Search Results for: social+media

Bylaws of the California Congress of Parents, Teachers, and Students, Inc.
(As Amended, April 2023)

ARTICLE I — Name

The name of this corporation is the California Congress of Parents, Teachers, and Students, Inc., a branch of the National Congress of Parents and Teachers. It is also known and will be referred to in these bylaws as California State PTA.

Hereinafter in these bylaws the term “local PTA” wherever used to designate a local unit shall also designate “PTSA” where such may exist.

*** ARTICLE II — Purposes

Section 1. The Purposes of the California State PTA, in common with those of the National PTA, are:

1. To promote the welfare of children and youth in home, school, places of worship, and throughout the community;
2. To raise the standards of home life;
3. To advocate for laws that further the education, physical and mental health, welfare, and safety of children and youth;
4. To promote the collaboration and engagement of families and educators in the education of children and youth;
5. To engage the public in united efforts to secure the physical, mental, emotional, spiritual, and social well-being of all children and youth; and
6. To advocate for fiscal responsibility regarding public tax dollars in public education

Section 2. The Purposes of the National PTA and the California State PTA are promoted through advocacy and education in collaboration with parents, families, teachers, educators, students, and the public; developed through conferences, committees, projects and programs; and governed and qualified by the basic policies set forth in Article III.

Section 3. The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding Section of any future Federal tax code (hereinafter “Internal Revenue Code”).

*** ARTICLE III — Basic Policies and Principles

The following are basic policies and principles of the California State PTA, in common with those of the National PTA:

1. The organization shall be noncommercial, nonsectarian, and nonpartisan;
2. The organization shall work to engage and empower children, families and educators within schools and communities to provide quality education for all children and youth and shall seek

to participate in the decision-making process by influencing school policy and advocating for children’s issues, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities;

1. The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools and the community at large;
2. Commitment to inclusiveness and equity, knowledge of PTA, and professional expertise shall be guiding principles for service in California State PTA and National PTA;
3. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof;
4. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code;
5. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of the National PTA;
6. The organization or members in their official capacities shall not — directly or indirectly — participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise;
7. The organization or members in their official capacities shall not endorse a commercial entity or engage in activities not related to promoting the purposes of the organization;
8. The organization shall not enter into membership with other organizations except such international, national or state organizations as may be approved by California State PTA. California State PTA or any of its divisions may cooperate with other organizations and agencies concerned with child welfare, but a PTA/PTSA representative shall make no commitments that bind the group he represents

*** ARTICLE IV — Constituent Organizations

Section 1. The constituent organizations of the California State PTA shall include unit, council and district PTAs.

1. The State Board of Managers shall be responsible for the organization and chartering of the constituent organizations of the California State PTA and for filing for Employer Identification Number (EIN) applications with the Internal Revenue Service as “subordinates” (constituent organizations) (exempt letter dated November 18, 1943) under the name “PTA California Congress of Parents, Teachers, and Students, Inc.,” as hereinafter provided;
2. The State Board of Managers may withdraw the charter from any of the constituent organizations for nonpayment of total per capita dues collected and/or applicable insurance premiums; for commission of acts contrary to the declared purposes, bylaws, policies, procedures or programs of the National PTA and/or the California State PTA, for failure to comply with the legal filing requirements of federal or state government agencies for three consecutive filing periods, or upon request of the constituent organization as provided in these

Section 2. The articles of organization include:

1. the bylaws of such organization; and
   1. the certificate of incorporation or articles of incorporation of such organization (in cases in which the organization is a corporation) or the articles of association by whatever name (in cases in which the organization exists as an unincorporated association).

Section 3. The Purposes, Principles and basic policies of National PTA shall in every case also be the Purposes, Principles and basic policies of each constituent organization.

Section 4. Each constituent organization shall adopt bylaws for the governance of the organization as may be approved by the California State PTA. Such bylaws shall not be in conflict with the National PTA or California State PTA bylaws. Such bylaws shall include an article on amendments and shall include a provision establishing a quorum.

Section 5. Each officer or board member of a constituent organization shall be a member of a local PTA.

Section 6. A PTA member shall not serve as a voting board member of a constituent organization at the local, council, district PTA, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

Section 7. The members of the nominating committee for officers of a constituent organization shall be elected by membership, Board of Directors/Managers, or Executive Board.

Section 8. The bylaws of all constituent organizations shall prohibit voting by proxy. Electronic voting is permitted pursuant to Standing Rules governing electronic meetings and electronic ballot voting.

Section 9. Each constituent organization shall include in its bylaws provisions corresponding to the provisions of such bylaws of the California State PTA as are identified herein by a triple star.

Section 10. The adoption of an amendment to any provision of the bylaws of the California State PTA identified by a triple star shall serve automatically and without the requirement of further action by the constituent organization to amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organization shall promptly incorporate such amendments in their respective bylaws.

Section 11. Bylaws for each constituent organization shall be reviewed annually and updated at least every five years by the bylaws committee of the constituent organization. Before adoption, all proposed amendments, accompanied by the bylaws of a constituent organization, shall be submitted to and approved by the State parliamentarian.

Section 12. The books and financial records of each constituent organization shall be reviewed at least annually by the financial reviewer of the organization and a copy of each adopted financial review report must be uploaded to the document retention system.

*** ARTICLE V — State Organization

Section 1. The California State PTA shall adopt such bylaws and other articles of organization as are in conformity with the Bylaws of the National PTA.

Section 2. The adoption of an amendment to any provision of the Bylaws of the National PTA that is required for all constituent organizations shall serve automatically and without the requirement of further action by the California State PTA to amend correspondingly the bylaws of the California State PTA. California State PTA shall promptly incorporate such amendments in its bylaws.

Section 3. The bylaws of the California State PTA and all amendments thereto shall be subject to approval by the committee on bylaws of the Board of Directors of the National PTA.

Section 4. The California State PTA is responsible for compliance by the local, council or district PTAs within its area with the Bylaws of the National PTA and the bylaws of the California State PTA. The provisions of the California State PTA bylaws relating to the withdrawal of the charter of a local PTA (and the termination of its status as a PTA unit) shall parallel the provisions of the Bylaws of the National PTA relating to the withdrawal by the National PTA of the charter of the California State PTA as a branch of the National PTA.

Section 5. The California State PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including, specifically, the number of local PTAs within its area, the national portion of membership dues collected by such local PTAs, the amounts of such dues received by the California State PTA, and the amounts of dues remitted to the National PTA.

*** ARTICLE VI — Local PTAS/PTSAS

Section 1. Local PTAs shall be organized and chartered under the authority of the State PTA in the area in which the local PTA functions, in conformity with such rules and regulations, not in conflict with the Bylaws of the National PTA, as the State PTA may in its bylaws prescribe. The State PTA shall issue to each local PTA in its area an appropriate charter evidencing the organization is in good standing.

