Emailing Toolkit-1

Treatment Centers for the Sexually Abused (1978) R .....................................................................................................................CC/H
Violence and Vandalism (1980) R....................................................................................................................................................... CC
Violence in the Home (1977) R ........................................................................................................................................................CC/F
Violence Prevention in Schools (1999) R............................................................................................................................................ CC

VOUCHERS
Education: Opposing Vouchers, Tuition Tax Credits and Deductions as Systems of Education Aid (2010) PS ...................................E
Education: Support of Public Education (2010) PS................................................................................................................................E
Tuition Tax Credits (1982) R*.................................................................................................................................................................E

WEAPONS
Ban on Military Assault-Type Weapons (1989) R ............................................................................................................................... CC
Ban on the Manufacture and Sale of Saturday Night Specials/Junk Guns (1997) R .......................................................................... CC
Firearm Safety and Awareness (1995) R............................................................................................................................................ CC
Firearm Safety Devices (1999) R........................................................................................................................................................ CC
Firearms and Assault Weapons (2011) PS......................................................................................................................................... CC
Licensing and Registration of Handguns (2000) R ............................................................................................................................. CC
Paintball Gun Control (1993) R ........................................................................................................................................................... CC
Toy Look-Alike Guns (2009) PS.......................................................................................................................................................... CC
Weapons on Campus (1973) R .......................................................................................................................................................... CC

YEAR-ROUND EDUCATION
Forming a Committee to Study and/or Implement Year-Round Education (2010) G.............................................................................E
Year-Round Education (2011) PS..........................................................................................................................................................E

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California State PTA Toolkit – May 2016 A100 Advocacy

Running Your PTA

In both schools and communities, PTA volunteers are recognized as leaders and advocates. PTA
includes an ever-changing set of volunteers, and developing leadership skills is an important step toward
creating successful activities and programs and managing the business needs of the PTA.

For officers, chairmen, and program coordinators, the PTA provides opportunities for both students and
adults to become effective leaders. Within this section, you will find tools designed to train new PTA
leaders to serve effectively as officers and chairmen.

TABLE OF CONTENTS

Basic Policies ............................................................................................................R3

Basic Policies for All PTAs ...............................................................................................................R3
Noncommercial Policy ......................................................................................................................R3
Nonsectarian Policy..........................................................................................................................R3
Nonpartisan Policy............................................................................................................................R3
Working with the Schools .................................................................................................................R4
Working with School Support Groups...............................................................................................R5
Cooperating with Other Organizations .............................................................................................R5

Governance and Operations of the California State PTA ..............................................................R5
California State PTA Officers and Commissions ..............................................................................R7
Service to Unit, Council, and District PTAs ......................................................................................R8
California State PTA Brief Statements on Current Issues ................................................................R9

Meetings ................................................................................................................... R17

Association Meetings......................................................................................................................R17
Compliance with Americans with Disabilities Act ...........................................................................R18
Program Planning...........................................................................................................................R18
Suggestions for Program Format ...................................................................................................R19
Announcements and Materials .......................................................................................................R19
Conducting PTA Meetings..............................................................................................................R19
Parliamentary Procedure................................................................................................................R22
Eight Steps to Making a Motion......................................................................................................R22
Amendments ..................................................................................................................................R22
The Agenda ....................................................................................................................................R22
Evaluation .......................................................................................................................................R23

Attending Convention and Conferences .......................................................................................R23
State Convention ............................................................................................................................R23
National Convention .......................................................................................................................R24
Outside Conferences......................................................................................................................R24

Nominations and Elections ....................................................................................R24

Electing the Nominating Committee ...............................................................................................R24
Selecting Nominees........................................................................................................................R26
Contacting Nominees .....................................................................................................................R26
The Election....................................................................................................................................R26
Questions and Answers..................................................................................................................R28

Planning and Organizing ........................................................................................R28

Guide to Executive Leadership ......................................................................................................R28
Executive Board .............................................................................................................................R29
Conflict of Interest Policy ................................................................................................................R29
Brainstorming .................................................................................................................................R30
Goal Setting....................................................................................................................................R30
Procedure Book..............................................................................................................................R31
PTA Records ..................................................................................................................................R31
Involving School Administrators and School Community ...............................................................R31

Running Your PTA R1 California State PTA Toolkit – May 2016

Responsibilities of Officers and Chairman......................................................................................R33
Professional Governance Standards..............................................................................................R33
Whistleblower Policy.......................................................................................................................R34
Recommended Officers and Chairmen ..........................................................................................R35
President ........................................................................................................................................R35
Secretary ........................................................................................................................................R39
Historian .........................................................................................................................................R39
Parliamentarian ..............................................................................................................................R40
Committee Development and Guidelines......................................................................................R41
Committee Member Selection ........................................................................................................R41
Committee Meetings.......................................................................................................................R42
Delegating ........................................................................................................................................R42
Tips for Success .............................................................................................................................R42

Bylaws for PTAs in California ................................................................................R43

Changing Bylaws............................................................................................................................R43
Standing Rules ...............................................................................................................................R43
Conflict Management......................................................................................................................R43
Controversial Issues in Association Meetings ................................................................................R44
Violations of PTA Bylaws, Policies, or Procedures.........................................................................R45

Historian Report ......................................................................................................R47

Historian Report .............................................................................................................................R47

Communications .....................................................................................................R48

Purpose of PTA Communications..................................................................................................R48
Communicating Strategically .........................................................................................................R48

Communicating With Confidence – Public Speaking .....................................................................R48
Communications Basics for PTA Leaders ......................................................................................R48
Talking Points .................................................................................................................................R49
Representing PTA ..........................................................................................................................R49
Resources ......................................................................................................................................R49
Communicating with Confidence – PTA Publications .................................................................R49
PTA Publication Types ...................................................................................................................R49
Plan PTA Communications.............................................................................................................R49
Guidelines for PTA Publications .....................................................................................................R50
Electronic Communications ............................................................................................................R51
Print Communications ....................................................................................................................R52
Publicizing PTA to the Larger Community ....................................................................................R52
Promote PTA ..................................................................................................................................R52
Speaking with the Media ................................................................................................................R53
Media Interview Tips.......................................................................................................................R53
Guidelines for Communications Leaders......................................................................................R53
Digital Literacy .................................................................................................................................R54
Social Media Guidelines for PTAs in California............................................................................R54
Social Media Guidelines for PTA Leaders and Members in California .......................................R55

FIGURES

R-1 Organizational Flow Chart ...............................................................................................................R6
R-2 Sample Agenda and Meeting Planner ..................................................................................... R20-21
R-3 Sample Request for Use of Copyrighted Material..........................................................................R56
R-4 Sample e-newsletter ......................................................................................................................R57
R-5 Sample Press Release...................................................................................................................R58

California State PTA Toolkit – May 2016 R2 Running Your PTA

Basic Policies Nonpartisan Policy

Basic Policies for All PTAS PTA must never support or oppose political parties or
candidates, including those running for school boards on
Basic policies govern the activities of all PTAs. These nonpartisan slates. However, PTA may adopt a position
policies ensure a unity of purpose through the members’ expressing its support for or opposition to issues dealing
commitment to the Purposes of the PTA and help protect with the health, safety, education, or general well-being
the association and its members from exploitation. In of children and youth, but only to the extent permissible
addition, National PTA and California State PTA are tax with respect to the requirements of each PTA’s tax-
exempt under Internal Revenue Code Section 501(c)(3). exempt status. Nothing in the law or in PTA bylaws
As such, they maintain strict adherence to its prohibits members as individuals from exercising their
requirements in order to retain that exemption. civic responsibilities in personal and partisan ways,
including running for office.
The PTA is a noncommercial, nonsectarian, and
nonpartisan organization. These basic policies must be One of the Purposes of the PTA is “to secure adequate
part of every PTA’s bylaws. laws for the care and protection of children and youth.” It
is by educating its members – and through them, the
Noncommercial Policy general public – on issues affecting children and youth,
that PTAs can best influence the course of action of
All PTA bylaws, whether unit, council, district, state or those who make policy decisions, thereby achieving the
National, require the association to be noncommercial. Purposes of the PTA.

This noncommercial policy also means that the name PTA units may be involved in legislative activities.
“PTA,” which is a registered service mark, or the names
of its officers shall not be used in conjunction with the • By supporting or opposing local issues that affect
commercial activities of other organizations including, children or services to children in their respective
but not limited to, the promotion of their goods and communities based upon a study of the issue and a
services. This policy should be applied with judgment, vote of the association; and
discretion, and common sense, recognizing that it is not
meant to prohibit all contact or cooperation with such • By supporting California State PTA positions on
groups. legislation needed to achieve the Purposes of the
PTA.
Before accepting donations of goods or services, a PTA
organization, at any level, should consider whether such In order for PTAs to retain tax-exempt status and
acceptance might be construed as an endorsement of continue to receive tax-deductible contributions, under
the provider. Internal Revenue Code (IRC) Section 501(c)(3), they
may not (1) devote more than an insubstantial part of
Nonsectarian Policy their activities to influence legislation; (2) participate in
any political campaign on behalf of or in opposition to a
The National PTA and its unit, council, district and state candidate for national, state, or local public office.
PTAs welcome into membership people representing a
diversity of cultures, ethnic backgrounds, and political A unit’s failure to comply with these restrictions may
and religious beliefs. Creed, color, race and economic endanger council, district, State and National PTAs’ IRC
status are irrelevant to qualification for membership. PTA 501(c)(3) status. For further information on IRS reporting
should be hospitable to all — supporting no one religion requirements and options, see Advocacy Chapter.
over another and according each faith equal respect and
consideration. Policies of the PTA as an organization are in no way
intended to infringe on any member’s rights as an
The Purposes of the PTA acknowledge the importance individual.
of spiritual faith in the development of children and
youth. See Bylaws for Local PTA/PTSA Units, Article III, Sections
a, b, and c, and the National PTA Quick Reference Guides
As a private association, PTA has the right to offer for detailed information on the basic policies.
inspirational messages to open or close its meetings;
however, such messages by PTA leaders should be The PTA is a noncommercial, nonsectarian and
inspirational rather than sectarian, recognizing that in nonpartisan organization.
this pluralistic nation, not all members share the same
beliefs. Poetry, quotations from great men and women, Partisan, as defined by the PTA, includes any election
uplifting anecdotes, and moments of quiet meditation involving a candidate — even for “nonpartisan” offices such
can serve to focus concern for and dedication to as a school board or city council.
improving the lives of children and youth.
A PTA Leader’s Role in Election Endorsements
PTA leaders should be well aware of their school
district’s policy regarding celebration of religious holidays PTA members are often the individuals with the most
and should work closely with school administrators to knowledge and awareness of their communities’ needs.
observe whatever guidelines have been established. Their community activities qualify them to take
leadership roles in election campaigns. However, PTA
leaders who are considering taking a leadership role on
behalf of a candidate are strongly urged to avoid even
the appearance that their private activities have, in any

Running Your PTA R3 California State PTA Toolkit – May 2016

way, the endorsement, approval, or support of PTA. PTA leaders who consider public office while they serve
Discretion must be used by the current PTA president, as PTA spokesmen are urged to weigh the impact their
because he/she is the official spokesperson for the PTA candidacy, appointment, or election could have on PTA’s
organization. tax-exempt status.

Activities on behalf of any candidate must be conducted Members who choose to seek public office may neither
separately and apart from any activities of the PTA request nor receive PTA endorsement at any time, but
association. A current PTA officer/board member may may list their PTA service as part of their qualifications.
not use his/her title or the name of the PTA to
endorse: Neither government regulations nor PTA policy prohibit
unit, council, district or State PTA officers and other
• a ballot measure on which PTA has not taken a leaders from serving on commissions or other boards
position; and active in areas of concern to the PTA, provided that such
membership is not designed to support partisan interests
• any candidate even for purposes of identification (i.e., those of any political party or candidate).
in print, electronic, or website candidate literature
(e.g., campaign mailer, ballot statement, candidate Nonpartisan Policy and Membership on School
stationery). Boards

A current or former PTA officer/board member must not The California State PTA recognizes the fact that the
use his/her title, the name of the PTA or the trademark of experiences and interest gained by its members through
PTA in any election venue unless authorized by a vote of participation in PTA activities make them particularly
the association, following a study of the issue. qualified to serve the community as members of local
school boards of education.
Although federal election regulations do not prohibit the
use of organizational affiliation for identification PTA officers may serve as members of school boards as
purposes, the California State PTA sets a standard long as they do not seek PTA endorsement to support
which is higher than law. Failure to comply may result in their election. If a PTA officer runs for a school board, no
a violation of California State PTA policy. endorsement by the PTA should be given or implied.
The inclusion of a reference to PTA service or honors on
For the purpose of this policy, all elections involving a list of the candidate’s qualifications for office is
candidates are defined as partisan elections, even those permitted.
for “nonpartisan” offices such as school board or city
council. Any activity in support of any specific candidate for a
school board position on the part of any local parent-
Use of a PTA’s name or the PTA trademark with teacher unit, council, district, or state PTA branch is
participation in any partisan activity will endanger PTA’s prohibited under the nonpartisan policy of the National
nonprofit status. PTA and the California State PTA.

Candidates and Issues Forums Working with the Schools

During the course of a campaign, candidates for public National PTA believes that the public schools, which
office do not discuss political or legislative matters at provide the common experience that helps ensure a
PTA meetings unless appearing at a candidates forum, democratic society, are essential and must be
where all candidates for designated offices have been strengthened and supported. It also believes that
invited to speak. parents and other adults have the right to join together to
positively affect the education of all children through
PTAs may conduct candidates forums alone or as part of membership in groups such as PTA.
a coalition with other nonpartisan groups. All candidates
for a specific office must be invited to present their The National PTA Board of Directors states all PTAs
views. Whether or not a candidate chooses to appear is have certain organizational rights, which are to function
the decision of each candidate. A nonpartisan moderator as an independent, nonpartisan, child advocacy group;
should be in charge of the meeting, and fair procedures seek enactment of policies and practices that protect
must be established and agreed to in advance. Similar children and youth; participate in making decisions
procedures should be followed for an issues forum (For affecting policies, rules, and regulations; and meet with
more information see Local Candidates Forum section appropriate school officials to discuss matters of mutual
and Fig. A-3). concern affecting children.

PTA Leaders Seeking Election to Public Office In turn, National PTA believes that PTA members have
the responsibility to do the following: protect access to
The California State PTA recognizes the fact that the quality education for all children; seek information on
experience and interest gained by its members through policies, curriculum, and laws that affect children; share
participation in PTA activities make them particularly accurate information with its members and the school
qualified to serve the community as elected officials. community; know, help, and interact with teachers and
administrators; accept responsibilities willingly to ensure
PTA officers and those members who are likely to be that the PTA is strong and active; work within both the
recognized locally as being active PTA spokesmen or PTA and the school in a constructive manner; maintain
leaders, and who choose to enter the political or respect for democratic procedures and a tolerance for
legislative arenas in their private (i.e., non-PTA) the diversity of opinions; work in partnership with school
capacities, are strongly urged to avoid even the
appearance that their private activities have, in any way,
the endorsement, approval, or support of the PTA.

California State PTA Toolkit – May 2016 R4 Running Your PTA

professionals to determine appropriate levels of • Encompass all other mandated advisory groups within
programs and services; and participate in making its organization.
decisions affecting policies, rules, and regulations.
• Act as a council of advisory groups.
PTAs should ensure that the process for establishing
school policy is clear and provides an opportunity for the • Cooperate on special projects with any agency or
public to express its concerns. organization with compatible policies, but do not enter
into membership with any other group.
PTAs should maintain contact with school board
members as well as school administrators and other • Encourage public thinking and understanding in the
school professionals; establish and maintain lines of decision-making process for establishing school
communication between and among its members, the policy.
school staff, and the school board; attend school board
meetings regularly and report on the proceedings to the • Establish and maintain lines of communication among
PTA membership; and make statements representing the PTA membership, school administration, and
the PTA to a school board only after official authorization school board.
by that PTA.
• Provide the PTA membership and the general public
A unit, council, or district PTA may present its criteria for opportunities for study and discussion of school issues
any employee position to the school board. A PTA and policies (school finance, negotiations, curriculum,
should appoint a representative when invited to serve on etc.).
a personnel selection and/or promotion committee.
Neither the unit, council or district PTA nor its executive • Attend school board meetings regularly and report
board members may become involved in personnel back to the PTA membership regularly.
assignments. Such assignments are the legal
responsibility of school boards. • Ensure that any statement on behalf of PTA is made
after study and after official authorization has been
PTA Use of School Facilities granted for its presentation.

PTAs frequently use school district facilities for programs Cooperating with Other Organizations
and fundraising activities. One should never sign a Hold
Harmless Agreement on behalf of the PTA. If the school Community betterment is one of the chief aims of PTA
district requires the PTA to sign a Hold Harmless endeavors. This can be brought about through
Agreement for use of school premises, the PTA should cooperation with other agencies that are doing child
contact the California State PTA insurance broker. If the welfare work in the community (Community
PTA is then directed by the insurance broker to sign a Organizations, Co-sponsorship, and Coalitions).
Facilities Use Permit Addendum one may be found in
the Forms Chapter. The governing board of any school Governance and Operations of
district is obliged to authorize use of school facilities or the California State PTA
grounds within its control, when an alternative location is
not available, to nonprofit organizations including PTAs. The work of the California State PTA is carried out by
the California State PTA Board of Managers, composed
Any school district authorizing use of school facilities or of the elected and appointed officers, the director of
grounds shall be liable for any injuries resulting from legislation, the immediate past president,
negligence of the school district in the ownership and commissioners, legislative advocates, district PTA
maintenance of those facilities or grounds. Any group presidents, consultants, and National PTA board
using the school facilities or grounds are liable for any members residing in California.
injuries resulting from the negligence of the group during
the use. The school district and the group each bear the Their work is accomplished by ten commissions and
cost of insuring against its respective risks and shall standing and special committees (Organizational Flow
bear the cost of defending itself against claims. (See Chart Fig. R-1).
Insurance and Loss Prevention Guide.)

facilities use permit: A permit required by most school
districts that, when approved, authorizes the PTA to use
school site facilities.

Working with School Support Groups

PTAs can work with school support groups in the
following ways:

• Be the volunteer link accountable for school and
community.

• Operate independently of the school system without
benefit of government funds or government controls.

• Serve as the single advisory group.

Running Your PTA R5 California State PTA Toolkit – May 2016

Organizational Flow Chart

PTA members in California

Annual California State PTA Convention

The annual convention meeting affords the membership, acting through its accredited delegates, an opportunity to
participate in:

• electing officers;
• approving bylaws amendments;
• adopting resolutions; and
• voting on the Legislation Platform and Legislation Policies.
It is held for the transaction of certain association business and for the instruction, information, and inspiration of the
membership.

q q

BOARD OF DIRECTORS: t working through u BOARD OF MANAGERS:
president elected and appointed officers
president-elect commissioners, including students
nine commission vice presidents legislation advocates
secretary district PTA presidents*
treasurer (chairs Finance Commission) consultants
parliamentarian (appointed) immediate past president
director of legislation (appointed) National PTA board members residing in
chairman of district PTA presidents
California
(elected by district PTA presidents) *representing units and councils from their

q respective areas of state

q

Commissions dealing primarily with internal, Commissions dealing with issues:

organizational matters: Community Concerns
Leadership Services Education
Programs and Member Services Health

Membership Family Engagement
Communications
Convention

Finance

q q

Committees meeting regularly: Committees on-call:
Annual Audit
Bylaws Annual Budget
Legislation Arts Committee
District PTA Presidents Board Development
Resolutions
Student Involvement Convention Management
Convention Steering
__________________________ Diversity and Inclusion

Fig. R-1 Organizational Flow Chart Grievance
Honorary Service Award
Legislation Action

Library
Resource Development
Scholarship and Grant

Special Needs
Special Projects

California State PTA Toolkit – May 2016 R6 Running Your PTA

California State PTA Officers and • Achievement Gap
Commissions
• Truancy
The ten commissions can be classified into two groups:
(1) those dealing primarily with internal, organizational • Mental health
matters: convention, leadership services, membership,
programs and member services, communications, and Because PTAs are at the center of their communities,
finance; and (2) those dealing with external issues in the Community Concerns Commission encourages
which PTA has a vital interest: community concerns, PTAs and PTSAs to advocate so that the mission of the
education, health and family engagement. PTA is moved forward.

