2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
July 2015
Dear PTA Leader,
We are pleased to provide you with a printed copy of our updated California
State PTA Toolkit.
The Toolkit provides guidance, instruction and ideas to support you in your essential
role as a PTA officer or chairman. You will discover valuable information to assist
your PTA/PTSA with the important work that you do on behalf of children and fami-
lies. Many of your questions and concerns can be answered here in just one place.
Please take advantage of this great resource as you continue to plan, implement
and evaluate the work of your local PTA. Also, please be sure to discard any older
printed copies of the Toolkit you may have, as the information provided here is the
most up-to-date.
As a resource to rely on throughout the year, our OnlineToolkit is also accessible at
any time at capta.org in English and Spanish.
In addition to the printed and Online Toolkit, remember you always have access to
guidance and support from your PTA council, district or state PTA. Please don’t hes-
itate to contact them.
The California State PTA Toolkit reflects the hard work and effort of your State PTA
Board of Managers. It is based on more than 100 years of best practices by PTAs
around our state. To help make sure this and all PTA materials continue to be as
useful and pertinent to you as possible, your input regarding your PTA needs is
essential.
Feel free to contact your PTA district leaders or us directly at [email protected] or
(916) 440.1985 – with ideas, suggestions and comments, so that the Toolkit con-
tains the appropriate material and is in the right format to meet your needs.
Thank you for everything that you do each day to enhance the lives of California’s
children and families. Your leadership makes a difference!
Sincerely,
Justine Fischer
President
Introduction California State PTA Toolkit – May 2016 i
California State PTA Board of Directors 2015-2017
Justine Fischer Laura Mudge
President Vice President for Health
916.440.1985 ext. 101 916.440.1985 ext. 306
[email protected] [email protected]
Dianna MacDonald Colette Rudd
President-elect Vice President
916.440.1985 ext. 102 for Family Engagement
[email protected] 916.440.1985 ext. 307
[email protected]
Mary Galuska
Vice President Brian Bonner
for Leadership Services Vice President
916.440.1985 ext. 301 for Membership
[email protected] 916.440.1985 ext. 314
[email protected]
Kathy Steinberg
Vice President Sue King
for Programs and Member Services Secretary
916.440.1985 ext. 302 916.440.1985 ext. 308
[email protected] [email protected]
Carol Green Sherry Elkington
Vice President Treasurer
for Communications 916.440.1985 ext. 309
916.440.1985 ext. 303 [email protected]
[email protected]
Kathy Stevenson
Barbara Harris Parliamentarian
Vice President for Convention 916.440.1985 ext. 310
916.440.1985 ext. 332 [email protected]
[email protected]
Deborah Kemper Shayne Silva
Vice President Director of Legislation
for Community Concerns 916.440.1985 ext. 311
916.440.1985 ext. 304 [email protected]
[email protected]
Annette Lewis
Celia Jaffe Chairman of the District Presidents
Vice President for Education Peralta District President
916.440.1985 ext. 305 916.440.1985 ext. 312
[email protected] [email protected]
ii California State PTA Toolkit – May 2016 (Elected annually in May)
Introduction
TOOLKIT
Introduction California State PTA Toolkit – May 2016 iii
California State PTA Toolkit. Published by the California State PTA.
Copyright © 2016 by the California Congress of Parents, Teachers and Students, Inc. All rights reserved.
Printed in the United States of America.
No part of this publication may be reproduced or transmitted in any form or by any means, electronic or
mechanical, including photocopy, recording, or any information storage and retrieval system, except by the
members of chartered PTAs/PTSAs in California and not for resale. When using parts of this publication,
the California State PTA must be credited.
For permission regarding use, address:
California State PTA
2327 L Street • Sacramento, CA 95816-5014
916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
iv California State PTA Toolkit – May 2016 Introduction
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
LIST OF PTA MATERIALS
*Spanish versions available. See: PUBLICACIONES DE PTA DISPONIBLES EN ESPAÑOL
PUBLICATIONS
P101 a-b-c’s of Parliamentary Procedure, The . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1.25
Easy-to-read information on parliamentary procedures.
P111 *Bylaws for Local PTA/PTSA Units - June 2016 - English . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$0.35
P112 *Bylaws for Local PTA/PTSA Units - June 2016 - English/Spanish . . . . . . . . . . . . . . . . . . . . . . . . . . .$0.35
P113 Council Bylaws - June 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$0.35
P114 District Bylaws - June 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$0.35
P187E *Financial Pocket Pal - January 2011 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1.50
Contains basic financial information to assist the president, treasurer, financial secretary, and fundraising
chairman. A quick guide to the audit, budget, insurance, and other important financial practices.
P145E *Leadership Pocket Pal - June 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1.50
A condensed leadership tool to assist officers and chairmen of local units in their vital PTA work.
P186E Family Engagement Pocket Pal - 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1.50
Contains information on family engagement and its importance in children’s education. Provides tips to
enhance parenting skills and identifies ways parents can work with schools to support their children’s
efforts.
P263E Health Pocket Pal - June 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$1.50
Provides resources for health leaders to implement wellness programs in schools and communities, enhancing
the physical, mental and emotional well-being of children and increasing academic achievement.
P269E Set of Four Pocket Pals - (English or Spanish versions) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$5.00
P180E *PTA Toolkit 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$15.00
The PTA Toolkit serves as the primary resource for the California State PTA. Contains essential information:
PTA basics, PTA management, membership, advocacy, financial, communications and programs. Includes
basic policies, accepted procedures, bylaws, position statements and forms. Designed to be
separated, photocopied and shared among elected officers. Sent to all PTA presidents when published.
P380 Robert’s Rules of Order Newly Revised, 11th Edition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$12.00
P380B Robert’s Rules of Order in Brief . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$6.50
Introduction California State PTA Toolkit – May 2016 v
FREE PTA materials and resources!
California State PTA’s website has the latest PTA resources at the ready for FREE. Family-engagement tips,
publications, handouts, leadership hints, parenting info and more are always available online. Check them out and
share with your PTA volunteers, families and school community! capta.org/resources.
BROCHURES
P278 Celebrating the PTA Legacy - . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
P385 One page, four color leaflet describing and promoting the purposes and history of PTA and PTA’s
P162E milestones as an advocate for children since 1897.
P228E
P264E For the Record - October 2012 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
P184E One-page leaflet with general information for the PTA/PTSA secretary. (Shipped unfolded.)
P230E Honorary Service Award - August 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page, four color leaflet describing the Honorary Service Award program. Includes information on the
P106 different types of awards.
P220E
*Involvement Makes A Difference - January 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page, four color leaflet that tells what PTA is, what PTA has done and briefly describes current
projects of the California State PTA.
Outreach: Building Community Unity through PTA - September 2010 . . . . . . . . . . . . . . . . . . . . .FREE
One-page, four color leaflet describing outreach activities and steps to take.
*Parent Talk - January 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page, three color guide to foster positive relationships between parents and children using
communication to discuss family importance, values, citizenship, self esteem, health and safety,
responsibility, choices and decisions, friendships, and time management.
Professional Governance Standards - July 2008 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page leaflet describing the principles involved in responsible and effective governance for the
individual board member and for the PTA executive board, to be adopted by PTAs and shared with
their communities.
Students Are Our Future - September 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page, four color leaflet describing and promoting student involvement in PTAs and Parent-Teacher-
Student Associations (PTSAs).
*Things Your Kids Want You to Know - January 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .FREE
One-page, four color leaflet with suggestions for parent-child conversations to enhance involvement
in children’s education.
Kids and the Law: An A-Z Guide for Parents, California Bar Association
To download a free copy, visit http://capta.org/resource/kids-and-the-law-a-z-guide-for-parents/
When You Turn 18, California Bar Association
To download a free copy, visit http://capta.org/resource/when-you-turn-18-a-survival-guide-for-teenagers/
FREE PUBLICATIONS
PTA in California – Official newsletter of the California State PTA
PTA Connects – Online newsletter for unit presidents
SMARTS – Online newsletter to bring the arts back into our schools
Leadership Essentials – Online newsletter
Sacramento Update – Online newsletter
vi California State PTA Toolkit – May 2016 Introduction
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PUBLICACIONES DE PTA DISPONIBLES EN ESPAÑOL
(PTA PUBLICATIONS AVAILABLE IN SPANISH)
PUBLICACIONES
P112 Estatutos para unidades locales PTA/PTSA (Spanish Unit Bylaws) - junio de 2015 . . . . . . . . . . . . . $0.35
P187S Asistente para Finanzas - enero 2011 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $1.50
(Financial Pocket Pal) Contiene información básica para ayudar al presidente, tesorero, secretario
financiero, y al presidente de medios y maneras a encontrar sus responsabilidades financieras. Una
referencia rápida para la revisión, presupuesto, seguro, y otras prácticas financieras importantes.
P145S Asistente para Liderazgo - junio 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $1.50
(Leadership Pocket Pal) Una herramienta de liderazgo condensada para ayudar a los directivos y
presidentes de unidades locales en su trabajo vital en PTA.
P186S Asistente para la Participación de los Padres - 2016 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $1.50
(Family Engagement Pocket Pal) Contiene información para la participación de los padres y su importancia
en la educación de los niños. Proporciona consejos para mejorar las habilidades para el cuidado de los
niños e identifica maneras en que los padres pueden trabajar con las escuelas para apoyar los esfuerzos
de sus niños.
P274S Asistente para la Salud - junio 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $1.50
(Health Pocket Pal) Proporciona recursos para líderes de la salud para implementar programas de
bienestar en las escuelas y comunidades, mejorando el bienestar físico, mental y emocional de los niños y
aumentar el rendimiento académico.
P270S Colección de las cuatro Guías rápidas
(Set of Four Pocket Pals) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $5.00
P183S Carpeta de recursos de la PTA de California (PTA Toolkit 2016, Spanish) . . . . . . . . . . . . . . . . . . . $15.00
Esta publicación sirve como el recurso primario de la PTA de California. Contiene información esencial:
fundamentos de PTA, gestión, miembros, defensa, finanzas, comunicaciones y programas. Incluye políticas
básicas, procedimientos, reglamentos, formas y declaraciones de posición. Diseñado para separar,
fotocopiar y compartir entre funcionarios elegidos. Enviado a todo presidente de PTA cuando es publicado.
FOLLETOS
P228S La participación marca la diferencia - enero 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . GRATIS
(Involvement Makes A Difference) Un folleto que cuenta lo qué es y lo qué ha hecho la PTA, y brevemente
describe proyectos actuales de la PTA de California.
P184S Charlando como padres - enero 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . GRATIS
(Parent Talk) Una guía para fomentar las relaciones positivas entre padres y niños que utilizan la
comunicación para discutir la importancia de la familia, los valores, la ciudadanía, el auto estima, la salud y
la seguridad, la responsabilidad, las elecciones y las decisiones, las amistades, y la administración del
tiempo.
P220S Lo que sus niños quieren que usted sepa... - enero 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . GRATIS
(Things Your Kids Want You to Know...) Un folleto de una página con sugerencias de conversaciones entre
padre-hijo para aumentar la participación con el niño en la escuela.
Los jóvenes y la ley: una guía de A-a-Z para los padres
(Kids and the Law: An A-Z Guide for Parents, California Bar Association)
Para descargar una copia gratis, visite http://capta.org/resource/kids-and-the-law-a-z-guide-for-parents/
Cuando llegas a los 18 años: una guía de supervivencia para adolescentes
(When You Turn 18, California Bar Association)
Para descargar una copia gratis, visite http://capta.org/resource/when-you-turn-18-a-survival-guide-for-teenagers/
Introduction California State PTA Toolkit – May 2016 vii
viii California State PTA Toolkit – May 2016 Introduction
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PTA MATERIALS ORDER FORM
PLEASE PRINT USING BLACK INK OR TYPE. The California State Date ____________________________________
District PTA_______________________________
PTA will not be responsible for errors resulting from illegible orders. Council _________________________________
Name _____________________________________________________ Name of Unit _____________________________
Address ___________________________________________________
City______________________________________ Zip Code_________
Telephone (_______)_________________________________________
Email _____________________________________________________ Unit ID # ________________________________
quantity Code Item Unit Price Total
Prices subject to change WITHOUT MINIMUM ORDER–$3.00 plus shipping & handling
notice. Prices include sales tax. Do
NOT send coins, currency or postage S/H charges: S/H for TOTAL of Subtotal. . . $ ______________
stamps as payment for an order. “FREE” PUBLICATIONS: S/H Charges $_____________
up to $10.00. . . $5.00 TOTAL. . . . $ _____________
NOTE: The California State PTA Office $10.01 - $20.00. . . $7.50 1 - 500 . . . $5.00
does not bill or refund amounts of $20.01 - $39.99. . $10.00 501 - 600 . . . $6.00
$5.00 or under that result from mathe- 601 - 700 . . . $7.00
matical errors. over $40.00. . $12.50 701 - 800 . . . $8.00
801 - 900 . . . $9.00
901 - 1,000 . . $10.00
Each additional 1,000 . . . $5.00
PAYMENT REqUIRED METHOD OF PAYMENT (Check appropriate box) Allow 2 to 4 weeks for delivery.
WITH ALL ORDERS
q CHECK or MONEY ORDER payable to California State PTA
MAIL ORDERS TO
California State PTA –A fee of $10.00 will be charged for any check returned due to insufficient funds.
2327 L Street
Sacramento, CA 95816-5014 –Two signatures required on ALL PTA/PTSA checks.
FAX ORDERS TO q MasterCard q VISA CIN # __ __ __
916.440.1986 Zip Code __ __ __ __ __
CREDIT CARD ONLY (PERSONAL credit cards only)
DO NOT MAIL FAXED ORDERS
___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___ ___ / ___ ___
FOR INFORMATION CALL Credit Card Number Exp. Date
916.440.1985 ext. 105
NO PHONE ORDERS Print Name ________________________________________________________________________________________
Signature __________________________________________________________________________________________
FOR OFFICE USE ONLY:
Authorization # ___________________________________ Ck # _______________ AMT. _____________ r PTA r PER
Reference # ______________________________________
Invoice # ________________________________ 2015
Introduction California State PTA Toolkit – May 2016 ix
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
FORMA DE PEDIDO
FAVOR DE ESCRIBIR EN LETRA DE MOLDE O A MAqUINA. Fecha __________________________________
Distrito de PTA ___________________________
California State PTA no es responsable por pedidos ilegibles. Conseo _________________________________
Nombre de Unidad ________________________
Nombre ___________________________________________________ Número de Identificación de la Unidad _________
Dirección __________________________________________________
Ciudad _______________________________ Código Postal_________
Teléfono (_______) __________________________________________ Correo electrónico _________________________
Precio de Unidad TOTAL
Cantidad Cifra
Precios sujetos a cambiar SIN aviso. PEDIDO MINIMO DE $3.00 más manejo y envío
Los precios incluyen impuestos. NO
mandar dinero en efectivo, monedas, Cargos de envío: Cargos de envío. Subtotal . . . . $ _______________
o timbres como pago por su pedido. TOTAL de publicaciones gratis: Envío . . . . . $ _______________
hasta - $10.00. . . $5.00 TOTAL. . . . . $ _______________
NOTA: La oficina de California State $10.01 - $20.00. . . $7.50 1 - 500 . . . $5.00
PTA no cobrará o reembolsará canti- $20.01 - $39.99. . $10.00 501 - 600 . . . $6.00
dades de $5.00 o menos que resultan más de $40.00. . $12.50 601 - 700 . . . $7.00
por errores matemáticos. 701 - 800 . . . $8.00
801 - 900 . . . $9.00
901 - 1,000 . . $10.00
cada adicional 1,000 . . . $5.00
SE REqUIERE PAGO COMO PAGARA (Marcar la caja apropiada.) Permitir de 2 a 4 semanas para la entrega.
CON TODO PEDIDO
q CHEQUE o GIRO POSTAL pagable a California State PTA
PEDIDOS POR CORREO – Una cantidad de $10.00 se les cobrará por cualquier cheque devuelto por falta de fondos.
California State PTA – Se requieren dos firmas en todo cheque de PTA/PTSA.
