When the California State PTA president receives a Annual Historian Reports
letter from a district PTA regarding allegation(s), the
matter is no longer under the authority of the district Every PTA is required to prepare an Annual Historian
PTA. The California State PTA has the responsibility Report. Information from these reports is compiled and
to follow through and bring the matter to a resolution. forwarded to the California State PTA. Design and
distribution of forms for the Annual Historian Report shall
5. Only the California State PTA may change the status be the responsibility of the California State PTA.
of a unit, council or district PTA. Upon consultation
with the California State PTA president and vice Each historian, or someone designated by the president,
president for leadership services, district PTAs may shall prepare the Annual Historian Report. However,
place a unit or council on probation pending further final responsibility remains with each president to see
recommendation for action by the state PTA (see that the report is completed and submitted in accordance
Advanced Leadership Tools). with due dates established by the California State PTA.
Contact your council or district PTA for the due dates for
6. If an allegation is against a district PTA, a letter reports.
including a list of the allegation(s) and background
information pertaining to the allegation(s) should be Annual Unit Historian Report Forms
sent to the California State PTA president.
The Annual Unit Historian Report Form (Forms Chapter)
7. The California State PTA president may refer any includes instructions to document pertinent information,
letter of allegation(s) to the grievance committee of volunteer hour totals, and brief descriptions about
the California State PTA in accordance with the successful PTA program activities from July 1 and
Standing Rules and Procedures of the California projected through June 30 of the following year. The
State PTA Board of Managers. California State PTA commissions and committees use
the information as guidelines for review and revision of
Allegation(s) referred to the grievance committee programs, publications, projects, and leadership training.
shall be reviewed, and the committee shall conclude The volunteer hour numbers are used to raise the
the matter or make recommendation to the California awareness of legislators, school, and community
State PTA Board of Directors for further action. In personnel.
extreme cases, a recommendation may include any
of the following penalties. The volunteer hours must be totaled before the end of
most school or PTA terms in order for the state office to
a. The unit may be placed on probation, have its process the information. Unit and council volunteers
charter withdrawn by the California State PTA, or should be asked to project ahead and estimate as
be sanctioned in some other way; closely as possible the number of hours they will spend
in PTA activities through June 30.
b. The council or district PTA may be placed on
probation, have its acceptance withdrawn by the The district PTA report is due in the California State PTA
California State PTA, or be sanctioned in some office no later than June 1 each year. Councils and units
other way. must set due dates to allow for adequate time for their
reports to be received by the district PTA, in order that
The unit, council, or district PTA shall be notified in all hours may be tallied and totals submitted on the
writing at least 15 days before any action is taken. district PTA report.
Councils should attach one copy of each unit’s submitted
report and send them to the district PTA, with the Annual
Council Historian Report. Out-of-district units or out-of-
council units should submit their reports through
channels. District PTAs should send the collected
information to meet the state due date and continue to
collect any reports outstanding from as many units and
councils as possible.
Council and district PTA Annual Historian Report Forms
are available from the PTA District President.
For more information on Annual Historian Reports,
contact the California State PTA Historian at
[email protected] or 916.440.1985 ext. 326
Running Your PTA R47 California State PTA Toolkit – May 2016
Communications • Messaging: Craft the message for the audience. The
message to your members will be very different from
Part of the mission of the California State PTA is to your message to the local newspaper, for example.
empower and support our members with skills in
communications. PTAs are encouraged to communicate • Communications tools: Decide which tools will best
with PTA members, the school community and the deliver your message.
community at large to inform them about PTA activities • website
and school functions. We can also communicate a • text message
broader message about the value of PTA. As we • email
communicate the PTA message, we will build identity, • social media
increase recognition for PTA, and advance the work of • newsletter
PTA in the community and throughout the state and • e-publication
nation. • banner
• flier
Purposes of PTA Communications • video
• word of mouth
• Connect families and schools. • mail
• phone
• Encourage parent participation. • media
• Market the value and accomplishments of PTA. Communicating With Confidence – Public
Speaking
• Promote joining PTA.
As a PTA leader, you may be called upon to speak in
• Foster cooperation with the school. public. Keep in mind the following tips for public
speaking.
• Work with the media.
• Plan remarks with an objective in mind.
Communicating Strategically
• Become knowledgeable about the topic.
PTA should employ multiple means to communicate with
members and the community at large. • Prepare talking points. Include appropriate personal
stories in your presentation.
Create a strategic communications plan that would:
1. Establish a clear objective for your communication. • Plan a message that will resonate with your target
2. Use the right strategy and media. audience.
3. Prepare the right message for the right audience.
4. Communicate your message at the right time. • Begin and end on time.
5. Follow up with frequent assessment of your
Communications Basics for PTA Leaders
communications.
Be comfortable with yourself. Success comes from
Using a strategic PTA communications plan will more projecting your own personality.
effectively serve and engage key audiences, as well as
continue to build greater awareness of the importance Don’t worry about “butterflies.” We all have them – in
and value of PTA. fact, we need them to keep us from becoming
complacent.
Draft your PTA communications with these things in
mind: Do your homework. Few people can “wing it.” The trick
is to appear relaxed, and you can be if you are well
• Key Audiences: prepared.
• members and leaders Be flexible. If necessary, adjust remarks to help meet
the need at hand. Find out in advance who the audience
• public (parents) will be, and why you were selected to speak.
• teachers/educators
• media
• opinion leaders and partners
• non-English speakers
California State PTA Toolkit – May 2016 R48 Running Your PTA
Cultivate effective listening skills. If you are part of a • Do not commit the association to programs, projects
program, listen to what other participants are saying. If or positions the association has not voted to authorize.
the previous speaker “steals your thunder,” comment on
sharing similar viewpoints and suggest, “Let’s talk about • Build credibility as an individual so that your
this from another angle.” Then continue with your own comments are of value to the audience.
remarks.
• Do not mix personal and PTA opinions while
Know when to stop. Respect your audience’s time. representing PTA.
Talking Points Resources
When talking about PTA to new audiences, it helps to • Council and district PTA leaders
give a brief overview to show the scope and strength of
PTA. The more these messages are said, the more likely • California State PTA website capta.org
it is the messages will be heard and repeated.
• California State PTA Online Toolkit sections:
• The mission of California State PTA is to positively
impact the lives of children and families in California. • Basic Policies,
• PTA is the largest volunteer association working on • Advocacy,
behalf of children and youth. In California alone, we
have more than 800,000 PTA members and have • Brief Statements on Current Issues,
served them for over 118 years.
• National PTA website pta.org.
• PTA speaks for every child with one voice.
Communicating with Confidence – PTA
• PTA is a nonpartisan, nonsectarian and Publications
noncommercial organization that promotes the welfare
of children and youth in home, school, community and PTA Publication Types
place of worship.
PTAs are encouraged to communicate with PTA
• PTA connects families and schools. We encourage members and the school community. Each unit must
communication and cooperation between parents, determine what will best meet the needs of its members
communities and schools to ensure that children and and community, and what will fit within its budget.
youth receive the best possible physical, mental, Options include:
social and spiritual education.
• print publications such as newsletters and fliers
Making PTA Talking Points Personal
• emails
These talking points are only intended as guidelines for
speaking on behalf of PTA. Make them your own by • e-publications such as electronic newsletters
considering:
• websites
• How can I share my personal PTA experience?
• social media
• Why am I so dedicated to the work of PTA?
• banners and posters
• How did I get involved?
• text messages
• What are the areas that need improvement at our
school(s) or in our community? Plan PTA Communications
• Is my message concise and compelling? Plan PTA communications that inform the community
about PTA activities and school functions.
Representing PTA
Identify the Target Audience. It is important to clarify
PTA officers represent their unit, council or district PTA. who you want to reach. Is your publication written for
PTA is a diverse organization, and its leaders speak with parents? for students? for teachers?
one voice on behalf of all children:
Choose the Right Tool. Decide how best to
• Presidents are the official representatives of their communicate with your audience. Consider using
PTAs and may appoint others to officially represent multiple tools to carry the message.
the organization, as needed.
Prepare the Right Message. Review and refine each
• Know and reflect the official PTA positions. article to clearly and concisely convey the message.
Use the PTA Style Guide. Refer to the California State
PTA Style Guide for grammar specific to PTA, helpful
Running Your PTA R49 California State PTA Toolkit – May 2016
punctuation, writing reminders and correct use of the Advertising and Sponsorships
PTA logo.
Incorporate the PTA Logo into all PTA PTAs may be approached by commercial businesses or
communications. An organization’s logo catches the individuals seeking a presence in their publications. All
reader’s eye and makes an instant, familiar connection. advertising should be screened to ensure it meets PTA’s
This PTA logo can be downloaded and customized for high standards and legal obligations.
use by units, councils and district PTAs.
The California State PTA strongly recommends finding
ABC Elementary sponsors rather than accepting advertising. See
Sponsorship vs. Endorsement. Thank funders and
Guidelines for PTA Publications sponsors. One sentence should do it! To preserve the
PTA’s tax-free income generated from a sponsorship,
Adhere to PTA noncommercial, nonpartisan and the acknowledgement thanking the organization must
nonsectarian policies. not actually promote the sponsor, its product or services.
Communications must be cleared with the PTA president Become familiar with the noncommercial policy
and school principal before printing, publishing or
posting. The principal is responsible for the accuracy of • The Sunshine PTA expresses grateful appreciation to
school information and compliance with the State the following merchants for making this publication
Education Code and school district policy. The PTA possible.
president is responsible for the accuracy of PTA
information and compliance with PTA policies. (Article • The Sunshine PTA expresses thanks to Neighborhood
VI, Section 1i, Bylaws for Local PTA/PTSA Units). Bank for the use of its parking lot for the car wash.
Publication best practices:
• Create a visual identity. PTA publications should be • Sunshine PTA thanks Romano Pizza for the generous
offer to donate 10 percent of all sales made on
consistent in appearance and easily identifiable. Saturday.
• Date all publications.
• The name of the unit, council, district and state PTA Mailed publications should meet the guidelines of the US
Postal Service. Learn more about nonprofit mail content
should be on each publication. eligibility.
• Publications should list PTA contact information--units
For any publication containing advertising, use the
should use school address; council and district PTA following disclaimer:
should use office or mailing address.
• Include references to other PTA resources such as The mention of any business or service in this
council and district PTA, California State PTA and publication does not imply an endorsement by the PTA.
National PTA publications, websites and social media
sites. Copyright Laws
• Develop a plan to reach all members.
In PTA publications, publish only a summary of actions PTA must abide by federal copyright laws governing
taken from PTA association meeting minutes. Do not printed matter, poetry, art, music and computer software.
publish, without written permission, photos or personal Republish articles, art, photographs etc. abiding by all
information about students or adults. Use of photographs laws and in an ethical manner.
or videos of children requires a Photography Release
form, available in English and Spanish. For complete copyright information, go to
http://www.copyright.gov/.
California State PTA articles and artwork may be used
by unit, council and district PTAs without permission.
Read National PTA materials carefully to determine
when permission to republish is required. Always credit
the source.
It is most important that anything copyrighted, including
original artwork, not be reproduced on an item to be sold
or to advertise an event. Permission must be secured to
avoid litigation. The artist or the syndicating company will
generally require a royalty on each item sold and a
specific number of complimentary copies of the item.
When showing movies during school or at after-school
events or fundraisers, PTAs must observe movie/video
copyright laws, site licensing, and promote the event
only as permitted by the site license.
California State PTA Toolkit – May 2016 R50 Running Your PTA
Best Practices for Improving Content • Ask board members to contribute articles and reports
about their projects and events.
• Ask for feedback. Use an opinion poll, a
questionnaire, or interactive questions on social • Advise contributors that material will be edited for
media. space and form (grammar, punctuation, spelling and
accuracy of information) for all publications.