The commissions are chaired by vice presidents elected For authority on issues see the Resolutions book and
biennially by the PTA membership at the annual position statements available at capta.org
convention meeting in odd-numbered years.
Commissioners are appointed members who serve Convention Commission
during the administration. The treasurer serves as
chairman of the finance commission. The Convention Commission plans, implements, and
evaluates the annual California State PTA Convention. It
The California State PTA constantly assesses children’s coordinates all support services with the convention
needs to determine where and how PTA action should center and contracted vendors, including audiovisual
be initiated or intensified. State convention resolutions, requirements, decorating needs, security, transportation,
letters, and results of studies from unit, council, and and setup of the convention site to established
district PTAs as well as National PTA programs and specifications.
priorities provide direction to the California State PTA
Board of Managers. Each commission develops its plan Considering the goals and objectives of the president,
of action based on the goals and priorities of the the commission develops the convention program and
association. designs publications for distribution to the delegates;
evaluates the logistics of registration to facilitate the
The work of the commissions is facilitated through process for delegates; establishes the prospectus for
special committee studies and cooperation with exhibitors, both commercial and nonprofit; and ensures
statewide allied groups, agencies, and coalitions whose compliance with legal aspects related to vendors. The
goals are similar to PTA’s. Each commission is commission is responsible for coordinating, across all
responsible for providing leadership and education to commissions and committees, the development and
unit, council, and district PTAs to help implement the evaluation of conferences that stimulate, educate, and
projects and activities that fall within its area of concern. train delegates, and must evaluate the budget to
Through PTA in California, the website (capta.org), and determine applicable costs for delegates and exhibitors
other avenues of communication, unit, council, and and provide input to the treasurer.
district PTAs are kept informed of current projects, the
progress of studies, and the initiation of new projects. Education Commission

Communications Commission The Education Commission focuses on policies, pending
legislation and education trends affecting public
The Communications Commission is responsible for education. Education commissioners represent the
internal and external California State PTA publicity. Its California State PTA on numerous statewide coalitions
work includes news releases and news conferences; and committees to bring the parent perspective to
radio and TV appearances by California State PTA policymakers and the public. The commission provides
Board of Managers members; website maintenance tools and information to actively engage PTAs
(capta.org); social media outreach; and development, throughout California in local and statewide efforts to
design, and publication of print and digital ensure that every child has the opportunity for an
communications including PTA in California, PTA excellent education.
Connects, and SMARTS. It is responsible for concerns
related to mass media and their effects on children, Finance Commission
youth, and families.
The Finance Commission is responsible for developing,
Community Concerns Commission reviewing and updating California State PTA guidelines,
policies, and procedures related to the financial
The Community Concerns Commission deals with a management of PTAs. Its work includes providing
variety of concerns within the home, school and information regarding compliance with the financial
community that affect children and their families requirements of the PTA bylaws, and the State of
including but not limited to: California and IRS tax regulations. The commission
develops materials and tools used in training financial
• School and Community Safety officers to carry out their job duties more effectively and
assist them in providing for the financial well-being of
• Substance Abuse Prevention individual PTAs.

• Juvenile Justice Health Commission

• Violence in Social Relationships The Health Commission works to promote the
development of lifelong, positive, health-related
• Environmental Issues attitudes, knowledge and behaviors through science-
based, preventive health education and health literacy in
• At risk youth the areas of personal health; consumer and community

Running Your PTA R7 California State PTA Toolkit – May 2016

health; injury prevention and safety; alcohol, tobacco coordinator positions include those concerned with the
and other drugs; nutrition; environmental health; family National PTA Reflections Program, Founders Day,
living; individual growth and development; and historian’s work, scholarships and grants, and awards.
communicable and chronic diseases. The commission
promotes the use of engaging instructional strategies for Family Engagement Commission
all students and supports coordinated school-health
collaborations among parents, schools, communities, The Family Engagement Commission acknowledges
institutions, agencies and organizations, which are parents as the first teachers of their child and realizes
essential to the health and academic success of the integral role that parents play in the total
California’s children and youth. development of the child.

Leadership Services Commission The commission supports parents/guardians and family
caregivers by strengthening/teaching parenting skills and
The Leadership Services Commission is responsible for encouraging involvement in schools and at home,
strengthening and extending the work of PTA. Its supporting the understanding of childhood development
activities include providing opportunities for leadership stages, providing resource materials such as the Family
development and training to unit, council, and district Engagement Pocket Pal (in English and Spanish), and
PTAs; giving guidance in strengthening, organizing, networking with agencies and groups that focus on
reorganizing, and disbanding unit, council, and district parent involvement.
PTAs; and generally augmenting the influence and
public understanding of PTA, its purpose, and work. Student State Board Members

Legislation Team Student State Board Members serve as commissioners
on the California State PTA Board of Managers. Student
The Legislation Team includes the director of legislation, Commissioners are members of the Student
an advocate for federal issues, and state legislative Involvement Committee, assigned to a commission and
advocates who specialize in specific issues regarding included in the planning and presentation of student
education, family engagement, community concerns, involvement workshops. Involving youth on the California
and health as these affect children, youth and families. State PTA Board of Managers is part of California State
PTA’s commitment to training students as community
The team works closely with the commissions dealing leaders and advocates by giving students a voice and
with external issues. The commissions are responsible working with them on their concerns. For information on
for preparing background information and authority for applying to become a student state board member,
bills in their subject matter area and for recommending contact your district PTA president or go to the Student
appropriate action. Once a position has been adopted, Involvement web page at www.capta.org (Involving
the legislation team is responsible for all further actions Students).
on related legislation. This includes relaying information
on PTA positions to legislators and communicating PTA Service to Unit, Council, and District
action on legislation-related matters to the constituent PTAs
organizations of the California State PTA.
The California State PTA provides mailings,
Membership Commission subscriptions, publications, and supplies to unit, council,
and district PTAs.
The Membership Commission develops marketing
strategies to promote the value of PTA and increase Service Mailings
statewide membership, coordinates the membership
award program and encourages best practices to assist Current California State PTA and National PTA materials
units, councils and districts in building an informed team are compiled and distributed to unit, council, and district
of individuals that works on behalf of children and youth. PTAs to support planning and implementing programs
and projects. Presidents should become familiar with all
The commission promotes the expansion of outreach materials received and share the contents with the
and inclusion efforts that embrace the diversity of our executive board, giving specific items to officers and
communities, recognize that everyone has value, chairmen for their use.
provide a welcoming environment, build trusting
relationships; share information, and empower and Service mailings are distributed free to the following:
motivate members to successfully advocate for the unit, council, and district PTA presidents; council and
needs of students. district PTA counselors; district PTA officers and
committee chairmen; district PTA offices; California
Programs and Member Services Commission State PTA Board of Managers and Advisory Board
members.
The Programs and Member Services Commission
coordinates the implementation of programs offered California State PTA Newsletter
through California State PTA and promotes their use. It
also, promotes the use of programs offered through As a service of the California State PTA, PTA in
National PTA, and seeks out opportunities for new California, the official newsletter of the California State
appropriate and pertinent programs from other PTA, issued six times per year, is sent without charge to:
organizations. The commission also works with the unit and council presidents; council and district PTA
California State PTA office to review, promote, and counselors who hold no other board position; district
publish the materials of the California State PTA and to PTA board members; California State PTA Board of
coordinate service mailings containing this material to Managers and Advisory Board members; district PTA
unit, council, and district PTAs. Chairman and

California State PTA Toolkit – May 2016 R8 Running Your PTA

offices; California State PTA past presidents; county and Publications and Supplies
district superintendents of schools in California;
members of the State Board of Education; National PTA Both the California State PTA and National PTA prepare
Board members; state PTA newsletter editors; allied a great variety of published material for the benefit of
agencies; members of the state legislature; and others at PTA leaders and members. Publications are listed by
the discretion of the California State PTA president. subject area, with a brief description of how they may be
Others may subscribe annually or view the newsletter helpful in PTA work, in the List of PTA Materials,
online at www.capta.org. All subscriptions begin when available online at www.capta.org and in the Toolkit
payment is received and end with the final issue of the Introduction section. Costs of PTA publications for use of
year. officers and chairmen should be included in the annual
budget.
Our Children
Order forms with current prices are included in the List of
Our Children is published monthly by the National PTA PTA Materials in the Toolkit Introduction section. All
except for bimonthly issues of June/July, orders are subject to shipping and handling charges. For
August/September, and December/January (nine issues information on how to order materials or subscribe to
annually); it provides both in-depth coverage of PTA publications, refer to the Resources and
educational issues and news of PTA activities and Subscription page in the Introduction of the California
includes What’s Happening in Washington. State PTA Toolkit.

One subscription is entered automatically for each unit California State PTA Brief Statements
and sent directly to the president. Members of the on Current Issues
California State PTA Board of Managers, including
district PTA presidents, also receive subscriptions The California State PTA is a nonpartisan association
automatically. Others may subscribe annually from the that, in accordance with the third Purpose of PTA,
National PTA, www.pta.org. The subscription year advocates at both the state and local levels “to secure
begins with the August/September issue. adequate laws for the care and protection of children
and youth.” PTA takes positions on issues, but never on
Legislation Newsletters and Reports candidates. Nonpartisan means California State PTA
shall not be controlled by, associated with, or in support
Sacramento Update, a newsletter prepared and of the interests of any one political party or individual.
distributed by the California State PTA, reports on
current state legislation that affects the education, Refer to the California State PTA Toolkit, available in
health, safety and protection of children and youth and English and Spanish, and the California State PTA
includes a brief summary of federal legislation. It is Resolutions Book for more information on these topics
published five times annually in July, October, January, and PTA’s positions as summarized in these brief
February/March, and April/May and is distributed free to statements on current issues. Copies of the resolutions
the California State PTA Board of Managers. It is also and position statements are available on the California
posted on the California State PTA website, State PTA website, Advocacy Chapter (www.capta.org).
www.capta.org. Other resources include National PTA’s Quick
Reference Guides and the National PTA website,
The California State PTA Legislative Action Report is www.pta.org.
prepared following meetings of the Legislation Action
Committee, scheduled January through July, as References for each statement are listed in italics.
appropriate. It is distributed through the California State Position statements may be found in the California State
PTA Legislation Alert email listserv and posted PTA Toolkit and Resolutions in the Resolutions Book.
electronically on the California State PTA website. While the references listed below are not exhaustive, a
Updated information on PTA’s positions on proposed complete list of references can be found in the Advocacy
legislation can be accessed on the California State PTA Topic Index at the beginning of the Advocacy Chapter of
website, capta.org, Advocacy, Current Legislation Tabs. the Toolkit. PTA encourages its members to make a
thorough study of the position statements and
To subscribe to the California State PTA Legislation resolutions on which these brief issue statements are
Alert listserv, e-mail [email protected] or call based.
916.440.1985. The listserv includes members of the
California State Board of Managers, district PTA offices Arts in Education
and legislation chairmen, council presidents and PTA believes visual and performing arts should be a
legislation chairmen, and subscribers. basic and integral part of a balanced curriculum for all
students. PTA supports measures that would guarantee
Each week while Congress is in session, National PTA funding for high-quality arts education programs from
publishes This Week in Washington, a free electronic pre-kindergarten through grade 12.
newsletter, so that members and non-members can
learn about what’s happening in Washington, D.C., and POSITION STATEMENT:
about federal legislative issues of interest to child Arts in Education
advocates. To subscribe, visit the National PTA website,
www.pta.org/ia_newsletters.html.

RESOLUTIONS:

Education: A 21st Century Vision (2005)
Arts Education (1998)

Running Your PTA R9 California State PTA Toolkit – May 2016

Assessment POSITION STATEMENTS:
PTA believes that standards and assessment must be Education: Categorical Programs
integral parts of the instructional process. Content and Public Involvement in School Governance
performance standards should reflect the full range of
both knowledge and skills in specific subject areas, be Child Abuse
linked to the curriculum frameworks, and should indicate PTA supports building community awareness of the
levels of mastery of skills. The overall goal of any problem of child abuse, encouraging the development of
student assessment program should be to identify what services for abused children and abusers. PTA believes
students know and how well they can apply that schools, law enforcement, courts and social services
knowledge. Tests should not be limited to multiple agencies should work cooperatively in handling cases of
choice or true/false questions, but must provide a variety suspected child abuse. PTA supports education and
of ways for students to demonstrate what they have prevention programs to protect children from physical,
learned. PTA believes that the systemic analysis and sexual, verbal, psychological abuse or neglect. PTA
use of assessment data to guide instruction is a key supports training for school and law enforcement
factor in the improvement of student outcomes and in personnel to enable them to recognize, report and deal
closing the achievement gap. with the trauma of an abused child.

POSITION STATEMENT: POSITION STATEMENTS:
Assessment (Statewide) Child Abuse
Child Victims/Witnesses Rights
RESOLUTION:
Achievement: Eliminating the Gap (2009) RESOLUTIONS:
Longitudinal Integrated Statewide Data System (2008) Mental Illness: Treatment and Support (1999)
Student Assessment, Achievement and Accountability Treatment Centers for the Sexually Abused (1978)
(2000)
Child Care and Before- and After-School
Behavioral Health and Social Emotional Options for Children and Youth
Development PTA recognizes the need for a wide variety of programs
PTA believes that greater awareness is needed in and services to address the diverse child care needs of
understanding issues related to behavioral health and families throughout the state and the differing needs of
social emotional development. PTA believes such children of various ages. The PTA further believes that
concerns and other external and internal barriers to high quality before- and after-school programs for all
learning and teaching must include collaboration within children and youth can provide engaging and enriching
the school community. Collaboration is essential in environments. Employers should be encouraged to
planning and implementing a full range of interventions adopt policies to help meet the needs of families with
to promote behavioral health and social emotional children.
development, and provide a systemic approach to
prevention, early intervention, and treatment of POSITION STATEMENTS:
manifesting problems. Before- and After-School Options for Children and
Youth
POSITION STATEMENT: Child Care
Behavioral Health and Social Emotional Development
RESOLUTION:
RESOLUTIONS: Support for Quality Child Care (1986)
Increasing Counselor to Student Ratio in Schools
(2000) Children With Special Needs
Mental Illness: Treatment and Support (1999) PTA believes that all children with special needs should
Self-Esteem and Personal and Social Responsibility receive a free and appropriate public education in the
Awareness (1991) least restrictive environment possible. PTA further
Suicide Prevention Education and Awareness (1983) believes it is essential that state and federal
Treatment Centers for the Sexually Abused (1978) governments appropriate adequate resources to fully
fund all mandated special education programs and
Categorical Programs services.
PTA believes in local control of educational decisions
when it is in the best interests of students to make these POSITION STATEMENTS:
decisions locally, but supports the development and Education of English Language Learners
implementation of categorical programs to ensure that Funding of Mandated Programs: Effect on Public
the educational needs of all students are addressed. If Education
student needs are to be properly addressed under a
system that grants program flexibility to school RESOLUTIONS:
districts/local schools, the California Department of Individuals with Disabilities Education Act (IDEA)
Education must establish stringent guidelines and Underfunding (2007)
accountability standards to ensure that the focus on Learning Disabilities and Learning Disabilities in Gifted
student learning is maintained and that all children’s Children (2000)
educational needs are appropriately served. Attention Deficit Disorder in Children (1998)

California State PTA Toolkit – May 2016 R10 Running Your PTA

Choice in Education hardware, integrated curriculum, staff training, and
PTA believes it is important for parents, educators and funding.
community members to acknowledge that no one
educational program is best for all students. Parental POSITION STATEMENTS:
“choice” may be defined as giving parents the right to Mass Media and the Family
select their children’s schools from among a range of
possible options. PTA supports parental choice within RESOLUTIONS:
the public school system based on the academic and Internet Access for California Classrooms (2000)
individual education needs of students and on Online Safeguards for Internet Use by Children and
consideration for the child care needs of working Youth (1997)
parents. PTAs should work with school districts in Computer Technology in Education (1983)
seeking creative ways to provide alternative programs.
Delinquency Prevention
POSITION STATEMENTS: PTA supports delinquency prevention programs that
Education: Parental Choice in Public Schools include early identification of youth “at risk” and provide
Charter Schools the services necessary to support the physical, social,
mental and educational development of these children
Civic Mission of Schools and youth. Such programs should include the utilization
PTA recognizes the importance of understanding the of community resources for child and family counseling
rights and obligations of civic responsibility. PTA and the provision of educational assistance necessary to
supports increased collaboration between schools and ensure opportunities for success in school.
communities to promote responsible citizenship, and
urges PTA units, councils and districts to be active in POSITION STATEMENTS:
registering and encouraging young people to vote. Before- and After-School Options for Children and
Youth
RESOLUTION: Character Education
Support for the Civic Mission of Schools (2006) Delinquency Prevention
Prevention and Intervention Programs
Class Size Reduction
PTA believes that the introduction of a class size RESOLUTIONS:
reduction program in grades K-3 is a successful and Student Substance Abuse: Alternatives to Zero
historic first step in a long-range commitment to the Tolerance (2003)
educational needs of the children of California. Increasing Counselor to Student Ratio in Schools
Successful class size reduction must include a separate (2000)
physical area to accommodate each group of 20 Mental Illness: Treatment and Support (1999)
students and the assigned certificated teacher; flexibility
in class structure that may include combination classes; Disaster Preparedness and Emergency
minimal flexibility in class size providing the school-wide Planning
average class size reduction is maintained; assignment PTAs should work with school district personnel and
of teachers who are well-trained; and a firm funding other community agencies in the development,
commitment to make reduced class size an ongoing implementation and updating of disaster preparedness
priority. and emergency plans. PTAs should work to promote
public awareness and provide information on what can
POSITION STATEMENT: be done in case of an emergency. (See Safety and
Reduced Class Size in Grades K-3 Safety Education.)

RESOLUTIONS: POSITION STATEMENT:
Class Size Reduction Flexibility (2005) Safe School Environments
Class Size Reduction (1996)
RESOLUTIONS:
Computers and Internet Use Food Safety and Anaphylaxis in Schools (2004)
PTA encourages parents to be fully aware of their Threatening Phone Calls to Schools (1990)
children’s access to the use of computers and the Disaster Preparedness (1986)
Internet and to assist them in the selection of programs Emergency School Bus Evacuation (1973)
and games to be used in the home or in the classroom.
Parents should teach their children how to evaluate what Domestic Violence
they see and hear, and should frequently monitor PTA recognizes that children and youth subjected to
programs and games for content. Parents should also be domestic violence, even if not physically assaulted
aware of how to effectively supervise and guide their themselves, may suffer deep and lasting emotional
children’s access to appropriate material and to the effects and are more likely to continue the cycle of abuse
Internet which can, when properly used, be a fun, safe from one generation to the next. PTA urges its units,
and effective way for children to gain knowledge and councils and PTA districts to identify needs and maintain
information. PTA opposes Internet sites and computer a current listing to inform their members of appropriate
products that are offensive, that advertise products to services and resources within their communities that
children that are hazardous or deceptive, or that coerce provide information and assistance to families involved
or exploit children and youth. PTA supports equal in domestic violence.
access to technology for all students, including