2327 L Street
Sacramento, CA 95816-5014 q MasterCard q VISA CIN # __ __ __
Codigo Postal __ __ __ __ __
PEDIDOS POR FAX – 916.440.1986 (PERSONAL credit cards only)
– Con tarjeta de credito solamente
– Favor de no enviar una copia por ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___ ___ / ___ ___
Número de la tarjeta de crédito Exp. Date
correo
Nombre __________________________________________________________________________________
PARA MAS INFORMACIÓN
916.440.1985 ext. 105 Firma ____________________________________________________________________________________
NO PEDIDOS POR TELEFONO
PARA EL USO DE LA OFICINA SOLAMENTE: CH # _______________ AMT.___________ q PTA q PER
Authorization # ___________________________________
Reference # ______________________________________ Invoice # ________________________________ 2015
x California State PTA Toolkit – May 2016 Introduction
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
LIST OF DUE DATES*
PROGRAM / PROJECT State District PTA Council
COUNCIL
DUES IN THE STATE PTA OFFICE DISTRICT PTA DUE DATE
BY DISTRICT DUE DATE ____________
Last day for remittance of per capita dues December 1 ____________ ____________
for 15 members
Final Installment of per capita dues June 30 ____________
and Insurance Premiums
FINANCE FORMS RECEIVED IN DISTRICT PTA COUNCIL
STATE PTA OFFICE DUE DATE DUE DATE
Insurance premiums
December 20 ____________ ____________
Workers’ Compensation
Annual Payroll Report January 31 ____________ ____________
SCHOLARSHIPS AND GRANTS RECEIVED IN DISTRICT PTA COUNCIL
STATE PTA OFFICE DUE DATE DUE DATE
____________
Parent Education Grants October 15 ____________ ____________
for unit, council and district PTAs ____________ ____________
____________ ____________
Cultural Arts Grants October 15 ____________ ____________
for unit, council and district PTAs ____________
____________
Healthy Lifestyles Grants October 15 ____________ ____________
for unit, council and district PTAs ____________ ____________
____________
Outreach Translation Grants October 15
for unit, council and district PTAs
Continuing Education Scholarships October 15
for credentialed teachers and counselors
for school nurses
for PTA volunteers
Graduating High School Senior February 1
Scholarships
Leadership Development Grant Report June 1
for district PTAs
Grant Report for unit/council/district PTAs June 1
— continued —
Introduction California State PTA Toolkit – May 2016 xi
PROGRAM / PROJECT State District PTA Council
LIST OF DUE DATES* (continued)
FOUNDERS DAY RECEIVED IN DISTRICT PTA COUNCIL
STATE PTA OFFICE DUE DATE DUE DATE
Freewill Offering Remittance ____________
June 30 ____________
____________
CONVENTION November 1 ____________ ____________
____________
DRAFT Resolution & Convention Action January 5 ____________ ____________
Cover Sheet Early January ____________
February-April ____________ ____________
FINAL Resolution & Convention Action ____________
Cover Sheet ____________
Registration Information Available Online ____________
Registration accepted ____________
“Early registration discount” available
____________
AWARDS October 30 ____________ ____________
Ready, Set … Remit! Award February 1 ____________
(30 memberships) June 30 ____________
PTA Unit Spotlight Award
Membership Challenge Award
REFLECTIONS PROGRAM Contact your district president
for the current year’s schedule ____________
Entries and forms
ANNUAL HISTORIAN REPORTS June 1 ____________
Unit, council and district PTAs
(period: July 1 through June 30)
ROSTER OF OFFICERS June 1 ____________
June 1 ____________
Unit and council presidents
District PTA officers, chairmen and council
president (Exhibit D10)
• All due dates are California State PTA due dates.
• Materials/remittances are to be received in the California State PTA office on or before the date specified.
• Units must observe council and district PTA due dates.
*Dates Subject to Change.
xii California State PTA Toolkit – May 2016 Introduction
California State PTA Calendar of Events
These dates represent the dates by which materials must be received in the
California State PTA office. Earlier due dates by council and/or districts may apply in order to ensure sufficient time
for information to flow through channels. Units must observe council and district PTA due dates.
September February
September and October are designated membership Check with council/district PTA for California State PTA
kickoff months. convention pre-registration deadline and discounts.
October 1 Graduating High School Senior Scholarship appli-
cations due in the California State PTA office.
15 Outreach Translation, Cultural Arts, Healthy
Lifestyles, and Parent Education grant applications 1 PTA Spotlight Award application due in California
due in the California State PTA office. State PTA office.
15 Continuing Education Scholarship applications due 17 Founders Day honors the three PTA founders as
in the California State PTA office. well as past and present PTA leaders.
23-31 Red Ribbon Week March
30 Per capita for 30 members received from units to 1 Phoebe Apperson Hearst Innovation in Family
qualify for Ready, Set … Remit! Award (which is Engagement Award applications due in National
one criteria for units to apply for PTA Spotlight PTA office (pta.org).
Award).
April/May
31 Expiration date for all memberships from previous
year and membership cards. April 28-30, 2017 California State PTA Convention,
San Jose
November
April 27-29, 2018 California State PTA Convention,
1 DRAFT Resolutions and Convention Action Cover Ontario
Sheet due in the California State PTA office.
June
15 If fiscal year ends June 30, tax and government
forms are due. 1 District PTA presidents responsible for submitting
unit, council and district PTA rosters of officers,
December including complete contact information for the
California State PTA mailing list and directory.
1 Last day for state office to receive (through chan-
nels) at least the minimal amount of memberships 1 Annual Historian Reports to be sent to the
for a unit to remain “in good standing.” California State PTA historian.
20 Ensure that insurance premium is forwarded 1 Leadership Development Grant Report from dis-
through channels. The premium must be received trict PTAs due in the California State PTA office.
in the California State PTA office from the district
PTA by December 20, or a late fee of $25 will be 1 Grant Report from unit, council or district PTA
assessed by the California State PTA. Postmarks grant recipients due in California State PTA office.
will not be accepted.
See pta.org for more information.
January
30 Final per capita for the year is due.
National PTA Reflections Program entries due in
California State PTA office. Contact your district 30 Final remittance of Founders Day freewill offerings
president for the current year’s schedule. due in California State PTA office.
5 FINAL Resolutions and Convention Action Cover June 22-25, 2017 National PTA Convention,
Sheet due in the California State PTA office. Las Vegas, Nevada
31 Ensure that Workers’ Compensation Annual July/August
Payroll Report and insurance premium, if any, are
forwarded through channels. They must be Use the summer months to begin planning programs,
received in the California State PTA office from the events, and membership recruitment activities for the
district PTA by January 31. coming school year.
California State PTA The California State PTA publishes numerous
2327 L Street, Sacramento, CA 95816-5014 resources to empower and support the efforts of unit,
council and district PTAs to impact positively the lives
916.440.1985 • FAX 916.440.1986 of children, youth, and families.
[email protected] • capta.org
California State PTA Toolkit – May 2016 xiii
Introduction
PTA Resources and Free Subscriptions
Check out our resources on the California State PTA website: capta.org
Website: capta.org Leadership Made Easy Mailing
Provides up-to-date information on PTA programs and Contains ideas for running your PTA with tips and
policies with how-tos for running your PTA. how-tos to boost membership, leadership, programs
and family engagement. Provides updated resources
PTA in California for PTA finance, bylaws, scholarships, grants and
awards, children's issues, communications and more.
Official newsletter of the California State PTA with a
wealth of news and information for PTA members. Insurance Mailing
Also available by subscription for $5 per year.
Annual mailing sent to PTA leaders containing the
PTA Connects Insurance and Loss Prevention Guide, annual
insurance premium notice and other California State
Monthly e-newsletter sent by email to PTA leaders PTA resources and materials. Not available online.
with tips and reminders for running your PTA.
Convention Mailing
SMARTS
Annual California State PTA Convention e-
E-newsletter designed to spread the word about the publications sent by email to PTA leaders and
benefits of arts education. Sign up to subscribe at members. Contain convention registration and
capta.org. workshop information with attendance requirements,
forms and directions. Provide overviews of
Leadership Essentials convention activities, speakers and the agenda for
handling the organization’s business at convention.
E-news sent regularly by email to PTA leaders.
Information includes timely information and reminders Running Your PTA Made Easy
about issues, tasks and responsibilities of PTA
leaders at any level. Brief 24-page guide with tips and encouragement for
PTA leaders. Available in English and Spanish.
Health Tidbits
Sign up for FREE online publications at
Monthly e-newsletter sent by email to district PTA capta.org/join/join-our-mailing-list/
presidents, district health counterparts and For the List of PTA Materials:
subscribers. Information includes health information,
timely health announcements from government call 916.440.1985 or email [email protected].
agencies and partners, events for the coming month,
and grant opportunities.
Legislation Action Report
E-news summary of actions taken on legislation of
interest to the California State PTA. Includes general
bill information and the positions taken by California
State PTA.
Legislative Alerts
E-news updates on current legislative and other
measures and issues that affect children and youth,
and provide opportunities to take action in support of
PTA positions. Sent to subscribers of our Sacramento
Update and all unit, council and district PTA
presidents. Sign up to subscribe at: capta.org
Sacramento Update
E-newsletter addresses state and federal legislation
issues that affect California's children and youth. Sent
by email to California State PTA Board of Managers
including district presidents and PTA members who
register to receive it at: capta.org
xiv California State PTA Toolkit – May 2016 Introduction
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
KNOW THE PTA TAB
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
KNOW THE PTA TAB
Know the PTA
The California State PTA is the oldest and largest statewide volunteer organization working on children,
youth, and family issues. Unit, council, and district PTAs serve more than one million members. Each
level of PTA plays a vital role in efforts to implement the Purposes of the PTA.
Within this section, you will find information on the structure, organization, basic policies, and accepted
procedures pertaining to all divisions of the California State PTA, a branch of the National PTA.
The information contained in this section may be supplemented by information in the National PTA Quick-
Reference Guide and pta.org, California State PTA mailings, PTA in California, and capta.org.
Please note:
All uses of the word “parent” refers to any adult or guardian who has primary responsibility for the
education and welfare of a child.
All references to the word “PTA” as used in the California State PTA Toolkit are intended to refer to
both PTA and PTSA.
TABLE OF CONTENTS
Know the PTA
Purposes of the PTA ........................................................................................................................K3
Mission Statement of the California State PTA ................................................................................K3
California State PTA Core Values ....................................................................................................K3
PTA Basic Policies ...........................................................................................................................K3
A Brief History: Working Together for Children Since 1897 .............................................................K4
Organizational Structure...................................................................................................................K8
Types of Associations.......................................................................................................................K8
The Local Unit PTA ..........................................................................................................................K9
The Council PTA ............................................................................................................................K11
The District PTA .............................................................................................................................K12
The California State PTA................................................................................................................K13
State PTA Office.............................................................................................................................K13
Trademark/Service Mark ................................................................................................................K13
California State PTA Privacy Policy................................................................................................K14
Community Organizations, Co-sponsorship, and Coalitions
Cooperating with Other Organizations ...........................................................................................K14
Other Organizations .......................................................................................................................K17
Joining, Building, and Making Coalitions Work...............................................................................K17
Bylaws
Articles of Incorporation: California Congress of Parents, Teachers, and Students, Inc................K19
Bylaws of the California State PTA.................................................................................................K20
FIGURES
K-1 California State PTA Map ................................................................................................................K7
K-2 PTA and Boy Scouts of America Charter ......................................................................................K16
Know the PTA K1 California State PTA Toolkit – May 2016
California State PTA Toolkit – May 2016 K2 Know the PTA
Know the PTA delegated by the people to boards of education, state
education authorities, and local education authorities.
Purposes of the PTA
“The organization shall work to promote the health and
To promote the welfare of children and youth in home, welfare of children and youth and shall seek to promote
school, places of worship, and throughout the collaboration between parents, schools, and the
community; community at large.
To raise the standards of home life; “No part of the net earnings of the organization shall
inure to the benefit of, or be distributable to its members,
To advocate for laws that further the education, physical directors, trustees, officers, or other private persons
and mental health, welfare, and safety of children and except that the organization shall be authorized and
youth; empowered to pay reasonable compensation for
services rendered and to make payments and
To promote the collaboration and engagement of distributions in furtherance of the purposes set forth in
families and educators in the education of children and Article II hereof.
youth;
“Notwithstanding any other provision of these articles,
To engage the public in united efforts to secure the the organization shall not carry on any other activities
physical, mental, emotional, spiritual, and social well- not permitted to be carried on (i) by an organization
being of all children and youth; and exempt from Federal income tax under Section 501(c)(3)
of the Internal Revenue Code, or (ii) by an organization,
To advocate for fiscal responsibility regarding public tax contributions to which are deductible under Section
dollars in public education funding. 170(c)(2) of the Internal Revenue Code.
Mission Statement of the California “Upon the dissolution of this organization, after paying or
State PTA adequately providing for the debts and obligations of the
organization, the remaining assets shall be distributed to
The mission of the California State PTA is to positively one or more nonprofit funds, foundations, or
impact the lives of all children and families. organizations that have established their tax-exempt
status under Section 501(c)(3) of the Internal Revenue
Adopted August 2013 Code and whose purposes are in accordance with those
of the National PTA.
California State PTA Core Values
“The organization or members in their official capacities
The California State PTA is a professional, nonprofit shall not – directly or indirectly – participate or intervene
volunteer organization committed to the well-being of all (in any way, including the publishing or distributing of
children. statements) in any political campaign on behalf of, or in
opposition to, any candidate for public office, or devote
We believe every adult has a responsibility to ensure more than an insubstantial part of its activities to
that all children develop to their full potential. attempting to influence legislation by propaganda or
otherwise.
We believe parents are children’s first teachers and that
parent involvement is essential throughout a child’s “The organization or members in their official capacities
educational experience. shall not endorse a commercial entity or engage in
activities not related to promoting the Purposes of the
We believe that family is the basic unit of society organization.
responsible for the support and nurturing of all children,
and we recognize that “the family” may be defined in “The organization shall not enter into membership with
many ways. other organizations except such international, national,
or state organizations as may be approved by the
We believe our responsibility includes advocating for the California State PTA.
safety and welfare of all children and the opportunity for
a quality public education for each child. “The California State PTA or any of its divisions may
cooperate with other organizations and agencies
PTA Basic Policies concerned with child welfare, but a PTA/PTSA
representative shall make no commitments that bind the
The California State PTA Bylaws, Article III states: group he represents.”
“The organization shall be noncommercial, nonsectarian, A National PTA parent survey found the top three things
and nonpartisan. parents say PTA does best.
“The organization shall work with the schools and PTA
community to provide quality education for all children • Is effective in improving my child’s education.
and youth and shall seek to participate in the decision- • Works to make schools safer for children.
making process establishing school policy, recognizing • Has positive impact for all children, not just my own.
that the legal responsibility to make decisions has been
Know the PTA K3 California State PTA Toolkit – May 2016
One hundred years ago Alice McLellan Birney said, “Let us Phoebe Apperson Hearst
have no more croaking as to what cannot be done; let us
see what can be done, and above all see that it is done.” An energetic, educated, and
That brisk philosophy still drives the PTA today. While the philanthropic woman, well known in
methods may change to make us more responsive to the Washington, D.C., and San
demands of an electronic era, the underlying principle does Francisco, Phoebe Hearst became
not – “everychild. onevoice.” aware of the sad plight of many of
the nation’s children first as a young
A Brief History: Working Together for teacher and later as she traveled or
Children Since 1897 worked unselfishly in many
communities. With one son of her
The National PTA is the oldest and largest volunteer own, she also was godmother to
association working exclusively on behalf of all children and supported the education of
and youth. For more than 100 years, the National PTA scores of children.
has promoted the education, health, and safety of
children, youth, and families. Selena Sloan Butler
Phoebe Apperson Hearst and Alice McLellan Birney A dedicated community leader and
were greatly concerned about the nation’s children. The teacher, Selena Butler worked
United States was feeling the enormous impact of the diligently in Atlanta, GA, to unify
Industrial Revolution. An immense wave of immigration parents and teachers for the
was flowing into the country. Children worked in advancement of child welfare and
factories, in mines, and in the streets of the cities. Some education. She founded not only her
could not attend school or obtain enough food to eat. school’s Parent-Teacher
What could be done? Association, but the Georgia Parent-
Teacher Association, and in 1926,
The First Meeting Is Held — 1897 the National Congress of Colored
Parents and Teachers.
After extensive grassroots work in different parts of the
nation, the two women met in 1895 and, through diligent Our PTA Founders’ Vision
efforts, planned a meeting to bring their idea to others.
On February 17, 1897, that meeting was held, and more Alice McLellan Birney, Phoebe Apperson Hearst, and
than 2,000 men and women surprised Phoebe Hearst Selena Sloan Butler knew there was no stronger bond
and Alice Birney by filling the hall in Washington, D.C. than that between mother and child. To the mothers,
The National Congress of Mothers was formed, and the then, they reasoned, must fall the responsibility for
work of the founders took on new meaning and strength. eliminating the threats that endangered the children.
They called for action, and people responded —
The California Movement Grows — 1902 mothers, yes, but also fathers, teachers, laborers, and
legislators — all with a commitment to children.
Similar concerns were felt in California, and the
California Home and School Child Study Association In her initial address on February 17, 1897, Alice Birney
was organized in San Francisco, followed in 1900 by the told the crowd, “It is my privilege to extend to each and
Los Angeles Federation of Mothers’ Clubs. In 1902, all of you a heartfelt welcome and to express the hope
California joined the national organization as the that this large and gratifying audience, this more than
California Congress of Mothers and Study Circles, later encouraging response to our universal call, may prove in
becoming the California Congress of Parents, Teachers, earnest of the success destined to crown the work to
and Students, Inc. — the California State PTA. which our best and highest efforts are now consecrated.”
Meanwhile, growing in strength and numbers, the
National PTA progressed remarkably in working for all Alice Birney had appealed “to all mankind and to all
children. womankind, regardless of race, color, or condition, to
recognize that the republic’s greatest work is to save the
Alice McLellan Birney children.” But in many states, segregated schools were
legally sanctioned. To address those students’ special
A native of Georgia, this motivated needs, Selena Sloan Butler founded the National
woman had wide interests but deep Congress of Colored Parents and Teachers. The two
devotion to her own children. She PTAs formally merged in 1970.
felt the needs of all children must be
recognized as vitally important to
everyone. As a mother, Alice Birney
realized it was important to know
about mental and physical health
and the educational needs of her
own three children. She desperately
wished to impart this to other
mothers and to raise the status of
motherhood to the important level it
deserved.