A local PTA in good standing is one which:

1. Adheres to the Purposes and basic policies of the PTA;
2. Remits the national portion of the dues through the state PTA to reach the national office by dates designated by the National PTA;
3. Has bylaws approved according to the procedures of each state; and
4. Meets other criteria as may be prescribed by the individual state

Section 2. A local PTA in good standing in California is one which also:

1. Pays dues to and actively supports all branches of the National and State PTA;
2. Pays insurance premiums to the State PTA or its designee;
3. Is composed of not less than fifteen (15) members of whom at least three (3) shall serve in the offices of president, secretary and treasurer, respectively; and
4. Complies with the legal filing requirements of state and federal government

Section 3. Each local PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization, including, specifically, the number of its members, the dues collected from its members and the amounts of dues remitted to the California State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the California State PTA.

Section 4. The charter of a local PTA shall be subject to withdrawal and the status of such organization as a PTA unit shall be subject to termination by a two-thirds (2/3) vote of the Board of Managers in the manner and under the circumstances provided in the bylaws of the State PTA.

Section 5. Each local PTA is obligated, upon withdrawal of its charter by the State PTA:

1. To yield up and surrender all of its books and records and all of its assets and property to the State PTA or to such agency as may be designated by the State PTA or to another local PTA organized under the authority of the State PTA;
2. To cease and desist from the further use of any name that implies or connotes association with the National PTA or the State PTA or status as a constituent organization of the National PTA; and
3. To carry out promptly under the supervision and direction of the State PTA all proceedings necessary or desirable for the purpose of dissolving such local

Section 6. Each officer or board member of a local PTA shall be a member of such local PTA.

Section 7. Only members of a local PTA who have paid dues for the current membership year may participate in the business of that association.

Section 8. Each local PTA shall collect dues from its members and shall remit a portion of such dues to the California State PTA as provided in Article VII hereof.

Section 9. A unit not in good standing because of nonpayment of dues shall be notified in writing by March 1 by the State PTA. If the unit is still not in good standing by the date designated by the California State PTA, its charter shall be withdrawn.

A unit not in good standing for reasons other than non- payment of dues shall be notified in writing and shall have its charter withdrawn in accordance with procedures established by the State PTA Board of Managers.

Section 10. Each local PTA shall, upon withdrawal of its charter by the State PTA, immediately cease and desist from any further use of the unit’s Internal Revenue Service Employer Identification Number (EIN) as a constituent organization under the Group Exemption Number issued to the California State PTA.

Section 11. Upon the withdrawal of a unit PTA’s/PTSA’s charter, the State PTA shall have the right to collect and transfer any funds, including funds deposited by the PTA/PTSA with a financial institution, over which the PTA/PTSA or its officers have or had signature authority or control.

Section 12. Before being accepted by the State Board of Managers, each new unit shall submit its bylaws to the State parliamentarian for approval and the organizational papers to the California State PTA Office for processing. The per capita dues must be received in the State PTA office. A majority affirmative vote of the State Board of Managers is required for acceptance as a new unit.

Section 13. The privilege of making motions, debating and voting at local unit meetings shall be limited to members of the association who are present and whose dues are paid and who have been members of the association for at least the previous thirty (30) days. The privilege of holding office shall be limited to members of the association whose dues are paid and who have been members for at least thirty (30) days preceding nominations.

Section 14. Each local PTA/PTSA shall require two signatures on all checks and electronic payment authorizations. Any two of the following are authorized to sign: president, treasurer or other elected officer other than the secretary or financial reviewer. The authorized signers shall not be related by blood or marriage or reside in the same household.

Section 15. Each local PTA/PTSA shall require that individuals counting cash/checks shall not be related by blood, marriage, or reside in the same household.

ARTICLE VII — Membership and Dues

Membership in PTA at all levels shall be open, without discrimination, to anyone who believes in and supports the mission, purposes and principles of California State PTA and National PTA and meets other qualifications for membership as prescribed in these bylaws and pays dues as required in these bylaws.

Section 1. Every individual who is a member of a local PTA is, by virtue of that fact, a member of the National PTA and of the California State PTA by which such local PTA is chartered, and is entitled to all the benefits of such membership.

Section 2. Membership in each local PTA shall be made available by such local PTA, without regard to race, color, creed or national origin.

Section 3. Each local PTA shall conduct an annual enrollment of members but may admit persons to membership at any time.

Section 4. Each member of a local PTA shall pay annual dues to said organization as may be prescribed by the organization. The amount of such dues shall include the portion payable to the State PTA (the “state portion”) and the portion payable to the National PTA (the “national portion”).

Section 5. The National PTA portion, as recommended by the board of directors and approved by a two-thirds (2/3) majority vote of the voting body at the National PTA Annual Meeting/convention, shall be two (2) dollars and twenty- five (25) cents per annum.

Section 6. The California State PTA portion shall be two (2) dollars of each member’s dues per annum.

Section 7. The state and national portions of the dues paid by each member to a local PTA shall be paid to the State PTA through the proper financial channels monthly. For associations to remain in good standing, the state and national portions of per capita dues shall be remitted to the State PTA by the due date designated by the State PTA. Unit representation for the annual meeting/convention as provided in Article XV, Section 5, is determined by total per capita dues received by the State PTA by March 31.

Section 8. The California State PTA shall make remittances, on a monthly basis, to the National PTA of the amounts due to the National PTA.

Section 9. Reference in these bylaws to “member” and “members” shall not constitute anyone a “member” within the meaning of Section 5056 of the California Corporations Code. For purposes of the Nonprofit Corporation Law, the term “member” shall include the California State PTA Board of Managers (as set forth in Article X – Board of Managers).

ARTICLE VIII — Officers

Section 1. The officers of the State PTA shall be a president, a president-elect, seven (7) vice presidents, secretary, treasurer, parliamentarian and director of legislation.

Section 2. Except for the office of president, these officers shall be elected biennially in the odd-numbered years. The president-elect shall succeed automatically to the office of president. The parliamentarian and the director of legislation shall be appointed biennially by the president, subject to ratification by the Board of Managers. The term of office shall be from July 1 through June 30 or until their successors are elected.

Section 3. No one shall be eligible to a State elective office who has not served at least two years on the State Board at the time of assuming office. At least one year of this time shall be served during the two years immediately preceding the election. To be eligible to the office of president-elect, a person shall have served at least one term on the Board of Directors. This term is not limited to the term immediately preceding the election.

No one shall serve in the same office two consecutive terms, and no person shall serve in more than one office concurrently. A person who has served two consecutive terms as an elected or appointed State officer shall not be eligible to another elective office until the expiration of at least one term. This provision shall not apply to the offices of president or president-elect. A person filling any unexpired term is eligible for election to the same office or election to any other office if he has served one-half or less of a term.

*** Section 4. Each officer of the State PTA shall be a member of a local PTA within California.

Section 5. Each officer of the State PTA shall act in like capacity on the Board of Managers and the Board of Directors.