Running Your PTA R11 California State PTA Toolkit – May 2016

POSITION STATEMENTS: Education: Support of Public Education
Assistance to Families in Need Education: The Early Years, Ages 3 to 6
Child Abuse Education: The Elementary Years, Ages 6 to 10
Family Services Education: The Middle Years, Ages 10 to 14
Responsibility of Society to the Family Education: The High School Years, Ages 14 to 18
Funding of Mandated Programs: Effect on Public
RESOLUTIONS: Education
Mental Illness: Treatment and Support (1999) Instructional Materials
Family Preservation: An Alternative to Out-of-Home Library Services
Placement (1990) Public School Employer-Employee Negotiations
Violence in the Home (October 1977) Safe School Environments
School Closure
Drug, Alcohol and Tobacco Abuse School-to-Career/Technical Education
Prevention/Intervention and Awareness Special Education
PTA believes that awareness, prevention and Student Records
intervention efforts must involve the home, school and Year-Round Education
community and that the issue of substance abuse should
be addressed through improvement of family RESOLUTIONS:
communication skills, knowledge of primary education Achievement: Eliminating the Gap (2009)
programs, and the development of school and Education: A 21st Century Vision (2005)
community student assistance programs. School-to-Career for All Students (2001)
Teacher Quality: Recruitment, Retention and
POSITION STATEMENT: Resources (2001)
Prevention and Intervention Programs Early Childhood Development and Education (2000)
Increasing Counselor to Student Ratio in Schools
RESOLUTIONS: (2000)
Social Host Accountability and Underage Drinking Learning Disabilities and Learning Disabilities in Gifted
(2009) Children (2000)
Student Substance Abuse: Alternatives to Zero Student Assessment, Achievement and Accountability
Tolerance (2003) (2000)
Alcohol and Tobacco Use in Youth: Education, Developmentally Appropriate Physical Education
Prevention and Intervention (2002) (1999)
Tobacco Advertising that Targets Minors (1993) Financial Literacy for Youth (1999)
Alcohol Beverage Advertising that Targets Youth
(1992) Environmental Protection
Limiting Concurrent Sales of Gasoline and Alcohol PTA believes it is evident that the deteriorating quality of
and the Proliferation of Outlets (1985) the environment creates conditions that are injurious to
Primary Prevention of Substance Abuse (1979) health and threaten human survival. PTA recommends
Community Drug Abuse Prevention Programs (1970) that programs be initiated to inform and alert
Drug Advertising (1970) communities about the injurious effects of environmental
pollution and that they support the location of
Education toxic/hazardous disposal sites at a safe distance from
PTA believes that children and youth have the right to residential or agricultural areas. PTA encourages
equal educational opportunities through public education schools and communities to implement eco-friendly
to develop their capabilities to the maximum, and that a programs and practices. PTA further encourages school
closer relationship between the home and school must districts to implement and emphasize education code
be established to promote more effective parent provisions that state students shall receive instruction
participation in the education of children and youth. PTA concerning the environment so they will value natural
supports high professional standards for teachers, resources and learn how to protect these resources.
administrators and school staff, and equal access to a
quality curriculum, instructional materials, and facilities POSITION STATEMENTS:
for all students. PTA believes that all students are Energy Conservation
entitled to an equitable education to achieve their Environmental Health and Environmental Education
potential and become contributors to our global Lead Poisoning
economy. PTA advocates for legislation and public
policies that improve academic achievement for all RESOLUTIONS:
students in order to develop the workforce of the future Comprehensive Waste Reduction in Schools (2007)
and to eliminate the achievement gap. Public schools Indoor Air Quality (IAQ) in Schools (2007)
must be a major priority of the people and state of Toxins (Persistent and Bioaccumulative) and Their
California. Effects on Children (2002)
Protection of Children from the Harmful Effects of
POSITION STATEMENTS: Aircraft Emissions (1998)
Basic Education Hazardous Waste Management (1980)
Character Education
Credentialed School Personnel
Education: Higher Education
Education of English Language Learners

California State PTA Toolkit – May 2016 R12 Running Your PTA

Family Life Education/Family Planning POSITION STATEMENT:
PTA believes the primary responsibility for family life/sex Education: Higher Education
education belongs in the home. PTA also believes
schools have a responsibility to provide education RESOLUTION:
programs that offer preparation for family living, including Foster Families (1999)
medically accurate, age-appropriate, comprehensive sex
education and HIV/STD prevention education. PTAs Gangs
have a responsibility to see that qualified people are PTA recognizes the harmful impact of gangs on our
trained to plan and implement these programs. PTA also children, youth, and communities. Education is the first
believes all people seeking family planning guidance and most important step in awareness of gangs and
should be able to receive services compatible with their gang activities. PTA promotes educational programs that
beliefs and needs. PTA is concerned for maternal and enable parents and school personnel to identify potential
child health and responsible parenthood necessary for gang affiliation and work aggressively to protect and
the creation of a secure family atmosphere. discourage their children from gang involvement. PTA
believes that good human relations, fostering individual
POSITION STATEMENTS: and intergroup respect, understanding and appreciation,
Family Planning must be an important force in working toward prevention
Health Care Access for Children, Youth, Pregnant and solution of problems in schools and communities.
Women and Their Families
Prevention of Teen Pregnancy POSITION STATEMENTS:
Character Education
RESOLUTION: Delinquency Prevention
HIV/STD Prevention Education in Our Schools (2008) Gang Awareness
Human Relations
Firearm Safety Inclusiveness and Diversity
PTA supports state and federal restrictions on that would Prevention and Intervention Programs
require a waiting period and background check on those Safe School Environments
purchasing firearms, outlaw military-style semi-automatic
assault weapons, require firearms offered for sale or RESOLUTIONS:
transfer be equipped with a child-proof trigger lock, and Violence Prevention in Schools (1999)
ban the sale of “Saturday night specials” (handguns) and School Absenteeism/Dropouts (1996)
the sale of firearm ammunition that is armor-piercing. Strategies to Reduce School, Family and Community
PTA also supports firearm safety awareness and Violence (1995)
education programs including risks of unsecured
firearms in the home, and the availability and proper use Health
of trigger locks and other safety devices, and regulations PTA understands the importance of good health
supporting state certified courses in appropriate firearms (nutritional, physical, mental, psychological and social
use and safety practices including proper storage. PTA well-being) to a child’s quality of life and believes it is
supports state and federal legislation and/or regulations necessary for the optimum physical, behavioral and
that require all handgun owners to hold a periodically intellectual development of each individual. PTA believes
renewed license that includes a hands-on proficiency the home, school and community each bear
test in order to purchase, receive or possess a handgun responsibility for the health of all children and youth.
and at all instances of transfer of ownership.
POSITION STATEMENTS:
POSITION STATEMENTS: Health Education
Toy Look-Alike Guns Behavioral Health and Social Emotional Development
Chronic Illness Care in California Public Schools
RESOLUTIONS: Nutrition Education
Licensing and Registration of Handguns (2000) Physical Education (K-12)
Firearm Safety Devices (1999)
Ban on the Manufacture and Sale of Saturday Night RESOLUTIONS:
Specials/Junk Guns (1997) Credentialed School Nurses (2005)
Sun Safety: Skin Cancer Prevention Measures at
Foster Families School (2005)
PTA promotes an awareness of the need for more Healthy Lifestyles for All Children (2004)
trained foster families, kinship care and guardianship in Breakfast in Every School (2003)
the dependency system. PTA supports legislation Antibiotic Resistance Awareness (2001)
providing kinship care with the same remuneration as Mental Illness: Treatment and Support (1999)
non-kinship foster care and increased reimbursement to
foster and kinship foster families. PTA supports the Health Care Access for Children, Youth and
continuance of youth aged 18 in foster or kinship care or Pregnant Women
guardianship until completion of high school and the PTA understands the importance of good health to a
development of a support network for adult children child’s quality of life. PTA believes that all children, youth
leaving the foster care system transitioning into and pregnant women are equally entitled to appropriate,
independent living, including higher education confidential and timely health care. PTA recognizes that
opportunities. basic preventive health care can prevent permanent

Running Your PTA R13 California State PTA Toolkit – May 2016

disability or lengthy remediation and supports efforts to serious crimes against children and youth. PTA supports
provide equal access to quality, affordable, basic raising awareness among parents and the public about
preventive health care for all children, youth and the issue of missing and exploited children.
pregnant women.
POSITION STATEMENT:
POSITION STATEMENT: Missing and Exploited Children
Health Care Access for Children, Youth, Pregnant
Women and Their Families RESOLUTION:
Child Trafficking in California (2010)
RESOLUTIONS: Promoting the Inclusion of Nonpublic Schools on
Credentialed School Nurses (2005) California’s Megan’s Law Registered Sex Offender
Increased School Nurse to Student Ratios (1997) Database (2008)

Juvenile Justice Nutrition Education
PTA supports a juvenile justice system that emphasizes PTA believes it is important to promote healthy lifestyles
rehabilitation of juveniles and holds offenders and positive attitudes about nutrition in children and
accountable and responsible for their actions. PTA adults. Adequate nutrition is necessary for the optimum
recognizes the need for community-based programs to physical, behavioral and intellectual development of
help solve the problems of status offenders. each individual. PTA believes that everyone benefits
from nutrition education and access to nutrition
POSITION STATEMENTS: information through curriculum, parent and community
Juvenile Offenders in the Justice System nutrition education programs, and community
Status Offenders collaboration. PTA believes school lunch program
availability should be promoted and supports legislative
RESOLUTION: efforts to improve nutrition standards in schools. PTA
Juvenile Justice Reform – A Priority (1983) has consistently supported school breakfast and lunch
programs and urges school districts to maximize state
Juveniles’ Names in the Media and federal funds so that all children may have access to
PTA supports laws that prohibit disclosure to the news nutritious meals.
media of names of juveniles subject to legal proceedings
due to arrest. POSITION STATEMENT:
Nutrition Education
RESOLUTION:
Use by Mass News Media of Names of Juveniles in RESOLUTIONS:
Police Matters (1971) Healthy Lifestyles for All Children (2004)
Breakfast in Every School (2003)
Mass Media Nutrition Education (1991)
PTA believes parents and the mass media each have a School Nutrition Programs: Improvement and
responsibility to provide enriching experiences for Expansion (1991)
children and youth. Producers of mass media have a
responsibility to consider how their messages, images Parent Involvement
and products affect children and youth. Parents are PTA believes that parents are children’s first teachers,
encouraged to guide their children in the choice of all and that parent involvement is essential throughout a
media products, teach their children how to evaluate child’s education experience. All children and youth
what they see and hear, and inform proper authorities should have the opportunity to develop their abilities to
when it appears that federal, state or local laws their fullest potential, and research has shown that
prohibiting the sale/distribution of obscene/pornographic greater parental involvement in children’s education
materials to minors are being violated. results in higher levels of student achievement. Involved
parents bring skills in parenting, advocacy,
POSITION STATEMENTS: communication, learning support, and volunteerism to
Mass Media and the Family promote the well-being of their children. Involved parents
make good citizens and participate in the community
RESOLUTIONS: both as advisors and decision makers to promote the
Online Safeguards for Internet Use by Children and well-being of all children and their families. PTA can help
Youth (1997) bring families and schools together. Schools have a role
Television Literacy and Program Accountability (1993) to play as well. PTA believes that school practices to
Opposition to Televised Commercials in California promote involvement through outreach,
Classrooms (1990) programs/operations, engagement, community building,
Admission of Minors to R-Rated Films (1981) and support services have a statistically significant and
Quality of Life Portrayed on Television (1979) direct influence on student success and involvement.
POSITION STATEMENTS:
Missing and Exploited Children
PTA supports funding and operation of information Education: Support of Public Education
centers that provide multi-jurisdictional coordination of School-Based Decision Making
efforts to find missing children. PTA believes law
enforcement should be required to respond immediately RESOLUTION:
to take the steps necessary to locate missing minors, Achievement: Eliminating the Gap (2009)
and supports stringent punishment for perpetrators of

California State PTA Toolkit – May 2016 R14 Running Your PTA

Parenting Education Safe Routes to School for All Children (2008)
PTA believes that parents, guardians and all adults Sun Safety: Skin Cancer Prevention Measures at
responsible for the nurturing of children should be
prepared to exert a constructive influence on the School (2005)
development of children in their care. PTAs have the Food Allergy and Anaphylaxis in Schools (2004)
responsibility to offer parenting education Playground Surface Safety (2002)
programs/information to their members and to the School Traffic and Pedestrian Safety Improvement
community at large.
(2001)
POSITION STATEMENT: Safety Helmets for Scooter, Skateboard and Skate
Parenting Education and Skills Development
Users Under the Age of 18 (2001)
Preschool Firearm Safety Devices (1999)
PTA supports efforts to ensure that all children have Violence Prevention in Schools (1999)
opportunities to attend high-quality developmentally Ban on the Manufacture and Sale of Saturday Night
appropriate preschool programs, to develop readiness
skills they need to become successful academic learners Specials/Junk Guns (1997)
and to close the achievement gap. Online Safeguards for Internet Use by Children and

POSITION STATEMENTS: Youth (1997)
Basic Education Regulation of Liquor Licenses Near Schools (1997)
Education: The Early Years, Ages 3 to 6 Playground Equipment Safety Standards (1996)
Firearm Safety and Awareness (1995)
RESOLUTIONS: Strategies to Reduce School, Family and Community
Education: A 21st Century Vision (2005)
Early Childhood Development and Education (2000) Violence (1995)
School Bus Safety (1993)
Professional Development Bicycle Safety Helmets (1991)
PTA believes that ongoing, relevant professional Fireworks: Hazards to Youth (1990)
development programs are essential for all school School Buildings and Railroad Safety Requirements
personnel in order to provide a quality education and
learning environment for all children, and to answer the (1990)
professional needs of the individual and the individual Mitigating Earthquake Hazards in Public Schools
school site. Professional development should enable
teachers and administrators to work effectively with all (1989)
parents/guardians and with service providers to meet the Background Checks for Ice Cream Truck Vendors
needs of our diverse student population. PTA supports a
longer instructional school year and instructional school (1986)
day to provide increased time for both professional Disaster Preparedness (1986)
development and for student-teacher Seat Belt and Child Restraint Usage (1983)
contact/instructional time.
School Attendance
POSITION STATEMENT: PTA encourages parents, students, school district
Credentialed School Personnel governing boards, school staff and communities to work
together to develop school attendance policies regarding
RESOLUTIONS: absenteeism, truancy and suspensions. For chronic
Education: A 21st Century Vision (2005) truants, PTA urges the establishment of educational
Teacher Quality: Recruitment, Retention and alternatives, counseling centers and in-school
Resources (2001) suspensions. PTA encourages school districts to utilize
School Attendance Review Boards (SARBs), whose
Safety and Safety Education purpose is, through the coordinated efforts of schools
PTAs have a responsibility to identify safety hazards in and community agencies, to divert students with school-
the home, school and in the community. PTAs should related problems from the juvenile justice system.
promote family and community awareness of safety
issues and provide information on safe practices. POSITION STATEMENTS:
Delinquency Prevention
POSITION STATEMENTS: Juvenile Offenders in the Justice System
Before- and After-School Options for Children and Prevention and Intervention Programs
Youth Safe School Environments
Gang Awareness Status Offenders
Lead Poisoning
Safe School Environments RESOLUTIONS:
School Bus Safety Student Substance Abuse: Alternatives to Zero
Toy Look-Alike Guns Tolerance (2003)
Violence Prevention in Schools (1999)
RESOLUTIONS: Attention Deficit Disorder in Children (1998)
Teen Driving (2009) School Absenteeism/Dropouts (1986)

School-Based Health Clinics
PTA believes that access to quality health care is
essential to sound health practices and recognizes that
adolescents as a group are the most under-served
population in terms of health care. School-based and
school-linked health centers give young people access
to health care they might otherwise not have. PTA
believes that local community support is the key to the

Running Your PTA R15 California State PTA Toolkit – May 2016

success of any school-based or school-linked health School-to-Work/Career
center, and that parent and student involvement should PTA believes all students must have equal access to an
be a major part of the planning. education that meets the needs of today’s high-skill,
high-technology workplace. A broad-based School-to-
POSITION STATEMENT: Work/Career or Linked Learning (Multiple Pathways)
School-Based/Linked Health Centers program prepares all students for lifelong learning and
successful transitions to career and advanced education.
RESOLUTIONS: Students need academically rigorous instructional
Credentialed School Nurses (2005) programs as well as opportunities to apply their
Increased School Nurse to Student Ratios (1997) academic and technical skills to the world of work.
School-to-Work/Career or Linked Learning programs
School Discipline should promote mastery of both academic and career
PTA believes that every child is entitled to a safe and performance standards to enable all students to make
peaceful school environment. Schools must provide informed career decisions.
orderly, empowering, nonviolent surroundings with clear
behavioral expectations, and discipline policies that are POSITION STATEMENT:
fairly and consistently administered, and that recognize School-to-Career Technical Education
positive behavior. PTA further believes in preventive
discipline that fosters positive social interaction, RESOLUTION:
encourages strong bonding within families, and creates Achievement: Eliminating the Gap (2009)
attachments within the community. School personnel Education: A 21st Century Vision (2005)
must involve students, parents, and community School-to-Career for All Students (2001)
members in the development and implementation of
discipline policies that create a safe and peaceful school School Violence and Vandalism: Prevention
environment. Early intervention programs in school and and Accountability
in the community, through coordinated efforts of law PTA encourages parents, students, school district
enforcement and social service agencies, are needed to governing boards, school staff and communities to
end alienation that often leads to anti-social and criminal provide information regarding indicators and
behavior. circumstances that may lead to school violence, and to
work together to develop preventive programs that
POSITION STATEMENTS: create a safe and peaceful school environment. PTA
Delinquency Prevention supports the availability of adequate counseling and
Safe School Environments other support services in the schools. PTA believes that
Status Offenders offenders must be held accountable for their actions, and
that victims should receive restitution.
RESOLUTIONS:
Student Substance Abuse: Alternatives to Zero POSITION STATEMENTS:
Tolerance (2003) Delinquency Prevention
Violence Prevention in Schools (1999) Gang Awareness
Inclusiveness and Diversity
School Finance Juvenile Offenders in the Justice System
PTA believes adequately financing our public schools, Safe School Environments
including programs, staffing and facilities, is necessary Status Offenders
to ensure a quality education for all students. The
determination of an adequate level of funding and RESOLUTIONS:
resources for public schools must be a top priority for Violence Prevention in Schools (1999)
PTA and community members and policymakers at Strategies to Reduce School, Family and Community
every level of government. PTA strongly supports Violence (1995)
Proposition 98, California’s constitutional guarantee of Violence and Vandalism (1980)
minimum state funding for public schools. PTA also
supports ongoing efforts to explore new models of public Suicide Prevention Education and Awareness
school funding that would ensure a quality education for PTA believes that in order for parents to engage in
every student. efforts to prevent suicide attempts, it is useful to become
familiar with some of the characteristics associated with
POSITION STATEMENT: suicide, which may or may not be direct causes. Suicide
Education: Higher Education prevention plans should involve the support of families,
Education: Support of Public Education schools, and communities working together as part of a
comprehensive coordinated school health system that
RESOLUTIONS: considers resiliency and youth development assets in
Financing California’s Public Schools (2007) pursuit of the goal of preventing suicide attempts.
School Transportation: Equitable Funding (2004)
Equalized Base Revenue Limit Funding (1991) POSITION STATEMENTS:
Adequate and Equitable State School Finance System Behavioral Health and Social Emotional Development
(1987) Safe School Environments
School Funding (1981)
School Transportation (1981)
Support of Public Education, PTA Priority (1980)

California State PTA Toolkit – May 2016 R16 Running Your PTA

RESOLUTIONS: Youth Involvement
Student Substance Abuse: Alternatives to Zero PTA supports youth involvement within its governance
Tolerance (2003) and activities, believing that youth provide valuable
Mental Illness: Treatment and Support (1999) insights on issues and programs that affect them, and
Suicide Prevention Education and Awareness (1983) supports meaningful youth involvement with state,
regional and local government, and public and private
Television Programming agencies and organizations.
PTA opposes censorship of the media. However, PTA
believes the First Amendment was not designed to RESOLUTION:
protect the economic interests of broadcasters or Youth Involvement (2004)
advertisers. According to the Federal Communications
Act, it is the responsibility of station owners/management Meetings
to provide programming in the “public interest,
convenience and necessity.” PTA urges parents to In both schools and communities, PTA volunteers are
communicate their concerns about programming to recognized as leaders and advocates. PTA includes an
broadcasters. ever-changing set of volunteers, and developing
leadership skills is an important step toward creating
POSITION STATEMENT: successful activities and programs and managing the
Television Programming business needs of the PTA.

