days of their charter.

The district PTA president is responsible for the organization of new PTAs within the district PTA. The organizing process may be delegated to the district PTA extension team, with the assistance of the council. Conformity to California State PTA requirements must be verified by the district president.

The new association will be presented for acceptance by the California State PTA Board of Managers when:

• The signed application for acceptance in California State PTA and the request for insurance information page has been received within seven (7) days of charter;
• The per capita dues and paperwork have been received in the state office within thirty (30) days of charter;
• The unit bylaws have been received in the state office and approved by the state parliamentarian within thirty (30) days of charter; and
• An IRS Employer Identification Number has been issued through the state PTA office.

Upon acceptance by the California State PTA Board of Managers, the state office shall issue a charter to the new association.

A fee is charged for the replacement of a charter that has been lost or destroyed. Contact the state office to order a replacement charter.

Every PTA is required to prepare an Annual Historian Report. Information from these reports is compiled and forwarded to the California State PTA. Design and distribution of forms for the Annual Historian Report shall be the responsibility of the California State PTA.

Each historian, or someone designated by the president, shall prepare the Annual Historian Report. However, final responsibility remains with each president to see that the report is completed and submitted in accordance with due dates established by the California State PTA. Contact your council or district PTA for the due dates for reports.

Annual Unit Historian Report Forms

The Annual Unit Historian Report Form includes instructions to document pertinent information, volunteer hour totals, and brief descriptions about successful PTA program activities from July 1 and projected through June 30 of the following year. The California State PTA commissions and committees use the information as guidelines for review and revision of programs, publications, projects, and leadership training. The volunteer hour numbers are used to raise the awareness of legislators, school, and community personnel.

The volunteer hours must be totaled before the end of most school or PTA terms in order for the state office to process the information. Unit and council volunteers should be asked to project ahead and estimate as closely as possible the number of hours they will spend in PTA activities through June 30.

The district PTA report is due in the California State PTA office no later than June 1 each year. Councils and units must set due dates to allow for adequate time for their reports to be received by the district PTA, in order that all hours may be tallied and totals submitted on the district PTA report.

Councils should attach one copy of each unit’s submitted report and send them to the district PTA, with the Annual Council Historian Report. Out-of-district units or out-of-council units should submit their reports through channels. District PTAs should send the collected information to meet the state due date and continue to collect any reports outstanding from as many units and councils as possible.

Council and district PTA Annual Historian Report Forms are available from the PTA District President.

Download the Reflections Program Job Description

The National PTA Reflections Program is an arts recognition and achievement program for students. The Reflections Program provides opportunities for students to express themselves creatively and to receive positive recognition for original works of art inspired by a pre-selected theme while increasing community awareness of the importance of the arts in education.

The Reflections Program was established in 1969 by National PTA board member Mary Lou Anderson. Since that time, more than 10 million students have participated in the program. The program’s longevity and participation figures attest to its strength. The excitement and enthusiasm that the program generates for children, parents, schools and communities is unmatched.

Participation in and appreciation for the arts is the Reflections Program’s goal. Although the Reflections Program follows a “contest” format, winning should not be the emphasis. Participation in the Reflections Program is a great way for students to explore and learn about various art forms. Creating art is a valuable learning process that challenges students to use their critical thinking skills as well as their creative talents to create art that supports a specific theme.

Students may submit an entry in any of the six arts areas listed below. Only original works of art are accepted. Depending on state and local PTA guidelines, students may enter more than one work of art. The six arts areas are as follows.

• Literature
• Music Composition
• Photography
• Visual Arts
• Dance Choreography
• Film Production

Participation in the Reflections Program is organized by school grade. Student works are critiqued against others in the same grade division. This allows recognition and judging of artwork by appropriate developmental age and skill levels. The five grade divisions are as follows:

• Primary – Preschool – Grade 2 or up to age 7
• Intermediate – Grades 3-5 or ages 8-10
• Middle School – Grades 6-8 or ages 11-13
• High School – Grades 9-12 or ages 14+
• Special Artist – Ungraded

The Reflections Program is structured for PTAs to recognize students at the local unit, council, district PTA, state and national levels. Entries are first judged at the local unit level, where selected works are chosen to represent the PTA at each subsequent level, depending on each state PTA structure. Once entries reach the state level, the state PTA may select entries to submit to the National PTA. Award of Excellence and Awards of Merit are recognized at the annual National PTA convention and are displayed as part of the program’s traveling exhibit.