• Publicize: coming events, the results of past events,
membership campaigns, and PTA award recipients. • Remember to allow time for review of the publication
and approval by the PTA president and school
• Remember, people don’t read, they skim. Use principal before distributing.
bullets, quotes, charts and graphics.
• Include the cost of materials, supplies, copying,
• Proofread everything. Have two to three people software, service provider subscriptions and
proofread before anything is distributed. equipment in the association budget.
Translating Materials Publication Distribution
PTAs should work closely with the school to meet the Send copies of unit PTA publications to council and
language needs of those who receive association district PTA presidents. Share your publications with the
publications. To translate information and materials, California State PTA by mailing to the state PTA office or
seek help from: emailing [email protected]. If the publication
is in print form, leave several copies in the school office.
• bilingual parents on the executive board;
Use your publications as a PTA marketing tool.
• teachers or support personnel in the classrooms or the Distribute them to school district superintendents and
school district; or trustees, businesses, chambers of commerce, service
groups, city offices, police departments, libraries,
• foreign language departments at local high schools, recreation departments, after-school day-care centers,
community colleges and universities. preschools, media outlets, county supervisors, junior
colleges, and local state legislators.
Consider providing translated content in one of the
following ways: Electronic Communications
• Present side-by-side translations of articles on each Website
page, or
A website is a useful tool for promoting and providing
• Print or post a separate issue. resources. It is usually the first point of contact for
persons interested in finding out more about your PTA.
• Offer all information in English with short recaps of
major information in languages needed in the school • Plan the design and content of the website
community. strategically. Simplicity is the key to user-friendly
design.
• Have a bilingual point person to contact or a Web
page with information available in each target • Budget for website development and maintenance.
language. Websites may be hosted by the county office of
education, the school district, or by a service provider
• Develop audio or videotapes of recorded newsletters, paid for by the PTA.
notices and parenting tips in different languages and
post on your website. • Do not post PTA bylaws, minutes and financial
reports on the website except in summary form.
• Learn how to reach out to members in your community
whose native language is not English. • Update your website content regularly. Forward
approved copy to the website manager with requested
The California State PTA offers Outreach Translation posting dates and removal dates.
Grants to unit, council and district PTAs for written or
verbal translation of PTA materials into other languages • Link to information on the California State PTA,
National PTA websites, council and district
Publication Preparation websites.
Efficient and timely distribution is crucial to the • Permission should be obtained prior to posting any
publication process. name, photograph, or contact information on a
website. Observe copyright laws. Use a Photography
• Set a publication schedule at the beginning of the Release form, available in English and Spanish.
school year and share with contributors.
• Send publication article reminders as the due date
approaches.
Running Your PTA R51 California State PTA Toolkit – May 2016
PTA Email Accounts • PTA social media site administrators should be
appointed to review the site posts and messaging
Create PTA position-specific email addresses, e.g. daily, if not more frequently.
[email protected], called email aliases. The
email alias does not change from year to year but is • Follow the guidelines established by each social
passed on to the position successor. Email alias media site. Use the Photography Release form
addresses are set up to automatically forward email to available in English and Spanish when publishing
the personal email accounts of board members. Update photographs.
email aliases, forwarding addresses and passwords at
the beginning of each term. • Be cautious with censorship. Social media sites
encourage members and partners to share insights
Email Distribution Lists freely. Remove postings or comments to your social
media pages or accounts only when they violate PTA
Email distribution lists are a cost-effective and efficient social media standards of respect and courtesy, or
way to share information with committees, board violate our nonpartisan, noncommercial, or
members and the membership. Some service providers nonsectarian policies. Refer to National PTA Social
allow a user to set up a group distribution list at no Media Tipsheets.
charge. Blind-copy recipients to avoid publicizing
members’ personal email addresses. Abide by the email Print Communications
limitations of personal email service providers to avoid
triggering spam filters. Fliers
Provide an unsubscribe option. Honor all requests to Fliers are a good way to publicize upcoming events.
unsubscribe.
Fliers should:
E-newsletters
• Have limited text and plenty of “white space” so that
An e-newsletter is a time- and cost-effective way to the information stands out.
share information with a large number of people.
Typically it is an informational update sent via email to • Provide the who, what, when, where and why.
members of an electronic distribution list.
• Use graphics and fonts sparingly.
Use an online marketing company to send e-newsletters.
Such companies offer excellent e-newsletter templates • Use the PTA logo.
and allow your PTA to create distribution lists that are
not limited by personal email restrictions. Use the customizable membership marketing flier to tell
prospective members about your PTA.
Graphic elements are blocked for some email recipients.
Use a text-only format or send an email that includes the Publicizing PTA to the Larger
hyperlink to a newsletter posted on the PTA website Community
Convert your newsletter to Portable Document Format Promote PTA
(PDF) before emailing to ensure that all recipients can
open the document. Include a link to the Adobe PDF PTA enjoys excellent name recognition with the public.
Reader website so members can download the PDF However, it is important to remember that the local
reader free of charge. community may not be familiar with the actual function of
the PTA.
Keep the e-newsletter brief. Provide short summaries for
each topic, adding links to additional information Market your PTA. Publicize special programs or events.
available on the unit’s website. Remind your community that PTA connects schools and
families, and that PTA speaks for all children with one
For template and design ideas, refer to the California voice. Report what PTA has done for children and
State PTA e-newsletters. families at your school.
Social Media Contact newspapers and radio and television stations to
stimulate the media’s interest in covering PTA events
Guidelines for social media remain the same as for and programs. Share information with community
every PTA publication. websites and online bulletin boards to promote PTA.
• Maintain PTA’s high standards of respect and
courtesy.
• Observe the PTA’s nonpartisan, noncommercial,
nonsectarian policies, “do no harm” to an individual or
an organization, and be knowledgeable about PTA
positions.
California State PTA Toolkit – May 2016 R52 Running Your PTA
Speaking With the Media Be brief. Interviewers capture “sound bites”–short,
succinct phrases that capture the essence of a program
If a PTA leader is contacted by the media, prepare for or position on an issue.
the interview by creating talking points using the
following questions: Make the point as often and as logically as
possible. It may feel repetitive, but when the interview
1. What is the problem? is edited, the clearest or most emotional statement is
2. What is the solution? likely to be the one that is repeated in the news.
3. How will the solution impact the school and the
Letters to the Editor and Opinion Editorials
children in it?
Through a letter to the editor, one can reinforce a PTA
4. What is the PTA message? message and concisely state the PTA position on an
5. Who supports PTA’s efforts? Why? issue. Present only PTA positions upon which the PTA
6. Who opposes PTA’s efforts? Why? has agreed.
If a PTA leader speaks with the media regarding an Opinion editorials (called “op-eds”) provide an
event or program, use the following questions to prepare opportunity to flesh out an argument for the importance
talking points: and relevance of an issue and the proposed solution.
• What is the event or program? Guidelines for Communications
Leaders
• What are the facts?
An effective communications team may include one or
• How does it relate to what PTA believes? more of the following:
• How will it benefit children? • Communications vice president or chairman
• What is the message point? • Website manager
• Why is PTA organizing or participating in the event? • Social media coordinator/administrator
Media Interview Tips • Newsletter/e-newsletter editor
Always obtain the president’s consent before • Distribution chairman
agreeing to be interviewed by the media.
See Job Descriptions for Communications Leader.
Prepare talking points.
A communications leader:
The PTA representative is an authority by virtue of his
or her PTA leadership position. As you speak to the • Works with the unit’s elected officers to develop
media, focus on the good the PTA hopes to do. an annual communications plan. The plan should
complement the goals of the association and include
It’s okay to say, “I don’t know.” If the reporter asks internal messages for the school community as well as
questions that are difficult to answer or outside your area external communications for the public.
of expertise, say, “I don’t know, but I will get back to you
in time for your deadline.” Then be sure to consult with • Serves as the chairman of the communications
officers/chairmen who have the information, and make committee.
that deadline!
• Assists the president and other officers in their
Speak in a language everyone understands. Jargon, preparation of remarks for media interviews.
association lingo or abbreviations that may be familiar to
PTA members may have no meaning to the general • Assists program and event chairmen in publicizing
public. upcoming events/programs. Follows up with articles
highlighting the event or program.
Be positive, not defensive. Do not attack other
organizations or make accusations. • Attends training workshops, and makes reports
during meetings, as requested.
Tell the truth. If a statement is made that is not true,
politely and immediately refute it in an informative and • Passes along all communications resources to a
helpful manner. successor, including past communications and
publications, website and publication information,
Watch your body language. Crossed arms or hands on distribution information, and schedules.
hips can signal defensiveness.
Running Your PTA R53 California State PTA Toolkit – May 2016
Digital Literacy • Teach children to harness the power of the internet
and digital technology for learning and life.
The California State PTA believes it is necessary to
develop an informed public of children and adults who • Use the media together as a family.
will selectively limit media input, carefully select
televisions programing, and who will be able to • Discuss expectations for media and technology use.
understand explicit and implicit media messaging. PTA Balance screen time with other activities. Set time
further believes that digital literacy skills should be limits.
included in the K-12 curriculum in the schools and
encouraged by the parents in the home. • Translate your family values to the digital world.
Definitions: • Teach young children early how to make good choices
so they can take advantage of the powerful
Digital literacy is the ability to find, evaluate, utilize, technologies available to them.
share, and create content using information technologies
and the Internet in a responsible way. Social Media Guidelines for PTAs in
California
Develop Digital Literacy Skills
Best practices and guidelines are not inclusive and
• Be selective regarding the media children use; social media and situations change.
• Distinguish between fantasy and reality; and Guidelines and Best Practices for PTA social media
sites:
• Recognize gender stereotypes and racial prejudices
portrayed in the media. All PTA social media posts must be respectful,
truthful, discreet and responsible. Posts must be
Good media skills are a family affair and promote Noncommercial, Nonsectarian, Nonpartisan
valuable discussion among family members. Parents according to PTA policies.
need to recognize the powerful influence of commercial
advertising and the potential impact that it has on their Administering PTA Social Media Sites:
children. Parents should teach children about internet
safety and how to be good digital citizens. • Have at least two Administrators (Suggest: President
& Communications Chair (or the like). Although the
Recommended Actions for Schools and PTAs President is responsible for approving material, A PTA
can have a communications plan with preapproved
Mass Media: content and general guidelines. The president may
appoint a social media person/people to post on PTA
• Review California State PTA Mass Media Position sights.
Statement.
• Some sites (i.e., Facebook) allow contributors or
• Obtain and promote PTA materials pertaining to digital multiple administrators, so adding specialized
literacy. contributors can allow greater flexibility and faster
response. (i.e., Reflections chair, Vice President for
• Sponsor parent/staff workshop(s) to learn how media programs, fundraising chair) PTAs should set
use affects children. guidelines ahead of time about what each contributor
can and cannot not post. This would typically be
• Plan programs on digital citizenship. posting about their particular program. This allows
posts from sources which are quick and accurate.
Television Programming:
• Be sure all logins and passwords are kept in a safe
• Review California State PTA Resolutions—Television place and passed on to the next term’s officers.
Literacy and Program Accountability, Opposition To Suggest sites be registered to generic emails for the
Televised Commercials In California Classrooms, officers so accounts can be passed along with out
Quality of Life Portrayed on Television, Television interruption. (i.e., [email protected] or
Literacy and Program Accountability and [email protected])
Television/Screen Time Awareness—and Position
Statement Television Programming. Content on PTA social media:
• Keep parents informed of appropriate, entertaining • Posts should be PTA related and approved.
and educational television programming for young Highlighting special events, programs, grants, PTA
people. and school deadlines, allied agency information and
other information of interest to PTA members is a
• Promote a “no television” day or week. good use of social media.