ARTICLE IX — Duties of Officers

Section 1. The president shall preside at all meetings; shall appoint biennially the parliamentarian, the director of legislation, the chairs of standing committees, the commissioners, the legislation advocates and the consultants subject to ratification by the Board of Managers; shall act as an ex officio member of all committees except the nominating and audit committees; shall prepare the annual State report required by the National PTA; and shall perform such other duties as required by the office. The president may create and appoint special committees as necessary subject to ratification of the Board of Managers. The president may call a meeting of the Board of Managers, or the Board of Directors, at any time deemed necessary and must call such meetings upon written request of a quorum.

When the president in writing or the Board of Directors by a two-thirds affirmative vote declares that the president is unable to discharge the powers and duties of that office, such powers and duties and privileges of that office shall be assumed immediately by the president-elect as acting president. The president shall be returned to office upon the president’s written declaration that no inability exists, the Board of Directors concurring by a two-thirds affirmative vote. Should the Board of Directors not concur, at the president’s request, the president’s written declaration shall be referred to the Board of Managers at its next scheduled meeting for resolution and may be accepted by a two-thirds vote.

Section 2. The president-elect shall be an aide to the president. In the absence of the president, the president- elect shall assume the duties of the president. In the absence of the president-elect the vice presidents in their order shall assume the duties of the president. The order and duties of the vice presidents shall be determined by the Board of Managers and shall be noted in the Standing Rules and Procedures. The vice presidents shall serve as chairs of commissions.

Section 3. It shall be the duty of the secretary to keep an accurate account of all meetings; to be prepared to read on call the minutes of any meeting within the past two years; and to file all records with the State PTA office.

Section 4. The treasurer shall be responsible for the funds and securities of the California Congress of Parents, Teachers, and Students, Inc., and shall cause to be kept a full and accurate account of the receipts and disbursements in books belonging to the organization. The treasurer shall render a written statement to the Board of Managers at each meeting and shall prepare or cause to be prepared an Annual Financial Report of the financial condition of the organization, which shall be submitted for audit.

All funds and securities shall be deposited in the name of the California Congress of Parents, Teachers, and Students, Inc. in banks or other depositories approved by the Board of Directors. Two signatures shall be required on all checks drawn on bank accounts or withdrawals from savings accounts and for authorizations or transactions involving securities. The following seven persons shall be authorized signatories: president, president-elect, treasurer, vice president for convention, Managing Director and two other elected officers residing in close proximity to the State PTA office.

Section 5. It shall be the duty of the parliamentarian to attend all meetings of the State PTA and give advice on parliamentary procedure when called upon. They shall instruct the nominating committee and the election board. The parliamentarian shall be entitled to all rights and privileges of membership including the right to make motions, debate and vote.

Section 6. The director of legislation shall be responsible for implementing the State PTA legislation program.

ARTICLE X — Board of Managers

Section 1. There shall be a Board of Managers composed of the officers, the director of legislation, the immediate past president, the chair of standing committees, the commissioners, the legislation advocates, the district PTA presidents and all National PTA Board members residing in California.

A district PTA first vice president, or an elected representative, shall be granted the right to vote on the Board of Managers when officially representing the district PTA in the absence of the president.

Section 2. Each member of the Board of Managers shall be a member of a local PTA within the state of California.

Section 3. There shall be an Advisory Board consisting of not less than seven (7) members approved by the Board of Managers.

Section 4. The president, Board of Directors, and district PTA presidents shall meet to ratify all appointments prior to the first meeting of the Board of Managers.

Section 5. The Board of Managers shall manage the affairs of the State PTA except that of modifying any action of the delegates at the annual meeting/ convention. All vacancies in office shall be filled by the Board of Managers.

Section 6. The Board of Managers shall meet at a time and place convenient to a majority of the members, the time and frequency to be determined by the Board of Managers. Twenty-five (25) members shall be a quorum.

Section 7. Members of Board of Managers may participate in and act at any meeting of a State PTA commission or committee via teleconferencing using equipment with which all commission or committee members participating in the meeting can communicate with each other at the same time. Participation in such meeting shall constitute attendance and presence in person at the meeting. Quorum shall be established by roll call and identification of individual commission or committee members.

Section 8. The Board of Managers shall determine the place of business of the State PTA.

Section 9. When any person ceases to hold the office which entitles them to be a member of the Board of Managers, they shall automatically cease to be a member of the Board of Managers and shall be relieved of all duties and responsibilities incident to such membership.

Section 10. Each member of the Board of Managers shall in each case deliver to their successor (or to the State PTA office) all books, records and documents held in their possession by virtue of their office or chairpersonship not later than fifteen (15) days following the end of their term. All funds shall be returned to the State PTA office.

Section 11. Special committees as necessary may be created by the Board of Managers.

Section 12. The Board of Managers shall be responsible for the administration of the Honorary Service Award Program, including the adoption of rules and regulations governing the issuance of awards.

ARTICLE XI — Board of Directors

Section 1. The Board of Directors of this corporation shall consist of the elected officers of the State PTA, the parliamentarian, the director of legislation and the chair of the district PTA presidents. The Managing Director has the right to attend and participate at all Board of Directors meetings, except when the Board enters into executive session, but shall have no voting power.

Section 2. Following the election of officers, the Board of Directors shall

1. determine such standing committees as are deemed necessary; and
2. provide for the composition of the

Section 3. The Board of Directors of this corporation shall meet before or during each regular meeting of the Board of Managers, or in special session at the call of the president, or upon written request signed by a quorum of the Board and filed with the secretary. Written notice of the time set for a special meeting must be sent to all directors at least four (4) days in advance by first-class mail or at least 48 hours’ notice in advance when delivered by voice messaging system and electronic transmission. The president shall fix the time and place of special meetings of the Board of Directors. A majority of the Board of Directors shall constitute a quorum.

Section 4. Directors may participate in and act at any meeting of the Board of Directors via teleconferencing or electronic video screen communication using equipment with which all directors participating in the meeting can communicate with each other at the same time. Participation in such meeting shall constitute attendance and presence in person at the meeting. Quorum shall be established by roll call and identification of individual directors.

Section 5. The Board of Directors of this corporation shall transact all business relating to the State PTA as an incorporated body and shall perform the duties of the Board of Managers between meetings and such other duties as may be requested of it by the meeting/ convention or by the Board of Managers provided that the action of the Board of Directors shall not conflict with that of the Board of Managers.

The Board of Directors shall make a report to the Board of Managers at each meeting and may make recommendations to the Board of Managers, commissions or committees of the Board of Managers or Board members in order to expedite the transaction of business.

Section 6. The Board of Directors shall employ a Managing Director and such other employees as may be found necessary to carry on the work of the State PTA.

Section 7. Any elected or appointed officer or commissioner may be removed from their position by a two-thirds (2/3) affirmative vote of the Board of Directors, in accordance with due process, whenever the Board of Directors deems such removal will serve the best interest of the State PTA.

Section 8. Nonliability of Directors and certain Officers.