Participation in the California Reflections Program is open to all students in attendance at PTA schools where the program is sponsored. Entries are forwarded through channels. Each unit, council and district PTA establishes its own due dates, allowing adequate time for displaying and judging of entries. Units should acquire due dates from their council and district PTA. Only district PTAs may submit entries to California State PTA.

Please remember that:

• Students may submit entries only through a PTA or PTSA in good standing.
• All entries submitted must be original works and must relate to the annual Reflections Program theme.
• Each entry must be the work of only one student. Assistance from teachers, parents or friends is not permitted, except in special cases (such as for those with visual or physical disabilities).
• Participation encourages creativity and exploration. Students should do their best, but crooked lines, incorrect musical notes, or misspelled words do not disqualify anyone.

Future Reflections Program Theme

The National PTA is looking for a theme for its next Reflections Program. A student’s suggestion(s) for the theme ideas may be sent to the state office by the individual student or by a local PTA. The theme may include a wide variety of subjects that will appeal to students in preschool through grade 12. The winning student will receive $100 and recognition at the National PTA Convention held in June. See capta.org for more information.

Responsibility

• Become familiar with the materials on the California State PTA website at capta.org, the National PTA website at pta.org and the Reflections Packet sent to presidents in the service mailing.
• Develop a Reflections Program planning calendar using council and district PTA due dates; identify key steps to meet the calendar due dates. (Note that this program runs early in the school year for local units; therefore athletic events may need to be taken into consideration when planning the calendar.)
• Submit a Reflections Program budget to the budget committee for approval.
• Explain the Reflections Program to the principal and school staff; encourage their support and participation. Inform parents and community members. Share information about the Reflections Program at a PTA meeting, share examples of last year’s entries and have current entry forms and rules available for distribution.
• Publicize the Reflections Program, theme and due dates in the school or PTA newsletter. The local newspaper or cable TV station also could be contacted for publicity.
• Select impartial, qualified judges. Inform judges of the criteria to be used in evaluating/judging Reflections Program entries. (Refer to the rules for each art category.) Remember to accept the judges’ selections of winning entries.

Offer sample judging rubric:

Interpretation of Theme:  5 points
Artistic Merit/Creativity:  3 points
Mastery of Medium:  2 points

IMPORTANT: Do not show student information (name, address, etc.) on entries displayed for judging.

• Follow guidelines from council and district PTA regarding the number of entries that may be submitted. Adhere to council and district PTA due dates!
• Make certain each entry meets all judging criteria with regard to size, mounting, etc.
• Be sure the Official Entry Form (Reflections Program Packet, Service Mailing; capta.org) is completely filled out, signed by both student and parent, and attached securely to each entry, according to the National PTA rules.
• Complete and send Participation Form A (Reflections Program Packet, Service Mailing; capta.org) with entries, according to National PTA rules.
• Keep a copy of all Official Entry Forms and Participation Form A.
• Keep a copy of all CDs and DVDs.
• After the program, give each participant a certificate of participation.
• Return entries to students whose work was not selected for the next level of judging.
• Update the Reflections Program procedure book.
• Announce the new Reflections Program theme as soon as it is available. The theme is announced at the annual California State PTA convention.
• Publicize any awards given to local students at other levels of judging.