Digital Citizenship: • Content from vetted sources or excerpts from
previously PTA approved flyers, emails or website
• Connect with PTA partners specializing in mass media content is a good way to keep content timely without
and digital citizenship over burdening your officers. (See Red, Yellow, Green
guidelines)
• Common Sense Media
• Cable Impacts Foundation (formerly Cable in the
Classroom)
Recommended Actions at Home
To promote safe and responsible digital literacy, parents
should:
California State PTA Toolkit – May 2016 R54 Running Your PTA
Others posting on PTA social media: Social Media Guidelines for PTA
Leaders and Members in California
• PTA Social Media sites (including websites) that are
administered and owned by the PTA and not the Each PTA District, Council or Unit can create its own
school, do not need the principal’s approval for posts. policies for members who use social media and identify
A good working relationship between the PTA and the themselves as PTA leaders or members. The California
school site administrator is best, so when possible State PTA Social Media Policy is included as an
coordinate. Remember, any PTA material that is example. (above policy if adopted)
passed out on school property or the school website
still needs to be approved by both the president & The California State PTA uses social media and
principal. encourages leaders at all levels to participate in an
engaging and productive exchange. The community-
• Each local PTA can decide if it wants to allow based aspects of social media can benefit PTAs in
comments on sites or if it prefers a push only site. reaching out to new audiences and engaging an existing
The advantage to having a more interactive site is that base. However, use of social media carries with it certain
it allows you to know how your community feels; the responsibilities. To assist leaders and members in
disadvantage is that it allows comments which will making responsible decisions about using social media,
need to be monitored. If you do allow public we have established the following guidelines:
comments or postings, someone will need to
monitor the site and decide what is appropriate. Guidelines
Inappropriate or off topic comments should be
deleted. The PTA can decide to delete any comment For our purposes, social media includes all means of
or post it chooses. communicating or posting information or content of any
sort on the Internet – whether or not these channels are
• Setting guidelines and posting them on your sites can associated or affiliated with a PTA – Ultimately, you are
help if you feel it is necessary to delete a comment solely responsible for what you post online.
and are asked why. Your PTA social media sites are
controlled by you local association and you are not Leaders and members may associate themselves with
required to post or keep any items. the organization in different ways—explicitly – by stating
in a profile or on a site a PTA title or involvement and/or
Suggested Posting Guidelines: implicitly—by posting photos, graphics or other
information that identifies them as a PTA leader or
(This can be posted on any social media your PTA uses member.
and allows comments from the public.)
You speak for yourself but your actions reflect on the
Please follow these guidelines when commenting on organization. Do not post confidential information,
our site: accusatory statements, or any defamatory information.
Be respectful, truthful, discreet and responsible no
Be relevant Be respectful Be honest Be discreet matter your privacy settings.
Be responsible
Consider the following:
• Be Relevant
If your profile picture identifies you as PTA, be aware
Stay on topic. when posting comments on other sites, both public and
private. Remember PTA’s Noncommercial,
• Be Respectful Nonsectarian, Nonpartisan policies when posting on
public sites (i.e., newspaper comments, public blogs,
Keep things civil. Avoid abusive or offensive language, trade publications and other)
threats, hate speech, libels and calls for violence. And
don't make jokes about the misfortune of others. Privacy settings are no guarantee of privacy. Search
engines and other technologies make it impossible to
• Be Honest take something back once it’s been posted. Screen
shots, forwards and other technologies can spread
Use your real name. Don't post commercial messages quickly beyond your intended circle of friends
messages. Don’t publish copyrighted material that or followers.
belongs to someone else.
Mistakes happen. If they do, apologize.
• Be Discreet
Don’t publish telephone numbers, addresses or other
personal information about yourself or others.
• Be Responsible
Think about what you write before posting. Users are
solely responsible for what they post.
Running Your PTA R55 California State PTA Toolkit – May 2016
(Your PTA Address (Your PTA telephone and email address)
Date
Michael Jones
Los Angeles Times
Times Mirror Square
Los Angeles, CA 99999
Dear Mr. Jones:
We would like to reproduce a segment of your article (or artwork), entitled,
_________________________________.
With your permission, it will be printed in our newsletter (posted on our website, distributed through
our email list).
Yours truly, Email
Name Subject line: Use of copyrighted material
Publications Coordinator
(Your Unit Name) PTA Text:
(Address)
(Telephone number or email address) We would like to reproduce a segment of your article
(Fax number, if applicable) (or artwork or video) entitled, ___________________.
With your permission, it may be reprinted in our
newsletter, posted on our website, Facebook page,
and distributed through our email list.
Yours truly,
Name
Media Coordinator
(Your Unit Name) PTA
(Address)
(Telephone number or email address)
(Fax number, if applicable)
(Your PTA Address)
(Your PTA telephone and email address)
(Your PTA unit, council or district name)
When permission to republish is required, this sample request can be used.
______________________________________________
Fig. R-3 Sample Request for Use of Copyrighted Material
California State PTA Toolkit – May 2016 R56 Running Your PTA
October 1, 2012 The Hudson Elementary PTA Herald
Hudson Elementary School | 555 Main Street | Anytown U.S.A. | 555.555.5555
This issue – Upcoming Meetings:
Upcoming Meetings PTA meeting scheduled for Tuesday 6:30 p.m. @ the School Library. Budget revise, fundraiser
approval, general business.
From the Principal From the Principal:
Family Engagement Great news! The city has decided to post a crossing guard at the corner of Cross Street and
Membership News Gibson. The crossing guard starts Monday. Thanks to all parents who called the city. We couldn’t
School District News have accomplished this without you!
Community News
Family Engagement:
Join us Friday for the Internet Safety program for parents and students. The D.A.’s office has a
great program to help us keep our children safe. Auditorium, 3:30 - 4:30 p.m.
Health Committee Membership News:
This year’s campaign, “Get Roped into PTA,” has rounded up 325 members so far. You can join
anytime! We will have a membership table at the association meeting and at other PTA-sponsored
activities and programs. We appreciate your continued support! Remember to review and use PTA
member benefits.
Helpful Links: School District News:
The Board of Trustees meets every other Wednesday at 7:00 p.m. The next meeting is October 21
River Valley Council at the USD.
RVCouncil.org
Community News:
42nd District PTA Join us in the Community Parade Saturday at 10 a.m. Hudson Elementary PTA has worked hard
42DistrictPTA.org on this year’s float. Your support has been invaluable. Hope to see you there to cheer us on!
California State PTA * Gift Wrap sale benefiting our Reflections Program – to be approved at the next association
capta.org meeting. Come give us your input.
National PTA * Jog-A-Thon benefiting Emergency Preparedness – we want our kids to be safe! (already
pta.org approved)
* Book Fair benefiting the School Library Needs Committee (already approved)
JOIN PTA Health Committee:
Today! Flu season is just around the corner. Flu shots are available at various locations. Check the paper.
If you have questions, comments, or news, contact [email protected]
An e-newsletter effectively gives an informational update and can be shared with a large number of people.
______________________________________
Fig. R-4 Sample e-newsletter
Running Your PTA R57 California State PTA Toolkit – May 2016
(Your PTA Name)
(Your PTA Address (Your PTA telephone and email address)
FOR IMMEDIATE RELEASE
September 1, 2014
CONTACT
Joe Smith, 555.555.5555, [email protected]
Joining PTA boosts community involvement at Mighty Oak Elementary
Acorn, CA — Mighty Oak Elementary School has seen a dramatic increase in community support this year, with
its PTA membership standing at twice the school’s enrollment.
“We are very proud of the community involvement at Mighty Oak Elementary,” said Lloyd Jones, Mighty Oak
PTA membership chairman. “More than 150 of our members represent grandparents and other local citizens
interested in addressing issues facing today’s children.”
Jones said PTA membership is 905, up 30 percent over last year at Mighty Oak School that serves 450 students.
The California State PTA represents more than 800,000 members and is the largest volunteer association in the
United States.
“Ninety-seven percent of our students’ parents and every one of the school’s teachers and staff are members of
the PTA,” Jones said. “We also encourage our sixth-grade students to join and be active in our Mighty Acorns
Committee.”
Principal Jane Sparkle said she cites these figures uses when talking to service clubs about the strong
community support for her school. The school has benefitted from donations and work days arranged by civic
groups in concert with the PTA, Sparkle said.
Mighty Oak PTA president Lydia Vasquez believes that the increase in membership is due to PTA programs and
activities.
“People want to belong to an association that does worthwhile things,” Vasquez said. “Our programs give
parents and community members quality information they can use when raising their children.”
Mighty Oak PTA starts off each fall with a back-to-school orientation night and a parent welcome coffee on the
first day of school. This year, the PTA is focusing on healthy lifestyles, with parent information nights, community
walks and “healthy-spell” snacks provided on Fridays, the usual spelling test day. A day-long health fair put on by
Acorn Hospital and the PTA is set for October, and a bike safety program with Acorn police officers is scheduled
for Saturday.
“The PTA’s welcoming activities and outreach have encouraged many parents, adults from the community and
businesses to take notice and inquire how they, too, can help students succeed,” Principal Sparkle said. “In times
of lean budgets, this ‘whole-village’ attitude is really helping.”
To find out more about Mighty Oak Elementary PTA, its programs and how to become a PTA member, visit
www.mightyoakelementaryPTA.org.
###
Every release should carry your name as the contact for further information. Include your telephone number, email
address, the date and, of course, the name of your PTA.
______________________________________
Fig. R-5 Sample Press Release
California State PTA Toolkit – May 2016 R58 Running Your PTA
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
FORMS TAB
Running Your PTA R59 California State PTA Toolkit – May 2016
PLEASE REMOVE THIS PAGE
AND REPLACE WITH
FORMS TAB
California State PTA Toolkit – May 2016 R60 Running Your PTA
Forms
TABLE OF CONTENTS
Awards
Honorary Service Award Order Form................................................................................................FO3
Honorary Service Award Nomination Form.......................................................................................FO4
In Memoriam or Tribute Donation .....................................................................................................FO5
PTA Unit/Council Spotlight Award .....................................................................................................FO6
Finance
Annual Financial Report....................................................................................................................FO8
Audit Checklist...................................................................................................................................FO9
Audit Report ....................................................................................................................................FO10
Authorization to Purchase on the Internet.......................................................................................FO11
Authorization to Transfer Funds Between Accounts .......................................................................FO12
Authorization for Electronic Transfer for Attorney General (RRF-1) ONLY.....................................FO13
Budget (Sample) .............................................................................................................................FO14
Cash Verification .............................................................................................................................FO15
Check and Checkbook Register......................................................................................................FO16
Committee Report ...........................................................................................................................FO17
Donation Receipt.............................................................................................................................FO18
Facilities Use Permit Addendum .....................................................................................................FO19
Fiduciary Agreement .......................................................................................................................FO20
Financial Secretary’s Report ...........................................................................................................FO21
Needs Assessment Worksheet .......................................................................................................FO22
Service Provider/Speakers/Program Participants Check List .........................................................FO23
Facsimile Consent Form .................................................................................................................FO24
Hold Harmless Agreement ..............................................................................................................FO25
Ledger (Sample)..............................................................................................................................FO26
Payment Authorization/Request for Reimbursement ......................................................................FO27
Request for Advance/Payment Authorization..................................................................................FO28
Treasurer’s Report (Sample)...........................................................................................................FO29
Unit Remittance Form .....................................................................................................................FO30
Workers’ Compensation Annual Payroll Report Form.....................................................................FO31
Running Your PTA
Annual Historian Report – PTA Unit................................................................................................FO32
Annual Historian Report – PTA Council ..........................................................................................FO33
Annual Historian Report – PTA District ...........................................................................................FO34
Application for Youth Group Sponsorship or Renewal....................................................................FO35
Bylaws Submittal Form for Units and Councils...............................................................................FO36
Conflict/Whistleblower Form............................................................................................................FO38
Evaluation........................................................................................................................................FO39
Event Planning Worksheet ..............................................................................................................FO40
Final Action Plan .............................................................................................................................FO42
Photography Release......................................................................................................................FO43
Volunteer Tally Sheet.......................................................................................................................FO44
Scholarships and Grants
Grant Application and Report for Unit, Council and District PTAs – Cultural Arts, Healthy Lifestyles,
Leadership Development, Outreach Translation or Parent Education ........................................FO45
Continuing Education Scholarship for
Credentialed Classroom Teachers and Counselors (Scholarship) ..............................................FO49
PTA Volunteers (Scholarship) ......................................................................................................FO52
School Nurses (Scholarship) .......................................................................................................FO55
Graduating High School Seniors (Scholarship) ..............................................................................FO58
Forms FO1 California State PTA Toolkit – May 2016
PTA Brochures
Partners In Education Series:
The School Board and PTA .........................................................................................................FO61
The Site Administrator and PTA...................................................................................................FO63
The Superintendent and PTA.......................................................................................................FO65
The Teacher and PTA ..................................................................................................................FO67
Professional Governance Standards ..............................................................................................FO69
PTA Style Guide ..............................................................................................................................FO71
California State PTA Toolkit – May 2016 FO2 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
HONORARY SERVICE AWARD (HSA) ORDER FORM
All monies raised with the sale of HSAs fund the California State PTA Scholarship and Grant Program.