1. Volunteer Directors. Pursuant to Section 5239 of the Nonprofit Public Benefit Corporation Law of the State of California, there shall be no personal liability to a third party on the part of a volunteer director or volunteer president, president-elect, vice president, secretary, treasurer, director of legislation, or parliamentarian of the State PTA (the “corporation’’) caused by the director’s or officer’s negligent act or omission in the performance of that person’s duties as a director or officer, if all the following conditions are met:
   • The act or omission was within the scope of the director’s or officer’s duties;
   • The act or omission was performed in good faith;
   • The act or omission was not reckless, wanton, intentional, or grossly negligent;
   • The corporation has complied with the requirements of subsection (b) below.

This limitation on the personal liability of a volunteer director or officer does not limit the liability of the corporation for any damages caused by acts or omissions of a volunteer director or volunteer officer, nor does it eliminate the liability of a director or officer provided in Section 5233 or 5237 of the Nonprofit Benefit Corporation Law of the State of California in any action or proceeding brought by the Attorney General.

1. Requirement to Obtain Liability Insurance. In order to obtain the full benefit of the limitation of liability set forth in subsection (a) above, the corporation and the directors shall make all reasonable efforts in good faith to obtain liability insurance in the form of a general liability policy for the corporation or a director’s and officer’s liability
2. Paid Directors and Officers. Any director or officer who receives compensation by the corporation for acting in their capacity as a director or an officer, as the case may be, shall have no liability based upon any alleged failure to discharge such person’s obligations as a director, including, without limiting the generality of the foregoing, any actions or omissions which exceed or defeat a public or charitable purpose to which the corporation, or assets held by it, are dedicated, (i) so long as such compensated director or officer complies with provisions of Section 9 of these bylaws, and (ii) except as provided in Section 5233 of the Nonprofit Public Benefit Corporation Law of the State of

Section 9. Indemnity for Litigation. The corporation hereby agrees to exercise the power to indemnify any person who was or is a party or is threatened to be made a party to any proceeding by reason of the fact that such person is or was a director, officer, employee or other agent (as defined in Section 5238 of the Nonprofit Public Benefit Corporation Law of the State of California) of the corporation, to the full extent allowed under the provisions of said Section 5238 relating to the power of a corporation to indemnify any such person. The amount of such indemnity shall be so much as the Board of Directors determines and finds to be reasonable, or, if required by said Section 5238, the amount of such indemnity shall be so much as the court determines and finds to be reasonable.

Section 10. Interested Persons/Conflict of Interest Policy. Pursuant to Section 5227 of the Nonprofit Public Benefit Corporation Law of the State of California, no more than forty-nine percent (49%) of the directors serving on the Board may be “interested persons.’’ For the purposes of this section, “interested persons’’ means either (i) any person currently being compensated by the corporation for services rendered to it within the previous twelve (12) months whether as a full-time or part-time employee, independent contractor, or otherwise, excluding any reasonable compensation paid to a director as director; or (ii) any brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, son-in-law, daughter-in-law, mother-in-law or father-in-law of any such person. The provisions of this section shall not affect the validity or enforceability of any transaction entered into by the corporation.

Section 11. Standard of Conduct. Pursuant to Section 5231 of the Nonprofit Public Benefit Corporation Law of the State of California, a director shall perform the duties of a director, including duties as a member of any committee of the Board upon which the director may serve, in good faith, in a manner such director believes to be in the best interests of the corporation and with such care, including reasonable inquiry, as an ordinary prudent person in a like position would use under similar circumstances. In performing the duties of a director, a director shall be entitled to rely on information, opinions, reports or statements including financial statements and other financial data, in each case prepared or presented by:

1. One or more officers or employees of the corporation whom the director believes to be reliable and competent in the matters presented;
2. Counsel, independent accountants or other persons as to matters which the director believes to be within such person’s professional or expert competence; or
3. A committee of the Board upon which the director does not serve, as to matters within its designated authority, which committee the director believes to merit confidence, provided, that in any such case, the director acts in good faith, after reasonable inquiry when the need therefor is indicated by the circumstances and without knowledge that would cause such reliance to be

Section 12. Self-Dealing Transactions. Pursuant to Section 5233 and except as provided in Section 5233 of the Nonprofit Public Benefit Corporation Law of the State of California, the corporation shall not be a party to a transaction in which one or more of its directors has a material financial interest (“Interested Director’’) unless:

1. Approval by Attorney General. The Attorney General, or the court in an action in which the Attorney General is an indispensable party, has approved the transaction before or after it was consummated; or
2. Approval by Board. Prior to entering into the transaction, after full disclosure to the Board of all material facts as to the proposed transaction and the Interested Director’s interest and investigation and report to the Board as to alternative arrangements for the proposed transaction, if any, the Board in good faith and by a vote of a majority of the directors then in office (without including the vote of the Interested Director):
   • Resolves and finds that
     • the transaction is in the corporation’s best interests and for the corporation’s own benefit;
     • the transaction is fair and reasonable as to the corporation; and
     • after reasonable investigation under the circumstances as to alternatives, the corporation could not have obtained a more advantageous arrangement with reasonable efforts under the circumstances; and
   • Approves the entire transaction; or
3. Interim Approval by Authorized Committee or Person. If it is not reasonably practicable to obtain approval of the Board prior to entering into such transaction, and, prior to entering into said transaction, a committee or person authorized by the Board approves the transaction in a manner consistent with the procedure set forth in subsection (b) of this section; and the Board, after determining in good faith that the corporation entered into the transaction for its own benefit and that the transaction was fair and reasonable as to the corporation at the time it was entered into, ratifies the transaction at its next meeting by a vote of the majority of the directors then in office, without counting the vote of the Interested

In light of the foregoing limitations, all directors shall fill out an annual questionnaire dealing with this subject matter.

Section 13. Emergency Provisions: Pursuant to Section 5151 of the Non-Profit Public Benefit Corporation Law of the State of California, in anticipation of or during an emergency, the Board of Directors may take the following actions necessary to conduct the California State PTA’s ordinary business operations and affairs:

1. Modify lines of succession to accommodate the incapacity of any director, officer, employee, or agent resulting from the emergency.
2. Relocate the principal office, designate alternative principal offices or regional offices, or authorize the officers to do so.
3. Give notice to a director or directors in any practicable manner under the circumstances, including, but not limited to, by publication and radio, when notice of a meeting of the board cannot be given to that director or directors in the manner prescribed by the bylaws.
4. Deem that one or more officers of the corporation present at a board meeting is a director, in order of rank and within the same rank in order of seniority, as necessary to achieve a quorum for that meeting. In anticipation of or during an emergency, the board may not take any action that requires the vote of the members or is not in the corporation’s ordinary course of business, unless the required vote of the members was obtained prior to the emergency.

Any actions taken in good faith in anticipation of or during an emergency bind the corporation and may not be used to impose liability on a corporate director, officer, employee, or agent.