California State PTA Toolkit – May 2016 K4 Know the PTA
California State PTA Historical Briefs Association. Spanish language tapes, “How to
Prepare Your Child for School,” prepared in
1897 California Home and School Child Study cooperation with State Department of Education.
Association organized in San Francisco. Thirty-one junior colleges granted $200 each to
establish Student Emergency Loan Funds.
1900s Los Angeles Federation of Mothers’ Clubs Continuing Service Award established by
organized in Los Angeles. Name changed to convention delegates. Joined in organizing
California Congress of Mothers and Study Circles California Interagency Council on Drug Abuse.
— affiliated with National PTA. Juvenile Court Act Honorary Life Membership changed by
supported. Playground committee authorized, and convention delegates to Honorary Service Award
student welfare program started. Legislation in 1969. California Parent-Teacher magazine
committee appointed. discontinued. Home-school-community relations
conference held with grant from Sears Roebuck
1910s Attempt made to secure State Aid for Dependent Foundation; Human Relations Handbook
Children. Organization became California published.
Congress of Mothers. Penny Kitchens, forerunner
of school lunch programs, established. 1970s School feeding program survey conducted.
Permissive legislation that marked beginning of Statement on Environmental Pollution adopted.
kindergartens in public schools supported. Material prepared and distributed to promote
Department of Child Hygiene established, and Project RISE. Children’s Emotional Health
birth registration bill supported. First Child Welfare conference co-sponsored with California
Day observed, later to become Founders Day. Interagency Mental Health Council. Twenty-acre
Name changed to California Congress of Mothers PTA Redwood Grove in Prairie Creek State Park
and Parent-Teacher Associations. Public library dedicated. Inter-district mass media committees
services supported. organized to preview and monitor TV and motion
pictures. “California State PTA” adopted as
1920s Resolution regarding enforcement of laws alternate name for California Congress of Parents
governing sale of cigarettes to children of school and Teachers, Inc. Contributed over $7,000
age adopted. Juvenile protection committee toward State Park Wildflower Poppy Preserve.
created. California Parent-Teacher magazine Administered Community Volunteer Project in
began publication, including approved film lists. Pomona and “Person-to-Person Intervention in
Name changed to California Congress of Parents Alcohol Abuse.” Adopted commission structure,
and Teachers, Inc. Honorary Life Membership Bicentennial project (furnishing schoolhouse in
project adopted in 1927 to provide funds for Old Sacramento), Antiviolence TV project,
student loans. parenting conferences, Comprehensive Health
Education program, and commemorated 50 of the
1930s Legislation on education of migrant children years Honorary Service Award (HSA) program.
supported. Name changed to California Congress of Parents,
Teachers, and Students, Inc. (retained California
1940s Legislation for creation of California Youth State PTA). Convention delegates sent “Message
Authority endorsed. Teacher Education to the Governor” urging public school finance be
Scholarships established, first of continuing made top priority. With State Department of
program of scholarships in addition to student Education, developed “A Guide to School and
loan program. Legislation for teachers’ salary Community Action.” Co-sponsored “Starting a
schedule, apportionment of school funds as well Healthy Family” with National March of Dimes
as increased funding for all levels were Birth Defects Foundation.
supported. First home-school relationship
conference co-sponsored with University of 1980s Completed Student Health Education Forums.
California, Berkeley, School of Education and Launched TV Viewing Skills Project. Began
State Department of Education. Adopted CARE community meetings on motion pictures in
projects. cooperation with theater owners. Urged revision
of state tax structure for public education.
1950s State office moved to Tenth District PTA Health Established Grants for Parent Education and
Center on 21st Street, Los Angeles. Salk polio Health Projects. Completed Juvenile Justice
vaccine program supported. Five teacher System study. Developed Room Representative
recruitment clinics co-sponsored with State Orientation Program to improve home-school
Department of Education. Thirty-week television communication. Took leadership role in
program on child growth and development enactment of Educational Reform Act. Began
sponsored. Administrator’s Packet of Parent- scholarships for school nurses. First membership
Teacher Information distributed to all principals increase in 15 years. Completed three-year
and school superintendents. PTA/American Cancer Society Project.
Developed “Parent’s Notebook” skill sheets.
1960s Cooperation with Colleges committee established. Cooperated in KNBC-TV/PTA Teenage Alcohol
New State headquarters building opened Prevention Project. Leadership and parent
November 1, 1961, in Los Angeles, with involvement program designed with Southwest
dedication in March 1962. “Paging Parents” TV Regional Laboratory, “Hispanic Recruitment
series produced in cooperation with Los Angeles Project.” Provided PTAs with resources to
County Schools. “Suggestions for Conducting a develop school/community disaster preparedness
Venereal Disease Study-Action Program”
published. Thirteen radio tapes on education
developed in cooperation with California Teachers
Know the PTA K5 California State PTA Toolkit – May 2016
plans and the parent involvement in reading 2000s Established as a PTA priority and initiated
program. Largest membership increase in 27 “SMARTS – Bring Back the Arts” campaign to
years! Developed PTA Public Relations video and bring arts back to the schools, the community,
guidelines for “Involving the Uninvolved.” and to children. Sponsored legislation to bring
Launched a comprehensive Parenting Project arts back to the schools; worked to defeat
funded by statewide fundraising campaign (trivia voucher initiative and pass an initiative to require
game). Developed “Strive for Excellence,” a self- 55% majority for passage of school bond
esteem program for kindergarten students. initiatives. Held statewide parenting conferences
Reaffirmed commitment to parent education and focused on training parents to be effective
outreach to parents of increasingly diverse advocates. Established Cultural Arts grants for
student populations. Received National PTA grant unit, council, and district PTAs and the
for Acquired Immunodeficiency Syndrome (AIDS) Leadership Development scholarship.
education. Consolidated several PTA publications into a
1990s Developed a “Kids At Risk” legislation agenda. single resource, the California State PTA Toolkit.
Participated in the Red Ribbon campaign against Purchased Sacramento historical residence for
the use of alcohol and other drugs. Promoted cost-saving advocate and officer housing for
Human Immunodeficiency Virus/Acquired events and policy maker contact. Purchased
Immunodeficiency Syndrome (HIV/AIDS) office space and moved California State PTA
education. Sponsored legislation to require all headquarters to Sacramento after almost 50
school districts to adopt a parent involvement years in Los Angeles. Provided training for PTA
policy. Introduced Parents Empowering Parents, leaders at “PTA University.” Funding for arts
a parent education and involvement manual education and reduction of childhood obesity
developed by PTA with grant funds from continue to be priorities. Membership continues
California businesses. Published Spanish edition strong at nearly one million members.
as Los Padres Eligen Participar. Developed plans
for a statewide parenting conference. Developed
and awarded the first Golden Oak Award.
Participated in a major statewide effort to defeat a
voucher proposal. Sponsored legislation to ban
Channel One from California classrooms and to
add a component on working with parents to the
teacher and administrator credentials curricula.
Cosponsored the California Bicycle Helmet Safety
Campaign with the California Department of
Health Services. Received grant from
Annenberg/CPB Math and Science Initiative V
Project for Math for All program to teach K-3
parents how to help children with math.
Developed “Open the School House Doors”
Project, an Action Guide for its implementation,
and a Mentor Training Program. Produced a
video, “California State PTA - A Voice For All
Children.” Published “PTA Questions the
Candidates for California Governor and State
Superintendent of Public Instruction.” Developed
“Outreach: Beyond the International Potluck.”
“Parent Talk” cards produced. Developed a
statewide campaign to reduce the size of
California classrooms in grades one through
three. Celebrated the 100th birthday of PTA in
1997 by participating in the Pasadena
Tournament of Roses Parade – winning the
Sweepstakes Award for the float entry, “The Field
Trip.” Launched the California State PTA Internet
website www.capta.org and issued a statewide
progress report on the reduction of class size in
California public schools. Completed development
of and unveiled a Strategic Plan for California
State PTA. Opened Satellite Office in
Sacramento. Hosted a statewide videoconference
at 100th Convention in Sacramento: “Keeping
Youth Safe: The Critical After-School Hours.”
California State PTA Toolkit – May 2016 K6 Know the PTA
TK01_Basics_REV_01-11 PTA basics 7/04-bw 8/5/13 11:25 AM Page 8
California State PTA Map
PTA Districts
1st - Part of Los Angeles County
2nd - San Francisco County
3rd - Colusa, El Dorado, Nevada, Placer, Sacramento, Sutter, Yolo, and
California 4Stht-aYOtureabnagPceoCTunoAtuienstMy aandppart of Los Angeles County
5th - San Bernardino County
6th - Monterey, San Benito, Santa Clara and Santa Cruz counties
7th - Kern County
8th - Mariposa, Merced, San Joaquin, Stanislaus, and Tuolumne counties 1st - Part of
2nd - San Fr
DEL 9th - Imperial and San Diego counties 3rd - Colusa
NORTE 10th - Part of Los Angeles County
Sacram
SISKIYOU MODOC 11th - Fresno and Madera counties 4th - Orange
12th - Ventura County Count
5th - San Be
13th - Butte, Shasta, Tehama, and Trinity counties 6th - Santa
7th - Kern C
14th - Lake, Mendocino, and Sonoma counties 8th - Maripo
TRINITY SHASTA LASSEN 15th - Santa Barbara County and Tu
16th - Marin County 9th - Imperia
HUMBOLDT 10th - Part o
17th - San Mateo County 11th - Fresn
18th - Napa and Solano counties 12th - Ventu
13th - Butte
TEHAMA 21st - Tulare and Kings counties 14th - Lake,
22nd - Del Norte and Humboldt counties 15th - Santa
PLUMAS 16th - Marin
23rd - Riverside County 17th - San
MENDOCINO
GLENN STANISLAUSJOASQAUINNBUTTESIERRA 24th - San Luis Obispo County 18th - Na
YUBA 20th -
SUTTER NEVADA 30th - Lassen, Modoc, Plumas, and Sierra counties 21
COLUSA 31st - Part of Los Angeles County
32nd - Contra Costa County
LAKE
PLACER 33rd - Part of Los Angeles County
YOLO EL DORADO 34th - Part of Los Angeles, Kern, San Bernardino, Inyo, and
Mono counties
SONOMA NAPA SACRAMENTO ACMAALADVOETRRUAOSMLAURAMLINPPIOENESA
Peralta (99) - Alameda County
MARIN
ALAMEDA SOLANO MONO California Counties
(Peralta District) Not Assigned to a District PTA:
SAN FRANCISCO CONTRA
(City and County) COSTA Alpine, Amador, Calaveras, Glenn, and Siskiyou
ALAMEDA
SAN SANTA MERCED MADERA
MATEO CLARA
SANTA
CRUZ
BENSITAON INYO
FRESNO
MONTEREY TULARE
KINGS
SAN LUIS KERN
OBISPO
SAN BERNARDINO
SANTA LOS ANGELES
BARBARA (County)
VENTURA
As of June 30, 2015 LOS ANGELES RIVERSIDE
(city)
Membership 800,742 ORANGE IMPERIAL
Units 3,507
CATALINA
Councils 159 ISLAND
District PTAs 28
SAN DIEGO
___________________________________________
Fig. K-1 California State PTA Map
Fig. 1-1 California State PTA Map K7 California State PTA Toolkit – May 2016
Know the PTA PTA Basics
8 California State PTA Toolkit – 2013
Organizational Structure All PTAs shall offer students, upon payment of
membership dues, all membership privileges and
The National PTA (National Congress of Parents and responsibilities (Involving Students, Membership
Teachers) is a volunteer educational organization, Chapter).
founded in Washington, D.C., in 1897. Branches of the
National PTA have been established in all fifty United Preschool Association
States, the District of Columbia, U.S. Virgin Islands,
Puerto Rico and in schools for American dependents in A preschool PTA may be organized in any preschool
Europe and the Pacific area. program, such as Head Start, nursery schools, and
child-care centers.
The California State PTA (California Congress of
Parents, Teachers, and Students, Inc.) is a branch of the Preschool and Early Childhood Education Sections
National PTA, serving as a connecting link between the
national organization and its membership within the Preschool and early childhood education programs
state. The California State PTA shall provide training and should be developed by PTAs in recognition of the
support for its units/councils/districts. significance of this time in the child’s life. Such programs
can be developed in many ways, depending on the
District PTAs are geographical divisions of the California needs of the particular community, its children, and their
State PTA, established to carry out its programs. District parents.
PTAs shall provide training and support for their units
and councils. All PTA districts organized after July 1, For example, an early childhood (or preschool) chairman
1980, are required to have number designations. might be appointed to call attention to the need for
guiding young children effectively; programs and reports
Councils of PTAs are created by the California State might be presented and studies made under this
PTA for the purpose of collaboration, leadership training, chairman’s leadership.
and coordination of efforts of the member units.
A preschool section, discussion, or study group could be
Unit PTAs are organized and chartered in conformity established within a PTA for parents of very young
with rules and regulations as prescribed in the bylaws of children to obtain information, insight, knowledge, and
the California State PTA. These units are self-governing skills in fulfilling their responsibilities. The section is
bodies for the purpose of planning programs and largely conducted by the parents themselves, governed
activities to meet local community needs. However, they by the PTA bylaws and standing rules as adopted by the
are required to observe the policies and procedures of section members. The work of the section is a part of the
the California State PTA and/or National PTA. total work of the association.
Types of Associations Special Education Association
The district PTA is responsible for organizing PTAs. This type of PTA should be organized in a school
Procedures for organizing all PTA organizations such as focused on special education students.
preschool, special education or parent-teacher-student
associations are the same. The bylaws are adapted to fit Special Education Sections
the particular needs of the PTA.
The PTA encourages the establishment of special
Parent-Teacher-Student Association (PTSA) education sections in any association where parents of
children with special needs can come together for study
The National PTA encourages establishment of parent- of and action on their particular concerns. Projects and
teacher-student associations (PTSAs) under activities related to children with special needs can be
requirements and conditions to be determined by state promoted, and study groups can be formed to further
PTAs. interest in and understanding of children with special
needs. Operation of the section is primarily the
The California State PTA encourages student responsibility of the parents of children in special
participation in both PTA and PTSA, as determined by classes.
the unit. The California State PTA incorporated as the
California Congress of Parents, Teachers, and Students A special education section functions as an integral part
to reflect its support of student participation. All of the PTA, much as the various committees function.
references to PTAs in the California State PTA Toolkit Joining a special education section means, therefore,
are intended to represent both PTAs and PTSAs. becoming a member of the PTA. Although it is governed
by the Bylaws for Local PTA/PTSA Units, the section
Students can participate in any PTA in many ways: (a) may adopt a set of standing rules to provide details not
serving on committees, including the executive board; included in the bylaws. The framework of organization
(b) serving in an advisory capacity; (c) helping with PTA should be kept simple.
projects; (d) participating in PTA programs; (e)
promoting cooperative projects; and (f) attending The financial needs of a special education section,
conventions. It is not against the California Corporations usually limited to the purchase of study group material
Code or civil law for students to be elected to serve in and the cost of authorized projects, are provided for in
any PTA office. Financial institutions should be the regular budget of the PTA. Fundraising activities to
contacted regarding age requirements for financial cover special needs of the section should conform to the
officers. policies of the California State PTA. Funds so derived
should be deposited in the treasury of the PTA and
earmarked for section use.
California State PTA Toolkit – May 2016 K8 Know the PTA
Community College Association The new association will be presented for acceptance by
the California State PTA Board of Managers when:
Community college associations differ from other PTA
units both in programs and activities, although their • The application for acceptance in the California State
objectives and policies are identical. PTA has been received;
For this reason the California State PTA authorizes the • The per capita dues have been received in the state
following: office;
1. Community college associations may work directly • The unit bylaws have been received in the state office
with the district PTA (even though located within a and approved by the state parliamentarian; and
council area);
• An Employer Identification Number application has
2. Community college associations may adapt the been submitted to the IRS.
recommended pattern of PTA committee work to fit
their own special activities; and Upon acceptance by the California State PTA Board of
Managers, the state office shall issue a charter to the
3. Community college associations are urged to promote new association.
opportunities for PTA leaders to conduct discussions
on PTA objectives and programs with students. A fee is charged for the replacement of a charter that
has been lost or destroyed. Contact the state office to
All references to PTAs in the California State PTA Toolkit order a replacement charter.
are intended to represent both PTAs and PTSAs.
Changes in Association Status
Other Site Associations
To ensure all requirements of a 501(c)(3) nonprofit
PTAs may be organized at any site, including organization are met, a unit must notify the district PTA
businesses, court schools, and community centers. president of any proposed change in association status
at least 60 days before the unit votes to make such
The Local Unit PTA change. Inasmuch as a change of status represents
amending the association bylaws, a 30-day written
To remain in good standing, a unit must: advance notice is required to all PTA members. The
proposed change of status requires a two-thirds (2/3)
• Adhere to the Purposes and basic policies of the PTA; vote of its members recorded in the minutes. It is the
responsibility of the district PTA president to know the
• Have a minimum of 15 members including three status of every unit within the district PTA and give
officers: president, secretary, and treasurer; information and advice on the procedures to be followed.
Specific PTA procedures are outlined in the California
• Submit per capita dues and insurance premiums by State PTA Advanced Leadership Tools, which is
the California State PTA due dates; available to council and district PTAs.