Presented By __________________________________________________________ PTA/PTSA Unit # _______________
Please Print Clearly Name of PTA unit, council or district presenting HSA Award
PTA Council _______________________________________________________________ District PTA # _______________
Ship To – Contact Person: ____________________________________________________________________________
Street Address _________________________________________________________________________________________
City _____________________________________________________________________________ Zip ________________
Email ___________________________________________________ Telephone (________) _________________________
AWARDS – See Toolkit for Descriptions PRICES HSA ORDER TIPS
Certificate Only Cert. + Pin • Allow up to 2 weeks for delivery.
• Awards are not mailed to recipients.
VSP Very Special Person Award $15 $23 • See your completed certificate online.
• Order online at www.ShopPTA.com
HSA Honorary Service Award $30 $35 • For rush orders, a $10 fee is added plus
CSA Continuing Service Award $30 $35 applicable shipping costs.
• No refunds or exchanges for HSA orders.
GOSA Golden Oak Service Award $60 $80 • Please do not send cash as payment.
OTA Outstanding Teacher Award $30 $35
OAA Outstanding Administrator Award $30 $35
AWARD RECIPIENT’S NAME – To appear on certificate AWARD TYPE ADD PIN TOTAL
Please Print Clearly First Name Last Name VSP HSA CSA GOSA OTA OAA Yes No
1.
2.
3.
4.
5.
(1 - 5 Awards $5.00/ 5 - 9 Awards $7.50/ 10+ Awards $10.00) SHIPPING & HANDLING
TOTAL $
To order HSAs, send completed METHOD OF PAYMENT (Check appropriate box)
form with payment by mail or FAX:
o CHECK or MONEY ORDER – Payable to Kustom Imprints
• Mail Orders: • A fee of $10 is charged for any check returned due to insufficient funds.
California State PTA • Two signatures are required on all PTA/PTSA checks.
c/o Kustom Imprints
1661 N. Glassell Street o MasterCard o VISA
Orange, CA 92867
Personal Credit Cards Only
• FAX Orders: 714.771.5798
- Credit Card Only Zip Code ___ ___ ___ ___ ___
- Use blue/black ink for Fax Order
___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___ ___ / ___ ___
• For Information, Call: Credit Card Number Exp. Date
800.683.5854 ext.107
- No Phone Orders Accepted Print Name ________________________________________________________________________________________
Signature __________________________________________________________________________________________
FOR OFFICE USE ONLY:
Invoice # _______________________________________________Ck # ___________________ AMT. _____________ q PTA q PER
5/2015
Order Online at www.ShopPTA.com! You can also place an order and pay by check.
Forms FO3 California State PTA Toolkit – May 2016
Exhibit D19
duplicate of SR exhibit
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
HONORARY SERVICE AWARD*
NOMINATION FORM FOR UNIT, COUNCIL AND DISTRICT PTAs
The Honorary Service Award Selection Committee requests that members of _______________________________
PTA/PTSA assist in the selection of deserving recipients for recognition at PTA/PTSA event or at a PTA meeting.
Nominated individuals or organization who have made significant contributions to the well being of children, youth or
families in this school and/or community can be considered for this award. Current members, officers and teachers
may also be considered for this award.
*Honorary Service Award Program includes the Very Special Person Award (VSP), Honorary Service Award (HSA), Continuing
Service Award (CSA), Golden Oak Service Award (GOSA – California’s highest honor), Outstanding Teacher Award (OTA),
Outstanding Administrator Award (OAA) and Donations in name of an individual or organization. (See Toolkit, Programs chapter
Honorary Service Award (HSA) Program)
Honorary Service Award Program
Please Print
Specify award category:
o Very Special Person Award (VSP) o Golden Oak Service Award o Donations
o Honorary Service Award (HSA) o Outstanding Teacher Award (OTA),
o Continuing Service Award (CSA) o Outstanding Administrator Award (OAA)
Name of individual nominated: __________________________________________________________________
Title or position: ________________________________________________________________________________________
Name of organization nominated: ________________________________________________________________
Contact Person: ________________________________________________________________________________________
Address: ______________________________________________________________________________________________
Phone: (_____)___________________ Email: ______________________________________ Date: ____________________
Reason for nomination:
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
Name of person submitting the nomination: ______________________________________________________
Phone: (_____)___________________ Email: ______________________________________ Date: ____________________
All nominations will be considered. The HSA Selection Committee will select the recipient.
Nomination DUE DATE for presentation: ____________________________________________________, 20____
PLEASE RETURN FORM TO: __________________________________________________________ PTA/PTSA
____________________________________________________________________________________________
Sept. 2005
California State PTA Toolkit – May 2016 FO4 Forms
In Memoriam or Tribute Donation
Print Donor Name _________________________________________________________________________________________________________
Address _____________________________________________________________________________________________________________________
City ____________________________________________________________________________________________________________Zip ______________________
Email _____________________________________________________________________________________________
Telephone (______) _________________________________________________________________________________
I wish to pay by PayPal (Click here to donate electronically.) – for website use
Check (Make check or money order payable to California State PTA.)
VISA MasterCard
Credit Card Number ____________________________________________Exp. Date ________________
Name of Card Holder ______________________________________________CIN # ________________
Signature ____________________________________________________Zip Code ________________
Please accept this contribution in Memoriam Tribute
In the amount of $_________________
In the name of _________________________________________________________________________________
To be used for California State PTA
graduating high school senior scholarships
PTA volunteer scholarships
grant program
leadership outreach
other __________________________________________
Print name and address of the individual to receive notice of the donation.
Name _________________________________________________________________________________________
Address _______________________________________________________________________________________
City __________________________________________________State______ Zip ________________
Thank you
Please send me information on how I can become a PTA member.
Mail or fax to: California State PTA, 2327 L Street, Sacramento, CA 95816
FAX (916) 440-1986 | Phone (916) 440-1985 | [email protected] | capta.org
Forms FO5 California State PTA Toolkit – May 2016
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PTA UNIT/COUNCIL SPOTLIGHT AWARD – FORM
Applications Due – February 1
Please Print
Name of PTA/PTSA __________________________________________________________________ ___________________
Check one: o Elementary o Jr. High/Middle/Intermediate o High CA State PTA Unit #
Council (if in council) ________________________________________________________________ District PTA___________
PTA President ___________________________________________________________________________________________
Phone/Cell # (_____) ________________________________ Email ____________________________________________
Address __________________________________________ City_______________________________ Zip____________
PTA SPOTLIGHT UNIT AND COUNCIL AWARDS – Check categories applied for:
PTA UNIT AWARDS o Membership & Outreach PTA COUNCIL AWARDS
o Student Achievement
o Advocacy o Student Involvement o Advocacy
o Collaboration o Collaboration
o Environmental o Communication
o Family Engagement o Leadership Development
HOW TO APPLY – Tell us about your program. APPLICATION TIPS
Complete this form and answer the questions below:
• You may apply for 1 or more award categories, using
1. What program did you organize? . . . . . . . . . . . . .20 points this application.
2. Why was this program developed? . . . . . . . . . . .15 points • Fundraising programs are not eligible.
3. How was your program implemented? . . . . . . . .25 points • Responses to application questions should be 1,000
words or less per award category.
4. How will you continue to promote and sustain
your program’s objectives during the year? . . . . .20 points • You may include 3 additional, supplemental pages
per category in your application packet.
5. What was the impact of your program on your
school community? . . . . . . . . . . . . . . . . . . . . . . .20 points • Please note that any unauthorized use of copyright
materials is not permitted.
Submitted by ______________________________________ PTA Position ______________________________________
Do you give your permission for your information to be used for distribution to units? o Yes o No
__________________________________________________ _________________________________________________
**Council PTA President Signature **District PTA President Signature
**Please Note: Your signature affirms that this PTA is in good standing, qualifies for a Ready, Set…Remit! Award and has current
bylaws. All materials become the property of the California State PTA and cannot be returned.
Mail Application Packet to:
California State PTA, Awards Coordinator, 2327 L Street, Sacramento, CA 95816-5014
Questions? – Contact: Awards Coordinator, California State PTA – [email protected]
Application Packet includes: o Form o Responses to questions o Materials from program
04/2013
California State PTA Toolkit – May 2016 FO6 Forms
PTA Unit/Council Spotlight Award – Overview
PTA Unit/Council Spotlight Awards recognize successful programs that are planned, organized and implemented by PTAs. They
also provide the opportunity to share your model program with other PTA leaders at a California State PTA Convention workshop.
RECOGNITIONS/PRIZES FOR AWARD-WINNING PTAs: Awards – How to be eligible?
o Two (2) paid registrations for California State PTA Convention • Your PTA conducted the program since last
o $100 gift certificate for the PTA Store at convention year’s application due date (February 1).
o Special recognition at the California State PTA Convention
o Opportunity to showcase program at a convention workshop • Your application is signed by your council and
district president to confirm that your PTA is in
CATEGORIES – APPLY IN ANY CATEGORY BELOW: good standing and submitted:
o Per capita membership dues
Advocacy | Unit or Council – Advocating on behalf of all children at school, o Insurance premium
community or state and national level o Worker’s Comp Annual Payroll Report
Examples: Training parents and students to be better advocates, enhancing • Your PTA qualified for a Ready, Set … Remit
their roles in decision-making in educational issues, legislative activities Award – 30 members submitted by October 30.
supportive of the education, health and welfare of students
• Your PTA has current bylaws.
Collaboration | Unit or Council – Developing strong partnerships to
connect individuals, enhance student learning, assist schools & families, More Tips – Application Form
involve community stakeholders
• If using one application form for multiple
categories, please identify and complete one
award category before going on to the next.
• Look in your bylaws for your PTA ID#.
Learn more: capta.org
Examples: Programs involving community agencies, organizations, education foundations, local businesses that connect
education programs with workplace, senior citizens groups and community service learning
Communications | Council Only – Maintaining effective and open communication with members
Examples: Utilizing websites, newsletters, e-news or social media to inform and support leaders and members
Environmental | Unit Only – Promoting conservation, environmental awareness on campus
Examples: Programs involving waste reduction/ recycling, 3Rs, air quality and conservation of non-renewable resources
Family Engagement | Unit Only – Promoting student success with family engagement in students’ education
Examples: Activities enhancing family engagement, parent education or family support/resource development
Leadership Development | Council Only – Boosting leadership capacity and development to ensure long-term growth and
enhance a PTA’s effectiveness
Examples: Team building, mentoring, developing emerging leaders, involvement in training by PTA or outside agencies
Membership and Outreach | Unit Only – Increasing membership while raising awareness of PTA’s mission and the value of
membership that involves all stakeholders
Examples: Creative campaigns focusing on PTA’s value, importance of parent involvement in student success, membership
growth through effective outreach to under-represented populations, non-traditional families and diverse community groups
resulting in a PTA board reflective of its community
Student Achievement | Unit Only – Implementing programs to support student achievement
Examples: Creative programs and events focusing on Education, Arts, Health or Safety to support student success
Student Involvement | Unit Only – Increasing student involvement and participation in all aspects of PTA
Examples: Soliciting students’ input on priorities and interests, planning and implementing programs with students,
collaboration of students and adults (PTA leaders, principals, administrators), students serving on PTA boards, programs run
by students that promote PTA’s mission.