For purposes of this section as defined in Section 5140 of the Non-Profit Public Benefit Corporation Law of State of California, “emergency” means any of the following events or circumstances as a result of which, and only so long as, a quorum of the corporation’s board of directors cannot be readily convened for action:

1. A natural catastrophe, including, but not limited to, a hurricane, tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought, or, regardless of cause, any fire, flood, or explosion.
2. An attack on this state or nation by an enemy of the United States of America, or upon receipt by this state of a warning from the federal government indicating that an enemy attack is probable or imminent.
3. An act of terrorism or other manmade disaster that results in extraordinary levels of casualties or damage or disruption severely affecting the infrastructure, environment, economy, government functions, or population, including, but not limited to, mass evacuations.
4. A state of emergency proclaimed by a governor or by the President.

ARTICLE XII — Nominations and Elections

Any person who is qualified to be an elected officer may be nominated by one of the following procedures:

Section 1. Nomination by Committee.

1. In an election year and at least one hundred fifty (150) days prior to the election at the annual State meeting/convention, a nominating committee shall be elected. The committee shall be composed of seven (7) members and three (3) alternates. The committee shall be elected by ballot after nominations have been made from the floor. Two of the members and one alternate shall be from the district PTA presidents. Five members and two alternates shall be from the Board of Managers other than the district PTA presidents. No more than two members of the nominating committee shall reside in the same district PTA. Each group is to be nominated and elected separately by the Board of Managers. A plurality shall elect.
2. No person shall be eligible to serve on two consecutive nominating
3. The president and president-elect shall not be eligible to be elected to the nominating committee.
4. Any persons who serve on the nominating committee shall not be eligible for consideration as a nominee to the board of directors for the immediately following
5. The nominating committee shall, with the consent of five of its members, prepare a list of nominees for each
6. The consent of candidates must be secured before the slate is
7. The report of the nominating committee shall be presented to the Board of Managers, shall be published in the CALL to annual meeting/ convention, and shall be presented at the first meeting of the annual meeting/convention.

Section 2. Nomination by Petition.

1. An official nominating petition, obtained from the State office, shall be completed and delivered to the State president or secretary at least forty-five (45) days prior to the opening of annual meeting/ convention.
2. The petitioners shall be delegates to the annual meeting/convention at which the officers are to be elected and shall number not less than two percent (2%) of the delegate body attending the last previous annual meeting/convention. The 2% is calculated by using the number of recorded delegates in the minutes of the last annual statewide meeting/convention at the time when the quorum was established.
3. Nominations received by petitions shall be presented by the president following the report of the nominating

Section 3. Nomination at the Meeting.

At the conclusion of the report of the nominating committee and the report of any nomination by petition, nominations may be made from the floor providing the nominee has given consent and has filed a written notice with the president of intent to be nominated from the floor at least forty-five (45) days prior to the beginning of the state annual meeting/convention.

When the opportunity for all nominations has been fulfilled following any of the foregoing procedures, the nominations shall be closed.

Section 4. Elections shall be held biennially in the odd-numbered years at the annual meeting/convention.

Section 5.

1. In an election year, the election board shall be selected at least thirty (30) days prior to the annual election meeting. The president shall appoint a chair and a vice chair from the membership of the Board of Managers. Five (5) additional members representing different PTA districts and three (3) alternates shall be nominated and elected by the Board of Managers from the membership at large. No more than two members of the election board shall reside in the same district PTA. The election board shall be instructed in its duties by the parliamentarian. Ballot voting at annual meeting/ convention shall be supervised by the election board. The chair shall see that the ballots are prepared, ballot boxes secured, and shall make all necessary preparations for the
2. At the same meeting and in the same manner, a board of tellers of the same size shall be elected. This board shall be in charge of counting of the ballots, and the chair shall report the results of the election.

Section 6. Election by ballot shall be held as soon as annual meeting/convention scheduling allows. Notice of the election date shall be published in the CALL to annual meeting/convention. For election of officers, a plurality shall elect. Each delegate must be registered at least one calendar day before casting an election ballot.

Section 7. When there is but one candidate for an office, the ballot for that office may be dispensed with and the election held by voice vote at the close of nominations.

Section 8. During an emergency such as that described in Article XV, Sections 7 and 8, nominations may be reported and election held on the same day. In the event an annual meeting/convention is not held, the Board of Managers at the last meeting of the biennium shall elect the officers.

ARTICLE XIII — Council and District PTAs

Section 1. The State shall be divided into not less than eight (8) district PTAs. The boundaries of district PTAs and the procedure for their establishment or change shall be determined by the State Board of Managers after consultation with the district PTA involved.

Section 2. The California State PTA may create or establish councils in counties, cities or other areas designated by its Board of Managers for the purpose of conference, leadership training, and coordination of the efforts of local PTA units, and may prescribe the form and contents of the bylaws or other articles of organization of such councils. The local PTA unit that shall be eligible for membership and participation in the work of any council shall be determined by the California State PTA. Councils shall not legislate for local units.

*** Section 3. The State Board of Managers shall be responsible for the procedure by which a council is organized or reorganized. Three (3) or more local PTAs may be organized into the council upon the recommendation of the district PTA in which they are located and subject to the approval of the State Board of Managers. Each council shall determine its own method of securing funds for its work.

*** Section 4. Each council and district PTA, upon its organization, shall submit a copy of its bylaws to the State parliamentarian for approval.

*** Section 5. Each council and district PTA in good standing in California is one which complies with National PTA Bylaws and State PTA guidelines, which includes:

1. Adheres to the Purposes and basic policies of the PTA;
2. Adheres to the State PTA policies and procedures;
3. Has bylaws approved according to the procedures of the State PTA;
4. Has at least three (3) elected officers: president, secretary and treasurer;
5. Remits the national and state portion of per capita dues to the State PTA by the deadline date;
6. Pays insurance premiums to the State PTA;
7. Forwards all insurance premiums received from units by the deadline date;
8. Complies with the legal filing requirements of state and federal government agencies; and
9. Meets other criteria as may be prescribed by the State PTA.

*** Section 6. A council and district PTA not in good standing shall be notified in writing by March 1. If the council or district PTA is still not in good standing by March 31, its recognition shall be withdrawn in accordance with procedures established by the State PTA Board of Managers.

*** Section 7. Each council and district PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization, including, specifically, the number of members, the dues collected by its units, and the amounts of dues remitted to the State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the State PTA.

*** Section 8. Each council and district PTA is obligated, upon withdrawal of acceptance by the State PTA:

1. To yield up and surrender all of its books and records and all of its assets and property to the State PTA or to such agency as may be designated by the State PTA, to be held for the benefit of another constituent organization established by the State PTA;
2. To cease and desist from further use of any name that implies or connotes association with the National PTA or the State PTA or status as a constituent organization of the National PTA;
3. To carry out promptly under the supervision of the State PTA all proceedings necessary or desirable for the purpose of dissolving such council or district PTA; and
4. To cease and desist from any further use of the Internal Revenue Service Employer Identification Number (EIN).