RESOLUTIONS: For officers, chairmen, and program coordinators, the
Television Literacy and Program Accountability (1993) PTA provides opportunities for both students and adults
Opposition to Televised Commercials in California to become effective leaders. Within this section, you will
Classrooms (1990) find tools designed to train new PTA leaders to serve
effectively as officers and chairmen.
Television Viewing
PTA believes it is necessary to develop an aware Association Meetings
viewing public able to understand the explicit and implicit
messages in television programs and commercials, and The officers and chairmen of a PTA have the
that TV viewing skills should be included in the K-12 responsibility to plan the PTA meetings and programs
curriculum. PTA encourages parents to watch TV with and to oversee the operations of the organization. PTA
their children. PTA urges members to monitor TV leaders should utilize the standard job descriptions and
programs and communicate suggestions/concerns to TV tools provided in the Toolkit as well as updated
stations, networks, cable TV broadcasters and sponsors, information as provided by the California State PTA and
and urges members to commend programs acceptable the National PTA.
for family viewing.
The PTA association/membership is the only group with
POSITION STATEMENTS: authority to:
Mass Media and the Family
• elect the nominating committee;
RESOLUTION:
Television Literacy and Program Accountability (1993) • elect officers;

Vouchers • approve/ratify all PTA expenditures;
PTA opposes vouchers, tuition tax credits or other
education-related expenses for students that would • approve all contracts for PTA programs, events and
divert public funds to private or parochial elementary and projects;
secondary schools. PTA believes these funding methods
would have a detrimental effect on our public school • adopt the budget;
system, and do not provide the means for bringing about
improvement in public schools. PTA supports our system • adopt the audit reports;
of public education as the major vehicle for perpetuating
the basic values of a democratic system of government, • authorize an individual to represent the PTA;
and believes all levels of government, including local,
state and federal, must share in providing adequate • authorize a position to be taken on an issue after a
funding for public schools. study; and

POSITION STATEMENTS: • elect convention delegates.
Education: Opposing Vouchers, Tuition Tax Credits
and Deductions as Systems of Education Aid All parents and community members are encouraged to
Education: Support of Public Education attend association meetings. It is recommended that a
program be presented as an addition to the meeting.
RESOLUTION:
Tuition Tax Credits (1982) “Whenever members are required or permitted to take
any action at a meeting, a written notice of the meeting
shall be given, not less than 10 days nor more than 90
days before the date of the meeting, to each member,
who, on the recorded date for the notice of the meeting,
is entitled to vote at such meeting.” (See Bylaws for

Running Your PTA R17 California State PTA Toolkit – May 2016

Local PTA/PTSA Units, Council Bylaws and District Federal Communication Commission rules require that
Bylaws.) The written notice must include the date, time, association must obtain the signed, written consent of a
location and proposed business to be considered at the recipient, even association members, in order to fax
meeting. Written notice for the proposed bylaw meeting notices. (Facsimile Consent Form.)
amendments and election of officers must be given at
least thirty (30) days in advance. According to California State PTA Bylaws – Unit, Article
VIII, Executive Board, Section 6; Council, Article IX,
Federal Communications Commission rules require that Executive Board, Section 6; District PTA, Article X, District
associations must obtain the signed, written consent of a PTA Board, Section 6, “…Special meetings of the executive
recipient, even association members, in order to fax board may be called by the president. The president must
meeting notices (Facsimile Consent Form). call a special meeting upon the written request of
___________ (number) members.”
Suggested Suggestions for Year-Round Schools
The PTA association/membership is the only group with
Elect vice presidents from each track or appoint track authority to:
chairmen who can serve as communicators with
members in their respective tracks. • elect the nominating committee;

Review and revise job descriptions to meet the needs of • elect officers;
a year-round school.
• approve/ratify all PTA expenditures;
Establish a workable method of communicating timely
information to the executive board. • approve all contracts for PTA programs, events and
projects;
Schedule association meetings so that each track does
not miss more than one meeting during the year. • adopt the budget;

Encourage all families to attend meetings, whether or • adopt the audit reports;
not they are on a scheduled attendance track.
• authorize an individual to represent the PTA;
Hold informational meetings for different tracks in
addition to association meetings. • authorize a position to be taken on an issue after a
study; and
Prepare fliers announcing scheduled events in advance
and give to the students going off track. • elect convention delegates.

Compliance with Americans with Program Planning
Disabilities Act
Programs should be planned in advance to meet the
The Americans with Disabilities Act requires that needs and interests of the members in their concern for
disabled persons must be reasonably accommodated by children and youth. The program plan should be kept
modifying policies, making physical changes, and flexible in order to meet situations and conditions that
obtaining equipment to assist their participation in any may arise during the year. An observance of Founders
activity. Day is recommended. The program committee submits
the program plan to the executive board for approval.
For PTA meetings, this could include seating to The executive board recommends the program plan to
accommodate an attendant accompanying a member or the membership, which must give the final approval
reserved seating in a location to accommodate a (Creating an Event).
member’s special need, providing written handouts to
supplement discussion, and/or providing qualified Ways to Make PTA Programs More Productive
readers or interpreters for members having a hearing or
sight impairment. The PTA meeting must be important and meaningful.

Survey the members in writing, by email, or by phone to
find out what they would like presented at the meetings,
such as what they want or need to know about the
school, the community or their children. Provide
presentations on those topics or activities that bring the
whole family to the meeting.

Suggested Program Topics

Parenting workshops based on National PTA Family
School Partnerships. Contact your council or district PTA
to arrange a presentation.

Making the most of parent-teacher conferences

How to help with homework

Creating a peaceful home

Why youth become involved in gangs

Teaching children to be responsible

California State PTA Toolkit – May 2016 R18 Running Your PTA

To include the whole family at the same time, PTA could Conducting PTA Meetings
offer classes for specific age groups taught by members
with skills they can share, such as: When planning a meeting, consider the goal of the
meeting and how the meeting can be structured to
Art, including pottery or photography accomplish that goal. The president and the executive
board plan the meeting ahead of time:
Cake decorating
• Prepare the agenda and distribute written notice to
Computer training members, as required (The Agenda; Sample Agenda
Fig. R-2).
Needlecrafts
• Make the necessary preparations.
Cooking
• Attend the meeting themselves to demonstrate their
Creative writing commitment.

Family game night, where families bring their favorite • Create a way to evaluate the meeting to improve
games and teach others future meetings.

Music appreciation • Productive meetings include information, instruction,
and/or inspiration. When developing a program, keep
Square dancing these three “I’s” in mind. The content will meet the
group’s needs and provide benefits for participants,
Encourage the development of and then promote to PTA their children, school staff, or the community.
members daytime/evening classes presented by the
school district, including English as a Second Language • Always keep meetings as brief as possible.
(ESL), General Education Diploma (GED) class, or
Cardio-Pulmonary Resuscitation (CPR) course. • Conduct committee work in committee well before
the meeting. Have chairmen provide written reports
Suggestions for Program Format unless action is required by the association.

Audio-visual presentations • Give members an opportunity to participate in the
decision making.
Guest speaker or panelists
• Streamline minutes and financial reports. Duplicate
Student panels and distribute or post, wherever possible.

Brainstorming groups A National PTA parent survey found the top three things
parents say PTA does best.
In planning programs look for sources of free speakers
and materials; check with your state and county • PTA is effective in improving my child’s education.
agencies; approach professional organizations; or
contact your local, county, and state education • PTA works to make schools safer for children.
community.
• PTA has positive impact for all children, not just my
Announcements and Materials own.

Units are frequently asked to schedule announcements Begin and end on time!
of meetings, presentations, or fundraising activities
sponsored by outside organizations, and may need to When conducting business at the meeting, be aware of
limit such announcements. This can be done by which individuals are voting members. The privilege of
establishing a policy or standing rule that all making motions, debating, and voting is limited to
announcements from outside groups or individuals be qualified members. Only qualified voting members count
presented in writing to association president at least one toward the quorum. It is the responsibility of the
day prior to the meeting and that such announcements secretary to have an updated membership list.
may be shortened to fit the time available.
If there is no business to conduct at the meeting, you
Only printed materials that support the Purposes and may consider study groups, grade-level gatherings,
basic policies of the PTA and are pre-approved by the special information sessions, or work parties (e.g., to
president may be made available or distributed in prepare materials). The most important consideration is
connection with any PTA activity. (See unit bylaws and whether or not the planned meeting will increase
standing rules.) involvement in the organization and ultimately serve the
goals of the PTA.

Running Your PTA R19 California State PTA Toolkit – May 2016

(Your PTA Name)

_______________________________________________________________________________

(Your PTA Address) (Your PTA telephone and e-mail address)

(Date of Meeting)
(Meeting Location/Time)

I. Call to Order (on time, quorum met)
The president stands, raps the gavel once and calls the meeting to order.
“The meeting will please come to order.”
The president will review the meeting’s ground rules.

II. Opening Ceremonies
Pledge of Allegiance (if held in public facility).
“___________ will lead us in the Pledge of Allegiance. Will you please rise?”
“Thank you, ____________.”
Optional: Inspirational message, song, other.
“___________will present an inspirational song.”

III. Reading and Approval of Minutes – Action Items
The secretary addresses the chairman and reads the minutes.
(Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or
more for approval or correction, especially for the last association meeting.)
“The secretary will read the minutes of the __(date) meeting.”
OR “The minutes are posted at the entrance/were distributed at the door.”
“Are there any corrections?” (Note corrections.)
“The minutes stand approved as read/printed,”
OR “The minutes stand approved as corrected.”

IV. Financial Report. (Treasurer’s Report; Treasurer’s Report Sample)
No motion is needed for adoption of the reports.
“___________ will present the Treasurer’s Report.”
“You have heard the report. Are there any questions?”
“The report will be filed for the audit.”

V. Audit Report (semi-annual) (Audit Report) – Action Items
A motion is needed for adoption of this report.
“It has been moved and seconded that the audit report be adopted” Vote.
(Follow the steps of a motion, Parliamentary Procedure.)

VI. Presentation of Bills
Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted
upon. Bills should be itemized as to amount, whom to pay, and what payment covers. Any association bills authorized and paid
by the executive board must be ratified and recorded in the association minutes. Ratified bills should be itemized as to amount,
who was paid, and what the payment covers (Payment Authorization/Request for Reimbursement).
“The treasurer (or the person assigned) will read the bills.”
“It has been moved and seconded that we pay the bills. Is there discussion?” Vote.
“It has been moved and seconded that we ratify payment of bills since last meeting”
Vote. (Check Request System: Payment Authorization/Request for Reimbursement)
“It has been moved to authorize the Executive board to pay necessary Summer bills up to the budgeted amounts.” Vote.
(Check Request System: Payment Authorization/Request for Reimbursement)
(Follow the steps of a motion, Parliamentary Procedures.)

VII. Reading of Communications
Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required.
“The (corresponding) secretary will read the communications.”

This agenda is a guide only, adaptable to meet unit’s needs.
The agenda should be made in triplicate. Give copies to the (recording) secretary and to the parliamentarian.
Distribute or post for the membership, the proposed budget and proposed annual programs with the agenda.

________________________________________________
Fig. R-2 Sample Agenda and Meeting Planner

California State PTA Toolkit – May 2016 R20 Running Your PTA

Continued

VIII. Report of the Executive Board – Action Items
At association meetings a summary report (not the minutes) is read for the information of the members. Recommendations
should be voted on one at a time, the secretary moving the adoption of each one.
“The secretary will present the report of the executive board.”
“You have heard the recommendations such as a motion
to approve proposed programs (Preliminary Planning);”
to approve the budget (Approving the Budget; Budget Sample).”
to approve fundraising activities (Standards for PTA Fundraising).”
for the president and one additional elected officer to sign the following
contract…” (Contracts).
(Follow the steps of a motion, Parliamentary Procedure.)
A second is not required when a motion comes from a committee/board. Vote.

IX. Reports of Committees (Officers and chairmen, including the principal, faculty representatives, and student
representatives on the secondary level) Bylaw Committee, Library Committee – Action Item, Convention Committee,
Fundraising Committee – Action Item
President calls for the report of the committee. The person making the report moves the adoption of any recommendations.
“__________ will present the report of the ___________committee.”
“Are there any questions regarding the report?”
“If not, the report will be filed,” or “You have heard the recommendation such as a motion to release funds up to the
budgeted amount for programs through the next meeting (Preliminary Planning):”
(Follow the steps of a motion. Parliamentary Procedure.) Vote(s).

X. Unfinished Business
The president presents each item of unfinished business as indicated in the minutes. He/she should not ask “Is there any
unfinished business?”
“The first item of unfinished business is _________.”
Report of school district acceptance of donated funds, goods, or materials.

XI. New Business
A motion is necessary before discussion and vote on any new business. All proposed business to be considered at the
meeting must have been properly noticed to be acted upon. (See bylaws.)
“The first item of new business is ________.”

XII. Program (optional)
The president introduces the chairman to present the program.
“_________ will present the program.”
“Madame/Mister President, this concludes the program.”

XIII. Announcements
Date of the next meeting and important activities should be announced. If there is a social time following the meeting,
this should be announced.
“The next meeting will be __________.”
“Please join us for refreshments.”

XIV. Adjournment
No motion is necessary to adjourn. President raps the gavel once.
“The meeting is adjourned.”

A newly-elected president may want to write everything out in detail. Check off each item as it is completed and
nothing will be forgotten. The presiding officer stands while conducting business and sits (unless unable to be seen
by the audience) while others are participating.

Running Your PTA R21 California State PTA Toolkit – May 2016

Meetings must be held to vote on issues. Voting by proxy Eight Steps to Making a Motion
is prohibited. This means no absentee voting or voting by
mail, email, or phone. A motion to take action is introduced by a member,
seconded, discussed, and is voted upon. Only persons
voting member: To be qualified to vote, a member must who have been members for at least 30 days are legally
have paid annual per capita dues and been a member of qualified to make motions, discuss, and vote. The steps
the association for at least 30 days. are:

A quorum is specified in the bylaws and is the minimum 1. Member stands and waits to be recognized.
number of qualified voting members that must be present at
a meeting to legally conduct business. 2. Chairman recognizes the member.

Tips for Chairing a Meeting 3. The member presents the motion by stating, “I
move…”
The attitude of the president sets the tone for accepting
everyone at the meeting. Attitude “messages” are sent in 4. The motion is seconded by another member. This
nonverbal ways: shows that more than one person is interested in
bringing the business before the group for
• How the president stands and holds his/her head; discussion.

• The tone of voice used; and 5. The chairman restates the motion. This ensures all
members understand what is to be discussed.
• Facial expressions and gestures.
6. Discussion is held on the motion. During discussion,
Encourage PTA board members not to sit together but to all members participate fully.
scatter among the audience.
7. The chairman puts the motion to a vote by stating,
Look at everyone, not just those who are known to you “All those in favor say ‘aye.’” (Pause for vote.) “Those
or who are friends. opposed say ‘no.’”

Keep a calm voice, even when being questioned or 8. The chairman announces the result of the vote to
challenged. assure all members know whether the motion carried
or failed.
Face straight ahead and make sure not to turn away
from any part of the audience. Amendments

Be careful using humor. What one person may think is An amendment is a way to change a motion already on
funny might offend another. Even innocent teasing the floor before the vote is taken on a motion. It may be
between friends might be overheard by others and amended by:
misunderstood.
• Inserting or adding words.
Parliamentary Procedure
• Striking words.
A parliamentarian can assist the president when
questions of procedure arise. If a parliamentarian is not • Striking words and inserting others.
appointed and ratified, the president should appoint one
(pro tem) for each meeting to assist the president in • Substituting one paragraph or resolution for another.
conducting an orderly meeting.
Amending Examples
Parliamentary law is an orderly set of rules for
conducting meetings of organized groups for the Main motion: “I move we have a parenting program at
purpose of accomplishing their goals fairly. the park.”

Principles of parliamentary law are Inserting: “I move we have a parenting program in
October at the park.”
• Justice and courtesy to all;
Striking: “I move we have a parenting program in
• Rights of the minority protected; October.” (striking “at the park.”)

• Rule of the majority reflected; Striking and inserting: “I move that we have a parenting
program in November on the school grounds.” (striking
• Partiality to none; and “October” and inserting “November on the school
grounds.”)
• Consideration of one subject at a time.
Substituting: “I move we have an ice cream social.”
Robert’s Rules of Order Newly Revised is the
parliamentary text that governs the PTA where the The Agenda
bylaws do not apply. Bylaws for Local PTA/PTSA Units
always take precedence over Robert’s Rules of Order. The president is responsible for conducting meetings
effectively. A delicate balance is often required to follow

  the agenda and remain sensitive to members’ needs
(Sample Agenda and Meeting Planner Fig. R-2).

 

California State PTA Toolkit – May 2016 R22 Running Your PTA

“Model” agendas are available as resources, but the directly with exhibitors who may be of assistance to our
agenda is determined by the president. Be creative and associations.
plan it to achieve an orderly process for conducting the
meeting. Delegates to convention determine the direction of the
state association through:
The president should consult with officers and committee
chairmen before the agenda is prepared to determine • Electing officers;
which reports need to be made (Association Meetings).
The (corresponding) secretary distributes the agenda in • Approving amendments to the California State PTA
writing to the membership in accordance with the Bylaws;
bylaws, a minimum of ten (10) days prior to the meeting.
Written notice must include the date, time, location, and • Voting on the California State PTA Legislation
proposed business to be considered at the meeting. Platform and the California State PTA Legislation
Written notice for proposed bylaw amendments and Policies and Procedures; and
election of officers must be given at least thirty (30) days
in advance. • Adopting resolutions.

A PTA meeting should be managed in a manner that SAVE THE DATE
allows the business of the organization to be completed California State PTA Convention
in a speedy and effective way.
April 28-30, 2017—San Jose
agenda: written outline specifying the order of items to be April 27-29, 2018—Ontario
addressed in a meeting.
Purpose
Evaluation
According to the California State PTA Bylaws, each
To make future meetings successful, it is helpful to association in good standing is represented at the
evaluate each meeting. Following the meeting, either California State PTA Convention by the president-elect
verbally or in writing, the president should ask the board, or president and all other elected delegates to which the
or those attending questions such as: association is entitled, as well as elected delegates
representing the council and district PTAs.
Did this program help meet the needs of the school
community? How? The convention purposes are to

Was the information presented in an interesting manner, • Conduct the annual business of the California State
and will it prove useful to the members? In what way? PTA;

Did it help parents to understand the issue and related • Train, inform, and inspire PTA members; and
concerns?
• Provide attendees the opportunity to network with
Was there some follow-up action to take? (Evaluation other attendees.
Form, Forms Chapter).
Planning for convention and providing an opportunity for
Attending Conventions delegates to attend is a priority. The California State
and Conferences PTA strongly encourages its unit, council, and district
PTAs to budget for and send as many delegates as
Attendees should: entitled to each annual convention. Convention is an
authorized expense to cover registration, housing, meal
• Share the training received to help strengthen their allowance, and transportation for each delegate.
unit, council &/or district; Convention expenses should be a line item in the unit,
council, and district PTA annual budgets (Budget;
• Attend all sessions, representing their association Recommended Budget Line Items, Forms).
with honor;
Delegates
• Know how to report their expenses and the
information received; Representation at the convention is outlined in the
California State PTA Bylaws, Article XV, Section 5.
• Use PTA funds for purposes specifically authorized
by their association. Call

State Convention The CALL (invitation) to convention must be mailed by
the California State PTA at least 30 days prior to the
The California State PTA Convention is held annually for convention.
certain business transactions. It is also an opportunity to
provide training in many areas of interest to our Registration
members, and provide a forum for attendees to speak
Registration fees help defray convention expenses.
Registration fees are non-refundable; name transfers
may be made if the original registrant has not checked in
for convention.

Nonvoting registrants include PTA members who are not
elected delegates, school personnel, school board
members, and/or representatives of allied agencies.

Running Your PTA R23 California State PTA Toolkit – May 2016

Nonvoting registrants will receive convention materials Special consideration should also be given to the
and may attend all meetings, conferences, and following:
workshops; however, they may not introduce motions,
participate in debate, vote or speak during general • A special fundraising event may provide part or all of
sessions. the necessary funds, so already budgeted funds are
not jeopardized.
Registration is performed online. Notifications will be
mailed out to all units providing the web address and • Ensure the time and energy expended in raising
relevant dates for registering. Confirmation letters and funds is limited, so these activities do not impact
additional information will be mailed or emailed to each other PTA purposes and projects
person registering.
Nominations and Elections
For additional information on registration, contact the
California State PTA Registration Chairman at The purpose of the nominating committee is to recognize
[email protected] or 916.440.1985 ext. 321 and seek qualified nominees for the elected leadership
of the PTA. The members of the committee, therefore,
For additional information on convention, contact the have a tremendous influence on the future of the PTA
California State PTA Vice President for Convention at and should be selected carefully.
[email protected] or 916.440.1985 ext. 332
Serving on a nominating committee is an honor and a
National PTA Convention privilege. This committee is the PTA’s most influential
internal body, and because it deals with sensitive issues,
The state is entitled to one delegate for every 1,000 deliberations of this committee are kept confidential.
members statewide. The California State PTA Board of
Managers selects delegates and alternates. Nominating committee members should have a broad
acquaintance with the membership and an
The convention purposes are to: understanding of the organization’s functions and its
purposes. The committee should include both
• Inform and give a nationwide view of PTA; experienced leadership as well as newer members.

• Provide an opportunity to network with other Electing the Nominating Committee
delegates from throughout the nation; and
The Bylaws for Local PTA/PTSA Units state that the
• Consider resolutions and bylaw amendments and nominating committee is elected by the membership at
elect officers. (Delegates are not involved in other an association meeting at least two months prior to the
business of the National PTA.) annual election meeting. The bylaws also specify how
many members and alternates are elected and who is
Attending the National PTA convention is not intended to eligible to serve on the committee. No member shall
create a financial hardship on units or councils. If the serve on the nominating committee for two consecutive
expense is not in the PTA budget, a special fundraising years.
event may be held.
Consider including at least one student to serve as a
SAVE THE DATE member of the nominating committee if there are student
National PTA Convention members in the PTA/PTSA. When considering a person
June 22-25, 2017 — Las Vegas, Nevada for any office, assure the person understands all of the
duties of the position. The unit bylaws, standing rules
Outside Conferences and procedure books should be consulted for further
information. It is the responsibility of the nominating
The PTA cooperates with other organizations and committee chairman to fully explain the duties of a
agencies concerned with child welfare. PTA’s often position to a prospective nominee.
receive invitations to attend conferences sponsored by
allied organization(s) and governmental agencies. Qualities of Nominating Committee Members

Officers and chairmen attending the various events help Nominating committee members should be:
build and strengthen association leadership.
• Elected on merit and ability.
In determining conference attendance, consider:
• Willing to devote adequate time to the responsibilities
• How it will benefit the association involved.