04/2013
Forms FO7 California State PTA Toolkit – May 2016
ANNUAL FINANCIAL REPORT (SAMPLE)
FISCAL YEAR _________
Name of Unit ___________________________________________ IRS EI # _____________
Council ________________________________________________ District PTA __________
BALANCE ON HAND from previous year $ ________________
RECEIPTS
$ ________________
Savings account interest $ ________________
Checking account interest $ ________________
Membership dues (unit portion only)
Fundraising (list total gross income individually) $ ________________
$ ________________
xxx $ ________________
xxx TOTAL $ ________________
Donations
RECEIPTS NOT BELONGING TO UNIT
Council, district, state, and National PTA membership per capita $ ________________
Founders Day freewill offering $ ________________
TOTAL $ ________________
TOTAL RECEIPTS $ ________________
DISBURSEMENTS (List Budget Categories) $ ________________
Operating expenses $ ________________
$ ________________
Membership envelopes $ ________________
Insurance premium $ ________________
Newsletter and publicity $ ________________
Council/district leadership workshops $ ________________
Convention (State/National PTA) $ ________________
Officers’ and chairmen’s reimbursement
Past president’s pin $ ________________
Honorary Service Award $ ________________
Program expenses $ ________________
Programs and assemblies $ ________________
Reflections Art Program $ ________________
Family Engagement
Emergency preparedness $ ________________
Hospitality $ ________________
Fundraising $ ________________
Carnival TOTAL $ ______________
Book fair
Gift wrap
DISBURSEMENTS NOT BELONGING TO UNIT
Council, district, state, and National PTA membership per capita $ ________________
Founders Day freewill offering $ ________________
TOTAL $ ________________
TOTAL DISBURSEMENTS $ ________________
BALANCE ON HAND $ ________________
Signature ______________________________________________ Date ________________
California State PTA Toolkit – May 2016 FO8 Forms
AUDIT CHECKLIST Unit Name ______________________________ Date _________________
DESCRIPTION YES NO
o Bylaws & Standing Rules o Budget(s) o Last Audit Report o Ledger o Checkbook register o o
o Cancelled checks (including voids) o Authorizations for Payment o Cash Verification Forms o o
o Bank statements, bank books and deposit slips o Receipts/bills o Cash receipts o Executive board minutes o o
o Association minutes o Committee reports o Monthly Treasurer Report o Monthly Financial Secretary Reports
o Annual Financial Report o Workers’ Compensation Annual Payroll Report form o IRS Forms 990/990EZ/990N
o State Form 199 o State Form RRF-1
If required: o IRS Form 941 o IRS Form 1099 o State Form DE-6 o State Form DE-542
Financial records provided: (Originals)
Beginning Balance Records
1. Check to see if amount shown on first bank statement (adjusted for outstanding checks and deposits) corresponds to the
starting balance recorded in checkbook register, ledger, treasurer’s report and ending balance of last audit
Bank Reconciliation
1. All bank statements reconciled since last audit by treasurer and reviewed monthly by non-check signer
2. Ending balances (checkbook register, ledger and treasurer report) agree with last bank statement oo
(adjusted for outstanding checks and deposits not posted to bank statement)
3. Deposits and Checks Written: (signed by two authorized check signers per the bylaws) oo
a) Recorded in checkbook register oo
b) Recorded in ledger in proper columns oo
c) Agree with treasurer reports oo
4. Bank charges and interest recorded in checkbook register, ledger and treasurer reports oo
Membership
1. Amount recorded and deposited equals total number of memberships
# __________ (members) @ $ __________ (membership dues listed in bylaws)
2. Amount forwarded to council/district PTA equals total number of memberships oo
# __________ (members) @ $ __________ (amount listed in bylaws) oo
Insurance – premium(s) forwarded to council/district PTA by due date
Minutes
1. All expenditures approved and recorded in executive board minutes oo
(List those expenditures not approved on recommendation report)
2. All expenditures approved/ratified in association minutes oo
(List those expenditures not approved on recommendation report)
oo
3. Committee minutes record plans, proposed expenditures, and total of monies earned oo
Authorizations for Payment (signed by secretary and president) oo
1. All authorizations written for approved amounts (List missing authorizations on recommendation report) oo
2. All authorizations have receipt/bill attached (List missing receipts/bills on recommendation report) oo
3. Authorizations match checks written
Income oo
1. Deposits properly supported oo
2. Cash Verification Forms used with two people counting money oo
3. Income received matches deposits recorded in checkbook register, ledger and treasurer reports oo
4. Designated income spent as specified
Financial Secretary Reports oo
1. Filed monthly oo
2. Receipts/Deposits agree with ledger & register
Treasurer Reports oo
1. Filed monthly oo
2. Agree with ledger and checkbook register oo
3. Annual Financial Report
Committee Reports oo
1. Committee reports for all fundraisers submitted or report in minutes.
Reporting Forms and Tax Returns oo
1. Verify on Audit Report that all forms have been filed annually (if required)
Audit Reports oo
1. Audit done semiannually oo
2. Prepare and present written report with recommendations to executive board oo
3. Present audit report to association for adoption oo
4. Forward report to the next level PTA (See Bylaws, Duties of Officers, Auditor)
Audit Recommendations
All “No” answers should be included in the report as recommendations to change financial procedures. o o
At the completion of the audit, meet with president and financial officers to discuss recommendations and any corrections o o
as needed. When errors have been corrected by a financial officer and accounts are accurate, draw a double line in red ink
where the audit concludes on all records. Sign & date the audited materials.
Mismanagement – Is mismanagement suspected? (Contact district PTA president immediately for assistance.)
Forms FO9 California State PTA Toolkit – May 2016
AUDIT REPORT
Date _________________________________________________________ Fiscal Year ___________________
Name of Unit __________________________________________________ IRS EI Number _______________
Council ______________________________________________________ District PTA __________________
Bank Name ___________________________________________________ Account # ___________________
Bank Address __________________________________________________ City/Zip ________________________
Dates covered by this audit __________________________________________________
Check numbers reviewed in this audit _________________________________________
BALANCE ON HAND at time of last audit _________________ (date) $ ____________
RECEIPTS since last audit $ ____________
$ ____________
TOTAL $ ____________
DISBURSEMENTS since last audit $ ____________*
BALANCE ON HAND _________________ (date)
BANK RECONCILIATION $ ____________
Last BANK STATEMENT balance _________________ (date) $ ____________
DEPOSITS not yet credited (add to balance)
$ __________________ $ __________________ $ __________________
CHECKS OUTSTANDING (List check number and amount)
#______ $_________ #______ $_________ #______ $_________
#______ $_________ #______ $_________ #______ $_________
TOTAL outstanding checks (subtract from balance) $ ________________
BALANCE in checking account _________________ (date) $ _________________*
*These lines must balance
o I have verified that all tax forms, PTA- and government-required forms have been filed, if required.
The following is all that needs to be read when the auditor’s report is given:
I have examined the financial records of the treasurer of ______________________________________________________
PTA/PTSA and find them
o correct Audit completed ______________________________________
o substantially correct with the following Executive Board Adopted _______________________________
Association Adopted ___________________________________
recommendations Auditor’s Signature ____________________________________
Auditor’s Printed Name ________________________________
o partially correct more adequate accounting
procedures need to be followed so that a
more thorough audit report can be given
o incorrect
(Copies: unit president, secretary, and treasurer; council treasurer or auditor and district PTA treasurer or
auditor as directed by the district PTA. Attach copy of tax form(s) to next level PTA, if required to file.)
Submit separate report of explanation and recommendations to executive board.
A separate audit form must be completed for each bank account.
05/2016
California State PTA Toolkit – May 2016 FO10 Forms
AUTHORIZATION TO PURCHASE ON THE INTERNET
Date: __________________________________________
Internet Vendor: _______________________________________________________________________________
Reason for Purchase: __________________________________________________________________________
Budget Account:_______________________________________________________________________________
Date Motion Approved: _________________________________________________________________________
Amount Approved: _____________________________________________________________________________
Requested by Committee Chair: _________________________________________________________________
Authorized by: ________________________________________________________________________________
________________________________________________________________________________
This form must be signed by two authorized check signers
before any internet transaction may be made.
Signatures by facsimile copy will be accepted.
DATE OF RECEIPT OF GOODS __________________________ Date of Reimbursement __________________________
SIGNATURE ______________________________________________________________
06/2008
Forms FO11 California State PTA Toolkit – May 2016
Exhibit L8
duplicate of SR exhibit
AUTHORIZATION TO TRANSFER FUNDS
BETWEEN ACCOUNTS
Date: ________________________
Reason for transfer: __________________________________________________________
Transfer from account: __________________________________________________________
Transfer to account: __________________________________________________________
Amount to transfer: __________________________________________________________
Requested by: __________________________________________________________
Authorized by: __________________________________________________________
(Authorized Check Signer)
__________________________________________________________
(Authorized Check Signer)
This form must be signed by two authorized check signers before any transfer may be made.
Signatures by facsimile copy will be accepted.
Date of Transfer ____________________ Bank Transaction Number ______________________
10/2010
California State PTA Toolkit – May 2016 FO12 Forms
Exhibit L9
AUTHORIZATION FOR ELECTRONIC TRANSFER
FOR ATTORNEY GENERAL (RRF-1) ONLY
Date: ________________________
Reason for transfer: __________________________________________________________
Transfer from account: __________________________________________________________
Transfer to account: __________________________________________________________
Amount to transfer: __________________________________________________________
Requested by: __________________________________________________________
Authorized by: __________________________________________________________
(Authorized Check Signer)
__________________________________________________________
(Authorized Check Signer)
This form must be signed by two authorized check signers before any transfer may be made.
Signatures by facsimile copy will be accepted.
Date of Transfer ____________________ Bank Transaction Number ______________________
05/2016
Forms FO13 California State PTA Toolkit – May 2016
BUDGET (SAMPLE)
FISCAL YEAR ____________
Name of Unit _______________________________________________ IRS EI # ________________
Council ___________________________________________________ District PTA _____________
Bank Name ________________________________________________ Account # _______________
Bank Address ______________________________________________________________________
BALANCE ON HAND from previous year $ ______________
ESTIMATED RECEIPTS
Interest income $ ______________
Membership dues (unit portion only) $ ______________
Fundraising (list individually)
________________________________________________ $ ______________
________________________________________________ $ ______________
TOTAL $ ______________
RECEIPTS NOT BELONGING TO UNIT
Council, district, State and National PTA membership per capita $ ______________
Founders Day freewill offering $ ______________
TOTAL $ ______________
TOTAL RECEIPTS $ ______________
ESTIMATED DISBURSEMENTS
Operating expenses
Membership envelopes $ ______________
Insurance premium $ ______________
Newsletter and publicity $ ______________
Council/district PTA leadership workshops $ ______________
Convention (State/National PTA) $ ______________
Officers’ and chairmen’s reimbursement $ ______________
Past president’s pin $ ______________
Honorary Service Award $ ______________
Program expenses
Programs and assemblies $ ______________
Reflections Program $ ______________
Family Engagement $ ______________
Emergency preparedness $ ______________
Hospitality $ ______________
Fundraising
Carnival $ ______________
Book fair $ ______________
Gift wrap $ ______________
Carry-over to next year $ ______________
Unallocated reserves $ ______________
TOTAL $ ______________
DISBURSEMENTS NOT BELONGING TO UNIT
Council, district, State and National PTA membership per capita $ ______________
Founders Day freewill offering $ ______________
TOTAL $ ______________
TOTAL DISBURSEMENTS $ ______________
BALANCE ON HAND $ ______________
__________________________________________________________ Date ___________________
Treasurer’s Signature
California State PTA Toolkit – May 2016 FO14 Forms
CASH VERIFICATION FORM
(Membership, Fundraisers, Donations)
START UP CASH $ CURRENCY
______________ x $ 1 = _______________
COINS ______________x $ 5 = _______________
______________ x 1¢ = _______________ ______________x $ 10 = _______________
______________ x 5¢ = _______________ ______________x $ 20 = _______________
______________ x 10¢ = _______________ ______________x $ 50 = _______________
______________ x 25¢ = _______________ ______________x $100 = _______________
______________ x 50¢ = _______________
______________ x $1 = _______________ TOTAL $ _________________
TOTAL $ _________________
UNIT NAME _________________________________________________________________________________
ACTIVITY DATE
COINS CHECKS Attach adding machine tape of itemized checks.