• File all required state and federal tax returns and other Changing Name: When an association votes to change
government forms; and its name or the school district changes the school’s
name, the district PTA must send a Change of Status
• Have bylaws reviewed yearly and approved every Form and an amended set of bylaws to the California
three years according to the procedures of the State PTA parliamentarian for approval. Upon approval,
California State PTA the Change of Status Form will be sent to the state
office. At the next meeting of the California State PTA
Chartering a New Unit Board of Managers, the change will be presented for
approval. A charter with the new name will be sent
Any group may request to organize as a unit of the without charge.
California State PTA provided there is not an existing
PTA unit in the school. The California State PTA will Becoming a PTA/PTSA: When a PTA votes to become
recognize only one PTA in any school, unless otherwise a PTSA, the district PTA must send a Change of Status
approved by the California State PTA parliamentarian Form and an amended set of bylaws to the California
and authorized by the California State PTA Board of State PTA parliamentarian for approval. Upon approval,
Managers. the Change of Status Form will be sent to the state
office. At the next meeting of the California State PTA
An association must be composed of not less than 15 Board of Managers, the change will be presented for
members, of whom at least three serve in the offices of approval. A charter with the new name will be sent
president, secretary, and treasurer. without charge.
The 30-day membership requirement for voting When the bylaws are changed making the unit a PTSA,
privileges and holding office shall be waived for new the California State PTA recommends that provision be
organizations within the first thirty days of their charter. made for at least one position on the executive board to
be filled by a student.
The district PTA president is responsible for the
organization of new PTAs within the district PTA. The The unit bylaws should be reviewed for further
organizing process may be delegated to the district PTA information – amendments, officers, election of the
extension team, with the assistance of the council. nominating committee, and elections. It is strongly
Conformity to California State PTA requirements must recommended that the entire set of bylaws – each article
be verified by the district president. and section – be reviewed.
Know the PTA K9 California State PTA Toolkit – May 2016
roster of officers: A listing of all unit, council, and district The decision to disband is significant and requires at
PTA officers’ names and contact information that is least two meetings. All concerns should be discussed at
submitted through channels to the California State PTA. a regular or special PTA meeting with a quorum present.
All members, including administrators and teachers,
The district PTA is responsible for postmarking or must be notified at least thirty (30) days in advance,
delivering unit and council PTA official paperwork by the following the notice requirements of the bylaws, and
California State PTA due dates. district PTA representatives shall be present for
counseling and guidance and to address the association
Dividing: When one PTA is serving two or more public immediately preceding any vote to answer final
schools and wishes to organize a unit in each school, questions or concerns.
the members may vote to divide into two or more
associations. Consideration of a division should be After discussion, a committee should be appointed which
undertaken only in consultation with the principals of the includes representatives of the district PTA to carry out
schools involved, the council president (if in council), and necessary procedures. These would include preparation
the district PTA president. Decisions need to be made of recommendations to be brought to a subsequent
regarding unit names, division of assets, chartering, etc. meeting of the membership for vote. Members must vote
The district PTA must send the Change of Status Form on proper disposition of property and funds of the
and an amended set of bylaws to the California State organization prior to the vote to disband as a constituent
PTA parliamentarian for approval. Upon approval, the organization. If the vote to disband is adopted by the
Change of Status Form will be sent to the state office. membership, the disbursement of all assets must be
handled to comply with the 501(c)(3) requirements as
Combining: There may be a number of reasons for detailed in the bylaws.
combining associations, such as the closing of one
school or duplication of activities. Consideration should Each PTA’s bylaws, as a basic policy, provide that the
occur only in consultation with the principals of the assets of the PTA be used for one or more of the
schools involved, the council president (if in council), and educational purposes for which they were collected and
the district PTA president. Decisions will need to be not be given to individuals.
made on name of the unit, funds in unit treasuries,
bylaws, officers, etc. The district PTA must send the When a unit votes to disband the unit shall surrender
Change of Status Form and an amended set of bylaws immediately all legal documents, financial and historical
to the California State PTA parliamentarian for approval. records, and all assets, including property to the
Upon approval, the Change of Status Form will be sent California State PTA or other PTA organized under the
to the state office. authority of the California State PTA bylaws. The district
PTA may hold funds and property of the disbanded unit
Transferring: When a school district reorganization or in trust for a period not to exceed two years. The district
boundary change has become effective, it may be PTA will file the change of Status-Disband Form with the
necessary for a PTA to transfer from one district PTA to state office.
another. The unit should report this change in writing to
its present council (if in council) and district PTA, with a Units are to request help from their council (if in council) or
copy to the state office. The district PTAs involved will district PTA in order to avoid disbanding. Many times,
use procedures outlined in the Advanced Leadership outside help and guidance will give necessary assistance
Tools to complete the transfer. Other reasons for and new direction. However, should disbanding be the only
transferring should be considered in consultation with alternative, certain procedures must be followed to protect
the council president (if in council) and the district PTA the volunteers and comply with federal nonprofit 501(c)(3)
president. The district PTA must send the Change of regulations.
Status Form and an amended set of bylaws to the
California State PTA parliamentarian for approval. Upon Disbanding: The district and council PTA president must
approval, the Change of Status Form will be sent to the be notified immediately of any proposal to disband at least
state office. 60 days before the vote to disband is taken.
Disbanding: Disbanding a unit PTA is of concern to all Charter Withdrawal: The bylaws of the California State
its members and the community; therefore, steps should PTA provide for the withdrawal of the charter of a PTA
be taken to ensure that all will have an opportunity to for nonpayment of dues and/or insurance premiums. The
express their opinions and to allow members to vote unit will be notified in writing by March 1 if these required
whether or not to disband. The district and council PTA payments are delinquent. If dues and/or insurance
president must be notified immediately of any proposal premiums are still not paid by March 31, the unit charter
to disband at least 60 days before the vote to disband is will be withdrawn by vote of the California State PTA
taken. Many times, outside help and guidance will give Board of Managers at its next meeting.
necessary assistance and new direction. Should
disbanding be the only alternative, certain procedures The bylaws also provide for the withdrawal of the unit
must be followed to protect the members and comply charter if that unit is not in good standing for other
with federal nonprofit 501(c)(3) regulations, including reasons, such as: (a) fewer than 15 members; (b) vacant
meeting notice requirements. president, secretary, or treasurer positions; (c) violations
of policies, procedures or other sections of the bylaws;
The district PTA is responsible for organizing and and (d) failure to comply with the legal filing
disbanding units and must be included in disbanding requirements of federal or state government agencies for
deliberations. three consecutive filing periods.
California State PTA Toolkit – May 2016 K10 Know the PTA
Failure to comply with the legal filing requirements of • Remit council insurance premiums to district PTA by
federal and/or state government agencies for a third the due date;
consecutive filing period results in automatic revocation
of tax-exempt status and automatic withdrawal of the • File all required state and federal tax returns and other
unit/council/district charter. government forms;
When there are alleged violations that may be subjective • Submit the names and addresses of association and
in nature, such as those involving policy and/or not council officers to the district PTA according to
following proper financial procedures, the district PTA or established procedures and due dates.
the California State PTA grievance committee may be
charged with determining the facts and recommending a In addition, the council must:
solution that may include withdrawing the PTA’s charter.
• Possess a Charitable Trust number from the California
Upon the withdrawal of the charter, the California State Attorney General’s Registry of Charitable Trusts;
PTA has the right to collect and transfer funds, including
funds deposited by the unit with a financial institution • File an annual Registration Renewal Fee Report
over which the unit or its officers have or had signature (RRF-1) with the California Attorney General’s
authority or control. The unit shall immediately surrender Registry of Charitable Trusts.
all records, assets, and property to the district PTA.
Property will be held in suspense for a period of two through channels: The route of formal communications
years. Each local association shall, upon withdrawal of through the PTA. Typically from unit to council, council to
its charter by the California State PTA, immediately district PTA, district PTA to California State PTA.
cease and desist from any further use of the
association’s Internal Revenue Service Employer Responsibilities (Not All-inclusive)
Identification Number (EIN) as a constituent organization
under the group exemption number issued to the The Council Shall
California State PTA. The California State PTA will file
notice with the IRS that the unit is no longer a Provide information and support to member units.
constituent organization.
Form a close tie between the district PTA and the units.
In all cases, the unit shall be notified in writing at least 15
days before the charter withdrawal is to come before the Promote PTA programs and observance of PTA policies,
California State PTA Board of Managers for action. principles, procedures, and bylaws.
The Council PTA Arrange training or workshops and group conferences
for unit leaders in cooperation with the district PTA.
A council is a group of PTA units organized under the
authority of the California State PTA for the purpose of Work closely with district PTA president and leadership
collaboration, leadership training, and coordination of the department in organizing new units and all matters of
efforts of the member units. A council provides the units leadership service.
within a city, county, or area an opportunity for
cooperation in promoting their common interests and Coordinate PTA activities in a community or school
discussion regarding their common issues. It coordinates district with the consent of the majority of its member
the work of the member units with other agencies or units.
organizations in the area working for children and youth.
It serves as a channel of communication between the Provide opportunities for local units to collaborate on
state and district PTA and the units. projects together.
To remain in good standing, a council must: Implement council projects only after a majority of the
local units vote to support them.
• Adhere to the Purposes and basic policies of the PTA;
The Council Shall Not
• Adhere to the California State PTA policies and
bylaws; Legislate for units or regiment them in activities.
• Have bylaws reviewed yearly and approved biennially Duplicate the function of unit or district PTA type of
according to the procedures of the California State meeting.
PTA;
Utilize unit leaders in council roles if needed at the unit
• Have a minimum of three units as council members; level.
• Have a minimum of three officers: president, Policies
secretary, and treasurer;
1. A council cooperates with, but does not join, other
• Forward the national, state, and district PTA portion of organizations.
the unit per capita dues through channels to the
district PTA by the due date; 2. A council does not pay dues to the National PTA,
California State PTA, or district PTA. It may collect
• Forward unit insurance premiums from local units to council per capita dues from its units, and/or a unit
district PTA by the due date; 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 the California State PTA.
Know the PTA K11 California State PTA Toolkit – May 2016
4. A council’s officers, committee chairmen, and • Where there is no council, appoint an extension
representatives must be members of PTA units within committee to work with units.
the council.
Bring other parent-teacher groups into PTA membership.
5. The council president-elect (or the president
continuing in office) or the elected alternate and one Assist in studies of proposed changes in association
delegate or alternate elected from the council of the status. The district PTA is responsible for organizing and
voting body shall represent the council at the disbanding units and must be included in the
California State PTA Convention. deliberations.
The District PTA Compile a directory of council and unit officers for the
California State PTA office.
A district PTA is a subsidiary organization in a
designated geographical area, established by the Plan and conduct district PTA or regional conferences
California State PTA to facilitate the administration of the under state provisions.
affairs of the California State PTA and to implement its
programs. The district PTA helps to coordinate the work Promote PTA publications and their purposes.
of the councils and units with the plans and activities of
the California State PTA and National PTA. Remit per capita dues and insurance promptly.
To remain in good standing, a district PTA must: File copies annually of the approved district PTA budget,
audits, and year-end financial reports with the California
• Adhere to the Purposes and basic policies of the PTA; State PTA treasurer.
• Adhere to the California State PTA policies and Model and encourage advocacy and legislative efforts.
bylaws;
The district PTA shall not assess additional fines or late
• Have bylaws reviewed annually and approved fees for late submission of insurance, per capita or
biennially according to the procedures of the California reports required by the California State PTA.
State PTA;
District PTA Due Dates
• Have a minimum of three officers: president,
secretary, and treasurer; November 1 DRAFT Resolutions & Convention
Action Cover Sheet due in the
• Forward the national and state portion of the unit per California State PTA office.
capita dues to the California State PTA by the due
date; December 1 Last day for remittance of per capita
dues for 15 members minimum per
• Forward unit and council insurance premiums to the unit due in the California State PTA
California State PTA by the due date; office to remain in good standing.
• Remit district PTA insurance premiums to the December 20 Insurance premiums due in the
California State PTA by the due date; California State PTA office.
• File all required state and federal tax returns and other January 5 FINAL Resolutions & Convention
government forms; Action Cover Sheet due in the
• Submit names and addresses of association, council, California State PTA office.
and district PTA officers to the California State PTA
according to established procedures and due dates. June 1 Complete information for the mailing
lists and directory, for which district
In addition, a district must: PTA presidents are responsible, due
in the California State PTA office.
• Possess a Charitable Trust number from the California
Attorney General’s Registry of Charitable Trusts; June 1 Leadership Development Grant
Report due in the California State
• File an annual Registration Renewal Fee Report PTA office.
(RRF-1) with the California Attorney General’s
Registry of Charitable Trusts. June 1 Annual Historian Reports due in the
Responsibilities (Not All-inclusive) California State PTA office c/o
Historian.
Give advisory service to councils and units.
June 30 Final installment of per capita dues
Interpret PTA policies, plans, practices, and programs. due in the California State PTA office.
Organize and stabilize councils and local associations: June 30 Final remittance of Founders Day gift
due in the California State PTA office.
• Cooperate with council officers and committee
chairmen;
• Confer with council leaders on local problems;
• Assist the council in working with units; and
California State PTA Toolkit – May 2016 K12 Know the PTA
District PTA Officers and Chairmen Lines of Communication
District PTA presidents are members of the California Proposals for action and other communications to the
State PTA Board of Managers during their term of office. California State PTA Board of Managers from a unit or
A district PTA representative is granted the right to vote its board or executive committee shall first be presented
on the California State PTA Board of Managers when to the council (if in council) and district PTA for
officially representing the district PTA in the absence of consideration. The decision of the district PTA with the
the president. explanation of its action must be reported in writing to
the unit. If the district PTA endorses the proposal, it is
District PTA presidents and district PTA leadership are forwarded to the California State PTA Board of
responsible for extension work within their PTA district Managers with indications of its endorsement.
including organization of all new PTAs and all changes
in association status (refer to The Local Unit PTA, When the proposal or other communication does not
Changes in Association Status). receive the endorsement of the district PTA and the unit
(after reconsideration) still wishes to have it presented to
Articles, radio talk shows, television appearances, and the California State PTA Board of Managers, the district
recordings about the PTA, other than what is carried in PTA president must forward the proposal to the board.
state and national publications or California State PTA
publicity channels, should be released only under the Unit, council, or district PTAs forwarding proposals or
supervision of the district PTA president or delegated other communications are asked to include study
representative. materials or a report of the considerations that led to the
requests and to forward immediately copies of any
District bylaws include a provision that all district PTA subsequent intra-organizational communications in
board members be residents in PTA district territory; support of their proposal.
parents of children attending schools in district PTA
territory; or personnel of schools in district PTA territory. California State PTA Office
Inter-District PTA Committees Under the direction of the California State PTA Board of
Directors, the executive director and employees maintain
An inter-district committee is composed of district PTA the inventory of publications, emblems, and supplies; fill
board members from two or more district PTAs to work orders and package materials for distribution; prepare
in areas of common concern. To strengthen lines of lists for and process all print and electronic mailings
communication, each committee may request that the including PTA in California and other communications;
California State PTA president appoint a member from keep financial and membership records; conduct
the California State PTA Board of Managers to serve as correspondence and compile records for the HSA
a liaison to its group. When an inter-district PTA program, grants, and scholarships; maintain a PTA
committee desires California State PTA assistance for a reference library and store documents; and reproduce
specific purpose, requests should be made through the materials for California State PTA officers and
Leadership Services Vice President. commissioners.
The California State PTA The state office has workspace for use by volunteer
California State PTA board members and conference
The California State PTA is a branch of the National PTA rooms for meetings of California State PTA committees.
and is responsible for implementing the Purposes of
PTA in California. It works for the well-being of children Trademark/Service Mark
and youth on tasks beyond the scope and resources of
unit, council and district PTAs working separately. The basic policies that govern PTA activities and
participation also govern the use of the PTA name.
In its relation to unit, council, and district PTAs, “National Congress of Parents and Teachers,” “Parent
California State PTA: Teacher Association,” “PTA,” and “PTSA” are all
registered service marks of the National Congress of
• Serves as a liaison with the National PTA; Parents and Teachers. “California State PTA” is a
registered service mark with the California Secretary of
• Represents PTA through participation in statewide State. This means that no group or organization not
meetings and conferences of allied groups, agencies, affiliated with the California State PTA may use “PTA.” A
and coalitions having goals similar to PTA; service mark has the same legal status as a trademark
but is the designation used for services rather than
• Provides leadership training through the annual commercial products.
convention meeting, field services, and workshops;
Unless otherwise noted, PTAs may reproduce and
• Provides services, materials, and publications; distribute materials from the California State PTA without
expressed, written permission. California State PTA
• Supports and works for legislation on statewide issues materials may not be duplicated by any other
that affect the education, health, and well-being of organization or person without written permission of the
children and youth; and California State PTA.
• Serves as a clearinghouse for PTA information and as
a coordinating agency for PTA work in the state.
Know the PTA K13 California State PTA Toolkit – May 2016
California State PTA Privacy Policy Community Organizations,
Co-sponsorship, and
Adopted January 2007 Coalitions
In this policy, we use the terms “California State PTA,” Cooperating with Other Organizations
“we,” “our,” and “us” to refer to California State PTA. We
use the terms “you” and “your” to refer to PTA members Community betterment is one of the chief aims of PTA
and visitors of capta.org. endeavors. This can be brought about through
cooperation with other agencies that are doing child
For more than 100 years, the California State PTA name welfare work in the community.
has been a trusted symbol of service and reliability, and
we remain dedicated to those principles today. Unit, council, and district PTAs should not enter into
permanent cooperation with any agency. PTAs may
California State PTA understands how important privacy cooperate with an agency by publicizing and distributing
is to our members and our customers. We are information about an event at meetings and through
committed to protecting privacy and want to make sure newsletters.
that everyone understands how information is used,
whether provided over the phone, in person, over the PTAs may cooperate on special projects with any
Internet, or through the mail. agency whose purposes and methods are consistent
with PTA policies. If, for any reason, the project cannot
It is important to note that we do not share member be completed during the administration in which it was
information with other companies for the purpose of authorized, the new administration should review it
marketing, unless specifically requested in advance. before approval.