• Budget and fundraising activities necessary to cover • Knowledgeable regarding the eligibility requirements
expenses and the qualifications necessary for the offices to be
filled as well as the responsibility of each office.
• Who best to represent the association
• Aware of the qualifications and abilities of potential
• If it meets the Purposes of the PTA nominees.

• Able to give objective consideration to nominees.

California State PTA Toolkit – May 2016 R24 Running Your PTA

• Able to give objective consideration to nominees. Responsibilities of Chairman

• Able to use sound judgment and skill in evaluating Contact potential nominees, unless this responsibility is
nominees. delegated to another committee member. Inform
committee members of the results of the contacts
• Tactful, discreet with integrity. (Contacting Nominees).

• Able to keep all deliberations confidential. Submit the names of nominees to the membership 28
days prior to the election. This may be done at an
Responsibilities of the Committee association meeting or through a flier or newsletter.

The Bylaws for Local PTA/PTSA Units indicate which Reconvene the committee in the event a nominee
officers are elected at the annual election meeting of the withdraws before the election is held.
PTA. It is not the responsibility of the nominating
committee to appoint chairmen for the upcoming term. Read the nominating committee report to the
The president appoints committee chairmen, subject to membership at the annual election meeting.
ratification by the executive board (board-elect).
Advise the nominees to attend the election meeting and
The nominating committee elects its own chairman. The the installation of officers.
chairman and the committee should review requirements
for nominees and duties of each elected officer as Give a written report of the nominees to the recording
outlined in the Bylaws for Local PTA/PTSA Units, Article secretary, signed by the members of the nominating
VI, Sections 1-9. A membership list from the association committee.
should be provided to the committee. Only those
persons who are eligible and who have given their Be discharged of committee responsibilities at the time
consent to serve, if elected, shall be nominated for of the election.
office.
Alternates to the Nominating Committee
The chairman should ensure that nominating committee
meetings are scheduled to provide sufficient time to Alternates, also elected by the membership, do not
identify and consider all recommendations and attend nominating committee meetings unless notified to
suggestions. Alternates should be advised of these fill a vacancy on the committee, but should be advised of
dates and be reminded that, should an elected member the date and time of the first meeting.
be unable to serve at the initial meeting, an alternate will
be asked to replace that member. If an elected member of the committee cannot attend the
first meeting, the first alternate is asked to replace that
Selection of nominees for office should be an orderly person and the alternate then serves as a permanent
procedure. Open and frank discussion must be held member of the committee.
among members of the committee. Discussions are
strictly confidential, and no information should leave the Any elected members who cannot attend the first
committee meeting, even after the officers have been meeting must immediately notify the parlia-men-tar-ian
elected. and/or the chairman of the nominating committee to
ensure that the first alternate is contacted to replace the
Every effort should be made to provide the PTA with a committee member for that and all future nominating
slate of officers that is balanced in terms of new as well committee meetings.
as experienced officers, represents the school
attendance area, and reflects the diversity of the school The Role of the Parliamentarian
population.
At the meeting to elect the nominating committee, the
The committee is not obligated to nominate the president parliamentarian reads aloud Article V, Section 3, of the
or any current officer eligible to serve a second term or Bylaws for Local PTA/PTSA Units.
 
to nominate automatically the executive/first vice
president for president. Each nominee must be The parliamentarian may be elected to the nominating
evaluated independently and by the same criteria as all committee. The president never serves on the
other nominees. The committee is obligated to seek out nominating committee.
those eligible members who would best serve in a
particular office. The parliamentarian sets the date for the first nominating
committee meeting immediately following its election.
Members of the committee are not excluded from
becoming nominees for elected office. During At the first nominating committee meeting the
nominating committee meetings, if a committee member parliamentarian
is being considered, the member should be excused
from the meeting during the discussion regarding that • Provides instruction in nominating procedures;
office but may return for the vote which shall be by
ballot. • Conducts the election of a chairman;

The nominating committee continues to serve until the • Explains the chairman’s responsibilities;
annual election meeting.
• Provides a copy of the bylaws, the standing rules,
and a membership list for the committee’s use; and

• Provides a telephone number where he/she can be
reached to answer questions on procedure.

Running Your PTA R25 California State PTA Toolkit – May 2016

The parliamentarian attends meetings of the nominating Contacting Nominees
committee only if elected to serve as a member of the
committee. It is the nominating committee chairman’s responsibility
to contact each nominee, but any committee member
The parliamentarian shall notify the first alternate if an may be asked to make the contact and report to the
elected member of the nominating committee cannot chairman. It is not advisable to talk a reluctant individual
attend the first nominating committee meeting. into accepting a nomination.

The Role of the Principal Consent of each nominee should be obtained, while the
committee is in session, in order to place the name in
The principal of the school, if not an elected member of nomination. If consent cannot be obtained during the
the nominating committee, may serve in an advisory meeting, the chairman will inform the committee
capacity. members of the results of contacts made outside of the
committee meetings.
Suggestions for Year-Round Schools
Nominees should be given a clear indication of the
Include representatives from all tracks on the nominating responsibilities of the office and how much time may be
committee. involved. If requested, a printed job description can be
provided (Recommended Officers). Individuals
Encourage the nominating committee to present a slate considering accepting nomination to an elected office
of officers representing all tracks. should be advised that responsibilities of the office may
include attendance at leadership training meetings,
Request that the president and first vice president be workshops, and/or the California State PTA annual
from different tracks. convention.

Selecting Nominees In the event that no qualified candidate can be found for
a particular office, it is better to leave the office vacant
The responsibility of the nominating committee is to than to fill it with a person not able to do the job. After
select the best-qualified available person for each office. the election, the board-elect may fill any vacant positions
Submitting more than one nominee for an office is not according to the unit bylaws.
advisable. If the committee should select two names for
the same office, each nominee for that particular office The Election
must be advised and informed of the name of the other
nominee. 1. The election of officers for the ensuing year should
be conducted no later than the second week of April.
Students who are willing and have the time may serve This will afford the president-elect an opportunity to
as officers in the PTA/PTSA. According to California’s register and attend convention representing the
Corporations Code and civil law, a student may serve in association. Additionally, the transition process for all
any PTA/PTSA office. All officers, adults and students officers can begin and required reports can be
alike, must perform duties of the office as outlined in the submitted in accordance with due dates established
bylaws. by councils, PTA districts and the California State
PTA.
Nominee Requirements
2. Thirty (30) days’ advance written notice of the
Nominee: election meeting must be provided to the
membership (Association Meetings).
• Must be a PTA member for at least 30 days at the
time of the election; 3. The president presides at the election meeting.

• Must support the Purposes and basic policies of the 4. The privilege of voting shall be limited to members of
PTA and recognize that PTA is an effective the association who are present, whose dues are
organization working for all children and youth; paid, and who have been members of the association
for at least thirty (30) days.
• Should have effectively carried out previous PTA
and/or other organizational responsibilities; 5. Election of officers is held at the annual meeting and
will come under “new business” on the agenda. The
• Should have knowledge of the organization and its president calls upon the parliamentarian to read the
role in the school and community; sections of the bylaws pertaining to nominations and
elections. (Article V, Sections 1, 2, 3a, 3b, 3c, 3d, 3g,
• Should be willing to give PTA priority and 4, 5, 6, 7, and 11)
commitment including attendance at meetings;
6. After the parliamentarian has finished, the president
• Must be fair and objective and concerned for the calls upon the chairman of the nominating committee
well-being and best interests of the PTA; and to read the report of the committee. If a nominee has
withdrawn prior to the election and another nominee
• Must understand the importance of effective has been selected, the chairman will read a revised
teamwork. report to inform the membership of the new nominee.

No member shall be eligible for the same office for more 7. The president restates the slate of nominees and
than two consecutive one-year terms or hold more than asks each one to stand. The president conducts the
one elected or appointed office.

California State PTA Toolkit – May 2016 R26 Running Your PTA

election of officers even if (he/she is) nominated for Two or More Nominees for Office
an office. The president thanks the nominating
committee for its report and states: When there are two or more nominees for an office, the
election shall be held by ballot, as stated in the bylaws.
“According to our bylaws, nominations from the floor The secretary should have ballot slips available. Even if
are now in order.” the nominating committee presents only one name for
each office, there is the possibility that nominations will
The privilege of nominating from the floor is extended to be presented from the floor.
members of the association who are present, whose
dues are paid, and who have been members of the Ballot Vote
association for at least 30 days. A qualified member may
nominate his or her self. 1. When there are two or more nominees for an office,
the election is held by ballot. To verify eligibility to
Nominations do not require a second, only the vote, the membership list must be checked before
nominee’s consent. ballots are distributed. The secretary has the official
membership list. If a membership list is not available,
The president can: all present will be allowed to vote. If it is known prior
to the election meeting that there will be two or more
a. Ask for additional nominations for all positions in nominees for any office, ballots may be distributed at
the order in which they are listed in the Bylaws for a registration table as members arrive for the
Local PTA/PTSA Units, Article V, Section 2, meeting and present their membership cards.
before closing nominations for all elected offices
and then proceed with the election; or 2. The president appoints a tellers committee, including
a chairman and at least two (2) tellers, whose duties
b. Ask for additional nominations for each position, are to distribute, collect, and count the ballots. Ballots
one at a time, in the order in which they are listed may also be collected in a ballot box.
in the Bylaws for Local PTA/PTSA Units, Article
V, Section 2, and then proceed to elect the officer 3. The president requests all members eligible to vote
after nominations are closed on each position. to rise and be counted. This count will determine the
number of ballots to be tallied.
The president says,
4. A nominee for an office cannot be involved in the
“__________ has been nominated for president, are election procedure as a teller who collects ballots and
there further nominations for president?” (Pause.) counts votes.

“__________ has been nominated for vice president, are 5. Blank ballots are not counted.
there further nominations for vice president?” (Pause.)
This procedure is used for each office. 6. Illegal ballots are counted to determine the number of
votes cast, but are not applied as a vote for or
The president then says, against any nominee. Ballots are considered illegal if:

“Are there further nominations for any of these offices?” • They are unintelligible;
(Pause.) “Hearing none, I declare the nominations
closed. The bylaws state that where there is but one • They contain the name of a nominee who is not a
nominee for an office, the ballot may be dispensed with, member; or
and the election held by voice. Is there any objection to
this procedure?” (Pause.) “Hearing none, the following • Two or more filled out ballots are folded together.
are presented for election: __________ for president, These are recorded as one illegal vote.
__________ for vice president, etc.” After all offices
have been presented say the following: “All those in 7. In a contested election, each nominee may designate
favor say ‘aye,’ those opposed say ‘no.’” a person as an observer at the time the ballots are
counted.
The president says,
8. If another vote is necessary, the voting members
“The ayes have it, and you have elected the following must be recounted to establish the number of ballots
officers.” (The president restates names and offices.) to be tallied. If a member eligible to vote was not
present when the original ballot was cast but arrives
Officers are elected by a majority vote of those present in time for another vote, the member is entitled to
and eligible to vote, providing the quorum as stated in vote.
the bylaws has been met.
9. The results of the voting are reported by the
Voice Vote chairman of the tellers, in writing to the president, as
follows:
If there is but one nominee for any office, the ballot vote
for that office may be dispensed with, and the election Number of members eligible to vote __________
 
held by voice vote, as described above.
Number of votes cast __________
 
A member who wishes to vote by ballot for any office
may move that the vote be taken by ballot. The motion to Number needed to elect __________
 
vote by ballot must be recognized and voted upon
immediately without debate. A majority vote is required (Nominee)__________ Received __________
 
for adoption of the motion to vote by ballot.
(Nominee)__________ Received __________
 

10. This procedure is repeated for each contested office.
The president announces who has been elected to

Running Your PTA R27 California State PTA Toolkit – May 2016

office. Unless requested, the president does not have Q. Can a vacant position on the proposed nominating
to announce the number of votes cast for each committee report be filled after the report has been
nominee, but the complete Tellers’ Report must be submitted and posted?
 
recorded in the minutes. Following the
announcement of the vote, the chairman of the tellers A. Yes. If a nominee withdraws before the election, the
moves that the ballots be destroyed. committee must reconvene as soon as possible to
agree upon another nominee. If an office is vacant
11. It is permissible to use these two procedures in one after the election because an officer-elect resigns or
election by using voice vote for uncontested offices because no one was elected to fill the office, it shall
and a ballot for those that have two or more be considered a vacant office to be filled by the
nominees. board-elect according to the bylaws.

12. With few exceptions, a challenge to the election Q. How does the nominating committee handle the
procedure or outcome must be made during the acceptance of the nomination for a position after the
election meeting. An election must be declared “null report has been submitted?
 
and void” whenever discovery is made that the
individual elected did not meet the qualifications for A. If someone accepts a nomination after the report has
office as stated in the bylaws. Refer to Roberts Rules been submitted (at least 30 days prior to the election
of Order Newly Revised, latest edition, Contesting meeting), the nominating committee chairman will
the Announced Results of an Election and Point of read a revised report that includes the new nominee
Order sections. For assistance contact the district for office to the executive board and to the
PTA. membership at the annual (election) meeting.

VOTING RIGHTS OF OFFICERS Q. Can an association member be nominated to serve a
third consecutive one-year term for any office?
All PTA officers, including the parliamentarian, have the
same voting privileges as other members. The A. No. An individual who has already served two
president’s impartiality is protected by voting only when consecutive one-year terms in any elected or
the vote is by ballot. appointed association office is not eligible to be
nominated, elected or appointed to serve an
Previous Nominating Committee Members additional consecutive term in the same officer
position. The individual may serve in a different
Make a list of nominating committee members and the officer position. (See Bylaws for Local PTA/PTA
year(s) in which they served. This will serve as a written Units, Article V, Section 8.) An individual serving as
reference for the PTA. The names of the nominating an officer of a council or district for one two-year term
committee members must be placed in the PTA minutes is not eligible to be nominated, elected or appointed
as the official record. to serve an additional consecutive term in the same
officer position. At least one full term must elapse
Questions and Answers before an officer who has served the maximum
number of terms is eligible for nomination and
Q. Can the nominating committee fill one position with election or appointment to the same office.
two people who are willing to share the duties of the
office?
  Planning and Organizing

A. No. A position may be filled by only one person. If Guide to Executive Leadership
unusual circumstances exist that require more than
one person to handle the duties of a particular In order to remain in “good standing,” an association
position, then an assistant or deputy position may be must be composed of not less than fifteen (15)
created. members, of whom at least three (3) must serve in the
offices of president, secretary, and treasurer
Caution: If the assistant or deputy position is included (Recommended Officers).
by amending the bylaws, that position will then be
required on all future boards. Alternatively, an Depending upon the size of the unit, committees may be
assistant or deputy position with a clear description of helpful to the board in conducting its work (Committee
the job duties may be added to the standing rules to Development and Guidelines).
allow for the position without requiring it on all future
boards. True leadership isn’t about leading followers; it’s really
about building new leaders.
Q. Can one person be nominated for more than one
office?
  Responsibilities of a leader:
• Listen
A. Yes. However, a member can serve in only one • Participate
capacity at a time. In such a case, if the person • Allow others to participate
elected to two or more offices is present, he/she can • Be enthusiastic
choose which office he/she will accept. If he/she is • Develop a team spirit
absent, the assembly should decide by vote the • Be positive
office to be assigned, and then elect others to fill the
other office(s).

California State PTA Toolkit – May 2016 R28 Running Your PTA

• Be a problem solver income from the payroll of any unit, council or district as
• Treat all people fairly well as the California State PTA. Members of the board
• Reward efforts include any officer or chairman of the executive board or
executive committee. Supporter means corporations,
“With strong leadership, PTA will have the competent, foundations, individuals, 501(c)(3) nonprofits, and other
committed people necessary to be effective advocates for organizations which contribute to the California State
children and youth.” PTA.

Executive Board Policy and Practices

The executive board meets monthly as specified in the In accordance with the California State PTA Bylaws,
bylaws. The executive board should meet no less than Article IV, Section 6: A PTA member shall not serve as a
two weeks prior to each association meeting so that voting board member of a constituent organization at the
members receive advance written notice according to local, council, district PTA, region, state or national level
the bylaws of all recommendations to be considered at while serving as a paid employee of, or under contract
the association meeting. None of its acts shall conflict to, that constituent organization.
with action taken by the association.
Related Party Provision. For purposes of this provision,
Unit bylaws specify members of the executive board and the term "interest" shall include personal interest,
may include: Interest as director, officer, member, stockholder,
shareholder, partner, manager, trustee or beneficiary of
• officers of the association; any concern and having an immediate family member
related by blood or marriage or member of the same
• chairmen of standing committees; household who holds such an interest in any concern.
The term "concern" shall mean any corporation,
• school principal or representative(s); association, trust, partnership, limited liability entity, firm,
person or other entity other than the organization. No
• faculty representatives; and/or officer or board member of the association shall be
disqualified from holding any office in the association by
• student representative(s). reason of being related to any person that has any
interest in any concern. An officer or member of the
A unit with a small membership may reduce the number board of the association shall not be disqualified
of members on its executive board by following because they are a related party from dealing, either as
California State PTA procedures for amending the a vendor, purchaser or otherwise, or contracting or
bylaws. While each association is required to include entering into any other transaction with the association
certain positions in the bylaws, the district PTA or with any entity of which the association is an affiliate.
leadership can provide assistance by making No transaction of the association shall be voidable by
recommendations regarding the positions so that the reason of the fact that any officer or member of the
executive board reflects the needs of the particular PTA. board of the association is related to a person that has
an interest in the supporter with which such transaction
Executive board meetings and minutes are confidential is entered into, provided:
and attendance is limited to those individuals specifically
listed in the bylaws. The president may grant a courtesy a. The interest of such officer or member of the board is
seat to a guest for the purpose of bringing information to fully disclosed to the executive board.
be shared with the group. Guests do not participate in
discussion or voting and should leave the meeting after b. Such transaction is duly approved by the board of
the information is relayed. directors not so interested or connected as being in
the best interests of the association.
A summary of actions taken by the executive board must
be reported to the association at the next association c. Payments to the related party of the interested officer
meeting and usually requires further approval or or the member of the board are reasonable and do
ratification by the association. Actions requiring not exceed fair market value that shall be determined
association approval are stated in the bylaws. by a three bid process.