ARTICLE XIV — State and Local Relationships

Section 1. There shall be a Grievance Committee composed of five (5) members of the Board of Directors.

Section 2. This committee shall review any allegation(s) by constituent organizations of the Bylaws of the National PTA, the State PTA or their own bylaws or other practices or activities that may tend to defeat the Purposes and/or basic policies of PTA, and shall make prompt report to the Board of Directors of the results of such review and of its recommendation for action.

Section 3. The Board of Directors shall give due consideration to the report of the committee and shall accord the constituent organization an opportunity to be heard and to respond to the report. If, upon such consideration and hearing, the Board of Directors finds a violation by a constituent organization, it may, by a two- thirds vote of its members then in office, place the constituent organization on probation and require the constituent organization to take appropriate action within a period of time stipulated by the Board of Directors. When such a requirement has been made by the Board of Directors, and if the recommended action is not taken within the allotted period of time, the Board of Directors may, by a two-thirds vote of its members then in office, grant the constituent organization an extension of time not less than six (6) weeks nor more than eighteen (18) months in which to achieve satisfactory compliance with the action required by the Board of Directors.

If it becomes necessary to withdraw the charter from a unit or withdraw the acceptance from a council or district PTA, at least fifteen (15) days’ notice, in writing, must be given before the recommendation comes before the State Board of Managers for action. The procedures as stipulated in Article VI, Section 4 or 10, of these bylaws, as appropriate, shall be followed.

Section 4. Expulsion, Suspension, Termination of Members. If grounds appear to exist for expulsion or suspension of a PTA member, the following procedure shall be followed:

1. The member shall be given fifteen (15) days’ prior notice of the proposed expulsion, suspension or termination. Notice shall be given by any method reasonably calculated to provide actual notice. Any notice given by mail shall be sent first class or registered mail to the member’s last address as shown on the PTA’s
2. The member shall be given an opportunity to be heard, either orally or in writing, at least five (5) days before the effective date of the proposed expulsion, suspension or termination. The hearing shall be held, or the written statement considered, by the Grievance Committee authorized by the Board of Directors to determine whether the expulsion, suspension or termination should take place.
3. The Board of Directors, upon recommendation from the Grievance Committee, shall decide whether or not the member should be expelled, suspended or terminated, or sanctioned in some other way. The decision of the Board of Directors shall be
4. Any action challenging an expulsion, suspension or termination of membership, including a claim alleging defective notice, must be commenced within one (1) year after the date of the expulsion, suspension or

ARTICLE XV — Annual Meeting/Convention

Section 1. There shall be an annual meeting/convention of the State PTA in April or May. The time, place and any proposed business to be addressed at the meeting shall be determined by the Board of Managers (exception: Article XII, Section 4). Proposed business may include, but is not limited to; election of officers, California State PTA bylaw amendments, the California State PTA Legislation Policies and California State PTA Legislation Platform, and resolutions. The Board of Managers shall publish a CALL to the annual meeting/ convention including all proposed business to be sent to all associations comprising the State PTA at least thirty (30) days prior to the annual meeting/convention. Written notification of emergency business being presented for consideration at the annual meeting/ convention shall be given to delegates twenty- four (24) hours in advance.

Section 2. One-third (1/3) of the delegates registered and eligible to vote at the annual meeting/convention and representing a majority of district PTAs shall constitute a quorum.

Section 3. At the annual meeting/convention, the delegates shall be

1. Members of the Board of Managers, including the parliamentarian and the district PTA presidents;
2. Three delegates or their alternates elected from each district PTA executive board, one of the delegates being the president-elect in an election year;
3. One delegate or alternate elected from each council executive board, in addition to the council president or president-elect, or elected alternate;
4. Accredited delegates elected in proportion to association membership according to Article XV, Section 5 of these bylaws in addition to the local association presidents or presidents-elect or their elected alternates; and
5. Past State

Section 4. The privilege of making motions, debating and/or voting at the annual meeting/convention shall be limited to delegates having a current membership card and evidence of, or receipt for, payment of annual meeting/ convention registration fees as determined annually by the Board of Managers.

A delegate shall serve only at the annual meeting/ convention for which elected.

Section 5. Each association in good standing is entitled to be represented at the annual meeting/convention by the president-elect or president or elected alternate and one additional elected delegate. Each association of over 250 memberships but less than 501 is entitled to two elected delegates in addition to the president-elect or president. An association which has a membership of 501 but less than 751 is entitled to three elected delegates in addition to the president-elect or president. Associations that have memberships of 751 or more may send four elected delegates in addition to the president-elect or president. In no case shall an association be entitled to more than a total of four elected delegates in addition to the president-elect or president.

A delegate shall not be allowed to represent more than one association and must have been a member of that local association at least thirty (30) days prior to annual meeting/convention or a member of a feeder school where applicable. This shall not apply to associations organized within ninety (90) days prior to meeting/convention.

Section 6. A delegate serving in an official capacity from the opening of the first general meeting to the close of the annual meeting/convention may have their delegate status removed for actions contrary to the bylaws, policies or procedures of the organization.

A disciplinary committee appointed from the State Board of Managers shall serve as the official body in all cases where due process must be applied and shall have the power to terminate a delegate’s status in accordance with the following procedures:

1. The charge in writing and signed by fifteen (15) delegates shall be presented to the
2. The notice of the charge, time and place of hearing shall be presented to the
3. The delegate hearing shall be conducted by the disciplinary committee and a decision rendered by the committee.
4. The decision shall be reported to the membership at the next general The hearing shall be held immediately should the offense occur on the final day of the annual meeting/convention.

Section 7. In cases of extreme emergency, the Board of Managers shall have the power to limit the length of the session of the annual meeting/convention of the State PTA and make such other changes in the rules governing the annual meeting/convention as shall be necessary to conform to the abridged time of the annual meeting/convention.

Section 8. The Board of Managers by a two-thirds (2/3) vote of its members then in office may cancel or defer any annual meeting/convention when it deems such action to be required by the existence of a national or statewide emergency. Such action may be taken by the president on their own responsibility after polling the members of the Board of Managers to the extent reasonably possible under the then existing circumstances when the emergency is such as to render it impracticable to convene a meeting of the Board. During the existence of such emergency the Board of Managers may adopt such measures for the conduct of the affairs of the State PTA as it may deem to be required without regard to the restrictions or limitations of these bylaws.

ARTICLE XVI — National Convention

Section 1. The State PTA shall be entitled to accredit to the annual convention as its delegates:

1. The president of the State PTA;
2. One additional delegate from among the members of the State PTA for each one thousand members, or major fraction thereof, of the State PTA, as shown on the books of the treasurer of the National PTA as of March 31 preceding the annual convention.

Section 2. The selection of these delegates and their alternates (other than the president of the State PTA, who shall be a delegate ex officio) shall be authorized by the Board of Managers. Procedures for the selection of delegates and distribution of credential cards allocated to the State PTA shall be specified in the Standing Rules and Procedures of the Board of Managers.