California State PTA does not sell or rent member
information to telemarketers, mailing list brokers, or any PTAs may cooperate with any agency through
other companies. No action or instruction is needed; we committees. They shall not set up a cooperating
protect privacy automatically. committee as a permanent or continuing committee. A
cooperating committee continues only through the life of
We share your personal information only with companies the special project upon which cooperation is advisable.
we have officially approved and selected to provide
services for PTA members or which support California Co-sponsorship involves the development and planning
State PTA operations. Our contracts with these of an event with other groups, agencies, or
companies require them to keep member information organizations. PTAs should participate actively in each
strictly confidential, and allow them to use the cooperative undertaking to ensure that goals and
information only to offer the contracted services mutually procedures are consistent with the Purposes and basic
agreed upon to California State PTA members. policies of the PTA. When an event requires the signing
of contractual agreements, the responsibilities, financial
California State PTA may also disclose personal obligations, and liabilities must be clearly defined,
information when required to do so by law or when such discussed, and authorized by the co-sponsoring PTA
action is necessary or appropriate to comply with legal prior to the signing of such contracts. For protection in
process served on California State PTA, to protect and the event of an accident or lawsuit, each co-sponsoring
defend the rights or property of California State PTA, or group must have its own adequate liability insurance.
to protect the personal safety of users of capta.org. We Prior to the event, all printed information, handouts, and
reserve the right to contact the appropriate authorities at selection of speakers should be reviewed and approved
our discretion when visitors’ activities appear to be illegal by the co-sponsoring PTA’s executive board.
or inconsistent with our policies.
The right of members of the California State PTA to be
Finally, California State PTA may sometimes share official representatives of the California State PTA in
aggregate statistics and non-personal information with public relationships (including the publishing of names
the media, government agencies, advertisers, and other on the stationery of other organizations) shall be
third parties. For example, we may publish statistics on conferred only by the Board of Managers or the
the number of members in various unit, council or district California State PTA president. A person who renders
PTAs, or the number of visitors to capta.org. These service to another organization as a representative of
aggregate statistics do not allow anyone to identify the California State PTA may accept an honorarium to
member names or other personal information. be donated to the California State PTA.
In order to protect personal information, California State PTA funds shall not be used for expenses of those who
PTA uses technologies and processes such as have accepted appointments to term committees in
encryption, access control procedures, network firewalls, outside.
physical security and other measures.
Coordinating with Community Groups
The policy of the National PTA encourages participation
of PTAs in community groups. It is of paramount
importance that PTAs be a part of community councils
having goals similar to those of PTA.
California State PTA Toolkit – May 2016 K14 Know the PTA
The PTA unit, council or district shall make sure that the individual dues or the purchase of uniforms or
proposed rules of procedure or bylaws of the group do equipment. The PTA may help provide suitable
not conflict with the bylaws of the association. fundraising opportunities for youth groups, giving
publicity to their projects and recognition to their
Community groups with which the PTA may cooperate achievements.
are those that are not set up as action groups nor to
operate programs, but rather to pool information and In case of need, the unit may vote to hold a special
develop resources for service to children, youth, and fundraising project to provide such items as group
families in the community. The abilities and strengths of equipment, handicraft supplies, or camperships.
each organization can be used efficiently to solve
problems that require combined influences and joint To avoid misunderstandings and to facilitate
planning. harmonious relationships between the PTA sponsor
and the youth group, a copy of the conditions
Each organization represented in the community group governing sponsorship should be permanently
retains its own identity and is not committed to a course attached to or be a part of every sponsorship
of action outside its own field of operation. The PTA unit agreement (Application for Youth Group Sponsorship or
does not “join” another organization. Participation in Renewal, Forms Chapter).
these groups should be through an official representative
of the PTA. It is the responsibility of this representative Boy Scout Groups
to inform the PTA of activities of the community group, to
vote on routine organizational business of the group, and The California State PTA continues to support scouting
to act on policy matters under the direction of the PTA and the opportunities scouting provides for young
being represented. people. However, the Boy Scouts of America seeks local
organizations as sponsors (signing charters) and the
Many community groups have operating budgets to Scouting Annual Charter Agreement includes the
cover staff and other expenses. PTA policies concerning following responsibilities for that organization:
legitimate use of PTA funds should be strictly observed
(see Fiduciary Agreements and Gifts to Schools, Budget, • Conduct the scouting program according to its own
Financing Programs at the School in Finance Chapter policies as well as those of the Boy Scouts of
and/or Forms Chapter). It is the responsibility of the America,
district PTA to determine an equitable amount that may
be budgeted toward the expenses of community groups. • Include scouting as part of its overall program for
All contributions to these groups require the approval of youth and families,
the association.
• Appoint a member of the organization to coordinate
Limits of Cooperation (Conditions Governing all scouting operations at the site. He or she will
Sponsorship of Youth Groups) represent the organization to the scouting district and
serve as a voting member of the local Boy Scout
The California State PTA considers the work done by council,
youth-serving organizations to be of tremendous value.
• Select a scouting committee (minimum of three) of
Conditions for Sponsorship parents and members of the organization who will
screen and select local scouting leaders.
Reinforcement of the work of youth groups should be
given through moral support and encouragement, While an individual may choose to volunteer with Boy
helping to secure qualified and able adult leadership, Scouts of America or other youth groups, the California
helping to arrange for a meeting place, and providing State PTA directs local PTA units, councils and districts:
opportunities for youth service. No obligation is assumed DO NOT SIGN ANY CHARTER OR YOUTH GROUP
for, nor shall the PTA be responsible or liable for, the SPONSORSHIP OR RENEWAL FORM WITH THE BOY
actions of any individual acting as a leader, a participant SCOUTS OF AMERICA as:
in, or in some other capacity for a sponsored group.
• A PTA representative may not commit the PTA to the
One member of the executive board of the sponsoring bylaws and other regulations of Boy Scouts of
PTA shall serve as coordinator and representative of any America.
PTA-sponsored youth groups. The local unit has certain
responsibilities toward any group with purposes so • Local PTA leaders are generally not qualified to
closely related to its own program. It should seek to screen and select the local scouting leaders.
arouse interest in the need for youth groups and
encourage formation of such groups and stimulate • The California State PTA insurance program
leadership. provides no coverage for a PTA leader sitting as a
representative to the scouting council nor for
The PTA assumes no obligation, expressly or otherwise, sponsoring another organization.
responsibility, or liability for the competence, the actions,
or the omissions of any person or persons who may • The California State PTA insurance program
have been or may become active as a leader, provides no liability coverage for the actions of any
participant, or otherwise, in any organization or group individual acting as a leader, a participant in, or in
sponsored by the PTA. some other capacity for another organization.
The PTA assumes no obligation to give financial support
to groups that it sponsors, including payment of
Know the PTA K15 California State PTA Toolkit – May 2016
California State
2327 L Street, Sacramento, CA 95816 (916) 440-1985 • FAX (916) 440-1986 • [email protected] • capta.org
DATE: July 2015
TO: Unit, Council and District Presidents
FROM: Justine Fischer, President
SUBJECT: PTA AND BOY SCOUTS OF AMERICA CHARTER — PLEASE DO NOT SIGN
The California State PTA continues to support scouting and the opportunities scouting provides for young people.
However, the Boy Scouts of America seeks local organizations as sponsors (signing charters) and the Scouting
Annual Charter Agreement includes the following responsibilities for that organization:
• Conduct the scouting program according to its own policies as well as those of the Boy Scouts of America.
• Include scouting as part of its overall program for youth and families.
• Appoint a member of the organization to coordinate all scouting operations at the site. He or she will represent
the organization to the scouting district and serve as a voting member of the local Boy Scout council.
• Select a scouting committee (minimum of three) of parents and members of the organization who will screen and
select local scouting leaders.
While an individual may choose to volunteer with Boy Scouts of America or other youth groups, the California State
PTA directs local PTA units, councils and districts DO NOT SIGN ANY CHARTER OR YOUTH GROUP
SPONSORSHIP OR RENEWAL FORM WITH THE BOY SCOUTS OF AMERICA as:
• A PTA representative may not commit the PTA to the bylaws and other regulations of Boy Scouts of America.
• Local PTA leaders are generally not qualified to screen and select the local scouting leaders.
• The California State PTA insurance program provides no coverage for a PTA leader sitting as a representative to
the scouting council nor for sponsoring another organization.
• The California State PTA insurance program provides no liability coverage for the actions of any individual acting
as a leader, a participant in, or in some other capacity for another organization.
___________________________________________
Fig. K-2 PTA and Boy Scouts of America
California State PTA Toolkit – May 2016 K16 Know the PTA
Other Organizations membership approves participation, contact the coalition
leadership, request that PTA be included, and indicate
No PTA may join any other group nor agree to abide by what the PTA has to offer.
any other group’s bylaws or policies. The association
may pay for an individual membership for the president While PTAs do not join coalitions in the sense of
of a PTA or a duly-appointed PTA representative to a becoming dues-paying participants, they should be
group that furthers the work of the PTA. prepared to offer in-kind services, encouraging their
members to share their time and talents, and to
Joining, Building, and Making contribute volunteer hours to the project at hand.
Coalitions Work
PTAs do not contribute to the coalition’s general fund but
PTA is an organization whose membership is may spend specific amounts to help cover costs of
resourceful, creative, and innovative. Based on its materials and postage. Members of other participating
careful studies of issues and concerns relating to groups may be empowered to contribute financially
children and youth, PTA has been successful in working through their organizations. Coalitions welcome PTA’s
with coalitions and influencing legislators and decision- involvement, because they recognize it has a built-in
makers at the local, state, and national levels. network for communication and organizing.
In recent times, PTA’s involvement with coalitions— Building Coalitions
groups which share similar goals and objectives—has
yielded policy action. Since there is no need to “reinvent The PTA board should meet and discuss the benefits of
the wheel” or to “go it alone,” PTAs are encouraged to building a coalition to determine which organization to
join coalitions when, by doing so, there is a greater approach to serve on a steering committee:
potential to produce a successful outcome.
• What is the organization’s stake in the issue?
A coalition is made up of individuals representing groups
that: • Is the organization well-respected and recognized in
the community?
• Have a stated or similar position;
• Has PTA worked successfully with the organization in
• Share a mutual concern; and the past?
• Are interested in working together toward an action- • Is the management/leadership style compatible with
oriented goal. that of PTA?
The coalition may be a permanent, ongoing organization Consider which groups might be approached to join and
or a temporary alliance that can be disbanded once the participate in a coalition: community service clubs;
goals have been reached or abandoned. religious or ethnic organizations; business associations
(chamber of commerce); labor and civil rights groups;
Coalitions bring together groups with similar concerns education associations; organizations dealing with
and objectives to combine their efforts, their resources, health, safety, disaster preparedness, environmental
and the individual skills of their members in working issues, etc.
toward a common goal and rallying broader support for
an issue, whether that is legislative action, project Bring diverse groups together to address issues. This
planning and implementation, or publication and lends credibility and strength to the PTA’s efforts. While
distribution of needed information. differences of opinion are bound to exist, a sense of
cooperation and congeniality among the participants is
If the coalition wants to make a statement that is not essential to the success of any coalition.
compatible with PTA policies or positions, the PTA
should vote to withdraw from the coalition. Following this Secure the PTA association’s approval to be involved in
vote, a formal letter should be sent to the chairman of the coalition.
the coalition stating why the PTA no longer can be a
member. Making the Coalition Successful
Joining a Coalition Establish a process to identify mutual goals.
Is there an existing coalition that addresses the concern Ensure that each group maintains its own identity and
or issue identified? If so, discuss the matter with the PTA autonomy and protects its own self-interest, as the
board. If the board members agree to consider joining coalition collectively seeks to attain goals that individual
the coalition, meet with the spokesperson(s) to make groups might not be able to achieve alone.
certain the coalition’s goals and philosophy are
consistent with those of the PTA. Understand that total consensus in every area prior to
action is not a requirement.
Contact key people whose organizations already belong
to the coalition. Learn more about its specific activities Recognize that internal group conflict is inevitable as
and procedures. Discover what type of involvement is part of the process of coalition-building and should be
required. Share the information with PTA leaders. If their dealt with constructively.
reactions are positive, bring the question of joining the
coalition to the PTA membership. If the PTA Strike a balance in types of participating groups in order
to promote an atmosphere of openness, provide a sense
of inclusiveness, encourage equal participation, and
prevent one group’s domination over another.
Know the PTA K17 California State PTA Toolkit – May 2016
Accept and deal with differences in values, attitudes, and The key components of successful coalitions are
styles of communication. cooperation, collaboration, and consideration. When
people with good intentions work well together, mutual
Realize that appropriate negotiating and bargaining are goals become infinitely easier to attain. You can make it
basic to the successful operation of any coalition. work for your PTA, too!
Selecting Coalition Representatives
There are several considerations when selecting PTA
representatives for a coalition. The representative(s)
should:
• Be willing and able to give the time required;
• Reflect self-confidence, believe in the tasks at hand,
and project positive attitudes;
• Demonstrate effective communication skills, including
speaking and listening abilities, and sensitivity to the
feelings of other group members;
• Be open-minded rather than judgmental;
• Be knowledgeable about PTA and interested in how
other participating groups work;
• Remain focused on—and not stray from—the issue
at hand;
• Work well under pressure;
• Handle questions and deal with antagonistic
audiences;
• Refrain from arguing with adversaries, realizing that
stimulating discussion is always in order; and
• Share personal expertise and appreciate the talents
of others in the group.
Tips for Success
Plan for meetings and discussions.
Be sure everyone understands what PTA represents and
the purpose for the proposed coalition.
Encourage each organization to share its goals and
philosophy, its operational style, and its potential
capabilities for assuming a fair share of the workload.
Jointly prepare an “action plan” with time lines and a
date for completion of each phase of the plan (see
Action Plans, Programs Chapter and Forms Chapter).
Coalition Leaders Should
Keep a low profile and recognize the needs and the
resources of the participants;
Analyze and appreciate the different personality types
and leadership styles involved;
Help discourage divisive competition, and instead,
encourage creative competition and collaboration
between sub-groups or sub-task forces;
Sustain the spirit of the members by somehow keeping
the interest high during periods when “nothing much is
happening”; and
Help the group determine the organizational style that
feels most comfortable and that is best suited to
achieving the purpose set forth.
California State PTA Toolkit – May 2016 K18 Know the PTA
Bylaws
Articles of Incorporation: California Congress of Parents, Teachers, and Students, Inc.
(Printed
to
include
amendments
of
May
13,
1925;
May
26,
1926;
May
4,
1960;
April
30,
1975;
May
5,
1978
and
May
5,
1982)
KNOW ALL MEN BY THESE PRESENTS:
That we, the undersigned, a majority of whom are citizens and residents of the State of California, have this day voluntarily
associated ourselves together for the purpose of forming a corporation under the laws of the State of California and we do hereby
adopt these articles of incorporation and certify —
(1) That the name shall be the CALIFORNIA CONGRESS OF PARENTS, TEACHERS, AND STUDENTS, INC. (Amended May 13,
1925, Court approved November 16, 1925, and May 5, 1978.)
(2) That the purposes for which it is formed are to carry on charitable, educational and philanthropic work; to accept and administer
under the terms and conditions thereof, endowments, annuities, devises, bequests, memorials, gifts and contributions; to erect and
construct and thereafter maintain a building or buildings for use and purpose of the Congress and its members; to buy, acquire and
obtain by grant, gift, devise, lease or otherwise, real and personal property for the purpose of the Congress and its members; to
encumber by mortgages, deeds of trust or otherwise, its real or personal property and to execute, issue and deliver its promissory
note or notes and its written obligations in connection therewith; to borrow and loan money with or without security; to rent or lease
property owned by it; to exercise such other and further powers as are incident and necessary to carry out the above purposes and
the ordinary and usual business of a State organization such as the one hereby incorporated. (Amended May 4, 1960, and April 30,
1975.)
(3) The principal office for the transaction of the business of the corporation is located in Sacramento County, California. (Amended
May 4, 1960, and May 4, 2007.)
(4) That the term for which said corporation is to exist is: perpetual. (Amended May 4, 1960.)
(5) That said corporation is organized under and pursuant to the General Nonprofit Corporation Law of the State of California, and
shall have no capital stock and is one that does not contemplate pecuniary gain, profits or dividends to the members thereof. That
no part of its earnings or resources shall inure to the benefit of any member or individual, except for an individual who indirectly
benefits from compensation received for performing specific administrative tasks in the functioning of the PTA. That the property and
assets of this corporation are irrevocably dedicated to charitable and philanthropic purposes and upon the organization’s dissolution
or abandonment by the members, will not inure to the benefit of any person or persons, but shall be distributed to the National
Congress of Parents and Teachers, or to the State of California. (Amended May 4, 1960, and May 5, 1978.)