Recommended Activities

• Hold a Reflections Program workshop or a Family Arts Night on Saturday, after school or at lunch for students to work on their projects, and provide supplies.
• Enlist support of local businesses for supplies and awards and to display Reflections Program entries.
• Ask stores in the area to print student artwork on their bags.
• Inquire with local businesses that print calendars about possible use of student artwork.
• Plan a local traveling art show.
• Print a Reflections Program Awards booklet, listing the program participants as well as the award recipients. Acknowledge those who supported the program, including parents, staff and community members.
• Display local entries in school (e.g., hallways, display case, library), at PTA functions, in local community buildings (e.g., libraries, museums, banks, hospitals, nursing homes).
• Publish student entries in a special Reflections Program booklet or calendar, award it to Reflections Program participants and give as a gift or as a thank you to judges, teachers and volunteers.
• Tape musical compositions, and play them at PTA functions and school events. Give a copy to a local radio station to play.
• Organize a special program/reception/assembly where Reflections Program photography and visual arts entries can be displayed, musical composition entries can be performed and literature entries read aloud.
• Make all Reflections Program entrants feel special. Consider awarding students with certificates, ribbons, medallions, buttons, plaques, trophies, art supplies, film, music supplies, gift certificates, books and bookmarks. Send congratulatory letters to students.

Additional Resources

• National PTA Reflections Packet mailed to unit, council and district PTA presidents in the service mailing sent in the summer.
• National PTA website, pta.org
• California PTA website, capta.org
• Insurance and Loss Prevention Guide (English and Spanish), mailed annually to PTA presidents

Download the Program Chairman Job Description

KEY ROLE – Program Chairman

• Works with committee and other chairmen to plan and organize programs for the school year
• Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
• Develops annual program calendar and presents it at PTA association meeting for adoption
• Publicizes approved program calendar using newsletters, website, social networks and school handbook
• Oversees and delegates volunteer recruitment for implementing and running programs

GETTING STARTED

• Preparation – Review procedure book and materials supplied by last year’s program chairman to get an overview of what programs worked best for your campus.
• Schedule Meeting – Meet early with program committee, appointed by president-elect. Involve experienced and new volunteers on the committee to share the decision-making and work.
  The committee may include members, students, teachers, principal and, as a resource, chairmen for hospitality, publicity, parent education, health or safety.

WHAT TO DO

Programs provide opportunities to enhance a school campus by boosting student achievement, stimulating family engagement, promoting community and meeting student needs so they thrive.

PTA programs focus on parent education nights, student achievement, wellness and safety presentations, special events and student activities. Consider varying the type and format of programs – town hall, panel, video, student activity or family event – offered each year. Develop a program plan collaboratively to encourage inclusiveness and participation of the school community.

Defining Program Goals

• Review prior years’ programs to see what worked best
• Survey school community on preferences for programs
• Prioritize community feedback to determine program plans
• Network with other PTAs for possible collaboration
• Brainstorm ideas on programs with board and committee members
• Check program information from council, district, State and National PTA for resources and ideas

Implementing Programs

• Community Engagement – Involve students, families, educators and community partners in program preparation and activities.  Always consider school and community factors for program plans including ethnicity, transportation, site access for the disabled and meeting place availability.
  
• PTA Insurance – Ensure that every program meets PTA insurance requirements for allowable activities.
  
• Volunteers – Coordinate and delegate volunteer recruitment to assist in running the program.
  
• Presenters – Book presenters and send written confirmation for their audio-visual equipment needs. Provide information on who to contact if there are questions and a request for a brief biography to use for introductions at the event.
  
• Follow Up – Confirm program date, time and location plus time allotted, topic and type of presentation (question and answer opportunities or lecture) with presenter. Provide directions or map, details on audience size and type and a cell phone number at the event site.
  
• Publicity – Prepare and send notices for PTA publications and to council/district PTA and local media.  Work with room representatives to use phone trees, backpack express, email blasts and social networking to widely distribute notices to school’s families.
• Review Materials – Order audio-visual materials and handouts in advance for committee to vet before the event.

Presenting Programs

• Arrive early and check site for requested equipment, room set-up and hospitality arrangements
• Allow extra time to test all sound and audio-visual equipment before program starts
• Greet presenter, provide nametag, agenda and briefly review presentation format and content
• Introduce presenter and topic and, after the presentation, extend the group’s appreciation
• Act as host during social time
• Send thank-you notes promptly, along with authorized expense reimbursements, photos or press clippings

Evaluating Programs

• Review completed programs as a committee on what worked best, report to PTA board or association and make recommendations for future planning groups
• Pass on program flyers and publicity to historian for PTA records
• Maintain a procedure book, noting successes and failures, ideas for future presentations, copies of correspondence, program resources and references

Learn more: www.capta.org