ARTICLE XVII — Fiscal Year and Audit

Section 1. The fiscal year shall be from July 1 to June 30, inclusive.

Section 2. The books and financial records of the California Congress of Parents, Teachers, and Students, Inc., shall be audited at the close of the fiscal year and at any other time deemed necessary by the Board of Managers. The audit shall be performed in accordance with the Nonprofit Integrity Act of 2004 (SB 1262 – Sher, Chapter No. 919, Statutes of 2004). The report of the regular audit shall be made to the Board of Managers not later than the January/February board meeting. The report of any specially ordered audit shall be made to the Board of Managers at its next regular meeting.

Section 3. An audit committee shall be appointed each term by the board of directors and ratified by the board of managers, consisting of Board of Managers members with financial experience, and exclusive of the president and treasurer and any authorized check signer, as stipulated in the Nonprofit Integrity Act of 2004 (SB 1262 – Sher, Chapter No. 919, Statutes of 2004). The chair of the audit committee may not be a member of the budget committee and members of the budget committee must be a minority of the audit committee. Members of the audit committee may not receive any compensation from the California State PTA other than as members of the Board of Managers and they may not have any material financial interest in any entity doing business with the organization. The audit committee shall be responsible for recommending to the Board of Directors:

1. retention and termination of the independent auditor;
2. the auditor’s compensation;
3. determination, in consultation with the auditor, that the affairs of the California State PTA are in order, and
4. review and approval of the

*** ARTICLE XVIII — Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the National PTA and its constituent organizations in all cases in which they are applicable and in which they are not in conflict with these bylaws, and the Bylaws of the National PTA, or the articles of incorporation and the Nonprofit Public Benefit Corporation Law of the State of California.

ARTICLE XIX— Amendments

Section 1. These bylaws may be amended at any annual meeting/convention by a two-thirds (2/3) vote provided there shall have been published in the CALL for the annual meeting/convention a copy of the proposed amendment or amendments.

*** Section 2. The adoption of an amendment to any provision of the bylaws of the State PTA identified by a triple star shall serve automatically and without the requirement of further action by the constituent organizations to amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organizations shall promptly incorporate such amendments in their respective bylaws.

Section 3. The adoption of an amendment of any provision of the bylaws of the State PTA identified by a double star sign (**) shall automatically, and without the requirement of further action by the constituent organizations, amend correspondingly the bylaws of each constituent organization. Notwithstanding the automatic character of the amending process, the constituent organizations shall promptly incorporate such amendments in their respective bylaws.

Explanation of Starred Articles and Sections

Articles and Sections designated with a double star sign (**) indicate provisions in the bylaws that are required by the California Corporations Code. Triple stars (***) indicate provisions in the bylaws of the California State PTA and National PTA that are to be included in unit, council and district PTA bylaws where appropriate.

The California State PTA believes it is necessary to develop an informed public of children and adults who will selectively limit media input, carefully select televisions programing, and who will be able to understand explicit and implicit media messaging. PTA further believes that digital literacy skills should be included in the K-12 curriculum in the schools and encouraged by the parents in the home.

Definitions:

Digital literacy is the ability to find, evaluate, utilize, share, and create content using information technologies and the Internet in a responsible way.

Develop Digital Literacy skills:

• Be selective regarding the media children use;
• Distinguish between fantasy and reality; and
• Recognize gender stereotypes and racial prejudices portrayed in the media.

Good media skills are a family affair and promote valuable discussion among family members. Parents need to recognize the powerful influence of commercial advertising and the potential impact that it has on their children. Parents should teach children about internet safety and how to be good digital citizens.

Recommended Actions for Schools and PTAs

Mass Media:

• Review California State PTA Mass Media Position Statement.
• Obtain and promote PTA materials pertaining to digital literacy.
• Sponsor parent/staff workshop(s) to learn how media use affects children.
• Plan programs on digital citizenship.

Television Programming:

• Review California State PTA Resolutions—Television Literacy and Program Accountability, Opposition To Televised Commercials In California Classrooms, Quality of Life Portrayed on Television, Television Literacy and Program Accountability and Television/Screen Time Awareness—and Position Statement Television Programming.
• Keep parents informed of appropriate, entertaining and educational television programming for young people.
• Promote a “no television” day or week.

Digital Citizenship:

• Connect with PTA partners specializing in mass media and digital citizenship
  • Common Sense Media
  • Cable Impacts Foundation (formerly Cable in the Classroom)

Recommended Actions at Home

To promote safe and responsible digital literacy, parents should:

• Teach children to harness the power of the internet and digital technology for learning and life.
• Use the media together as a family.
• Discuss expectations for media and technology use. Balance screen time with other activities. Set time limits.
• Translate your family values to the digital world.
• Teach young children early how to make good choices so they can take advantage of the powerful technologies available to them.

An effective communications team may include one or more of the following:

• Communications vice president or chairman
• Website manager
• Social media coordinator/administrator
• Newsletter/e-newsletter editor
• Distribution chairman

See Job Descriptions for Communications Leader.

A communications leader:

• Works with the unit’s elected officers to develop an annual communications plan. The plan should complement the goals of the association and include internal messages for the school community as well as external communications for the public.
• Serves as the chairman of the communications committee.
• Assists the president and other officers in their preparation of remarks for media interviews.
• Assists program and event chairmen in publicizing upcoming events/programs. Follows up with articles highlighting the event or program.
• Attends training workshops, and makes reports during meetings, as requested.
• Passes along all communications resources to a successor, including past communications and publications, website and publication information, distribution information, and schedules.

PTA should employ multiple means to communicate with members and the community at large.

Create a strategic communications plan that would:

1. Establish a clear objective for your communication.
2. Use the right strategy and media.
3. Prepare the right message for the right audience.
4. Communicate your message at the right time.
5. Follow up with frequent assessment of your communications.

Using a strategic PTA communications plan will more effectively serve and engage key audiences, as well as continue to build greater awareness of the importance and value of PTA.

Draft your PTA communications with these things in mind:

• Key Audiences:
  • members and leaders
  • public (parents)
  • teachers/educators
  • media
  • opinion leaders and partners
  • non-English speakers
• Messaging: Craft the message for the audience. The message to your members will be very different from your message to the local newspaper, for example.
• Communications tools: Decide which tools will best deliver your message.
  • website
  • text message
  • email
  • social media
  • newsletter
  • e-publication
  • banner
  • flier
  • video
  • word of mouth
  • mail
  • phone
  • media

Communicating With Confidence – Public Speaking

As a PTA leader, you may be called upon to speak in public. Keep in mind the following tips for public speaking.

• Plan remarks with an objective in mind.
• Become knowledgeable about the topic.
• Prepare talking points. Include appropriate personal stories in your presentation.
• Plan a message that will resonate with your target audience.
• Begin and end on time.

Communications Basics for PTA Leaders

Be comfortable with yourself. Success comes from projecting your own personality.

Don’t worry about “butterflies.” We all have them – in fact, we need them to keep us from becoming complacent.