Conflict of Interest Policy d. No officer or member of the board may vote or lobby
on the matter or be counted in determining the
Definitions existence of a quorum at the meeting at which such
transaction may be authorized.
Conflict of Interest (also Conflict) means a conflict, or the
appearance of a conflict, between the private interests e. Every officer and member of the board shall
and official responsibilities of a person in a position of complete the annual questionnaire at the beginning
trust. Persons in a position of trust include staff of each fiscal year. This document shall be
members, officers, and members of the board of a unit, maintained as provided in the document retention
council or district of the California State PTA. Board policy.
means the executive board or executive committee.
Officer means an officer of the board of directors, Following full disclosure of a possible conflict of interest,
executive board or executive committee. Staff member the executive board shall determine whether a conflict of
means a person who receives all or part of her or his interest exists and if it there is a conflict, the

Board shall vote to authorize or reject the transaction or
take any other action deemed necessary to address the

Running Your PTA R29 California State PTA Toolkit – May 2016

conflict and protect the PTA’s best interests. Both votes Participants throw out their ideas to accomplish the task
shall be by a majority vote without counting the vote of or goal.
any interested board member.
Recorder lists all ideas.
An interested member of the board, officer, or staff
member shall not participate in any discussion or debate Do not discuss. Do not pre-judge.
of the board, or of any committee or subcommittee, in
which the subject of discussion is a contract, transaction, Repetition is okay.
or situation in which there may be a perceived or actual
conflict of interest. However, they may be present to Encourage participation by all members.
provide clarifying information in such a discussion or
debate unless objected to by any present member of the Enjoy silences. It means everyone is thinking.
board.
Consensus
Anyone in a position to make decisions about spending
the PTA's resources (i.e., transactions such as After the group has generated a list of ideas, reorganize
purchases and contracts) – who also stands to benefit those ideas that are similar or related. Have the group
from that decision – has a duty to disclose that conflict go over the list, applying critical and careful judgments to
as soon as it arises or when it becomes apparent; he or arrive at the group goal. Is the goal feasible and within
she should not participate in any final decisions. available resources? Does it fit within the Purposes and
basic policies of the PTA?
A copy of this policy shall be given to all members of the
board, officers, and staff members upon commencement To help arrive at consensus, the members indicate their
of such person's relationship with the PTA or at the top three choices: 3 points for 1st choice; 2 points for
official adoption of this policy. Each board member, 2nd choice; 1 point for 3rd choice. Tally points for each
officer, and staff member shall sign and date the policy category. The idea with the most points becomes the
at the beginning of his or her term of service or group’s choice.
employment and each year thereafter. Failure to sign
does not nullify the policy. Remember, achievement of a goal (a desired outcome
to be achieved) often requires the completion of several
Each member of the board, officer, and staff member objectives (Develop an Action Plan).
shall annually sign a statement which affirms such
person (see Conflict/Whistleblower Form, Forms Goal Setting
Chapter):
Setting goals for an organization provides a road map
a. Has received a copy of this conflict of interest policy, that gives a target to strive for, plans for needed change,
and something to look back on and measure. Goals
b. Has read and understands the policy, allow a PTA to stay focused and on track, especially
during conflict or challenges.
c. Has agreed to comply with the policy, and
Short-range goals: Can be accomplished now (starting
d. Understands that the PTA is a constituent today and within two weeks).
organization of the California State PTA as a
nonprofit corporation and in order to maintain its Intermediate goals: Can be accomplished in the interim
federal tax exemption it must engage primarily in between short- and long-range goals.
activities which accomplish one or more of its tax
exempt purposes. Long-range goals: Can be accomplished by the end of
the term.
Brainstorming
Planning
Brainstorming is a widely used problem-solving tool. It
encourages participants to use their imaginations and be It is better to set one or two goals with ten ways to
creative. It helps elicit many solutions to any given accomplish each one than to set ten goals with only one
problem or task. When the membership buys into the or two ways to get there.
decision of the group and participates in the decision-
making process, a successful PTA year is more likely. When beginning to plan, ask what the members think.
Here are some methods:
A good brainstorming session should last 15-20 minutes.
Have plenty of large paper, marking pens, and masking • Circulate a survey.
tape on hand. Divide into small groups — no more than
11 to a group. One person should serve as recorder. • Make phone calls or personal contacts.

The brainstorming “task” or “problem” should be listed at • Use “brainstorming” techniques.
the top of the paper for each small group. Based on the
Purposes of the PTA, list the goals and objectives for • Seek out new ideas.
(unit, council, and district PTA) for the coming year.
Officers Should Consider
Rules
Is the concern within the framework of the Purposes and
Everyone participates—including the president. basic policies of the PTA?

Does the plan address a real need in the community, or
is another organization already working on the problem?
Don’t re-invent the wheel. Consider joining an existing
coalition (Joining, Building, and Making Coalitions Work).

California State PTA Toolkit – May 2016 R30 Running Your PTA

Assess the costs—in terms of time investment, financial 2. Job description including the summary included in
resources, PTA member ability—and determine if the the California State PTA Toolkit for the specific
goal is cost effective. position (if applicable) (Recommended Officers;
Committee Development and Guidelines and Officer
Planning Questions and Chairman Job Descriptions in the California
State PTA Toolkit).
What do the members need or want? (Research.)
3. Current bylaws and standing rules.
What does the unit want to accomplish? (The unit’s
goal.) 4. Agendas and minutes.

What will it take to achieve that goal? (Objectives.) 5. Finance Chapter that includes budget, financial
reports, and audit report.
Who will assume responsibility for what action, and
6. Calendar of events and/or responsibilities for each
How will it be accomplished? (Plan of Action.) month.

How will the unit know if it has succeeded? (Evaluate 7. Reports from current and previous officers/chairmen.
Success of the Plan)
8. Information from conferences, workshops, and
Potential Goals for the Year correspondence.

Implement a California State PTA or National PTA 9. Newsletters and other unit communications.
program or a convention resolution.
10. Executive board roster. Presidents are encouraged
Increase unit membership.
A procedure book is not personal property.
Publicize PTA activities through newsletters, fliers,
personal contacts. PTA Records

Involve each school family in at least one school PTA Records are a vital part of each association, and the
activity during the year. following guidelines must be followed:

Promote cross-cultural understanding through effective The charter, ledger book, and tax forms must be kept
programs and projects. permanently.

Set up a telephone or email communication tree to The minutes are a permanent record (Secretary).
promote advocacy.
Historical records, including charter membership list,
Create a website for the membership. names of all presidents, a record of outstanding projects,
and a list of Honorary Service Award recipients, should
Procedure Book be kept permanently.

Because of regular changes in leadership and volunteer All financial records should be kept for a minimum of
personnel, each officer and chairman must have a seven years, including the current year. Financial
procedure book to ensure continuity and progress. The records may be kept on a computer as long as PTA
procedure book, together with all material belonging to procedures are followed and a printed record is kept in a
the office or chairman, should be delivered promptly to permanent binder.
one’s successor.
If it becomes necessary to discard PTA materials, the
A procedure book should contain all materials needed to president should appoint members to a committee to
accomplish the work of the office or chairmanship, plus review and condense. This committee must be aware of
any additional information that a new volunteer would the requirements above and cautioned against
find helpful. discarding vital documents and records (Records
Retention Schedule and Destination Policy).
It is recommended that the procedure book contents be
placed in a loose-leaf binder, large enough to hold 8-1/2" Involving School Administrators and
x 11" paper. School Community

The president may need additional binders to hold the Whether at the county, school district, or local school
National PTA resource materials, California State PTA level, administrators can help ensure that a PTA is an
Toolkit, and additional support material. informed and contributing part of the school community.
PTA leaders and members often take their cues from the
A procedure book should include: administrator’s direction. An administrator’s active
support, cooperation, and inspiration are vital to the
1. Title page with success of a PTA.

- Name of office or chairmanship; The administrators should:

- Name of association, council (if in council) and
district PTA;

- Previous officer/chairman and dates served; and

- This statement: “This procedure book belongs to
the PTA unit and not the individual.”

Running Your PTA R31 California State PTA Toolkit – May 2016

• Become familiar with the Purposes and basic policies injury or accident is due to anything under the control of
of the PTA and their interpretation through the PTA or not. If the school district requires the PTA to
publications such as the California State PTA Toolkit. sign a Hold Harmless Agreement for use of school
premises, the PTA should contact the California State
• Encourage teachers, staff members, parents, and PTA insurance broker. If directed by the insurance
students to join and participate with the PTA. broker to sign a Facilities Use Permit Addendum, refer to
the Toolkit. (PTA Use of School Facilities).
• Invite teachers and staff members to contribute ideas
for programs and projects. The site administrator serves as an advisor to the
nominating committee or may be elected to serve as a
• Assist the PTA in reaching out to community and member of the committee.
local business leaders as potential members for
coalition building and as resources. The administrators should meet with the budget
committee to help develop the PTA budget. The PTA
• Encourage the development of PTA membership and budget should reflect the goals of the PTA, including the
informational packets for distribution to parents of PTA’s programs and projects. Therefore, items for
new students enrolling in schools and the community schools that should be supplied by the school or school
at large. district (curriculum, equipment, etc.) should not be
reflected in the PTA budget.
• Advise the PTA on school district policies regarding
classroom visitation, field trips, class parties, parent Promote Family Engagement
participation, directory information, etc.
The administrator should:
• Attend meetings and events of the PTA.
• Promote PTA-sponsored family engagement
Presidents are encouraged to photocopy and share the programs and projects.
Involving School Administrators and School Community
section with their school principal or other designated • Encourage and promote a PTA volunteer program
school representatives. where needed: library, classroom, art docent,
computer labs, etc.
Share “Partners in Education” brochures in Forms Chapter,
with respective partners: • Encourage PTA members to attend meetings and
- The School Board and PTA workshops sponsored by council, district and state
- The Site Administrator and PTA PTA.
- The Superintendent and PTA
- The Teacher and PTA • Encourage PTA members to attend workshops and
training sessions sponsored by school districts,
Working with the PTA President county offices of education, and community
organizations to become informed on children’s
The administrator should: issues.

• Meet with the PTA president or president-elect to • Involve parents/guardians in staff development,
establish lines of communication and arrange for planning, and implementation of programs and
meetings on a regular basis throughout the year. events.

• Invite the president to staff meetings when relevant. • Encourage advocacy.

• Review goals and the yearly school/district plan. • Encourage PTA participation with school/district
groups, advisory committees, and community service
• Discuss opportunities for working with PTA together groups.
in the areas that are of interest to members and
relate to local needs (parenting skills, health, safety, • Encourage PTA to study local governmental and
home-school partnerships, and education issues). state legislative issues and to be informed about PTA
positions on these issues.
• Offer suggestions about presentations, professional
speakers, and community resources. • Support family engagement in setting educational
goals for the school/district in partnership with the
Working with Officers and Committees association, council or district PTA.

The administrators should meet with PTA committees to • Encourage PTA members to attend school board
assist in program and event planning, arranging for meetings and local governmental meetings to
meeting places, and using facilities and equipment. become aware of issues related to children, youth,
PTAs may be required to have school district facility use and families.
permits on file.
Facilitate Communication
A Hold Harmless Agreement means that the signer
assumes total liability for a facility while the signer is It is important for the PTA to communicate regularly with
using it. Many school district Facility Use Permits include parents. The typical method is a newsletter produced in
a Hold Harmless Agreement, which, if signed, would cooperation with the school administrator. If PTA does
mean that the PTA assumes the total liability for that not publish a newsletter, arrange for the PTA to share in
facility during the PTA’s usage, whether the cause of an school-prepared notices or bulletins.

California State PTA Toolkit – May 2016 R32 Running Your PTA

The administrator is responsible for the accuracy of Responsibilities of Officers and
school information, compliance with the State Education Chairmen
Code, and school district policy. The PTA president is
responsible for the accuracy of PTA information and To ensure a successful term of office, certain
compliance with PTA policies. responsibilities begin as soon as officers are elected. All
board members and chairmen are expected to:
Self Assessment
• Accept office or position only when willing to uphold
Principal the policies and procedures of the State and National
PTA;
Do you attend PTA meetings, including meetings of the
executive board? • Accept office only when willing to prepare oneself to
fulfill the responsibilities of the office;
Do you take time to plan with the PTA president?
• Study and follow unit bylaws and standing rules;
Do you let the PTA president know about your school’s
plans and needs? • Attend and participate in meetings;

Do you personally feel you know and understand the • Abide by the will of the majority;
PTA program?
• Respect the privacy of the business of the executive
Do you encourage your teachers to participate in PTA board;
activities and encourage their attendance at meetings?
• Protect members’ privacy by allowing no distribution
Are you careful not to dominate the PTA? of membership lists to outside interests;

Do you make your PTA feel welcome and part of the • Meet due dates and fulfill assignments promptly;
school?
• Give accurate and detailed account of all monies
Do you invite your PTA president to attend some of the entrusted to them;
staff meetings?
• Delegate instead of doing everything;
Do you cooperate with the PTA in the use of school
facilities? • Develop and strengthen leadership;

PTA President • Attend conferences, workshops and conventions;

Do you invite the principal to all PTA meetings and • Maintain a procedure book to pass on to one’s
activities? successor; and

Do you consult the principal on all plans early in the • Resign if unable to perform the required duties of the
school year? office.

Do you constantly seek to understand your school The California State PTA does not recognize co-
better? officers. “Co-officer” implies two people of equal rank
sharing one position. In PTA, only one name may be
Do you build some of your PTA programs around the listed for each office, and only one individual may vote.
school programs? Bylaws may be amended to include additional officers to
share the workload.
Are you careful not to make excessive demands on the
time of your school personnel? The bylaws provide the month for the annual election
and the date when the term begins. All officers and
Are you careful not to interrupt or interfere with the chairmen are obligated to study and follow PTA bylaws
school program? and standing rules. They are also responsible for
reviewing, as well as maintaining while they are in office,
Do you keep personal matters and personality conflicts the procedure book (Procedure Book) specific to their
out of the PTA? office.

Are you a good manager? Officers and chairmen are referred to the following
professional governance standards to help in
Are you friendly with everyone—school personnel and understanding individual and board roles for effective
PTA members? PTA work. See also the Professional Governance
Standards in brochure format in the Forms Chapter.
Do you work well with others and give credit where credit
is due? Professional Governance Standards

According to your profile, how are you doing? The bylaws and standing rules for each PTA provide a
framework for the organization. In order to operate
It is useful to reflect upon one’s performance to identify effectively using this framework, PTA executive boards
areas for improvement and acknowledge the development and individual board members will benefit from
of new skills. Using the numbers 1 through 5, with “5” adherence to professional standards of governance.
indicating the “best practice,” how would you evaluate
yourself or, how would you evaluate each other? Professional governance standards specify principles
involved in governing responsibly and effectively and

Running Your PTA R33 California State PTA Toolkit – May 2016

were developed to support PTA boards in their efforts to • Proposes for adoption by the membership a fiscally
enhance their membership’s and the community’s responsible budget based on the organization’s
understanding about the responsibilities of the PTA vision and goals;
board.
• Monitors the fiscal health of the association regularly;
The Individual Board Member
• Ensures that safe and appropriate activities are
A PTA board member is a person elected or appointed provided to implement the goals;
to serve on a PTA executive board. Individual board
members bring unique skills, values and beliefs to the • Provides community leadership on issues that affect
PTA board and in order to function effectively, individual children and youth;
board members must work together for the association.
• Works collaboratively with other groups and agencies
To be effective, an individual board member that share the same concerns on issues that affect
children and youth;
• Recognizes and respects differences of perspective
and style among the individual board members; • Encourages individual board members to attend
available training opportunities;
• Acts with dignity and understands the implications of
demeanor and behavior; • Serves as a communication link between the home,
school and community;
• Honors the confidentiality of board discussions;
• Evaluates the activities and direction of the board on
• Is open to new ideas and suggestions; a regular basis.

• Is familiar with the bylaws in respect to the individual Procedures for Adoption of Professional
position as well as the organization as a whole; Governance Standards

• Understands that authority rests with the board as a The California State PTA has adopted the Professional
whole and not with individuals; Governance Standards and encourages all unit, council,
and district PTA executive boards to review and adopt
• Understands that the basis for all authority rests with the standards at the beginning of their term as an
the membership; integral part of their team building and orientation
process; however adoption of the standards can take
• Participates in opportunities for training; place at any time. The Toolkit includes the brochure
entitled Professional Governance Standards (Forms 9),
• Commits the time and energy necessary to be an which includes a form that a PTA may complete upon
informed and effective leader; adoption by a vote of the PTA board. The brochure can
also be downloaded at
• Assists those with less experience; www.capta.org/sections/basics/downloads/ProfGovStan
Brochure.pdf
• Understands the distinctions between PTA and the
school staff and refrains from performing functions The PTA shall submit the form in the brochure to the
that are the responsibility of the school district; California State PTA office after adoption and include the
total number of board members and the expiration date
• Values, supports and advocates for public education; of their term.

• Represents the PTA only when authorized to do so. Upon receipt of the form completed and signed by the
president, a certificate will be mailed to the PTA
The PTA Executive Board president by the California State PTA office. A letter of
acknowledgement will be mailed to the PTA
The members of the PTA executive board work together administrator.
as a governance team which assumes collective
responsibility for building unity and creating a positive Wallet cards for the number of board members noted on
climate during term of office. the form will be enclosed with the letter to the PTA
president. The wallet card serves as an
To operate effectively, the executive board acknowledgement and reminder of the PTA board’s and
individual board member’s commitment to adhere to the
• Develops a unity of purpose by involving Professional Governance Standards.
parents/guardians, students, staff and community;
Whistleblower Policy
• Communicates a common vision;
This Whistleblower Policy of the California State PTA:
• Operates with trust and integrity; (1) encourages directors, officers, staff and volunteers to
come forward with credible information on illegal
• Remains responsive to input from the school practices or serious violations of adopted policies of the
community; association; (2) specifies that the association will protect
the person from retaliation; and (3) identifies where such
• Governs in a professional manner, treating everyone information can be reported.
with civility and respect;
1. Encouragement of reporting. The association
• Fulfills requirements set within bylaws and standing encourages complaints, reports or inquiries about
rules;

• Takes collective responsibility for the board’s
performance;

California State PTA Toolkit – May 2016 R34 Running Your PTA

illegal practices or serious violations of the Basic job descriptions for all elected and appointed
association’s policies, including illegal or improper officers are included in PTA bylaws.
conduct by the association itself, by its leadership, or
by others on its behalf. Appropriate subjects to raise In addition, Officer and Chairman Job Descriptions found
under this policy would include financial in the California State PTA Toolkit, Job Descriptions,
improprieties, accounting or audit matters, ethical Chapter, have been developed by the California State
violations, or other similar illegal or improper PTA for use by unit, council and district PTAs. These
practices or policies. Other subjects on which the guidelines are meant to assist officers and chairmen in
association has existing complaint mechanisms their duties throughout the term of office. The list
should be addressed under those mechanisms, such includes the required president, secretary, and treasurer
as raising matters of alleged discrimination or officer Job Descriptions and numerous others.
harassment via the association’s president or the
council/district president. This policy is not intended The job descriptions typically are distributed to members
to provide a means of appeal from outcomes in those of the board-elect following election and are used with
other mechanisms. the updated procedure books forwarded by the outgoing
officers and chairmen. PTAs are encouraged to develop
2. Protection from Retaliation. The association job descriptions and procedure books for all PTA
prohibits retaliation by or on behalf of the association positions to provide continuity and sound leadership
against employees or volunteers for making good practices.
faith complaints, reports or inquiries under this policy
or for participating in a review or investigation under President
this policy. This protection extends to those whose
allegations are made in good faith but prove to be Serving as president of a PTA includes the responsibility
mistaken. The association reserves the right to to lead that PTA toward specific goals chosen by its
discipline persons who make bad faith, knowingly members. The goals must be consistent with the
false, or vexatious complaints, reports or inquiries or Purposes and basic policies of the PTA. The president is
who otherwise abuse this policy. the presiding officer and the official representative of the
association.
Where to report. Complaints, reports or inquiries may
be made under this policy on a confidential or Throughout the year, mailings will be sent from the
anonymous basis. They should describe in detail the California State PTA and National PTA that contain
specific facts demonstrating the basis of the complaints, important material to assist the unit. Distribute and
reports or inquiries. They should be directed to the discuss these materials with the appropriate officers,
association president and the council/district PTA chairmen and membership when appropriate.
president; if the president is implicated in the complaint,
report or inquiry, it should be directed to the only to the PTA presidents should encourage and model legislative
council/district PTA president. The association or advocacy.
council/district will conduct a prompt, discreet, and
objective review or investigation. Officers, volunteers, For PTA training, counseling, or information, contact the
and staff must recognize that the association may be council or district PTA president.
unable to fully evaluate a vague or general complaint,
report, or inquiry that is made anonymously. All written materials produced by PTA (e.g., newsletters,
fliers, website postings, and print or electronic notices)
Recommended Officers and Chairmen are to be cleared with the PTA president and school
principal before publishing. The principal is responsible
All PTAs are required to have a president, secretary, and for the accuracy of school information and compliance
treasurer. Other officers may vary at the unit, council, with the State Education Code and school district policy.
and district PTA levels. All officers are listed in the The PTA president is responsible for the accuracy of
bylaws. The president, as an effective leader, will see PTA information and compliance with PTA policies.
that officers receive their respective job guidelines
promptly. Prior to Taking Office

Recommended Officers To ensure a successful term of office, certain
responsibilities begin as soon as new officers are
Vice President(s) elected.

Financial Secretary The president-elect should confer with the school
principal.
Corresponding Secretary
Call meetings as necessary of the board-elect (elected
Historian officers and principal) soon after election to ratify
appointed officers, fill any vacant offices, and make
Auditor plans for the coming year. After appointed officers are
ratified, they become part of the board-elect.
Parliamentarian
Hold brainstorming session(s) with the board-elect to
Job Descriptions for Officers and Chairmen establish unit goals. Review unit bylaws, past unit
activities, become familiar with National PTA and
The president should provide the officers and chairmen California State PTA goals, set realistic goals, and
with their respective job descriptions as soon as prioritize projects. Evaluate current chairman positions
possible.