______________ x 1¢ = _______________ # ___________$ _________ # ___________$ _________
______________ x 5¢ = _______________ # ___________$ _________ # ___________$ _________
______________ x 10¢ = _______________ # ___________$ _________ # ___________$ _________
______________ x 25¢ = _______________ # ___________$ _________ # ___________$ _________
______________ x 50¢ = _______________ # ___________$ _________ # ___________$ _________
______________ x $1 = _______________ # ___________$ _________ # ___________$ _________
# ___________$ _________ # ___________$ _________
TOTAL $ _________________ # ___________$ _________ # ___________$ _________
# ___________$ _________ # ___________$ _________
CURRENCY # ___________$ _________ # ___________$ _________
______________ x $ 1 = _______________ # ___________$ _________ # ___________$ _________
______________x $ 5 = _______________ # ___________$ _________ # ___________$ _________
______________x $ 10 = _______________ # ___________$ _________ TOTAL $________________
______________x $ 20 = _______________
______________x $ 50 = _______________ GRAND TOTAL $
______________x $100 = _______________
TOTAL $ _________________
Membership Dues
# _______ members @ $ ______ (dues) = $ ______ + donations = $ _____ Grand Total $ ________________
FOR OFFICIAL USE ONLY
Signature _________________________________________ Amount Received: $ _______________________________
Signature _________________________________________ Signature _________________________________________
Signature _________________________________________ Date _____________________________________________
Forms FO15 California State PTA Toolkit – May 2016
CHECK AND CHECKBOOK REGISTER (SAMPLE)
Number Date Description of Transaction Payments (-) ¸ Fee (-) Deposit/Credit (+) Balance
1500 00
7/1/03 Balance forward
1096 9/1/03 Bay Council 30 00 ¸ 1470 00
DEP (membership envelopes)
1097 ¸ 300 00 1770 00
1098 9/21/03 Membership
(30 @ $10) 120 00 ¸ 1650 00
9/24/03 Bay Council 0 00 ¸ 1650 00
(30 members)
10/02/03 VOID
DEP 10/02/03 Membership ¸ 1000 00 2650 00
1099 (100 @ $10)
DEP 400 00 ¸ 2250 00
10/05/03 Bay Council
(100 members) ¸ 2700 00 4950 00
10/28/03 Fall Festival
2000 11/5/03 a-b-c novelties 210 00 ¸ 4740 00
(festival)
¸ (30 00) 4710 00
11/07/03 Returned check
(R. Brown #3100 - festival) ¸ 10.00 4700 00
11/07/03 Bank fee
(for returned check)
Sample reconciled checkbook register
My PTSA 1010
Date January 1, 2007
6200 Oak Court
Pleasant Oaks, CA 99000-1100
PAY TO THE $ 39.40
ORDER OF Meat Market
Thirty-nine and 40/100 --------------------------------------------------- DOLLARS
VOID AFTER 30 DAYS
Jane Courtly
FOR meat - spght. dinner John Price
TWO SIGNATURES REQUIRED
"503796" "456782345" 6897567"1010"
Sample check
California State PTA Toolkit – May 2016 FO16 Forms
COMMITTEE REPORT
Please write a committee report for all PTA activities. Attach any detailed information as requested or needed.
Report to be filed with president, secretary, treasurer, historian, auditor, committee chairman and others if requested.
Activity Details
Name of activity ____________________________________ Date held ___________________ Time __________________
Location __________________________________________ Approved by PTA membership on: (date) __________________
Presented in cooperation with (list group, agency or organization) _________________________
Goals _______________________________________________________________________________________
Money to be used for _________________________________________________________________________
Committee Details
Chairman _________________________________________ Secretary ________________________________________
Members (including students) _____________________________________________________________________________
_____________________________________________________________________________________________________
Consultants ___________________________________________________________________________________________
Meetings (1)__________ (2)__________ (3)__________ (4)__________ (5)__________
Date(s) meetings were held:
Financial Details Actual income $__________
Proposed budgeted income $__________ Actual expense $__________
Proposed budgeted expense $__________ Net income $__________
Volunteer Details
Number of volunteers needed to conduct activity adequately: __________ Total volunteer hours: __________
Recommendations o Do again o Do NOT do again o Do again, but modify (explain in #11 below)
Report Details. Attach any detailed information as requested.
1. Was insurance company contacted prior to planning? r Yes r No
Was extra coverage required? r Yes r No
Cost?_____________
2. Was the Insurance and Loss Prevention Guide reviewed prior to event? r Yes r No
r No
3. Was a written contract required? r Yes r No
r No
Association approval? o Yes o No Signed by president and one elected officer? r Yes
4. Was the timing of the activity appropriate? r Yes
If not, suggest more appropriate date(s): _________________________________________
5. Attach a detailed timeline to report.
6. Were there any special requirements? r Yes r No
Explain:____________________________________________________________________________________________
7. How was activity publicized? ____________________________________________________________________________
Attach any articles or fliers
8. Specify equipment needs: ______________________________________________________________________________
9. Special contacts/contact information (Speakers, judges, service providers): ________________________________________
10. Attach a detailed financial report. Attach copies of all inventory reports and cash verification forms for auditor.
11. Additional comments: __________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
NOTE
The California State PTA strongly suggests that any fundraiser be audited immediately if a large amount of monies was raised.
Prepared by______________________________________________________________ Date ___________________
Report due 30 days after completion of activity.
Forms FO17 California State PTA Toolkit – May 2016
DONATION RECEIPT
Date __________________________________________________________________________________
Name _________________________________________________________________________________
Cash contribution $ ______________________________________________________________________
In-kind non-cash items exceeding $250 in value (description of items):
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
“Quid Pro Quo” contributions (Contributions that are made partly as a contribution and partly in payment for
goods and services received, for example, a ticket price that is higher than its normal value). For Quid Pro
Quo contributions of more than $75, list item(s) and total amount paid for each.
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
In consideration of their donation, donor received (e.g., value of meal):
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
The California State PTA is a tax-exempt nonprofit organization as described in Section 501(c)(3) of the
Internal Revenue Code. This exemption applies to all the California State PTA’s constituent organizations.
Authorized by ___________________________________________________________________________
IRS EIN________________________________________________________________________________
PLEASE RETAIN FOR YOUR TAX RECORDS
THANK YOU FOR YOUR SUPPORT
California State PTA Toolkit – May 2016 FO18 Forms
Note: This Addendum is to be used with agreements to use school facilities,
when such agreements are required by the school district.
FACILITIES USE PERMIT ADDENDUM
____________________________________________________________________
(Name of Application)
This Addendum amends that certain application to ______________________________________
(name of school district)
(The “School District”) for use of the facilities at ________________________________________
(name of facility)
signed by ______________________________________________________________ (the “PTA”),
(name of PTA)
dated _____________________ (the “Application”).
(date of application)
Notwithstanding anything to the contrary contained in the Application, the School District and the
PTA agree that California Education Code Section 38134(i) is incorporated into and supersedes any
conflict part of the application. California Educational Code Section 38134(h) provides as follows:
Any school district authorizing the use of school facilities or grounds under subdivision (a)
shall be liable for any injuries resulting from the negligence of the district in the ownership and
maintenance of those facilities or grounds. Any group using school facilities of grounds under
subdivision (a) shall be liable for any injuries resulting from the negligence of that group during
the use of those facilities or grounds. The district and the group shall each bear the cost of
insuring against its respective risks and shall each bear the costs of defending itself against
claims arising from those risks. Notwithstanding any other provision of law, this subdivision
shall not be waived. Nothing in this subdivision shall be construed to limit or affect the immu-
nity or liability of a school district under Division 3.6 (commencing with Section 810) or Title 1
of the Government Code, for injuries caused by a dangerous condition of public property
[California Education Code Section 38134(i)].
PTA SCHOOL DISTRICT
___________________________________ _____________________________________
(Name of PTA) (Name of School District)
By _________________________________ By ___________________________________
Title ________________________________ Title __________________________________
Date _______________________________ Date __________________________________
Forms FO19 California State PTA Toolkit – May 2016
FIDUCIARY AGREEMENT
The __________________________________________________________ PTA/PTSA (PTA), hereby gives to the
______________________________ of ____________________________________________________________
Public School District, a monetary grant in the amount of _______________________________________________
dollars ($_____________) check number _____________, dated and signed by
_____________________________________ president and ____________________________________ treasurer
of the ____________________________________________________ PTA.
The gift money is for the sole purpose of __________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
It is hereby agreed that the gift monies will be spent for the above-stated purpose on or before
______________________________________. Any portion of such funds that is unused or unexpended as of such
date shall be reimbursed in full to the ______________________________________________________ PTA within
seven (7) business days of the expiration date.
The PTA hereby gives to the ___________________________________________________________________ of
_______________________________________________________ Public School District, the following equipment
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
The ____________________________________________________ Public School District accepts ownership of
the above described equipment, accepts responsibility for the installation, operation and maintenance of the above
described equipment, and will keep the above described equipment at
______________________________________________________________________, for a period of no less than
___________________________________(_______) years.
The conditions set forth in this Fiduciary Agreement are restrictions placed by the PTA upon the donation and use of
the above described money or equipment.
__________________________________________ ____________________
PTA/PTSA President Date
__________________________________________ ____________________
PTA/PTSA Treasurer Date
__________________________________________ ____________________
School Administrator Date
__________________________________________ ____________________
School District Administrator Date
California State PTA Toolkit – May 2016 FO20 Forms
FINANCIAL SECRETARY’S REPORT (SAMPLE)
_________________ PTA
November 14, 2010 – December 14, 2010
A monthly report must reflect the duties of a financial secretary as assigned in the bylaws and
should include:
RECEIPTS
(Listing of monies received and given to treasurer to deposit.)
11/13 Carnival $ 1,450.00
1,350.00
11/17 Membership dues (150 @ $9) 349.50
5,000.00
11/21 Book fair 213.00
12/05 Gift wrap $ 8,362.50
12/10 Founders Day freewill offering
TOTAL
DEPOSITS
(Listing of monies deposited — a duplicate copy of deposit slip is given to treasurer.)
11/14 Carnival $ 1,450.00
1,350.00
11/18 Membership dues (150 @ $9) 349.50
5,000.00
11/22 Book fair 213.00
12/06 Gift wrap $ 8,362.50
12/11 Founders Day freewill offering
TOTAL
____________________________________________________ _____________________
Financial Secretary Signature Date
Forms FO21 California State PTA Toolkit – May 2016
NEEDS ASSESSMENT WORKSHEET
Unit Name _____________________________________________________________________________
Street Address __________________________________________________________________________
City, Zip Code___________________________________________________________________________
The purpose for conducting a needs assessment is to determine if an identified concern is truly a problem that
should be dealt with through broad-based community action. The members of our PTA executive board are con-
cerned about
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
We would like to know your thoughts on this subject. Your response to the questions below will assist us in deter-
mining whether or not you concur in our concern and the direction we should take if you agree there is a problem.