(6) That the number of directors shall be not less than thirteen (13) nor more than sixteen (16) with the exact number of directors to
be fixed, within limits specified, by approval of the members, in the manner provided in the bylaws. (Amended May 26, 1926, April
30, 1975 and May 5, 1982.) Further, that the names and residences of the directors who are appointed for the first year and to serve
until the election and qualification of such officers, are the following:
Mrs. Harry J. Ewing, 70 E. William St., San Jose, Calif. Mrs. Hugh B. Bradford, 1550-39 St., Sacramento
Mrs. John F. Sheehan, 117 Alpine Terrace, San Francisco Mrs. Mabel W. Dorsey, 435 So. 10th St., San Jose
Mrs. Arthur Painter, 2209 Ward St., Berkeley Mrs. Blanche B. Bates, 3584 Grim Ave., San Diego
Mrs. James J. Dale, Mountain View Mrs. G. H. Goodale, Anaheim, Calif.
Mrs. Jerome O. Cross, 604 Benton St., Santa Rosa Mrs. Charles F. Gray, Los Angeles
(7) That these articles are filed pursuant to authority granted at the annual convention of the California Congress of Parents and
Teachers, Inc., duly and regularly assembled, held at Stockton, State of California, on May 9, 1923; that the directors named in
these articles of incorporation were chosen by a vote of the convention.
(8) That all of said proceedings were held in accordance with the constitution and bylaws of the California Congress of Parents and
Teachers, Inc.
IN WITNESS WHEREOF, we, the President and Secretary of said California Congress of Parents and Teachers, Inc., have
hereunto set our hands and seals this 9th day of May, 1923.
MRS. HARRY J. EWING, President, (Seal)
MRS. JOHN F. SHEEHAN, Secretary, (Seal)
Original Articles of Incorporation and all amendments have been filed and accepted by the Secretary of State of the State of
California. In addition, certified copies have been filed with the County Clerk of Los Angeles County.
Copies are filed in the state office of the California Congress of Parents, Teachers, and Students, Inc.
Know the PTA K19 California State PTA Toolkit – May 2016
Bylaws of the California Congress of Parents, Teachers, and Students, Inc.
(As
Amended,
May
2016)
ARTICLE I — Name policy, recognizing that the legal responsibility to
make decisions has been delegated by the people
The name of this corporation is the California Congress to boards of education, state education authorities,
of Parents, Teachers, and Students, Inc., a branch of the and local education authorities;
National Congress of Parents and Teachers. It is also
known and will be referred to in these bylaws as the c. The organization shall work to promote the health
California State PTA. and welfare of children and youth and shall seek to
promote collaboration between parents, schools
Hereinafter in these bylaws the term “local PTA” and the community at large;
wherever used to designate a local unit shall also
designate “PTSA” where such may exist. d. No part of the net earnings of the organization shall
inure to the benefit of, or be distributable to its
HHH ARTICLE II — Purposes members, directors, trustees, officers, or other
private persons except that the organization shall
Section 1. The Purposes of the California State PTA, in be authorized and empowered to pay reasonable
common with those of the National PTA, are: compensation for services rendered and to make
payments and distributions in furtherance of the
a. To promote the welfare of children and youth in purposes set forth in Article II hereof;
home, school, places of worship, and throughout
the community; e. Notwithstanding any other provision of these
articles, the organization shall not carry on any
b. To raise the standards of home life; other activities not permitted to be carried on (i) by
an organization exempt from Federal income tax
c. To advocate for laws that further the education, under Section 501(c)(3) of the Internal Revenue
physical and mental health, welfare, and safety of Code, or (ii) by an organization, contributions to
children and youth; which are deductible under Section 170(c)(2) of the
Internal Revenue Code;
d. To promote the collaboration and engagement of f. Upon the dissolution of this organization, after
families and educators in the education of children paying or adequately providing for the debts and
and youth; obligations of the organization, the remaining
assets shall be distributed to one or more nonprofit
e. To engage the public in united efforts to secure the funds, foundations, or organizations that have
physical, mental, emotional, spiritual, and social established their tax-exempt status under Section
well-being of all children and youth; and 501(c)(3) of the Internal Revenue Code and whose
purposes are in accordance with those of the
f. To advocate for fiscal responsibility regarding National PTA;
public tax dollars in public education funding.
g. The organization or members in their official
Section 2. The Purposes of the National PTA and the capacities shall not — directly or indirectly —
California State PTA are promoted through an advocacy participate or intervene (in any way, including the
and educational program directed toward parents and publishing or distributing of statements) in any
teachers and the general public; developed through political campaign on behalf of, or in opposition to,
conferences, committees, projects and programs; and any candidate for public office; or devote more
governed and qualified by the basic policies set forth in than an insubstantial part of its activities to
Article III. attempting to influence legislation by propaganda
or otherwise;
Section 3. The organization is organized exclusively for
the charitable, scientific, literary, or educational purposes h. The organization or members in their official
within the meaning of Section 501(c)(3) of the Internal capacities shall not endorse a commercial entity or
Revenue Code or corresponding Section of any future engage in activities not related to promoting the
Federal tax code (hereinafter “Internal Revenue Code”). purposes of the organization;
HHH ARTICLE III — Basic Policies i. The organization shall not enter into membership
with other organizations except such international,
The following are basic policies of the California State national or state organizations as may be approved
PTA, in common with those of the National PTA: by the California State PTA. The California State
PTA or any of its divisions may cooperate with
a. The organization shall be noncommercial, other organizations and agencies concerned with
nonsectarian, and nonpartisan; child welfare, but a PTA/PTSA representative shall
make no commitments that bind the group he
represents.
b. The organization shall work with the schools and
community to provide quality education for all
children and youth and shall seek to participate in
the decision-making process establishing school
California State PTA Toolkit – May 2016 K20 Know the PTA
HHH ARTICLE IV — Constituent Organizations Section 10. The adoption of an amendment to any
provision of the bylaws of the California State PTA
Section 1. The constituent organizations of the California identified by a triple star shall serve automatically and
State PTA shall include unit, council and district PTAs. without the requirement of further action by the
constituent organization to amend correspondingly the
a. The State Board of Managers shall be responsible bylaws of each constituent organization. Notwithstanding
for the organization and chartering of the the automatic character of the amending process, the
constituent organizations of the California State constituent organization shall promptly incorporate such
PTA and for filing for Employer Identification amendments in their respective bylaws.
Number (EIN) applications with the Internal
Revenue Service as “subordinates” (constituent Section 11. Bylaws for each constituent organization
organizations) (exempt letter dated November 18, shall be reviewed annually and updated every three
1943) under the name “PTA California Congress of years by the bylaws committee of the constituent
Parents, Teachers, and Students, Inc.,” as organization. Before adoption, all proposed
hereinafter provided; amendments, accompanied by the bylaws of a
constituent organization, shall be submitted to the State
b. The State Board of Managers may withdraw the parliamentarian for approval.
charter from any of the constituent organizations
for nonpayment of total per capita dues collected Section 12. The books and financial records of each
and/or applicable insurance premiums; for constituent organization shall be audited semiannually
commission of acts contrary to the declared by the auditor of the organization and a copy of each
purposes, bylaws, policies, procedures or adopted audit report must be sent through channels.
programs of the National PTA and/or the California
State PTA, for failure to comply with the legal filing HHH ARTICLE V — State Organization
requirements of federal or state government
agencies for three consecutive filing periods, or Section 1. The California State PTA shall adopt such
upon request of the constituent organization as bylaws and other articles of organization as are in
provided in these bylaws. conformity with the Bylaws of the National PTA.
Section 2. The articles of organization include: Section 2. The adoption of an amendment to any
provision of the Bylaws of the National PTA that is
a. the bylaws of such organization; and required for all constituent organizations shall serve
automatically and without the requirement of further
b. the certificate of incorporation or articles of action by the California State PTA to amend
incorporation of such organization (in cases in correspondingly the bylaws of the California State PTA.
which the organization is a corporation) or the California State PTA shall promptly incorporate such
articles of association by whatever name (in cases amendments in its bylaws.
in which the organization exists as an
unincorporated association). Section 3. The bylaws of the California State PTA and all
amendments thereto shall be subject to approval by the
Section 3. The Purposes and basic policies of National committee on bylaws of the Board of Directors of the
PTA shall in every case also be the Purposes and basic National PTA.
policies of each constituent organization.
Section 4. The California State PTA is responsible for
Section 4. Each constituent organization shall adopt compliance by the local, council or district PTAs within
bylaws for the governance of the organization as may be its area with the Bylaws of the National PTA and the
approved by the California State PTA. Such bylaws shall bylaws of the California State PTA. The provisions of the
not be in conflict with the National PTA or California California State PTA bylaws relating to the withdrawal of
State PTA bylaws. Such bylaws shall include an article the charter of a local PTA (and the termination of its
on amendments and shall include a provision status as a PTA unit) shall parallel the provisions of the
establishing a quorum. Bylaws of the National PTA relating to the withdrawal by
the National PTA of the charter of the California State
Section 5. Each officer or board member of a constituent PTA as a branch of the National PTA.
organization shall be a member of a local PTA.
Section 5. The California State PTA shall keep such
Section 6. A PTA member shall not serve as a voting permanent books of account and records as shall be
board member of a constituent organization at the local, sufficient to establish the items of gross income,
council, district PTA, region, state or national level while receipts, and disbursements of the organization,
serving as a paid employee of, or under contract to, that including, specifically, the number of local PTAs within
constituent organization. its area, the national portion of membership dues
collected by such local PTAs, the amounts of such dues
Section 7. The members of the nominating committee for received by the California State PTA, and the amounts
officers of a constituent organization shall be elected by of dues remitted to the National PTA.
membership, Board of Directors/Managers, or Executive
Board.
Section 8. The bylaws of all constituent organizations
shall prohibit voting by proxy.
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.
Know the PTA K21 California State PTA Toolkit – May 2016
HHH ARTICLE VI — Local PTAS/PTSAS c. To carry out promptly under the supervision and
direction of the State PTA all proceedings
Section 1. Local PTAs shall be organized and chartered necessary or desirable for the purpose of
under the authority of the State PTA in the area in which dissolving such local PTA.
the local PTA functions, in conformity with such rules
and regulations, not in conflict with the Bylaws of the Section 6. Each officer or board member of a local PTA
National PTA, as the State PTA may in its bylaws shall be a member of such local PTA.
prescribe. The State PTA shall issue to each local PTA
in its area an appropriate charter evidencing the Section 7. Only members of a local PTA who have paid
organization is in good standing. dues for the current membership year may participate in
the business of that association.
A local PTA in good standing is one which:
Section 8. Each local PTA shall collect dues from its
a. Adheres to the Purposes and basic policies of the members and shall remit a portion of such dues to the
PTA; California State PTA as provided in Article VII hereof.
b. Remits the national portion of the dues through the Section 9. A unit not in good standing because of
state PTA to reach the national office by dates nonpayment of dues shall be notified in writing by March
designated by the National PTA; 1. If the unit is still not in good standing by March 31 its
charter shall be withdrawn.
c. Has bylaws approved according to the procedures
of each state; and A unit not in good standing for reasons other than non-
payment of dues shall be notified in writing and shall
d. Meets other criteria as may be prescribed by the have its charter withdrawn in accordance with
individual state PTA. procedures established by the State PTA Board of
Managers.
Section 2. A local PTA in good standing in California is
one which also: Section 10. Each local PTA shall, upon withdrawal of its
charter by the State PTA, immediately cease and desist
a. Pays dues to and actively supports all branches of from any further use of the unit’s Internal Revenue
the National and State PTA; Service Employer Identification Number (EIN) as a
constituent organization under the Group Exemption
b. Pays insurance premiums to the State PTA; Number issued to the California State PTA.
c. Is composed of not less than fifteen (15) members Section 11. Upon the withdrawal of a unit PTA’s/PTSA’s
of whom at least three (3) shall serve in the offices charter, the State PTA shall have the right to collect and
of president, secretary and treasurer, respectively; transfer any funds, including funds deposited by the
and PTA/PTSA with a financial institution, over which the
PTA/PTSA or its officers have or had signature authority
d. Complies with the legal filing requirements of state or control.
and federal government agencies.
Section 12. Before being accepted by the State Board of
Section 3. Each local PTA shall keep such permanent Managers, each new unit shall submit its bylaws to the
books of account and records as shall be sufficient to State parliamentarian for approval and the organizational
establish the items of gross income, receipts and papers to the California State PTA Office for processing.
disbursements of the organization, including, specifically, The per capita dues must be received in the State PTA
the number of its members, the dues collected from its office. A majority affirmative vote of the State Board of
members and the amounts of dues remitted to the Managers is required for acceptance as a new unit.
California State PTA. Such books of account and
records shall at all reasonable times be open to Section 13. The privilege of making motions, debating
inspection by an authorized representative of the and voting at local unit meetings shall be limited to
California State PTA. members of the association who are present and whose
dues are paid and who have been members of the
Section 4. The charter of a local PTA shall be subject to association for at least the previous thirty (30) days. The
withdrawal and the status of such organization as a PTA privilege of holding office shall be limited to members of
unit shall be subject to termination by a two-thirds (2/3) the association whose dues are paid and who have been
vote of the Board of Managers in the manner and under members for at least thirty (30) days preceding
the circumstances provided in the bylaws of the State nominations.
PTA.
Section 14. Each local PTA/PTSA shall require two
Section 5. Each local PTA is obligated, upon withdrawal signatures on all checks. Any two of the following are
of its charter by the State PTA: authorized to sign: president, treasurer or other elected
officer other than the secretary or auditor. The
a. To yield up and surrender all of its books and authorized signers shall not be related by blood or
records and all of its assets and property to the marriage or reside in the same household.
State PTA or to such agency as may be
designated by the State PTA or to another local Section 15. Each local PTA/PTSA shall require that
PTA organized under the authority of the State individuals counting cash/checks shall not be related by
PTA; blood, marriage, or reside in the same household.
b. 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
California State PTA Toolkit – May 2016 K22 Know the PTA
HHH ARTICLE VII — Membership and Dues Section 2. Except for the office of president, these
officers shall be elected biennially in the odd-numbered
Section 1. Every individual who is a member of a local years. The president-elect shall succeed automatically to
PTA is, by virtue of that fact, a member of the National the office of president. The parliamentarian and the
PTA and of the California State PTA by which such local director of legislation shall be appointed biennially by the
PTA is chartered, and is entitled to all the benefits of president, subject to ratification by the Board of
such membership. Managers. The term of office shall be from July 1
through June 30 or until their successors are elected.
Section 2. Membership in each local PTA shall be made
available by such local PTA, without regard to race, Section 3. No one shall be eligible to a State elective
color, creed or national origin. office who has not served at least two years on the State
Board at the time of assuming office. At least one year of
Section 3. Each local PTA shall conduct an annual this time shall be served during the two years
enrollment of members but may admit persons to immediately preceding the election. To be eligible to the
membership at any time. office of president-elect, a person shall have served at
least one term on the Board of Directors. This term is not
Section 4. Each member of a local PTA shall pay annual limited to the term immediately preceding the election.
dues to said organization as may be prescribed by the
organization. The amount of such dues shall include the No one shall serve in the same office two consecutive
portion payable to the State PTA (the “state portion”) and terms, and no person shall serve in more than one office
the portion payable to the National PTA (the “national concurrently. A person who has served two consecutive
portion”). terms as an elected State officer shall not be eligible to
another elective office until the expiration of at least one
Section 5. The National PTA portion, as recommended term. This provision shall not apply to the offices of
by the board of directors and approved by a two-thirds president or president-elect. A person filling any
(2/3) majority vote of the voting body at the National PTA unexpired term is eligible for election to the same office
Annual Convention, shall be two (2) dollars and twenty- or election to any other office if he has served one-half
five (25) cents per annum. or less of a term.
Section 6. The California State PTA portion shall be two HHH Section 4. Each officer of the State PTA shall be a
(2) dollars of each member’s dues per annum.* member of a local PTA within California.
Section 7. The state and national portions of the dues Section 5. Each officer of the State PTA shall act in like
paid by each member to a local PTA shall be set aside capacity on the Board of Managers and the Board of
by the local PTA and remitted to the State PTA through Directors.
the council financial officers to the district PTA financial
officers. State and national portions of the dues shall be ARTICLE IX — Duties of Officers
paid by November 15 and monthly thereafter. Those
local PTAs not in council shall forward dues to the Section 1. The president shall preside at all meetings;
district PTA financial officers. The district PTA financial shall appoint biennially the parliamentarian, the director
officers shall remit the state and national portions of the of legislation, the chairmen of standing committees, the
dues at least monthly to the State PTA office with first commissioners, the legislation advocates and the
remittance due December 1. Unit representation for consultants subject to ratification by the Board of
convention as provided in Article XV, Section 5, is Managers; shall act as an ex officio member of all
determined by total per capita dues received in the State committees except the nominating and audit
PTA office by March 31. committees; shall prepare the annual State report
required by the National PTA; and shall perform such
Section 8. The California State PTA shall make other duties as required by the office. The president may
remittances, on a monthly basis, to the National PTA of create and appoint special committees as necessary
the amounts due to the National PTA. subject to ratification of the Board of Managers. The
president may call a meeting of the Board of Managers,
Section 9. Reference in these bylaws to “member” and or the Board of Directors, at any time deemed necessary
“members” shall not constitute anyone a “member” and must call such meetings upon written request of a
within the meaning of Section 5056 of the California quorum.