Running Your PTA R35 California State PTA Toolkit – May 2016

and decide which are needed. Ask for suggestions of Meet with the room representative coordinator and
people to fill chairmanships. principal to plan an orientation meeting for room
representatives and/or grade level representatives.
Start recruiting chairmen and committee members.
Strive for a balance of experienced and new members, Confer with officers and chairmen regarding plans for the
keeping in mind that all areas of the community should year and progress toward set goals.
be represented. Select first those whose work begins
immediately: program, budget and finance, and Prepare a master calendar that includes executive board
membership. If the standing rules or bylaws designate meetings, association meetings, PTA special events,
some of these duties to the vice president(s) or and president/principal meetings.
treasurer, appoint additional members to their respective
committees. A special meeting of the board-elect may be Order PTA materials helpful to officers/chairmen in
called to ratify the appointment of all chairmen, so they fulfilling their responsibilities. This is a reimbursable PTA
can begin their activities. You may also do this at the first expense.
executive board meeting when the term begins.
If possible, obtain a subscription for the principal to PTA
Become familiar with the duties of each chairman by in California, the official newsletter of the California State
reviewing the California State PTA Toolkit. Share job PTA, and Our Children, National PTA magazine.
descriptions (Job Descriptions) and materials as noted Promote PTA officer/chairmen use of the PTA websites:
with the chairmen and help them to secure procedure www.capta.org and www.pta.org.
books and materials from their predecessors.
The California State PTA Toolkit is included in the
Names and addresses of additional executive board service mailing. Membership enrollment may be planned
members should be sent to council and/or district PTA before the service mailing is received. Arrange to obtain
for their respective directories. membership envelopes and cards according to
procedure of the council or district PTA. The PTA may
Attend workshops offered by the council or district PTA print its own envelopes but must use the membership
and urge incoming board members to attend. cards provided.

The president-elect is one of the unit’s delegates to the Ensure membership enrollment activities are approved
California State PTA convention. by the principal and do not interfere with school
activities.
Attend the convention orientation meeting held by the
district PTA and study materials in order to be a Membership enrollment is ongoing, but a new
knowledgeable delegate. Be sure to ask the current membership campaign and outreach activities for the
president for all information regarding convention (State upcoming year should be planned as soon as officers
Convention). are elected.

Prior to taking office, request the retiring president’s All members must receive a membership card with the
procedure book and review it and all material received October 31 expiration date.
from previous president.
Coordinate with the treasurer to schedule a budget
Coordinate with treasurer-elect to have the signature committee meeting with the principal and officers
cards for bank accounts updated with new officers and (treasurer, program chairman, and fundraising chairman)
submitted to the bank at the beginning of the new term. whose input to the budget is important. Verify that
programs and fundraising activities comply with
During Term of Office insurance guidelines.

Be sure a signed facilities use permit is on file, if Have the proposed budget, including programs,
required by the school district. A Hold Harmless fundraisers, California State PTA convention, and other
Agreement means that the signer assumes total liability plans presented to the executive board.
for a facility while the signer is using it. Many school
district Facility Use Permits include a Hold Harmless The association must approve the proposed budget,
Agreement, which, if signed, would mean that the PTA including programs, fundraisers, and other plans before
assumes the total liability for that facility during the implementation (which includes the signing of contracts).
PTA’s usage, whether the cause of an injury or accident A motion for each fundraiser, including how the money
is due to anything under the control of the PTA or not. If will be used (books for the library, etc.), must be
the school district requires the PTA to sign a Hold approved by the association. This should be done at the
Harmless Agreement for use of school premises, the first association meeting of the new term (The Agenda;
PTA should contact the California State PTA insurance Sample Agenda, Fig. R-2).
broker. If directed by the insurance broker to sign a
Facilities Use Permit Addendum, refer to the Toolkit It is the responsibility of the president and unit delegates
(Working with the Schools, PTA Use of School Facilities, to attend the council meetings (if in council) or district
Running Your PTA Chapter). PTA meetings (if not in council). Check with your council
(if in council) and district PTA for meetings or training
Appoint a committee to review and/or revise the bylaws. programs that may be held throughout the year.

Work with committees in charge of activities scheduled The executive board fills any vacant offices and ratifies
before school begins, such as student registration and additional chairmen and committee members before the
welcome for teachers, new students, and parents. school term starts.

Remind the treasurer to send the per capita portion of
dues for council (if in council), district, state, and

California State PTA Toolkit – May 2016 R36 Running Your PTA

National PTA, through the channels each month with End of Term
member names and addresses; to submit insurance
premiums by council, if in council, and the district PTA Submit a roster that includes the name, title, and contact
due date and to prepare and submit the mandatory information for the new officers to council or district PTA
Workers’ Compensation Annual Payroll Report through by the due date. For presidents, contact information
channels by the due date (Financial Officers’ Reports should be personal mailing address.
and Forms).
Give helpful materials to the president-elect immediately
Remind the treasurer to schedule audits of the financial following the election (Procedure Book).
books twice a year (The PTA Audit) according to the
months designated in the bylaws and to provide a copy Work with the president-elect to plan the installation of
of the Annual Financial Report to the council, if in new officers.
council, and district PTA (Annual Financial Report).
Invite president-elect to attend meetings of council or
Work with the program committee to complete plans for district PTA and meetings of community groups.
Founders Day, typically celebrated in February
(Founders Day). Include an opportunity to collect the Continue president’s responsibilities until the date in the
Founders Day Freewill Offering in the program. Remind association bylaws the new officers assume office.
the treasurer to remit any funds collected promptly to Encourage cooperation and sharing of materials
council or district PTA. between outgoing and incoming board members.

Appoint an award committee to select local recipient(s) Work with the historian to compile the Annual Historian
for award(s) (Awards). Be sure a motion is made to Report and mail this report by the council or district PTA
authorize the purchase of Honorary Service Awards and due date (Annual Unit Historian Reports).
emblems, to be ordered from the state office, in time for
the presentation. Allow six weeks for delivery (Honorary At the last association meeting of the school year, a
Service Award [HSA] Program). motion should be made authorizing the executive board
to pay necessary summer bills within the limits
Forward any proposed resolutions for the California established in the budget and the bylaws. A motion also
State PTA convention in time for council or district PTA may be made to appoint a committee to read the
action (Convention Resolution Process). minutes of the last association meeting of the year and
report at the next association meeting.
Review the California State PTA convention registration
information when received. Prepare convention pre- See that outstanding bills have been paid, committee
registration and housing materials as instructed by reports have been filed, projects have been completed,
council (if in council) or district PTA. and financial books are scheduled for audit. Be certain
that any correspondence, including thank you notes and
Prepare for Association Meetings acknowledgments, have been sent.

Check with program and hospitality chairmen about When the term as president is completed, stay involved,
arrangements. but not in charge.

Work with the publications, public relations, and room Council President’s Responsibilities
representative coordinators on meeting notices,
publicity, and parent contacts. The council president is an elected officer and serves as
a vital link between the district PTA and the member
Be sure the year’s proposed program and budget, units.
including all programs and fundraisers, is presented for
adoption at the first fall association meeting (Budget; The responsibilities and duties of the council president
Budgeting and Fundraising. are substantially similar to those of the unit president.
Please review “Unit President’s Responsibilities” above,
Prepare the agenda in advance of the meeting and in addition to the tasks listed below.
provide copies to the parliamentarian and secretary (The
Agenda; Sample Agenda Fig. R-2). Prior to Beginning of Term

Provide written notice to the membership at least ten Meet with liaison from member school districts and/or
days prior to the meeting. The written notice must superintendent’s(s’) office(s).
include the date, time, location, and proposed business
to be considered at the meeting. Request agenda time to be introduced at a meeting of
the school district principals.
Check the bylaws for the procedures to elect the
nominating committee and include that election on the Prepare an overview of the council and goals for the
appropriate month’s agenda. upcoming year.

Check the bylaws for the meeting designated for the Meet with council program planning and budget
election of officers, provide the required thirty (30) days’ committees.
written notice of the election to the membership, and
conduct election. Work with the other incoming council officers to prepare
the council calendar for the upcoming year and prepare
Conduct election of delegate(s) to the California State any required facility use forms. A council may meet in a
PTA convention. The number of delegates is determined central school district location or may rotate the council
by unit membership. Elect an alternate for each delegate meetings among the member units’ sites.
(State Convention).
Determine if names and addresses of newly-elected
council officers have been sent to the district PTA by the

Running Your PTA R37 California State PTA Toolkit – May 2016

district due date for forwarding to California State PTA Review bylaws with council parliamentarian for any
and National PTA. If this has not been accomplished, needed changes and appoint a committee to assist.
complete the list and mail immediately. All materials
mailed from California State PTA and National PTA will Conduct election of delegates to California State PTA
be addressed to the council president, who is convention at least 30 days prior to convention. Each
responsible for sharing them with the appropriate council council is entitled to send two delegates. Elect an
officers and chairmen. alternate for each delegate.

Determine if names and addresses of newly-elected Prepare convention pre-registration and housing
officers for PTA units within the council have been sent materials. Notify council delegates of convention
to the district PTA by the due date for forwarding to the orientation date scheduled by district PTA.
California State PTA and the National PTA.
Work with council historian to compile Annual Historian
Bylaws stipulate that the council president-elect shall be Report and mail report to meet district PTA due date. Be
one of the PTA council’s delegates to California State available to provide assistance to member units in
PTA convention, usually held in May. Attend the district completing the form by the due date.
PTA convention orientation meeting and study materials
to be an informed and knowledgeable delegate. Be sure Complete Annual Financial Report to meet district
to ask for all information regarding convention (State PTA due date as required.
Convention).
District PTA President’s Responsibilities
Attend workshops offered by the district PTA and urge
incoming board members to attend. Notify incoming unit The district PTA president is an elected officer and
officers of the workshops scheduled. serves as a vital link between the California State PTA
and the district PTA.
Coordinate with the council treasurer-elect to have the
signature cards for the council’s bank accounts updated The responsibilities and duties of the district PTA
with the new officers. president are substantially similar to those of the unit
president. Please review “Unit President’s
Encourage and model legislative activity. Responsibilities” above in addition to the following tasks.

Ongoing Prior to Beginning the Term

Determine procedure with council membership chairman Bylaws stipulate that the district PTA president shall
for receiving membership cards from district PTA and represent the district PTA at meetings of the California
review distribution procedure to member units. State PTA Board of Managers.

Prepare meeting agendas (check with the council Meet the liaisons from the county superintendent’s office
secretary and/or minutes for any unfinished business to (or offices, if district PTA area covers more than one
be included). Provide copies for the parliamentarian and county).
secretary, and provide notice to the executive board and
member units. Written notice must include the date, Request agenda time to be introduced at county school
time, location and proposed business to be considered board meetings.
at the meeting.
Hold a district PTA orientation for all district PTA officers
Attend all meetings of the district PTA as the council and chairmen.
representative.
Work with incoming district PTA officers to prepare the
Review service mailings received from the California district PTA calendar for the upcoming year and prepare
State PTA and National PTA promptly. any required facility use forms. A district PTA may meet
in a central school district location, or the county office of
Notify the member units of the cost of insurance education, or it may rotate district meetings among the
premiums for general liability, directors and officers member councils’ or units’ sites.
liability, and Workers’ Compensation as soon as
received from the district PTA. Be alert for the due date Attend the California State PTA convention and your
to the district PTA and coordinate the council due date district PTA’s workshops and urge incoming board
with the council financial secretary and treasurer. members to attend. Notify incoming council and out-of-
council unit officers of the workshops scheduled.
Be alert for all due dates that affect the member units.
Set reasonable due dates for items to reach the council Review procedures and/or changes with district PTA
and to be processed and forwarded to the district PTA office manager/staff, if any.
(List of Due Dates, Introduction).
Provide orientation for any new officers or chairmen.
Plan workshops for the member units. Ask for any
needed assistance from the district PTA officers. Ongoing

Confer with program chairman to complete plans for Attend all California State PTA Board of Managers
Founders Day. meetings and report information back to appropriate
district PTA officers and chairmen and member councils
Remind member units of March due date for final and units.
remittance of per capita dues through channels. Keep
them informed of council and district due dates. Prepare written district PTA report for the California
State PTA Board of Managers meetings and submit to
the Leadership Vice President by due date.

California State PTA Toolkit – May 2016 R38 Running Your PTA

Give an oral report to the California State PTA Board of and evaluated, the Annual Financial Report is complete,
Managers, as assigned. and financial books are scheduled for audit.

Determine who will represent the district PTA at Secretary
meetings of allied agencies and coalitions.
The recording secretary is elected and is one of the
Be alert for all due dates that affect unit, council, and three officers required for a PTA/PTSA. The secretarial
district PTAs (List of Due Dates, Introduction section). responsibilities may be assigned to one person or
divided between a recording secretary and a
Serve as liaison for district PTA to California State PTA. corresponding secretary as specified in the bylaws. If
there is no corresponding secretary, the duties of the
Assist with workshops and training for member councils corresponding secretary may be combined with the
and units. duties of the recording secretary, in accordance with the
bylaws. In addition to the bylaws, the duties of a
Delegate district PTA responsibilities, including the secretary are discussed in the California State PTA
organization of new units, to appropriate officers and Toolkit, the National PTA Quick-Reference Guide
chairmen. (available from the PTA president), and Robert’s Rules
of Order Newly Revised.
Handle conflict situations promptly (Conflict
Management). Corresponding Secretary

Review all district PTA communications, including press Responsibilities of the corresponding secretary are
releases, newsletters, website postings, and print or defined in the bylaws and include other related duties
electronic notices, prior to publication, printing and that the president or executive board may assign.
mailing.
For details on the responsibilities of the Secretary and
Notify the member council and/or units of the amount of Corresponding Secretary at the unit, council, and district
insurance premiums for general liability, directors and PTA levels, see “Job Description for Secretary”.
officers liability, and Workers’ Compensation as soon as
received from the California State PTA. Set a due date Resources
with the district PTA financial secretary and treasurer
(Financial Officers’ Reports and Forms). PTA Management, California State PTA Toolkit

Distribute convention pre-registration and housing Quick-Reference Guide, National PTA
materials to unit, council, and district PTA members.
Notify district PTA and out-of-council unit delegates of Robert’s Rules of Order Newly Revised
convention orientation date (State Convention).
For more information on minutes, contact the California
Work with appropriate chairmen to plan Founders Day State PTA Secretary at [email protected] or
events (Founders Day). 916.440.1985 ext. 308

Verify units and councils are in good standing and sign Historian
California State PTA cover pages for California State
PTA Unit Spotlight Award Program. The historian assembles and preserves the record of
activities and achievements of the PTA and assists the
Remind member councils and units of March 31 due president in preparing the Annual Historian Report
date for final remittance of per capita dues through (Annual Unit Historian Report). 
channels (Membership Dues; Unit Remittance Form).
Historian records, like minutes, should be kept forever.
Conduct election of delegates to California State PTA
convention at least 30 days prior to convention. Each Collection of hours is important to our association for
district PTA is entitled to send three delegates in addition many reasons. Maintaining federal tax exemption is one
to the district PTA president. Elect an alternate for each of the most important. An organization granted nonprofit
delegate. charitable status must receive one-third of its support
from the general public. Valuation of service hours
Confer with district PTA historian to compile the district expended in carrying out the purposes for which it was
PTA Annual Historian Report. Be available to provide formed will positively affect the public support ratio of
assistance to member councils and units in completing PTA.
the form by the due date (Annual Unit Historian Report).
Volunteer hours can be reported in the narrative portion
Interview district PTA applicants for the position of of the IRS 990 report and can also be placed on your
California State PTA Board of Managers student PTA’s financial statements. From information provided
representative (Student State Board Members). by nonprofit charitable organizations, the IRS publishes
a figure, adjusted annually, that attributes a dollar value
End of Term to volunteer hours donated. This enables PTAs to
publish an annual tabulation of the collective value of
Invite president-elect to attend meeting of district PTA volunteer hours which has been returned as a donation
and meetings of community groups. to local communities and statewide.

Schedule a time to introduce the incoming district PTA
president to the county superinten-dent(s).

Be sure outstanding bills have been paid, committee
reports have been filed, projects have been completed

Running Your PTA R39 California State PTA Toolkit – May 2016

Advertising the value of volunteer hours expended by The California State PTA bylaws contain “starred”
PTA can be a valuable marketing and publicity tool and articles and sections that are to be included in the unit
raises the public’s awareness of the association. bylaws. Do not alter, change, or add to any articles or
Frequently, foundation grantors request the number of sections with stars. Several bylaws sections refer to
volunteer hours an organization expends annually when information in the California State PTA Toolkit and may
considering apportionment of grant funds. The volunteer not be altered. These are policies or procedures of the
value helps a foundation understand the extent of a California State PTA.
group’s parent involvement, support and commitment to
their own purposes which aids the grantors in Note: The adoption of an amendment to any provision of
determining the amount of assistance to award. the National PTA bylaws or to any provision of the
California State PTA bylaws that pertains to unit, council,
Annual Unit Historian Report or district PTA automatically amends the unit’s bylaws
and does not require a vote of the unit. Other revisions
It is the responsibility of every PTA unit to prepare a Unit to the unit’s bylaws may be made only as provided in the
Annual Historian Report. The historian or president, as bylaws themselves.
designated in the bylaws, is responsible for completing
the Unit Annual Historian Report (Unit Annual Historian Policies and Procedures
Reports).
Basic policies of the National PTA are included in all
Submit the report by council or district PTA due dates PTA bylaws. Parliamentarians often are asked to
through PTA channels, keeping one copy for the interpret these policies or give a rationale for them. The
procedure book. National PTA Quick-Reference Guide discusses them in
detail. The California State PTA and district PTAs also
Collect and tally members’ volunteer hours from the have policies and procedures that must be observed.
beginning of the PTA year (Volunteer Tally Sheet).
Advise members to project their volunteer hours for Nominating Committee
planned PTA activities beyond the Annual Historian
Report due date until the end of the PTA year. The statement in the bylaws, “… shall call the first
meeting of the nominating committee … and give
Publicize the hours PTA volunteers have provided to the instructions in procedure…” means that the
community. One example may be to compute the hours parliamentarian should explain the eligibility
volunteered by members multiplied by an hourly “wage.” requirements to hold office, which offices are to be filled,
Prepare a “mock” check and present to your school and those sections of the bylaws that pertain to the
board or city to bring attention to the needs of your conduct of the nominating committee, committee voting
school and its children. procedure, etc. The parliamentarian conducts the
election of the chairman of the nominating committee.
For details on the responsibilities of the Historian see The parliamentarian does not automatically serve as a
Job Description for Historian. member of the committee unless elected to it. The
parliamentarian, if not a member of this committee,
Keep a written/printed account of the year’s activities and should be available for any questions by telephone or at
key personnel for the unit’s permanent PTA History Book. a specific location.

For more information on annual report tally sheets, For details on the responsibilities of the parliamentarian
contact the California State PTA Historian at at the unit, council, and district PTA levels see “Job
[email protected] or 916.440.1985 ext. 326 Description for Parliamentarian.”

Parliamentarian Human Relations
The six most important words: “I admit I made a mistake.”
The parliamentarian is an officer usually appointed by
the president, subject to ratification by the executive The five most important words: “You did a good job.”
board. A parliamentarian “pro tem” should be appointed The four most important words: “What is your opinion?”
in the absence of the parliamentarian.
The three most important words: “If you please.”
Bylaws The two most important words: “Thank you.”
The one most important word: “We”
The bylaws are specific rules by which the unit is The least most important word: “I”
governed, and they supersede any general rule of
parliamentary law with which they may be in conflict. For additional information about bylaws, contact the
They are the “Articles of Organization.” They may not be California State PTA Parliamentarian at
suspended, even by a unanimous vote. Any action [email protected] or 916.440.1985 ext. 310
contrary to the unit’s bylaws is null and void and should
be so stated when discovered.

The bylaws of the unit, council, district, State, and
National PTA all state that Robert’s Rules of Order
Newly Revised shall be the parliamentary authority. If
help is needed in understanding or interpreting Robert’s
or the bylaws, the council or district PTA parliamentarian
should be contacted.

California State PTA Toolkit – May 2016 R40 Running Your PTA

Committee Development and Student Board Member
Guidelines Student Involvement
Volunteer Coordinator
Committees are formed to plan, promote, and implement Website
the activities of the PTA. The quorum for a committee is Others as needed
a simple majority of the members serving on that
committee. A standing committee is established to The responsibilities and goals of the committee must be
perform a continuing function and remains in existence clearly defined. The committee members should know if
permanently for the life of the assembly that established funds have been allocated for the committee’s use and
it. A special committee should have a definite purpose what records or resources are available to them. A
and is subject to the directives of the membership. It timeline must be established for scheduled meetings, the
remains in existence until the duty assigned to it is completion of specific tasks, and the presentation of the
accomplished, unless discharged sooner, and it ceases final report to the president and executive board.
to exist as soon as the association receives its final
report. Committee members must understand that:

All unit, council, and district PTAs are required to elect a • Committees do not function as separate groups but
nominating committee (Nominations and Elections). are part of the association and must operate within
the framework of PTA bylaws, policies, and
Committee Creation procedures;

PTAs are encouraged to explore areas of local concern • Committees make recommendations, not decisions;
not listed in these guidelines, as long as these concerns
fall within the scope of PTA activities. PTAs should share • All projects and activities must have the approval of
their successful programs and ideas for new committees the executive board and the association in advance;
with their councils and districts, so that other units with and
similar concerns may benefit from these successful
experiences. • All money raised or derived from the activities of a
committee is deposited in the unit treasury and shall
special committee: may be appointed by the president or not be expended by any chairman or committee
elected by the association for a specific purpose. It ceases without the approval of the executive board and
to exist when its final report is submitted. association.