1.In your opinion is there a problem? o Yes o No
2.Is the school affected by the problem? o Yes o No
3.Is the neighborhood affected by the problem? o Yes o No
4.Is the problem citywide? o Yes o No
5.Are the following groups of people affected by the problem?
• Students o Yes o No
• Families o Yes o No
• School staff o Yes o No
• Everyone o Yes o No
6.Additional comments
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Your name ______________________________________________ Your title _____________________________
The agency you represent, if any _________________________________________________________________
Your address _________________________________________________________________________________
Your telephone (_____)________________________ Email ____________________________________________
Please return to __________________________________________________ No later than __________________
For additional information please contact ___________________________________ at______________________
California State PTA Toolkit – May 2016 FO22 Forms
SERVICE PROVIDER/SPEAKERS/PROGRAM PARTICIPANTS CHECK LIST
Name Daytime telephone ( )
Organization/Agency/Specialty Email
Scheduled time commitment
Initial contact date
Copy of letter attached o Yes o No
o Response sheet received and copy attached
o Curriculum Vitae received
o Organization/agency evaluation form distributed to provider (at check-in time)
o Organization/agency evaluation form returned (at the end of the Health Fair)
o Thank you note sent
Equipment/supplies/space needed:
o __________________________________________________________________________________________
o __________________________________________________________________________________________
o __________________________________________________________________________________________
Notes _______________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Forms FO23 California State PTA Toolkit – May 2016
FACSIMILE CONSENT FORM
CONSENT FOR FAX CONTACT: New rules issued by the Federal Communications Commission
(FCC) on July 3, 2003, require that associations must obtain the signed, written consent of a recipient,
even association members, in order to fax meeting notices, meeting registrations and other "unsolicit-
ed advertisements" for the specific fax number to which the fax is to be sent.
Unless the ________________________________ PTA/PTSA has a signed consent form on file, we
will no longer be able to fax to you any material inviting you to participate in meetings and educational
programs. Legislative updates and information items are not covered by the new FCC rules, so you
may continue to receive some information via fax; however, that information will be limited.
Please complete the FACSIMILE CONSENT FORM no later than ___________________________
and either fax the signed form to (______)_______________________ or deliver to
________________________________________________________________________________.
FACSIMILE CONSENT FORM
I understand that by providing my fax number(s), I consent to receive communications sent via fac-
simile by or on behalf of the _________________________________________________________
PTA/PTSA. I understand that the _____________________________________________ PTA/PTSA
may not share my contact information with other organizations.
NAME __________________________________________________________________________
ADDRESS ______________________________________________________________________
CITY _____________________________________________________ZIP___________________
EMAIL _________________________________________________________________________
FAX NUMBER(S)
(Include area codes and list all that ___________________________________________ PTA/PTSA may use.)
(_______)_______________________________ (_______) _______________________________
Signature __________________________________________________Date_________________
Print Name ______________________________________________________________________
PTA/PTSA Position________________________________________________________________
o I do not wish to receive communications by facsimile.
California State PTA Toolkit – May 2016 FO24 Forms
California State PTA insurance does not cover vendors/concessionaires/service providers. Consequently, all
vendors/concessionaires/service providers are required to provide Evidence of Insurance to each PTA, unless
annual Evidence of Insurance has been filed with the California State PTA Insurance Broker.
HOLD HARMLESS AGREEMENT
FOR PTA FUNDRAISING VENDORS/CONCESSIONAIRES/SERVICE PROVIDERS
Insurance Requirements:
(a) Workers’ Compensation Insurance. Required if you have employees engaged in the performance of
work under the agreement.
(b) Comprehensive General Liability. Required $1,000,000. Combined Single Limit. This policy shall
cover, among other risks, the contractual liability assumed by vendor/concessionaire/service
provider under the indemnification provision set for in the agreement, and include Bodily Injury,
Property Damage, Personal Injury and Products Liability if Applicable.
(c) Automobile Liability Insurance. Required only if you are providing transportation (e.g., limousine or bus
service) at PTA event. $5,000,000 limit required. $1,500,000 for limos with 15 or fewer passengers.
If you (vendor/concessionaire/service provider) fall under (b) or (c), a Certificate of Insurance showing policy
limits and an endorsement to the policy MUST be submitted with your contract.
Contract containing the following language MUST be added to the above policies (b) and (c) as an
Additional Insured:
The California Congress of Parents, Teachers, and Students, Inc. (California State PTA), including all unit,
council and district PTAs and all their officers, directors, members and volunteers. The insurance afforded by
this policy shall be primary insurance to any other valid and collectible insurance available to PTA and
______________________________________________________________________________________
(Name of vendor/concessionaire/service provider)
I/We __________________________________________________________________________________
(vendor/concessionaire/service provider) agree(s) to defend and to indemnify and hold harmless, the
California Congress of Parents, Teachers, and Students, Inc. (California State PTA), including all unit,
council and district PTAs and all of their officers, directors, members and volunteers with respect to my/our
liability for “bodily injury,” “property damage” or “personal and advertising injury” to the extent caused by
my/our acts or omissions or for the acts or omissions of those acting on my/our behalf:
A. In the performance of my/our ongoing operations; or
B. In the sale or distribution of my/our products; or
C. In connection with my/our premises rented to you.
NOTE: The terms and conditions of this agreement shall apply with respect to Vendor’s/Concessionaire’s/Service
Provider’s operations for any unit, council, district or State PTA in California.
DATE: ______________________________ SIGNED: _________________________________________________
(Vendor/Concessionaire/Service Provider)
NAME OF ENTITY: _____________________________________ TITLE: _________________________________
Vendor: If you wish to be included as an approved vendor on the PTA Insurance website then contact our
broker at (818) 662-4200.
January 2011
Forms FO25 California State PTA Toolkit – May 2016
LEDGER SAMPLE
RECEIPTS Membership Dues Founders
Date Received From Deposits Total Receipts Local C/U/S/N Fund Raising Day & Other
Donations
7/1/03 Balance forward 1,500.00
9/21/03 Membership (30 @ $10) 300.00 300.00 180.00 120.00
10/2/03 Membership (100 @ $10) 1,000.00 1,000.00 600.00 400.00
10/28/03 Fall festival 2,700.00 2,700.00 2,700.00
11/6/03 Membership (12 @ $10) 120.00 120.00 72.00 48.00
11/25/03 Donation 25.00 25.00
12/1/03 Winter Craft Fair 1,500.00 1,500.00 1,500.00 25.00
12/7/03 Pizza Night (90 @ $8) 720.00 720.00 720.00
6,365.00 7,865.00 852.00 568.00 4,920.00 25.00
============================== audited by Mary Smith 1-15-04 ==============================
1/20/04 Membership (10 @ $10) 100.00 100.00 60.00 40.00
DISBURSEMENTS
Date Paid To Check No. Total Dues Programs Fund Raising Supplies & Misc.
Disbursements Expenses Equipment
9/1/03 Bay Council (memb envelopes) 1096 30.00 30.00
9/24/03 Bay Council (30 Members) 1097 120.00 120.00
10/2/03 VOID 1098 .00
10/5/03 Bay Council (100 Members) 1099 400.00 400.00
11/5/03 a-b-c novelties (festival) 2000 210.00 210.00
11/10/03 Bay Council (12 Members) 2001 48.00 48.00
12/4/03 Crafts Galore (craft fair) 2002 575.00 575.00
12/10/03 Pizza Stop (20 pizzas) 2003 150.00 150.00
1,533.00 568.00 935.00 30.00
============================== audited by Mary Smith 1-15-04 ==============================
1/21/04 Bay Council 2004 40.00 40.00
California State PTA Toolkit – May 2016 FO26 Forms
PAYMENT AUTHORIZATION/REQUEST FOR REIMBURSEMENT
ATTACH ALL RECEIPTS TO THIS EXPENSE STATEMENT
Name ________________________________________________________________________________________
PTA Position __________________________________________________________________________________
Address ______________________________________________________________________________________
City/Zip ______________________________________________________________________________________
Telephone (______)_______________________ Email ________________________________________________
Expenditure was for: __________________________________________
List Expenditures: ______________________ $ __________
______________________ $ __________
______________________ $ __________
______________________ $ __________
TOTAL EXPENSE $ __________
Total Amount Claimed From Above $ __________
Minus Advance Received $ __________
Reimbursement Claimed $ __________
Not claimed – donate to PTA $ __________
Refund to PTA (Enclose Check) $ __________
Signature __________________________________________________________ Date _____________________
FOR PTA TREASURER USE:
o Membership-approved activity
o Funds released by membership
o Executive Board-approved expenditure
Check Number Category Amount Advanced Expenses Amount Owed or Due
President’s signature: _______________________________________________________ Date: ________________________
Date approved in minutes:______________________ Secretary’s signature: __________________________________________
03/2009
Forms FO27 California State PTA Toolkit – May 2016
______________________ PTA
REQUEST FOR ADVANCE/PAYMENT AUTHORIZATION
ATTACH ALL RECEIPTS TO THIS EXPENSE STATEMENT
Name ________________________________________________ Telephone (____) ______________________
Address _____________________________________________________________________________________
City/Zip _____________________________________________________________________________________
Funds being requested for: ______________________________________________________
List estimated costs: ______________________ $ __________
______________________ $ __________
______________________ $ __________
______________________ $ __________
TOTAL ADVANCE REQUESTED $ __________
I request the above advance for expenses of authorized _________________________________ PTA business. Within two
weeks of the completed assignment, I agree to submit an expense statement along with the required receipts and to refund any
unused portion of the advance or to claim money due to me, providing the total is not in excess of the approved amount.
Signature __________________________________________________ Date ____________________________________
FOR PTA TREASURER USE: o Funds released by membership
o Membership-approved activity
o Executive Board-approved expenditure
Budget Category Budgeted Amount Check Number Amount
President’s signature: _______________________________________________________ Date: ________________________
Date approved in minutes:______________________ Secretary’s signature: __________________________________________
1/2011
California State PTA Toolkit – May 2016 FO28 Forms
TREASURER’S REPORT (SAMPLE)
_________________ PTA
November 14, 2010 – December 14, 2010
CHECKING ACCOUNT
BALANCE ON HAND 11/14/2010 $ 4,250.00
INCOME DEP: Carnival $ 1,450.00
11/15 DEP: Membership dues, unit portion (150 @ $5) 750.00
11/17 DEP: Book fair 349.50
11/22 DEP: Gift wrap
12/05 NSF check #1113 – Book Fair purchase 5,000.00
12/10 TOTAL (16.50)
7,533.00 7,533.00
FUNDS NOT BELONGING TO THE UNIT INCOME
11/17 DEP: Membership, 150 @ $4.00 (council/district/State/National PTA) $600.00
213.00
12/10 DEP: Founders Day freewill offering 813.00
TOTAL 813.00
$12,596.00
TOTAL INCOME
EXPENSES
Ck # 3150 Cajon Council, insurance premium $ 195.00
55.00
Ck # 3151 Mary Smith, Carnival expenses 10.00
7.49
12/10 Bank fee, NSF Ck # 1113
120.00
Ck # 3153 Patty Harper, hospitality
260.00
Ck # 3154 Book Fair Company 15.29
0.00
Ck # 3155 VOID 3.70
Ck # 3156 Cajon Council, convention/2 delegates 5,000.00
5,666.48
Ck # 3157 Susan Bird, office supplies
Ck # 3158 VOID
Ck # 3159 Beverly Anderson, postage
12/13 Transfer to savings
TOTAL 5,666.48
FUNDS NOT BELONGING TO THE UNIT EXPENSES:
#3152 Cajon Council, 150 members @ $4.00 (council/district/State/National PTA) $600.00
#3160 Cajon Council, Founders Day Freewill Offering 213.00
813.00 813.00
$ 6,479.48
TOTAL EXPENSES
BALANCE ON HAND 12/14/2010 $ 6,116.52
SAVINGS ACCOUNT
BALANCE ON HAND 11/14/2010 $ 8,649.55
12/10 DEP: Interest 4.32
12/13 DEP: Transfer from checking 5,000.00
Withdrawals 0.00
BALANCE ON HAND 12/14/2010 $ 13,653.87
Signature __________________________________________________ Date _________________
Forms FO29 California State PTA Toolkit – May 2016
UNIT REMITTANCE FORM
Units must use this sheet when submitting monies to council.