Corporations Code. For purposes of the Nonprofit
Corporation Law, the term “member” shall include the When the president in writing or the Board of Directors
California State PTA Board of Managers (as set forth in by a two-thirds affirmative vote declares that the
Article X - Board of Managers). president is unable to discharge the powers and duties
of that office, such powers and duties and privileges of
ARTICLE VIII — Officers that office shall be assumed immediately by the
president-elect as acting president. The president shall
Section 1. The officers of the State PTA shall be a be returned to office upon his written declaration that no
president, a president-elect, seven (7)* vice presidents, inability exists, the Board of Directors concurring by a
secretary, treasurer, parliamentarian and director of two-thirds affirmative vote. Should the Board of Directors
legislation. not concur, at the president’s request, the president’s
written declaration shall be referred to the Board of
*PROVISO: Change to take effect 07/01/2017. Managers at its next scheduled meeting for resolution
and may be accepted by a two-thirds vote.
Know the PTA K23 California State PTA Toolkit – May 2016
Section 2. The president-elect shall be an aide to the Section 2. Each member of the Board of Managers shall
president. In the absence of the president, the president- be a member of a local PTA within the state of
elect shall assume the duties of the president. In the California.
absence of the president-elect the vice presidents in
their order shall assume the duties of the president. The Section 3. There shall be an Advisory Board consisting
order and duties of the vice presidents shall be of not less than seven (7) members approved by the
determined by the Board of Managers and shall be Board of Managers.
noted in the Standing Rules and Procedures. The vice
presidents shall serve as chairmen of commissions. Section 4. The president, Board of Directors, and district
PTA presidents shall meet to ratify all appointments prior
Section 3. It shall be the duty of the secretary to keep an to the first meeting of the Board of Managers.
accurate account of all meetings; to be prepared to read
on call the minutes of any meeting within the past two Section 5. The Board of Managers shall manage the
years; and to file all records with the State PTA office. affairs of the State PTA except that of modifying any
action of the delegates at the annual convention. All
Section 4. The treasurer shall be responsible for the vacancies in office shall be filled by the Board of
funds and securities of the California Congress of Managers.
Parents, Teachers, and Students, Inc., and shall cause
to be kept a full and accurate account of the receipts and Section 6. The Board of Managers shall meet at a time
disbursements in books belonging to the organization. and place convenient to a majority of the members, the
The treasurer shall render a written statement to the time and frequency to be determined by the Board of
Board of Managers at each meeting and shall prepare or Managers. Twenty-five (25) members shall be a quorum.
cause to be prepared an Annual Financial Report of the
financial condition of the organization, which shall be Section 7. Members of Board of Managers may
submitted for audit. participate in and act at any meeting of a State PTA
commission or committee via teleconferencing using
All funds and securities shall be deposited in the name equipment with which all commission or committee
of the California Congress of Parents, Teachers, and members participating in the meeting can communicate
Students, Inc. in banks or other depositories approved with each other at the same time. Participation in such
by the Board of Directors. Two signatures shall be meeting shall constitute attendance and presence in
required on all checks drawn on bank accounts or person at the meeting. Quorum shall be established by
withdrawals from savings accounts and for roll call and identification of individual commission or
authorizations or transactions involving securities. The committee members.
following seven persons shall be authorized signatories:
president, president-elect, treasurer, vice president for Section 8. The Board of Managers shall determine the
convention, executive director and two other elected place of business of the State PTA.
officers residing in close proximity to the State PTA
office. Section 9. When any person ceases to hold the office
which entitles him to be a member of the Board of
The treasurer shall be chairman of the finance Managers, he shall automatically cease to be a member
commission. of the Board of Managers and shall be relieved of all
duties and responsibilities incident to such membership.
Section 5. It shall be the duty of the parliamentarian to
attend all meetings of the State PTA and give advice on Section 10. Each member of the Board of Managers
parliamentary procedure when called upon. He shall shall in each case deliver to his successor (or to the
instruct the nominating committee and the election State PTA office) all books, records and documents held
board. The parliamentarian shall be entitled to all rights in his possession by virtue of his office or chairmanship
and privileges of membership including the right to make not later than fifteen (15) days following the end of his
motions, debate and vote. term. All funds shall be returned to the State PTA office.
Section 6. The director of legislation shall be responsible Section 11. Special committees as necessary may be
for implementing the State PTA legislation program and created by the Board of Managers.
shall coordinate the National PTA member-to-member
network. Section 12. The Board of Managers shall be responsible
for the administration of the Honorary Service Award
ARTICLE X — Board of Managers Program, including the adoption of rules and regulations
governing the issuance of awards.
Section 1. There shall be a Board of Managers
composed of the officers, the director of legislation, the ARTICLE XI — Board of Directors
immediate past president, the chairmen of standing
committees, the commissioners, the legislation Section 1. The Board of Directors of this corporation
advocates, the district PTA presidents and all National shall consist of the elected officers of the State PTA, the
PTA Board members residing in California. parliamentarian, the director of legislation and the
chairman of the district PTA presidents.
A district PTA first vice president, or an elected
representative, shall be granted the right to vote on the Section 2. Following the election of officers the Board of
Board of Managers when officially representing the Directors shall
district PTA in the absence of the president.
a. determine such standing committees as are
deemed necessary; and
b. provide for the composition of the commissions.
California State PTA Toolkit – May 2016 K24 Know the PTA
Section 3. The Board of Directors of this corporation (4) The corporation has complied with the
shall meet before or during each regular meeting of the requirements of subsection (b) below.
Board of Managers, or in special session at the call of
the president, or upon written request signed by a This limitation on the personal liability of a
quorum of the Board and filed with the secretary, volunteer director or officer does not limit the
provided written notice has been sent to all directors liability of the corporation for any damages caused
fifteen (15) days in advance of the meeting. The by acts or omissions of a volunteer director or
president shall fix the time and place of special meetings volunteer officer, nor does it eliminate the liability of
of the Board of Directors. A majority of the Board of a director or officer provided in Section 5233 or
Directors shall constitute a quorum. 5237 of the Nonprofit Public Benefit Corporation
Law of the State of California in any action or
Section 4. Directors may participate in and act at any proceeding brought by the Attorney General.
meeting of the Board of Directors via teleconferencing
using equipment with which all directors participating in b. Requirement to Obtain Liability Insurance. In order
the meeting can communicate with each other at the to obtain the full benefit of the limitation of liability
same time. Participation in such meeting shall constitute set forth in subsection (a) above, the corporation
attendance and presence in person at the meeting. and the directors shall make all reasonable efforts
Quorum shall be established by roll call and identification in good faith to obtain liability insurance in the form
of individual directors. of a general liability policy for the corporation or a
director’s and officer’s liability policy.
Section 5. The Board of Directors of this corporation
shall transact all business relating to the State PTA as c. Paid Directors and Officers. Any director or officer
an incorporated body and shall perform the duties of the who receives compensation by the corporation for
Board of Managers between meetings and such other acting in his or her capacity as a director or an
duties as may be requested of it by the convention or by officer, as the case may be, shall have no liability
the Board of Managers provided that the action of the based upon any alleged failure to discharge such
Board of Directors shall not conflict with that of the Board person’s obligations as a director, including,
of Managers. without limiting the generality of the foregoing, any
actions or omissions which exceed or defeat a
The Board of Directors shall make a report to the Board public or charitable purpose to which the
of Managers at each meeting and may make corporation, or assets held by it, are dedicated, (i)
recommendations to the Board of Managers, so long as such compensated director or officer
commissions or committees of the Board of Managers or complies with provisions of Section 9 of these
Board members in order to expedite the transaction of bylaws, and (ii) except as provided in Section 5233
business. of the Nonprofit Public Benefit Corporation Law of
the State of California.
The Board of Directors shall appoint the California State
PTA representative to the National Council of State Section 9. Indemnity for Litigation. The corporation
meetings based on the subject to be discussed. hereby agrees to exercise the power to indemnify any
person who was or is a party or is threatened to be
Section 6. The Board of Directors shall employ an made a party to any proceeding by reason of the fact
executive director and such other employees as may be that such person is or was a director, officer, employee
found necessary to carry on the work of the State PTA. or other agent (as defined in Section 5238 of the
Nonprofit Public Benefit Corporation Law of the State of
Section 7. Any elected or appointed officer or California) of the corporation, to the full extent allowed
commissioner may be removed from his or her position under the provisions of said Section 5238 relating to the
by a two-thirds (2/3) affirmative vote of the Board of power of a corporation to indemnify any such person.
Directors, in accordance with due process, whenever the The amount of such indemnity shall be so much as the
Board of Directors deems such removal will serve the Board of Directors determines and finds to be
best interest of the State PTA. reasonable, or, if required by said Section 5238, the
amount of such indemnity shall be so much as the court
Section 8. Nonliability of Directors and certain Officers. determines and finds to be reasonable.
a. Volunteer Directors. Pursuant to Section 5239 of Section 10. Interested Persons/Conflict of Interest
the Nonprofit Public Benefit Corporation Law of the Policy. Pursuant to Section 5227 of the Nonprofit Public
State of California, there shall be no personal Benefit Corporation Law of the State of California, no
liability to a third party on the part of a volunteer more than forty-nine percent (49%) of the directors
director or volunteer president, vice president, serving on the Board may be “interested persons.’’ For
secretary, treasurer or parliamentarian of the State the purposes of this section, “interested persons’’ means
PTA (the “corporation’’) caused by the director’s or either (i) any person currently being compensated by the
officer’s negligent act or omission in the corporation for services rendered to it within the previous
performance of that person’s duties as a director or twelve (12) months whether as a full-time or part-time
officer, if all the following conditions are met: employee, independent contractor, or otherwise,
excluding any reasonable compensation paid to a
(1) The act or omission was within the scope of the director as director; or (ii) any brother, sister, ancestor,
director’s or officer’s duties; descendant, spouse, brother-in-law, sister-in-law, son-in-
law, daughter-in-law, mother-in-law or father-in-law of
(2) The act or omission was performed in good any such person. The provisions of this section shall not
faith;
(3) The act or omission was not reckless, wanton,
intentional, or grossly negligent;
Know the PTA K25 California State PTA Toolkit – May 2016
affect the validity or enforceability of any transaction advantageous arrangement with reasonable
entered into by the corporation. efforts under the circumstances; and
Section 11. Standard of Conduct. Pursuant to Section (2) Approves the entire transaction; or
5231 of the Nonprofit Public Benefit Corporation Law of
the State of California, a director shall perform the duties c. Interim Approval by Authorized Committee or
of a director, including duties as a member of any Person. If it is not reasonably practicable to obtain
committee of the Board upon which the director may approval of the Board prior to entering into such
serve, in good faith, in a manner such director believes transaction, and, prior to entering into said
to be in the best interests of the corporation and with transaction, a committee or person authorized by
such care, including reasonable inquiry, as an ordinary the Board approves the transaction in a manner
prudent person in a like position would use under similar consistent with the procedure set forth in
circumstances. In performing the duties of a director, a subsection (b) of this section; and the Board, after
director shall be entitled to rely on information, opinions, determining in good faith that the corporation
reports or statements including financial statements and entered into the transaction for its own benefit and
other financial data, in each case prepared or presented that the transaction was fair and reasonable as to
by: the corporation at the time it was entered into,
ratifies the transaction at its next meeting by a vote
a. One or more officers or employees of the of the majority of the directors then in office,
corporation whom the director believes to be without counting the vote of the Interested Director.
reliable and competent in the matters presented;
In light of the foregoing limitations, all directors shall fill
b. Counsel, independent accountants or other out an annual questionnaire dealing with this subject
persons as to matters which the director believes matter.
to be within such person’s professional or expert
competence; or ARTICLE XII — Nominations and Elections
c. A committee of the Board upon which the director Any person who is qualified to be an elected officer may
does not serve, as to matters within its designated be nominated by one of the following procedures:
authority, which committee the director believes to
merit confidence, provided, that in any such case, Section 1. Nomination by Committee.
the director acts in good faith, after reasonable
inquiry when the need therefor is indicated by the a. In an election year and at least one hundred fifty
circumstances and without knowledge that would (150) days prior to the election at the annual State
cause such reliance to be unwarranted. convention, a nominating committee shall be
elected. The committee shall be composed of
Section 12. Self-Dealing Transactions. Pursuant to seven (7) members and three (3) alternates. The
Section 5233 and except as provided in Section 5233 of committee shall be elected by ballot after
the Nonprofit Public Benefit Corporation Law of the State nominations have been made from the floor. Two
of California, the corporation shall not be a party to a of the members and one alternate shall be from the
transaction in which one or more of its directors has a district PTA presidents. Five members and two
material financial interest (“Interested Director’’) unless: alternates shall be from the Board of Managers
other than the district PTA presidents. No more
a. Approval by Attorney General. The Attorney than two members of the nominating committee
General, or the court in an action in which the shall reside in the same district PTA. Each group is
Attorney General is an indispensable party, has to be nominated and elected separately by the
approved the transaction before or after it was Board of Managers. A plurality shall elect.
consummated; or
b. No person shall be eligible to serve on two
b. Approval by Board. Prior to entering into the consecutive nominating committees.
transaction, after full disclosure to the Board of all
material facts as to the proposed transaction and c. The president, president-elect and a person who is
the Interested Director’s interest and investigation eligible only for the office of president-elect shall
and report to the Board as to alternative not be eligible to be elected to the nominating
arrangements for the proposed transaction, if any, committee.
the Board in good faith and by a vote of a majority
of the directors then in office (without including the d. Any persons who serve on the nominating
vote of the Interested Director): committee shall not be eligible for consideration as
a nominee to the board of directors for the
(1) Resolves and finds that immediately following term.
(a) the transaction is in the corporation’s best e. The nominating committee shall, with the consent
interests and for the corporation’s own of five of its members, prepare a list of nominees
benefit; for each office.
(b) the transaction is fair and reasonable as to f. The consent of candidates must be secured before
the corporation; and the slate is announced.
(c) after reasonable investigation under the g. The report of the nominating committee shall be
circumstances as to alternatives, the presented to the Board of Managers, shall be
corporation could not have obtained a more
California State PTA Toolkit – May 2016 K26 Know the PTA
published in the CALL to convention, and shall be reported and election held on the same day. In the event
presented at the first meeting of the convention. a convention is not held, the Board of Managers at the
last meeting of the biennium shall elect the officers.
Section 2. Nomination by Petition.
ARTICLE XIII — Council and District PTAs
a. An official nominating petition, obtained from the
State office, shall be completed and delivered to Section 1. The State shall be divided into not less than
the State president or secretary no later than thirty eight (8) district PTAs. The boundaries of district PTAs
(30) days prior to the opening of convention. and the procedure for their establishment or change
shall be determined by the State Board of Managers
b. The petitioners shall be delegates to the after consultation with the district PTA involved.
convention at which the officers are to be elected
and shall number not less than two percent (2%) of Section 2. The California State PTA may create or
the delegate body attending the last previous establish councils in counties, cities or other areas
convention. designated by its Board of Managers for the purpose of
conference, leadership training, and coordination of the
c. Nominations received by petitions shall be efforts of local PTA units, and may prescribe the form
presented by the president following the report of and contents of the bylaws or other articles of
the nominating committee. organization of such councils. The local PTA unit that
shall be eligible for membership and participation in the
Section 3. Nomination at the Meeting. work of any council shall be determined by the California
State PTA. Councils shall not legislate for local units.
At the conclusion of the report of the nominating
committee and the report of any nomination by petition, HHH Section 3. The State Board of Managers shall be
nominations may be made from the floor providing the responsible for the procedure by which a council is
nominee has given consent and has filed a written notice organized or reorganized. Three (3) or more local PTAs
with the president of intent to be nominated from the may be organized into the council upon the
floor at least thirty (30) days prior to the beginning of the recommendation of the district PTA in which they are
state convention. located and subject to the approval of the State Board of
Managers. Each council shall determine its own method
When the opportunity for all nominations has been of securing funds for its work.
fulfilled following any of the foregoing procedures, the
nominations shall be closed. HHH Section 4. Each council and district PTA, upon its
organization, shall submit a copy of its bylaws to the
Section 4. Elections shall be held biennially in the odd- State parliamentarian for approval.
numbered years at the annual convention meeting.
HHH Section 5. Each council and district PTA in good
Section 5. standing in California is one which complies with
National PTA Bylaws and State PTA guidelines, which
a. In an election year, the election board shall be includes:
selected at least thirty (30) days prior to the annual
election meeting. The president shall appoint a a. Adheres to the Purposes and basic policies of the
chairman and a vice chairman from the PTA;
membership of the Board of Managers. Five (5)
additional members and three (3) alternates shall b. Adheres to the State PTA policies and procedures;
be nominated and elected by the Board of
Managers from the membership at large. The c. Has bylaws approved according to the procedures
election board shall be instructed in its duties by of the State PTA;
the parliamentarian. Ballot voting at convention
shall be supervised by the election board. The d. Has at least three (3) elected officers: president,
chairman shall see that the ballots are prepared, secretary and treasurer;
ballot boxes secured, and shall make all necessary
preparations for the election. e. Forwards the national and state portion of per
capita dues to the State PTA by the deadline date;
b. At the same meeting and in the same manner, a
board of tellers of the same size shall be elected. f. Pays insurance premiums to the State PTA;
This board shall have charge of the counting of the
ballots and the chairman shall report the results of g. Forwards all insurance premiums received from
the election. units by the deadline date;
Section 6. Election by ballot shall be held as soon as h. Complies with the legal filing requirements of state
convention scheduling allows. Notice of the election date and federal government agencies; and
shall be published in the CALL to convention. For
election of officers, a plurality shall elect. Each delegate i. Meets other criteria as may be prescribed by the
must be registered at least one calendar day before State PTA.
casting an election ballot.