The number of committees needed to carry on the work Committee Member Selection
of the unit will depend upon the size of the membership
and the program and activities (goals) for the year (Goal The president appoints the chairman and members of all
Setting) and may include: committees, with the exception of the nominating
committee. All appointments are subject to ratification by
Required Officers the executive board. The president should seek
President recommendations from the chairmen. Committees
Secretary should be representative of the membership and include
Treasurer students at the secondary level, if possible. The
president is an ex-officio member of all committees
Additional Officers/Chairmen except the nominating committee.
Auditor
Community Concerns The nominating committee is elected by the membership
Disaster Preparedness/Crisis Response (Nominations and Elections).
Education
Environmental Considerations for Member Selection
Family Engagement
Financial Secretary Do they have a special interest in the subject?
Founders Day
Fundraising Do they have the background needed to address the
Graduation/Prom Night issue?
Health
Historian Will they attend committee meetings and make a
Honorary Service Award positive contribution?
Hospitality
Legislation Do they have access to special resources?
Membership
Outreach Would serving on the committee enhance their skills?
Parliamentarian
Program Would student input be appropriate and helpful?
Public Relations
Publications Coordinator Do they represent the needs of a diverse membership?
Reflections Program
Room Representative Coordinator Are the members representative of the community?
Safety
The principal can be a valuable resource on a variety of
issues and may be asked to serve in an advisory
capacity on any committee.

Running Your PTA R41 California State PTA Toolkit – May 2016

Guidelines for Chairmen Meetings must be held to vote on issues. Voting by proxy is
prohibited. This also means no absentee voting or voting by
The president should provide the chairmen with their mail, email, or phone.
respective job descriptions as soon as possible. The job
descriptions for all recommended chairmen can be found quorum for committee: a simple majority of the members
under Job Descriptions in the California State PTA sitting on a committee (Committee Development and
Toolkit.
  Guidelines). See Bylaws for Local PTA/PTSA Units, Article
IX, Section I.
Committee Meetings
Delegating
Well-planned and efficiently managed committee
meetings can be a source of pleasure as well as A good leader delegates to:
productivity. A chairman can be an efficient meeting
manager by planning ahead. • Share the responsibility of getting the job done;

Before the Meeting • Develop mutual trust and self-confidence in co-
workers; and
1. Determine the necessity and relevance of the
meeting. • Help build future leadership for the organization.

2. Since all voting must be handled in person, if there Delegating well depends on recognizing that the leader
are a couple of items of business to take care of, plan cannot do everything alone because:
to shorten the meeting. Effective meetings do not
need to be lengthy. Meet briefly to vote officially and • There are not enough hours in the day;
record the committees’ decisions.
• Everyone has personal priorities; and
3. Whenever possible, send or e-mail an agenda in
advance to committee members—or at least provide • Delegating builds new leadership.
one when committee members arrive. Indicate a
starting and ending time. Be specific about topics to Tips for Success
be discussed and decisions to be made.
Try to match the abilities of the individual with the
4. Organize thoughts and materials—and come requirements of the task.
prepared!
Assign (with courteous determination) a relatively small
During the Meeting task that guarantees the potential for success.

Since committee meetings are usually conducted in an Define a “reachable goal,” the attainment of which can
informal manner, the rules of parliamentary procedure be shared with others.
for motions, seconds, and voting, can be replaced by the
use of general consent or consensus. A good working Be generous in praise and acknowledgment. Expressing
relationship is established when the leader acts as a appreciation helps pave the way for delegating future
facilitator and provides a relaxed and supportive responsibilities.
atmosphere.
Avoid overwhelming association and committee members.
1. Begin on time. If the leader will be conducting
business and the group is short of a quorum, wait to Communicate clearly. Be clear about the assignment
discuss action items until a quorum is present. and what is expected. If the leader appoints someone to
cover a meeting, upon returning from the meeting, the
2. Briefly review the agenda and the purpose of the person should do one or more of the following at the
meeting. president’s direction:

3. When necessary, pause, reflect, and summarize, so • Write and submit a written report.
everyone is aware of what is being accomplished.
• Report orally to the group.
4. Encourage each committee member to participate.
Courteously discourage those who monopolize the • Write a newsletter article, if asked by the president or
floor and encourage the shy ones to speak. chairman.
Reinforce the fact that the committee needs to hear
from everyone in order to combine all good ideas and Follow-up. This is the most important part of delegation.
suggestions. Make the request for periodic reports part of the project.
If time passes and the leader has not been informed
5. Before adjourning, sum up what decisions were directly, use direct contact.
made and what future assignments designated. Does
everyone know who is to do what and by when? If Due Dates. Be realistic in setting the dates for action
practical, set the date of the next meeting; otherwise, required. Remember that people work at different paces.
assure members the leader will notify them later. Establish expectations—and make them apparent;
however, do recognize that PTA is not the top priority in
6. As chairman, set the tone by being optimistic and everyone’s life.
enthusiastic about the committee’s tasks. Members
will share that excitement. Share the concept that those who neglect meeting due
dates create a “domino effect” upon everyone down the

California State PTA Toolkit – May 2016 R42 Running Your PTA

line. Gently emphasize the personal responsibility If the organization has supplies and/or equipment, the
involved. Standing Rules should state who is responsible for them
and where they would be kept.
Bylaws for PTAs in
California Standing Rules might also list:

Bylaws are designed to help the group function in an • Who has the responsibility for securing the retiring
orderly manner. The president shall assure that a copy president’s pin and its inscription.
of Bylaws for Local PTA/PTSA Units and California State
PTA Bylaws
 (8.1) is provided to all officers and board • If there is to be an installation of officers, who is
members at the beginning of the term of office. Each responsible for selecting the installing officers and
member is responsible for making a thorough study of when the installation should take place.
them. A copy of the bylaws must be made available to
any member of the association upon request. Do not In short, Bylaws are hard and fast rules that may be
post PTA bylaws on any website. amended only with thirty days’ prior written notice to the
membership.
If a unit cannot locate the bylaws, a committee should be
appointed by the president and chaired by the Standing Rules are the details of monthly PTA work that
parliamentarian. Standard bylaws should be obtained may be changed from administration to administration or
from the state office for a nominal fee. Standard bylaws from meeting to meeting. They require a two-thirds (2/3)
are pre-printed and provide blank spaces to fill in majority vote without notice and a majority vote with 30
according to a unit’s needs and must be used. Computer days notice to adopt or amend. Standing Rules must
printouts or retyped bylaws will not be accepted. accompany bylaws when submitted to the California
State PTA parliamentarian for approval.
Changing Bylaws
Conflict Management
Bylaws and standing rules must be reviewed every year
and revised every three years. Appoint a small There are basically two types of conflicts which PTA
committee with the parliamentarian as chairman to study leaders might have to resolve. The first are conflicts that
them, make recommendations, and forward through arise when individuals are not able to work together. The
channels to the California State PTA parliamentarian. second type of conflict occurs when individuals are not in
After receiving approval for amendments from the agreement with discussion and/or actions being taken at
California State PTA parliamentarian, give 30 days’ meetings (Controversial Issues).
written notice of proposed amendments to association
members. A two-thirds (2/3rd) vote is required to amend What Constitutes a Conflict Situation?
the bylaws. (See Association Meetings for meeting
notification requirements.) A conflict situation might be:

Standing Rules Strong differences of opinion between individuals or
groups regarding proposed ideas or projects—and ways
Standing rules outline the procedures of the organization to affect the outcome.
that are not included in the bylaws and must not restate
or conflict with the bylaws. Some examples of the Disagreements among members regarding what has
differences are: already taken place.

• Bylaws state when the meetings of the association Personality differences within the group that make it
and executive board are held. difficult for people to cooperate effectively with one
another.
• Standing Rules tell where and what time these
meetings are held. Situations brought about by people who often complain
about objectives and activities.
• Bylaws give the primary responsibilities of officers
and chairmen. A personality problem between two individuals.

• Standing Rules give the specifics. A misunderstanding of assigned responsibilities (Who is
supposed to do what?).
For example, if the Bylaws state that the first vice
president is responsible for the program, then the A misinterpretation of the group’s goals.
Standing Rules should list the specific responsibilities of
each committee and the various chairmen, who work A refusal by some members of the group to work with a
with the vice president under the first vice president’s certain individual—for whatever reasons.
title.
A personal agenda that has been carried to extremes or
blown out of proportion.

Is Conflict Bad?

No, conflict is not bad. Conflict—and even controversy—
are often the catalysts that stimulate a group to reflect on
its goals and devise ways to reach them. Progress is
made when problems are addressed cooperatively and
solutions generated, not only by a mediator, but also by
all individuals involved.

Running Your PTA R43 California State PTA Toolkit – May 2016

Controversy and conflict within a group can have a Point out that there is not necessarily a “right” or “wrong”
positive outcome when the leadership is able to develop way to address the concern—sometimes there is a more
skills necessary to manage the situation. practical or feasible way.

Why Do People Complain or Initiate Conflict? Find something to agree on, such as basic goals. By so
doing, the leader sets the stage for trying to agree on the
Some people have genuine concerns about the progress strategies for achieving them. When people realize they
of the group and sincerely want to improve the situation. have a common goal, they recognize they are actually
By raising the issue, they hope to bring it out into the on the same side rather than being adversaries.
open for discussion and action.
Help people understand that not everyone will be happy
Others lack self-esteem and may seek confrontation as with the decisions made—and that members can learn
an outlet. Still others crave power or authority and are to accept without always having to give personal
testing the group, particularly the leadership, in order to approval.
attain it.
Group decisions should benefit the majority of the
Some are reluctant to go along with needed changes, organization and the membership it serves.
preferring to keep things at status quo (e.g., “we’ve
always done it this way”). Outside facilitators may prove useful.

How Can Leaders Deal with the Conflict? Controversial Issues in Association
Meetings
Meeting Disruption
Controversial issues may be brought up and disruptions
Support the right of the individual to express his/her may occur at PTA meetings. An informed and alert
viewpoint and be receptive to new ideas that may be PTA executive board can guard against disruptions, as
offered (e.g., “It is important to hear everyone’s will consistently applied ground rules. A sense of fair
perspective”). play will help handle most situations.

Encourage other group members to hold their comments The president, first vice president, and parliamentarian
while the individual is stating his/her point. We need to should possess a good working knowledge of
respect other people and their ideas, even when they parliamentary procedure and how to apply it effectively.
may differ from our own.
The president presides during the program presentation
Instead of meeting that individual “head on,” recognize as well as during the business meeting, with support
his/her concern (e.g., “I know you are really upset about from the parliamentarian and other executive board
this.”). members. The president never turns the meeting over to
another member, but calls on another member to make
If the situation becomes too difficult to deal with at that a presentation or introduce a speaker.
meeting, arrange another time to meet and discuss the
problem informally and in a more relaxed setting. Allow When dealing with difficult interruptions, the presiding
time for cooling down, and select a meeting location that officer should maintain poise in the face of interruption.
is non-threatening and neutral to the individual involved. An unruffled attitude reflects that the president is in
control.
Consider contacting your council or district PTA
leadership for assistance. Allow the “interrupter” to make his/her statement,
listening carefully to see where the subject might fit into
At the next meeting, the issue should be brought before the topic under discussion. If the point made is irrelevant
the group, and after discussion, the group will come to a (or not germane) to the motion on the floor, the chairman
consensus. should point out that fact.

Handling Disagreements Be courteous in dealing with the interruption. In spite of
apparent negative reaction from the audience, the
Maintain the responsibility—and the authority—of the person speaking may have a valid point or a suggestion
leadership position by not taking sides. Neutrality of the worth investigating.
leader is crucial in conflict management.
If the discussion—and the situation in general—appears
Focus on the problem or the issue and not on the people to be getting out of hand, the president can decide to
or their personalities. recess the meeting for a short time to allow people to
calm down or may determine immediately the time and
Practice active listening. Rather than trying to minimize date of a special meeting to focus on the issue.
the problem, attempt to reduce the anxiety of those
involved and focus on acceptable solutions. People Are Entitled to Their Opinions

Let people know their feelings of anger or frustration are PTA has bylaws, policies, and procedures under which it
understood, and try to make them feel more comfortable operates.
in sharing those feelings.
While PTA respects the rights of individuals, it also has a
Meet and talk, one-on-one, with each of the individuals responsibility to conduct business in a fair and dignified
involved before bringing them together to help resolve manner.
the problem.

Selecting a good time and place is important and may
help to ensure that those involved are relatively calm
and not under overt stress.

California State PTA Toolkit – May 2016 R44 Running Your PTA

If the “disruption” goes on and on, the president may use association agenda. New items of business or
one of the following: announcements brought to association meetings that
have never been considered by the executive board
“Ms. _____, your point is well taken, but this issue is should be referred to a committee or the executive board
not currently on the agenda. We do have a program for study. No action may be taken on any agenda item
commitment and an obligation to carry it through. that has not been properly noticed.
Perhaps we could speak later.” (Then continue with
the agenda.) Any non-PTA material distributed at an association
meeting must be reviewed and approved by the
“Mr. _____, we appreciate your comments on this executive board prior to the meeting.
subject, and if there is no objection, the chairman
would like to appoint a committee (now or following Unless the association has a special rule, no member
the meeting) to study the issue, research the can speak more than twice to the same question on the
information, and report back at a future meeting.” (It’s same day (Roberts Rules of Order Newly Revised,
a good idea to include that person on the committee.) Section 42).

“Mrs. _____, the issue you raise doesn’t fall within For additional information, see Parliamentary Procedure.
the nonpartisan (or whatever) policy of PTA.
However, we do appreciate your sharing the Violations of PTA Bylaws, Policies, or
information with us.” Procedures

Remember, no one expects the president to be perfect … Violations are (1) actions contrary to the good of the
only poised and prepared to carry through. Executive board organization, and/or (2) actions in violation of the bylaws,
members should know parliamentary authority – and how to policies, or procedures of the organization. Prior to
apply it – to help the president handle uncomfortable beginning the process of investigating any alleged
situations. violation, consult with the council/district PTA president.

When Tempers Flare Allegations Against a Member

“The chairman recognizes there are many different Every effort should be made to resolve the allegation(s)
opinions, but let’s hope we can disagree ‘agreeably.’ at a meeting with those directly involved. Any
That is, after all, the democratic process, isn’t it?” allegation(s) should be described specifically in writing
and brought to the attention of the president or executive
When the situation is getting out of hand, don’t pretend board, who should immediately contact the council and
everything is all right. Instead of becoming flustered, district PTA presidents for assistance with the meeting.
inject a sense of humor. Proper and tactful handling of the meeting is of prime
importance, and care should be taken that all parties and
“My mother said there’d be times like this!” points of view are presented.

-or- When handling an allegation(s), care must be taken to
maintain confidentiality at all times and to avoid
“Let’s call a truce—and look into the problem potentially slanderous statements. Information must be
together.” kept with those persons directly involved; they must
refrain from making comments or accusations to others.
Helpful Parliamentary Procedure
Informal Solution
The chairman should recognize the privilege of each
individual to agree or disagree with the views stated by Every effort should be made to resolve the allegation(s)
the speaker. The speaker is stating his/her own opinions at a meeting with those directly involved. Any
and is not asking for conclusions from the audience, so allegation(s) should be described specifically and
interruptions are inappropriate. Honest differences of brought to the attention of the president or the executive
opinion may be discussed at the close of the meeting. board. Proper and tactful handling of the meeting is of
prime importance, and care should be taken that all
Board members with a good background in parties and all points of view are presented.
parliamentary procedure can aid the president with
helpful motions at opportune times. If additional assistance or guidance is needed, the
council (if in council) or district PTA should be contacted.
Rules to Keep in Mind
Formal Solution
While people other than PTA members may be present
at the meeting, the privilege of making motions, debating If the matter cannot be resolved in an informal way at a
and voting shall be limited to the members of the meeting with those directly involved, the following
association who are present and whose dues are paid procedure should be followed:
and who have been association members for at least the
previous thirty (30) days. 1. Upon the majority vote of the executive board, a
letter describing the allegation(s), citing facts and
At least twenty-four (24) hours’ notice, in writing, must be being careful not to make slanderous statements,
given to the president to request to have an order of should be written and signed by three members of
business or an announcement placed on the executive the executive board and sent as follows:
board agenda. At least fourteen (14) days’ notice, in
writing, must be given to the president to request an item
of business or an announcement be placed on the

Running Your PTA R45 California State PTA Toolkit – May 2016

If the allegation(s) against a member occurs within a Allegations Against a Unit, Council, or District
unit, the letter should be sent to the council president if PTA
in council, and to the district PTA president. If the
allegation(s) against a member occurs within a council, Every effort should be made to resolve the allegation(s)
the letter should be sent to the district PTA president. If at a meeting with those directly involved. Any
an allegation(s) against a member occurs within a district allegation(s) should be described specifically in writing
PTA, the letter should be sent to the California State and brought to the attention of the president or executive
PTA president. board, who should immediately contact the council and
district PTA presidents for assistance with the meeting.
-or- Proper and tactful handling of the meeting is of prime
importance, and care should be taken that all parties and
A letter, as described in Number 1 above and signed points of view are presented.
by five or more members of the PTA, may be sent.
Informal Solution
-or-
Every effort should be made to resolve the allegation(s)
A letter, as described in Number 1 above and signed at a meeting with those directly involved. Any
by a school administrator, may be sent to the council, allegation(s) should be described specifically in writing
district PTA, or California State PTA president. and brought to the attention of the president or executive
board. Proper and tactful handling of the meeting is of
2. If the allegation(s) against a member cannot be prime importance, and care should be taken that all
resolved by the council, a letter should be sent to the parties and points of view are presented.
district PTA president. The letter should include the
allegation(s), background information pertaining to It is recommended the council or district PTA be
the allegation(s), and information regarding steps contacted.
taken by the council to resolve the allegation(s).
Formal Solution
3. If the allegation(s) against a member cannot be
resolved by the district PTA, a letter should be sent to If the matter cannot be resolved in an informal way at a
the California State PTA president. The letter should meeting with those directly involved, the following
include the allegation(s), background information procedure should be followed:
pertaining to the allegation(s), and information
regarding steps taken by the council and district PTA 1. Upon a majority vote of the executive board, a letter
to resolve the allegation(s). describing the allegation(s), citing facts and being
careful not to make slanderous statements should be
4. When the California State PTA president receives a written and signed by:
letter regarding all allegation(s), the matter is no
longer under the authority of the district PTA. The a. Three members of the executive board; or
California State PTA has the responsibility to follow
through and bring the matter to a resolution. If b. Three members of the association; or
necessary, the State president shall refer the matter
to the grievance committee of the California State c. School administrator.
PTA Board of Managers in accordance with the
Standing Rules and Procedures of the California 2. Send the letter to the appropriate PTA level.
State PTA Board of Managers.
Allegation(s) against a unit should be sent to the
5. Allegation(s) referred to the grievance committee council president (if in council) and to the district PTA
shall be reviewed, and that committee shall make a president.
recommendation to the California State PTA Board of
Directors regarding the handling of the allegation(s). Allegation(s) against a council should be sent to the
In extreme cases, a recommendation may include district PTA president.
any of the following penalties:
Allegation(s) against a district PTA should be sent to
a. The member, if currently serving in an elected or the California State PTA president.
appointed position on a PTA board, may be asked
to resign that position. Letters from school administrators may be sent to the
council and district PTA, or California State PTA
b. The PTA board on which the member serves may president.
be directed to take action to remove him/her from
the elected or appointed position in accordance 3. If an allegation against a unit cannot be resolved by
with the provisions in the bylaws. the council, send a letter to the district PTA president.
The letter should include the allegation(s),
c. The member, in accordance with The California background information pertaining to the
Corporations Code, §5341 (3), may be expelled, allegation(s), and information regarding steps taken
suspended, terminated, or sanctioned in some by the council to resolve the allegation(s).
other way.
4. If an allegation against a council cannot be resolved
by the district PTA, send a letter to the California
State PTA president. The letter should include the
allegation(s), background information pertaining to
the allegation(s), and information regarding steps to
be taken by the council and district PTA to resolve
the allegation(s).

California State PTA Toolkit – May 2016 R46 Running Your PTA