Date ______________________
Unit Name _______________________________________________________ State PTA ID Number ________
Unit Address ______________________________________________________ City/Zip ___________________
Council __________________________________________________________ District PTA ________________
Total membership on this report: ___________________________________
DESCRIPTION AMOUNT
Membership dues: # _________ @ $ __________ $
(Council, district, State, National PTA portions)
Insurance Premium (through channels to State PTA by 12/20)
Late Charge Insurance (assessed by State PTA if after 12/20)
Workers’ Compensation Surcharge and form (through
channels to State PTA by 1/31)
Founders Day Freewill Offering
Council Assessments
District PTA Assessments
Membership Envelopes
CHECK # TOTAL $
Treasurer __________________________________________________ Telephone (______)_________________
Address _____________________________________________________________________________________
City/Zip _____________________________________________________________ Email___________________
Make check payable to: _________________________________________________________________ Council.
Mail to council treasurer: Name __________________________________________________________________
Address_____________________________________________________ City/Zip__________________________
All checks must have TWO SIGNATURES.
Make a copy for your records.
The following statement must appear on all local remittance statements in order that the National PTA publication,
Our Children may qualify for second-class entry mailing:
“A portion of the total sum sent for the National portion of PTA membership dues is payment for one year’s
subscription to Our Children of the National Congress of Parents and Teachers, which will be sent to the president
of each local unit.”
California State PTA Toolkit – May 2016 FO30 Forms
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
EVERY UNIT, COUNCIL AND DISTRICT PTA
MUST COMPLETE AND RETURN THIS FORM EVEN IF NO ONE WAS PAID
WORKERS’ COMPENSATION ANNUAL PAYROLL REPORT
(Attach insurance premium payment to Report and forward to council/district PTA as directed
by their due date. Payment must be received from district PTA on or before January 31.)
Name of PTA ____________________________________________________________ District PTA ____________________
Address ________________________________________________________________ Council ______________________
City ____________________________________________________________________ Zip __________________________
Please note: List only those employees that PTA pays directly. Attach copies of all DE-6 and DE-542. Do NOT list when
monies are donated to school district for employee salaries. Do NOT list company name, only individual names.
NAME OF WORKER TYPE OF WORK DOES PERSON PAID CARRY DATES WORKED PAYROLL
1 BE SPECIFIC HIS/HER OWN WORKERS' AMOUNT PAID
JAN 5, ____ TO
COMPENSATION INSURANCE? JAN 4, ____
YES* NO
2
3
4
5
6
7
8
9
10
11
12
A Total Payroll for ALL Employees
B Less $1000 - $1,000.00
C Gross Payroll
D Premium due for additional Workers’ Compensation insurance coverage. ____% of Gross Payroll (Line C)
*If yes, worker must supply the PTA with a Certificate of Insurance from his/her Workers’ Compensation insurance carrier.
This report form must be completed and forwarded through channels to reach the California State PTA office no later than January 31.
• Unit, council and district PTAs are required to file this form, even if no one was paid.
• Report ALL paid workers – attach additional Payroll Report detail pages(s) as necessary.
• Attach copies of quarterly employee reporting forms DE-6 and DE-542 for Independent Contractors.
• Write “NO ONE PAID” across form if no one was paid.
• Signed by treasurer or president.
• Forward through channels (unit to council to district). DO NOT send directly to the California State PTA office.
• See California State PTA Toolkit, Finance chapter, “Workers’ Compensation Annual Report,” for more information.
Date _______________________________________________________ Signed ________________________________________________________
Telephone (_______) __________________________________________ Position _______________________________________________________
Forms FO31 California State PTA Toolkit – May 2016
Exhibit D7
duplicate of SR exhibit
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PTA UNIT – ANNUAL HISTORIAN REPORT FORM
Reporting Period – July 1 to June 30, _______
Instructions:
Complete this form and file it in your Historian’s procedure book
Make 2 copies of your completed form: Why do PTAs submit reports?
• Give 1 copy to your unit secretary to file with the minutes. California State PTA requires filing
• Send 1 copy – through channels – to your PTA council/district. of this report as stated in PTA
bylaws. Information on volunteer
Check your council/district due date. hours is used for audits, advocacy
Tips – Reporting Volunteer Hours: and grant applications.
Total your unit’s volunteer hours projected to June 30
Remember to include time spent by your members involved in:
• PTA activities benefiting children.
• Unit, council, district, state and National PTA programs, projects and training.
• PTA-related meetings as well as travel, phone, email and paperwork time.
UNIT INFORMATION (Please Print)
PTA/PTSA Name: ____________________________________________________________________________
o Preschool o Elementary School o Jr./Middle School o High School o Other
District PTA Number/Name: ________________________ State PTA Identification #: ________________
See bylaws or mailing labels from State PTA for ID number
Report Completed by: o Historian o President o Other
Name: ______________________________________________________________________________________
Street Address: ______________________________________________________________________________
City/Zip: ____________________________________________________________________________________
Phone #: __________________________ Email: __________________________________________________
President’s Name: ____________________________________________________________________________
President’s Signature: __________________________________________________________________________
DATE: __________________________ TOTAL VOLUNTEER HOURS REPORTED = ______________________
03/2012
California State PTA Toolkit – May 2016 FO32 Forms
Exhibit D8
duplicate of SR exhibit
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PTA COUNCIL – ANNUAL HISTORIAN REPORT FORM
Reporting Period – July 1 to June 30, _______
Instructions:
Complete this form and file it in your Historian’s procedure book. Why do PTAs submit reports?
Make 2 copies of your completed form: California State PTA requires filing
• Give 1 copy to your council secretary to file with the minutes. of this report as stated in PTA
• Send 1 copy to your PTA district. Check your district due date. bylaws. Information on volunteer
hours is used for audits, advocacy
Tips – Reporting Volunteer Hours: and grant applications.
Total your council and units volunteer hours projected to June 30
Remember to include time spent by your members involved in:
• PTA activities benefiting children.
• Unit, council, district, state and National PTA programs, projects and training.
• PTA-related meetings as well as travel, phone, email and paperwork time.
COUNCIL INFORMATION (Please Print)
Council PTA Name: ____________________________________________________________________________
Number of Units in Council: ________________________ Units Reporting ______________(________%)
District PTA Number/Name: ________________________ State PTA Identification #: ________________
See bylaws or mailing labels from State PTA for ID number
Report Completed by: o Historian o President o Other
Name: ______________________________________________________________________________________
Street Address: ______________________________________________________________________________
City/Zip: ____________________________________________________________________________________
Phone #: __________________________ Email: __________________________________________________
President’s Name: ____________________________________________________________________________
President’s Signature: __________________________________________________________________________
DATE: __________________________ TOTAL VOLUNTEER HOURS REPORTED = ______________________
COUNCIL = ________________________ UNITS = ____________________________
GRAND TOTAL – VOLUNTEER HOURS REPORTED = ____________________________
03/2012
Forms FO33 California State PTA Toolkit – May 2016
Exhibit D9
duplicate of SR exhibit
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
PTA DISTRICT – ANNUAL HISTORIAN REPORT FORM
Reporting Period – July 1 to June 30, _______
Instructions:
Complete this form and file it in your Historian’s procedure book. Why do PTAs submit reports?
Make 2 copies of your completed form: California State PTA requires filing
• Give 1 copy to your district secretary to file with the minutes. of this report as stated in PTA
• Send 1 copy to California State PTA Historian by June 1. bylaws. Information on volunteer
hours is used for audits, advocacy
Tips – Reporting Volunteer Hours: and grant applications.
Total your district, councils and units volunteer hours projected to June 30
Remember to include time spent by your members involved in:
• PTA activities benefiting children.
• Unit, council, district, state and National PTA programs, projects and training.
• PTA-related meetings as well as travel, phone, email and paperwork time.
DISTRICT INFORMATION (Please Print)
District PTA Name: ____________________________________________________________________________
Number of Units in District: ________________________ Units Reporting ______________(________%)
Number of Councils in District: ________________________ Councils Reporting____________(________%)
Report Completed by: o Historian o President o Other
Name: ______________________________________________________________________________________
Street Address: ______________________________________________________________________________
City/Zip: ____________________________________________________________________________________
Phone #: __________________________ Email: __________________________________________________
President’s Name: ____________________________________________________________________________
President’s Signature: __________________________________________________________________________
DATE: __________________________ TOTAL VOLUNTEER HOURS REPORTED = ______________________
DISTRICT = ____________________ COUNCIL = ____________________ UNITS = ____________________
GRAND TOTAL – VOLUNTEER HOURS REPORTED = ____________________________
03/2012
California State PTA Toolkit – May 2016 FO34 Forms
This is the only approved or authorized agreement and must be signed in duplicate,
one copy for the Youth Group, one copy for the PTA.
APPLICATION FOR YOUTH GROUP SPONSORSHIP OR RENEWAL
TO __________________________________________________________ DATE __________________
FROM _________________________________________________________________________________
We, the undersigned, request sponsorship/renewal of sponsorship of the above-named youth group. We have
read and understand the California State PTA “Conditions Governing Sponsorship of Youth Groups’’* attached
to this agreement and understand that the only obligations of the sponsoring PTA are
1. helping to secure qualified and able adult leadership,
2. helping to arrange for a meeting place,
3. providing opportunities for youth service.
We, the undersigned, acknowledge and agree that the PTA assumes no obligation, expressly or otherwise,
responsibility or liability for the competence, the actions or omissions of any person or persons who may have
been or may become active as a leader of, student or non-student participant in, or otherwise associated with
or acting on behalf of any organization or group sponsored by the PTA.
___________________________________________________
YOUTH GROUP LEADER
___________________________________________________
ADDRESS
___________________________________________________
We,__________________________________________, agree to sponsor the above-named youth group
from _________________________________________ to ______________________________________
and to assume only the obligations above stated.
__________________________________________ _________________________________________
DATE PTA PRESIDENT
*Copy Limits of Cooperation (Conditions Governing Sponsorship of Youth Groups)
(Cooperating with Other Organizations) and attach to this agreement.
Forms FO35 California State PTA Toolkit – May 2016
Exhibit O1
Reprinted in ALT
2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • capta.org
BYLAWS SUBMITTAL FORM FOR UNITS AND COUNCILS
ATTACH THIS FORM TO EACH SET OF BYLAWS SUBMITTED FOR APPROVAL
This form may be duplicated as needed.
TO: Parliamentarian
BYLAWS FROM: California State PTA
2327 L Street
Sacramento, CA 95816-5014
Unit ________________________________________________
Council _____________________________________________
District ______________________________________________
Organization Date _____________________________________
California State PTA ID # _______________________________
National PTA ID # _____________________________________
EIN ________________________________________________
Franchise Tax Board # _________________________________
Registry of Charitable Trust # ____________________________
Incorporation # _______________________________________
Grade Level _________________________________________
Fiscal Year __________________________________________
Date Submitted to District _______________________________
Date Submitted to State ________________________________
ENCLOSED IS _____ ONE (1) ORIGINAL SET OF BYLAWS WITH STANDING RULES AND
_____ FOUR (4) SIGNATURE PAGES FOR:
o New Unit o New Council Organization Date _________________________________
o Update to current standard bylaws without changes
o Change of Status/Fiscal Year – Original form signed by district president attached
o Proposed amendments as listed on page 2
o Additional standing rules attached as required o Unit/council has no additional standing rules
FROM: District # ________ Parliamentarian: _______________________________________
Address: ____________________________________________
____________________________________________________
Telephone: (______) ___________________________________
Email: ______________________________________________
California State PTA Toolkit – May 2016 FO36 Forms
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