Do your homework. Few people can “wing it.” The trick is to appear relaxed, and you can be if you are well prepared.

Be flexible. If necessary, adjust remarks to help meet the need at hand. Find out in advance who the audience will be, and why you were selected to speak.

Cultivate effective listening skills. If you are part of a program, listen to what other participants are saying. If the previous speaker “steals your thunder,” comment on sharing similar viewpoints and suggest, “Let’s talk about this from another angle.” Then continue with your own remarks.

Know when to stop. Respect your audience’s time.

Talking Points

When talking about PTA to new audiences, it helps to give a brief overview to show the scope and strength of PTA. The more these messages are said, the more likely it is the messages will be heard and repeated.

• The mission of California State PTA is to positively impact the lives of children and families in California.
• PTA is the largest volunteer association working on behalf of children and youth. In California alone, we have over 800,000 PTA members and have served them for over 118 years.
• PTA speaks for every child with one voice.
• PTA is a nonpartisan, nonsectarian and noncommercial organization that promotes the welfare of children and youth in home, school, community and place of worship.
• PTA connects families and schools. We encourage communication and cooperation between parents, communities and schools to ensure that children and youth receive the best possible physical, mental, social and spiritual education.

Making PTA Talking Points Personal

These talking points are only intended as guidelines for speaking on behalf of PTA. Make them your own by considering:

• How can I share my personal PTA experience?
• Why am I so dedicated to the work of PTA?
• How did I get involved?
• What are the areas that need improvement at our school(s) or in our community?
• Is my message concise and compelling?

Representing PTA

PTA officers represent their unit, council or district PTA. PTA is a diverse organization, and its leaders speak with one voice on behalf of all children:

• Presidents are the official representatives of their PTAs and may appoint others to officially represent the organization, as needed.
• Know and reflect the official PTA positions.
• Do not commit the association to programs, projects or positions the association has not voted to authorize.
• Build credibility as an individual so that your comments are of value to the audience.
• Do not mix personal and PTA opinions while representing PTA.

Resources

• Council and district PTA leaders
• California State PTA website www.capta.org
• California State PTA Online Toolkit sections:
  • Basic Policies,
  • Advocacy,
  • Brief Statements on Current Issues,
• National PTA website www.pta.org.
  

Part of the mission of the California State PTA is to empower and support our members with skills in communications. PTAs are encouraged to communicate with PTA members, the school community and the community at large to inform them about PTA activities and school functions. We can also communicate a broader message about the value of PTA. As we communicate the PTA message, we will build identity, increase recognition for PTA, and advance the work of PTA in the community and throughout the state and nation.

Purpose of PTA Communications
Communicating Strategically
Communicating with Confidence – PTA Publications
Publicizing PTA to the Larger Community
Guidelines for Communications Leaders
Digital Literacy
Social Media Guidelines for PTAs in California
Social Media Guidelines for PTA Leaders and Members in California

The seven commissions can be classified into two groups: (1) those dealing primarily with internal, organizational matters: special events, leadership services, membership services, and communications; and (2) those dealing with external issues in which PTA has a vital interest: health & community concerns, education, and family engagement.

The commissions are chaired by vice presidents elected biennially by the PTA membership at the annual convention in odd-numbered years. Commissioners are appointed members who serve during the administration. The treasurer serves on the leadership services commission.

California State PTA constantly assesses children’s needs to determine where and how PTA action should be initiated or intensified. State resolutions, letters, and results of studies from unit, council, and district PTAs as well as National PTA programs and priorities provide direction to the California State PTA Board of Managers. Each commission develops its plan of action based on the goals and priorities of the association.

The work of the commissions is facilitated through special committee studies and cooperation with statewide allied groups, agencies, and coalitions whose goals are similar to PTAs. Each commission is responsible for providing leadership and education to unit, council, and district PTAs to help implement the projects and activities that fall within its area of concern. Through PTA in California, the website – capta.org – and other avenues of communication, unit, council, and district PTAs are kept informed of current projects, the progress of studies, and the initiation of new projects.

Service to Unit, Council, and District PTAs
California State PTA Brief Statements on Current Issues

Figure
Organizational Flow Chart

While membership is the responsibility of the entire PTA board, each PTA should have a designated membership leader. Membership chairmen are appointed; membership vice presidents are elected. For details on the responsibilities of the Membership chairman/vice president at a unit PTA, see “Job Description for Membership Chairman/Vice President” in the PTA Toolkit.

The membership chairman/vice president works with a membership committee and serves as chairman. The membership committee consists of members appointed by the president, or the president-elect if the committee is formed before the school year begins.  Committee members should include teachers and students, if appropriate, and should represent your school population. Under the direction of the membership chairman/vice president, the membership committee:

• sets membership goals,
• designs a membership marketing plan with outreach promotions,
• calendars events and activities throughout the school year,
• submits a budget to support the membership program, and
• implements and evaluates the final plan.

The membership plan must be approved by the executive board.

Develop a Membership Marketing Plan

Set membership goals.

Plan a membership promotion campaign that uses a variety of methods and outreach activities to promote the value of PTA membership. Go to the California State PTA website, capta.org and the National PTA website, pta.org, for membership campaign ideas, resources and current membership incentives and award programs.

Your membership plan should include a theme, if appropriate, a membership calendar and a membership budget.

Download the Volunteer Job Description

Key Role – Volunteer

• Assists with programs, events and activities organized by the PTA, school or classroom teacher to support student success
• Works cooperatively as a reliable team member to complete volunteer assignments
• Understands the ethical and legal responsibilities involved and maintains strict confidentiality regarding the privacy of student records, students and school personnel

Getting Started

• Preparation – Find out more about what volunteer opportunities are offered on campus by checking PTA and school newsletters, websites and social media. Sign up for volunteer assignments that fit well with your interests, availability and skill sets.
• Attend Training – Learn more about your role and school policies related to volunteers and parent involvement by attending a volunteer orientation meeting organized by the PTA Volunteer Coordinator at your school.

How Tos

• Before a volunteer assignment – Add the day and time of your volunteer assignment to your calendar. If you are unable to participate as planned, remember to contact the organizer in good time so that another volunteer can be recruited.
  Plan to arrive early for your assignment so you can sign in at the school office before heading to the activity or event.
• During a volunteer assignment – Take time to review what the volunteer job entails with the organizer and ask questions to clarify the assignment including who does what, how breaks are handled and what is expected. To ensure the success of larger events, be prepared to be flexible and assist where needed.
• After a volunteer assignment – Provide feedback on the volunteer survey so that organizers can tweak the program, activity or event to make it even better. Attend the volunteer recognition event and sign up for other volunteer opportunities to stay connected at your school to support student success.

Learn more: www.capta.org

Download the Student Involvement Chairman Job Description

Student involvement is the commitment of a PTA/PTSA to actively involve students in the leadership of the association. Parents, 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, the president will appoint a chairman, 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 and Loss Prevention Guide, Parent’s Approval and Student Waiver).

Additional Resources

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