HHH Section 6. A council and district PTA not in good
Section 7. When there is but one candidate for an office, standing shall be notified in writing by March 1. If the
the ballot for that office may be dispensed with and the council or district PTA is still not in good standing by
election held by voice vote at the close of nominations. March 31, its recognition shall be withdrawn in
accordance with procedures established by the State
Section 8. During an emergency such as that described PTA Board of Managers.
in Article XV, Sections 7 and 8, nominations may be
Know the PTA K27 California State PTA Toolkit – May 2016
HHH Section 7. Each council and district PTA shall PTA, at least fifteen (15) days notice, in writing, must be
keep such permanent books of account and records as given before the recommendation comes before the
shall be sufficient to establish the items of gross income, State Board of Managers for action. The procedures as
receipts and disbursements of the organization, stipulated in Article VI, Section 4 or 10, of these bylaws,
including, specifically, the number of members, the dues as appropriate, shall be followed.
collected from its units, and the amounts of dues
remitted to the State PTA. Such books of account and Section 4. Expulsion, Suspension, Termination of
records shall at all reasonable times be open to Members. If grounds appear to exist for expulsion or
inspection by an authorized representative of the State suspension of a PTA member, the following procedure
PTA. shall be followed:
HHH Section 8. Each council and district PTA is a. The member shall be given fifteen (15) days’ prior
obligated, upon withdrawal of acceptance by the State notice of the proposed expulsion, suspension or
PTA: termination. Notice shall be given by any method
reasonably calculated to provide actual notice. Any
a. To yield up and surrender all of its books and notice given by mail shall be sent first class or
records and all of its assets and property to the registered mail to the member’s last address as
State PTA or to such agency as may be shown on the PTA’s records.
designated by the State PTA, to be held for the
benefit of another constituent organization b. The member shall be given an opportunity to be
established by the State PTA; heard, either orally or in writing, at least five (5)
days before the effective date of the proposed
b. To cease and desist from further use of any name expulsion, suspension or termination. The hearing
that implies or connotes association with the shall be held, or the written statement considered,
National PTA or the State PTA or status as a by the Grievance Committee authorized by the
constituent organization of the National PTA; Board of Directors to determine whether the
expulsion, suspension or termination should take
c. To carry out promptly under the supervision of the place.
State PTA all proceedings necessary or desirable
for the purpose of dissolving such council or district c. The Board of Directors, upon recommendation
PTA; and from the Grievance Committee, shall decide
whether or not the member should be expelled,
d. To cease and desist from any further use of the suspended or terminated, or sanctioned in some
Internal Revenue Service Employer Identification other way. The decision of the Board of Directors
Number (EIN). shall be final.
ARTICLE XIV — State and Local Relationships d. Any action challenging an expulsion, suspension or
termination of membership, including a claim
Section 1. There shall be a Grievance Committee alleging defective notice, must be commenced
composed of five (5) members of the Board of Directors. within one (1) year after the date of the expulsion,
suspension or termination.
Section 2. This committee shall review any allegation(s)
by constituent organizations of the Bylaws of the ARTICLE XV — Annual Convention
National PTA, the State PTA or their own bylaws or
other practices or activities that may tend to defeat the Section 1. There shall be an annual convention meeting
Purposes and/or basic policies of PTA, and shall make of the State PTA in April or May. The time, place and
prompt report to the Board of Directors of the results of any proposed business to be addressed at the meeting
such review and of its recommendation for action. shall be determined by the Board of Managers
(exception: Article XII, Section 4). Proposed business
Section 3. The Board of Directors shall give due may include, but is not limited to; election of officers,
consideration to the report of the committee and shall California State PTA bylaw amendments, the California
accord the constituent organization an opportunity to be State PTA Legislation Policies and California State PTA
heard and to respond to the report. If, upon such Legislation Platform, and resolutions. The Board of
consideration and hearing, the Board of Directors finds a Managers shall publish a CALL to convention including
violation by a constituent organization, it may, by a two- all proposed business to be sent to all associations
thirds vote of its members then in office, place the comprising the State PTA at least thirty (30) days prior to
constituent organization on probation and require the convention. Written notification of emergency business
constituent organization to take appropriate action within being presented for consideration at the annual
a period of time stipulated by the Board of Directors. convention meeting shall be given to delegates twenty-
When such a requirement has been made by the Board four (24) hours in advance.
of Directors, and if the recommended action is not taken
within the allotted period of time, the Board of Directors Section 2. One-third (1/3) of the delegates registered
may, by a two-thirds vote of its members then in office, and eligible to vote at the annual convention and
grant the constituent organization an extension of time representing a majority of district PTAs shall constitute a
not less than six (6) weeks nor more than eighteen (18) quorum.
months in which to achieve satisfactory compliance with
the action required by the Board of Directors. Section 3. At the annual convention meeting, the
delegates shall be
If it becomes necessary to withdraw the charter from a
unit or withdraw the acceptance from a council or district
California State PTA Toolkit – May 2016 K28 Know the PTA
a. Members of the Board of Managers, including the d. The decision shall be reported to the membership
parliamentarian and the district PTA presidents; at the next general meeting.
b. Three delegates or their alternates elected from e. The hearing shall be held immediately should the
each district PTA executive board, one of the offense occur on the final day of convention.
delegates being the president-elect in an election
year; Section 7. In cases of extreme emergency the Board of
Managers shall have the power to limit the length of the
c. One delegate or alternate elected from each session of the annual convention of the State PTA and
council executive board, in addition to the council make such other changes in the rules governing the
president or president-elect, or elected alternate; convention as shall be necessary to conform to the
abridged time of the convention.
d. Accredited delegates elected in proportion to
association membership according to Article XV, Section 8. The Board of Managers by a two-thirds (2/3)
Section 5 of these bylaws in addition to the local vote of its members then in office may cancel or defer
association presidents or presidents-elect or their any annual convention when it deems such action to be
elected alternates; and required by the existence of a national or statewide
emergency. Such action may be taken by the president
e. Past State presidents. on his own responsibility after polling the members of the
Board of Managers to the extent reasonably possible
Section 4. The privilege of making motions, debating under the then existing circumstances when the
and/or voting at convention shall be limited to delegates emergency is such as to render it impracticable to
having a current membership card and evidence of, or convene a meeting of the Board. During the existence of
receipt for, payment of convention registration fees as such emergency the Board of Managers may adopt such
determined annually by the Board of Managers. measures for the conduct of the affairs of the State PTA
as it may deem to be required without regard to the
A delegate shall serve only at the convention for which restrictions or limitations of these bylaws.
elected.
ARTICLE XVI — National Convention
Section 5. Each association in good standing is entitled
to be represented at the annual convention meeting by Section 1. The State PTA shall be entitled to accredit to
the president-elect or president or elected alternate and the annual convention as its delegates:
one additional elected delegate. Each association of
over 250 memberships but less than 501 is entitled to a. The president of the State PTA;
two elected delegates in addition to the president-elect
or president. An association which has a membership of b. One additional delegate from among the members
501 but less than 751 is entitled to three elected of the State PTA for each one thousand members,
delegates in addition to the president-elect or president. or major fraction thereof, of the State PTA, as
Associations that have memberships of 751 or more shown on the books of the treasurer of the National
may send four elected delegates in addition to the PTA as of March 31 preceding the annual
president-elect or president. In no case shall an convention.
association be entitled to more than a total of four
elected delegates in addition to the president-elect or Section 2. The selection of these delegates and their
president. alternates (other than the president of the State PTA,
who shall be a delegate ex officio) shall be authorized by
A delegate shall not be allowed to represent more than the Board of Managers. Procedures for the selection of
one association and must have been a member of that delegates and distribution of credential cards allocated
local association at least thirty (30) days prior to to the State PTA shall be specified in the Standing Rules
convention or a member of a feeder school where and Procedures of the Board of Managers.
applicable. This shall not apply to associations organized
within ninety (90) days prior to convention. ARTICLE XVII — Fiscal Year and Audit
Section 6. A delegate serving in an official capacity from Section 1. The fiscal year shall be from July 1 to June 30,
the opening of the first general meeting to the close of inclusive.
convention may have his delegate status removed for
actions contrary to the bylaws, policies or procedures of Section 2. The books and financial records of the
the organization. California Congress of Parents, Teachers, and Students,
Inc., shall be audited at the close of the fiscal year and at
A disciplinary committee appointed from the State Board any other time deemed necessary by the Board of
of Managers shall serve as the official body in all cases Managers. The audit shall be performed in accordance
where due process must be applied and shall have the with the Nonprofit Integrity Act of 2004 (SB 1262 – Sher,
power to terminate a delegate’s status in accordance Chapter No. 919, Statutes of 2004). The report of the
with the following procedures: regular audit shall be made to the Board of Managers
not later than the January/February board meeting. The
a. The charge in writing and signed by fifteen (15) report of any specially ordered audit shall be made to the
delegates shall be presented to the president. Board of Managers at its next regular meeting.
b. The notice of the charge, time and place of hearing Section 3. An audit committee shall be appointed each
shall be presented to the delegate. term by the board of directors and ratified by the board
c. The delegate hearing shall be conducted by the
disciplinary committee and a decision rendered by
the committee.
Know the PTA K29 California State PTA Toolkit – May 2016
of managers, consisting of Board of Managers members ARTICLE XIX— Amendments
with financial experience, and exclusive of the president
and treasurer and any authorized check signer, as Section 1. These bylaws may be amended at any annual
stipulated in the Nonprofit Integrity Act of 2004 (SB 1262 convention by a two-thirds (2/3) vote provided there shall
– Sher, Chapter No. 919, Statutes of 2004). The have been published in the CALL for convention a copy
chairman of the audit committee may not be a member of the proposed amendment or amendments.
of the budget committee and members of the budget
committee must be a minority of the audit committee. HHH Section 2. The adoption of an amendment to any
Members of the audit committee may not receive any provision of the bylaws of the State PTA identified by a
compensation from the California State PTA other than triple star shall serve automatically and without the
as members of the Board of Managers and they may not requirement of further action by the constituent
have any material financial interest in any entity doing organizations to amend correspondingly the bylaws of
business with the organization. The audit committee each constituent organization. Notwithstanding the
shall be responsible for recommending to the Board of automatic character of the amending process, the
Directors: constituent organizations shall promptly incorporate such
amendments in their respective bylaws.
a. retention and termination of the independent
auditor; Section 3. The adoption of an amendment of any
provision of the bylaws of the State PTA identified by a
b. the auditor’s compensation; double star sign (HH) shall automatically, and without
the requirement of further action by the constituent
c. determination, in consultation with the auditor, that organizations, amend correspondingly the bylaws of
the affairs of the California State PTA are in order, each constituent organization. Notwithstanding the
and automatic character of the amending process, the
constituent organizations shall promptly incorporate such
d. review and approval of the audit. amendments in their respective bylaws.
HHH ARTICLE XVIII — Parliamentary Authority Explanation of Starred Articles and Sections
The rules contained in the current edition of Robert’s Articles and Sections designated with a double star sign
Rules of Order Newly Revised shall govern the National (HH) indicate provisions in the bylaws that are required
PTA and its constituent organizations in all cases in by the California Corporations Code. Triple stars (HHH)
which they are applicable and in which they are not in indicate provisions in the bylaws of the California State
conflict with these bylaws, and the Bylaws of the PTA and National PTA that are to be included in unit,
National PTA, or the articles of incorporation and the council and district PTA bylaws where appropriate.
Nonprofit Public Benefit Corporation Law of the State of
California.
California State PTA Toolkit – May 2016 K30 Know the PTA
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
FINANCE TAB
Know the PTA K31 California State PTA Toolkit – May 2016
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
FINANCE TAB
California State PTA Toolkit – May 2016 K32 Know the PTA
Finance
These finance tools help financial officers of unit, council, and district PTAs gain a better understanding of
their responsibilities, keep and maintain accurate records, and exercise proper control of all PTA monies.
Sound financial procedure must be a prime concern of the treasurer as well as all officers and chairmen.
Although fund-raising is not a Purpose of the PTA, funds must be raised to carry on the work of the
organization. Each PTA should raise only the funds necessary to conduct annual activities and projects
as outlined in the PTA’s adopted budget. Fundraisers should be planned to meet all budget expenditures,
including special projects and funds for emergencies.
Remember that providing adequate public school facilities, supplies, and programs is the responsibility of
the taxpayers, not the PTA. Public officials must remain responsible for providing each and every student
with the resources necessary for an equitable, quality education.
TABLE OF CONTENTS
Policies and Procedures
Fiduciary Responsibilities ................................................................................................................. F5
Signs of Good Financial Health ........................................................................................................ F5
Sample Financial Calendar of Activities ........................................................................................... F5
Records Retention Schedule and Destruction Policy ....................................................................... F6
Commingling of Funds...................................................................................................................... F7
Fiduciary Agreements and Gifts to School ....................................................................................... F7
Contracts .......................................................................................................................................... F8
Home Harmless Agreements ........................................................................................................... F8
Miscellaneous Operating Information ............................................................................................. F8
Special Request for Professional Opinion ........................................................................................ F8
PTA-Provided Baby-Sitting Services ................................................................................................ F8
Handling Requests for Relief Assistance ......................................................................................... F9
School Bond and Other Ballot Measure Campaigns ........................................................................ F9
Financial Officers
Financial Officers.............................................................................................................................. F9
Treasurer Duties............................................................................................................................. F10
Financial Secretary Duties.............................................................................................................. F10
Auditor Duties ................................................................................................................................. F11
President Financial Duties.............................................................................................................. F11
Secretary Financial Duties.............................................................................................................. F11
Vice President/Chairman Financial Duties ..................................................................................... F11
Financial Officer Transition............................................................................................................. F12
Records, Reports and Forms
Contents of the Treasurer’s Records.............................................................................................. F12
Computer-Generated Financial Records........................................................................................ F12
Guidelines for Computer Use ......................................................................................................... F13
Budget ............................................................................................................................................ F13
Treasurer’s Report.......................................................................................................................... F13
Financial Secretary’s Report .......................................................................................................... F14
Auditor’s Report.............................................................................................................................. F14
Annual Financial Report ................................................................................................................. F14
Unit Remittance Form..................................................................................................................... F14
Cash Verification Form ................................................................................................................... F14
Payment Authorization/Request for Reimbursement Form ............................................................ F14
Workers’ Compensation Annual Payroll Report ............................................................................. F14
Finance F1 California State PTA Toolkit – May 2016
Banking
Banking........................................................................................................................................... F15
Bank Statements ........................................................................................................................... F15
Outstanding Checks ....................................................................................................................... F16
Deposits.......................................................................................................................................... F16
Bank Cards/ATM and Credit Cards ................................................................................................ F16
Petty Cash ...................................................................................................................................... F16
Savings Account............................................................................................................................. F16
Income and Expense
Income .............................................................................................................................................. F17
Handling PTA Funds ...................................................................................................................... F17
Providing Documentation to Donors............................................................................................... F17
Returned Not-Sufficient-Funds Checks .......................................................................................... F18
NSF Checks Bookkeeping Procedures .......................................................................................... F18
Non-Dues Revenue ........................................................................................................................ F18
Financial Procedures for the Internet ............................................................................................. F18
Expenditures .................................................................................................................................... F19
Check Request System: Payment Authorization/Request for Reimbursement.............................. F19
Authorization Procedure – Funds Budgeted But Not Authorized ................................................... F19
Unbudgeted Expenditures .............................................................................................................. F19
Financial Procedures for the Internet ............................................................................................. F20
Request for Advance ...................................................................................................................... F20
Stale Dated Checks........................................................................................................................ F20
Budgeting
Developing the Budget ................................................................................................................... F21
Recommended Budget Line Items ................................................................................................. F21
Funds Not Belonging to the Unit..................................................................................................... F22
Approving the Budget ..................................................................................................................... F22
Amending the Budget ..................................................................................................................... F22
Protecting PTA Tax Exemption ...................................................................................................... F22
Fundraising
Local Requirements for Fundraising............................................................................................... F22
Standards for PTA Fundraising ...................................................................................................... F22
Fundraising Committee Responsibilities ........................................................................................ F23
Committee Procedures................................................................................................................... F23
Fundraising Inventory Management ............................................................................................... F23
Noncommercial Policy .................................................................................................................... F23
Sponsorship versus Endorsement.................................................................................................. F23
Selecting Appropriate Fundraising Activities .................................................................................. F25
Obtaining Grants ............................................................................................................................ F27
Programs at Schools
PTA Funds versus School Funds ................................................................................................... F28
Field Trips....................................................................................................................................... F28
School Staff Positions..................................................................................................................... F28
Computers, Technology and Other Major Purchases .................................................................... F28
Academic Enrichment Programs .................................................................................................... F28
Personal Gifts ................................................................................................................................. F29
Hospitality ....................................................................................................................................... F30
Staff Appreciation ........................................................................................................................... F30
Volunteer Appreciation ................................................................................................................... F30
PTA and Education Foundations.................................................................................................... F30
California State PTA Toolkit – May 2016 F2 Finance
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