Sunday, 25 June 2017

Running Your PTA

Upcoming Events & Deadlines

Mon Jun 26 @12:00AM
ABC Council Meeting
Mon Jun 26 @12:00AM
El Segundo Council Meeting
Mon Jun 26 @ 9:30AM
Executive Board Meeting
Wed Jun 28 @12:00AM
Lawndale Council Meeting
Thu Jun 29 @12:00AM
Beverly Hills Council
Mon Jul 03 @12:00AM
Montebello Council Meeting
A+ R A-

Officers & Duties

 Executive Vice President

Are you an executive vice president (more commonly known as an EVP)? Do you find yourself asking, “What exactly does an EVP do?”

PTA bylaws state that the duties of an executive vice president are to:

  • Serve as the primary aide to the president.
  • Perform the duties of the president in the absence or disability of that officer to act.
  • Perform such other duties as may be prescribed in these bylaws or assigned by the association.

What exactly does this mean? Is an EVP a co-president?

No. California State PTA does not recognize co-presidents. An EVP holds a separate position that may have independent responsibilities in addition to being the primary support system for the president. Any additional duties should be outlined in the “standing rules” section of your unit bylaws.

How can you be an effective support system for your president?

Be proactive and begin by meeting with your president. Discuss your strengths and how they can be best utilized. Also discuss how he or she views your role in working together.

  • Do you have computer or writing skills? You could assist with the meeting agendas or the president’s message in your newsletter.
  • Do you have good organizational skills? You could help sort and disseminate information to the other officers and chairmen in your PTA.
  • Do you have good interpersonal skills? You could “meet and greet” as members arrive at your meetings, direct new members, and make sure everyone feels welcome.

Each PTA will have its own personality and needs. Each EVP and president will have their own distinctive working relationship. The key to a successful relationship is open ongoing communication and realistic expectations for both the EVP and the president.

 

Financial Officers

Treasurer

Thrty-Third District PTA Treasurer This email address is being protected from spambots. You need JavaScript enabled to view it.

  • Keep permanent records that track gross income, receipts and disbursements of the association, including the number of members, dues collected and the total per capita dues remitted through channels to the California State PTA. These records should be available for inspection by an authorized representative of either the California State PTA or National PTA.
  • Chair the budget committee and prepare the budget for adoption by the association.
  • Receive all monies from the financial secretary or from other volunteers counting monies received. Give a receipt. Deposit immediately in the name of the association in a bank approved by the executive board.
  • Receive and retain a copy of the deposit slip for any deposit made.
  • Pay all bills as authorized by the executive board or the association and on receipt of payment authorization signed by the president and the recording secretary.
  • Secure two authorized signatures on all checks. Any two officers (with the exception of the secretary, and officers related by blood, marriage, or living in the same household) may be authorized to sign checks. Refer to Bylaws for Local PTA/PTSA Units Article VI, Section 6, to determine who is authorized within your PTA district, council, or unit.
  • Keep an accurate record of receipts and disbursements in a ledger, which is a permanent record of the PTA. (Records Retention Schedule 5.1.5, 201)
  • Report expenditures to the membership as they relate to the budget adopted by the association.
  • Each month, remit portions of per capita dues through channels. (Unit Remittance Form 5.1.6, 202; Forms 449)
  • Prepare and present a Treasurer’s Report (5.1.6, 202; Fig. 5-1, 203) at every association and executive board meeting. The statement of account should also be presented at other times if requested by the association. If your unit has a financial secretary, this task may be delegated.
  • Be responsible for completing and forwarding all necessary report forms required by the California State PTA for insurance and for filing all tax returns and other forms required by government agencies. (Tax Requirements 5.7, 224)
  • Make an Annual Financial Report (5.1.6, 202; Fig. 5-2, 203) to the association, that includes gross receipts and disbursements for the year.
  • Maintain continuous and direct communication with the president regarding finances. Advise board members of the status of the treasury and their individual budgets.
  • Obtain information on proposed programs from program committee chairman.
  • Become aware of deadlines (including postmark dates) for all financial transactions.
Auditor

Thirty-Third District PTA Auditor  This email address is being protected from spambots. You need JavaScript enabled to view it.

  • Audits the books and financial records of the association semi-annually.
  • Prepares a midyear and year-end audit in the months stipulated in the bylaws.
  • Prepares and presents a written report to the executive board by the date stipulated in the bylaws.
  • Prepares and presents a written report for adoption by the association in the month stipulated in the bylaws.
  • The outgoing auditor is responsible for conducting the audit at close of term.
  • Audits the books upon resignation of the treasurer or financial secretary or at any time deemed necessary by the executive board.
Financial Secretary -

Thirty-Third District PTA financial secretary  This email address is being protected from spambots. You need JavaScript enabled to view it.

  • Give a receipt for all monies received for the association and either turn funds over to the treasurer or deposit in the PTA bank account. Give a copy of the deposit slip to the treasurer for the association’s records.
  • Keep an accurate record of all receipts and payment authorizations for the treasurer’s financial records.
  • Prepare all payment authorizations as approved by the executive board or the association. Forward to the president and recording secretary for signatures.
  • If requested by the treasurer, prepare and present a statement of account at association and executive board meetings. The statement of account should also be presented at other times if requested by the association.
  • Report all funds deposited to the treasurer. These totals should be included in the Annual Financial Report to the association.
  • Perform such other duties as may be delegated to the financial secretary by the president or treasurer.

Historian

Thirty-Third District PTA Historian  This email address is being protected from spambots. You need JavaScript enabled to view it.

The PTA Historian has an Important Job

The unit or council historian has a fun job. It’s always interesting and amazing to find out how many hours of volunteer services your members have donated during the course of a year.

However, the historian’s job is also a serious one, for the following reasons:

  • Tracking and recording volunteer hours helps PTA to maintain its federal tax exempt status. An organization granted nonprofit charitable status must receive one-third of its support from the general public, and that may include service hours expended in carrying out the purposes of the organization.
  • Advertising the collective value of the volunteer hours donated by members is a valuable marketing tool that helps raise awareness of PTA and the important work it does.
  • Foundations that provide grants to non-profit organizations often look to the level of volunteer support as they decide where to donate their funds.
  • When PTA is advocating for children at the local, state or national level, a high number of volunteer hours demonstrates the active and dedicated involvement of the members.

Please be sure your historian collects those hours! Pass around a tally sheet at every meeting. You can find a handy tally form on the Fourth District PTA website.

Remember that volunteer hours include all participation in school and community service or activities benefiting children or your unit or council. Time spent in training, PTA-related travel, phone calls, computer time, meetings, and paperwork should be listed as well.

Are Your Volunteer Hours Being Counted?

Has your unit been keeping track of PTA volunteer hours? If so, congratulations. If not, don’t worry; it is not too late to start. The tally should include all hours of volunteer service since the beginning date of the unit’s year. (This date should be either June 1 or July 1, and can be found in your PTA unit bylaws.) All activities related to PTA functions are counted as volunteer hours, including:

  • Attendance at meetings, workshops, and other functions as a representative of PTA.
  • Convention attendance (except time eating and sleeping).
  • Travel time to and from PTA activities.
  • Telephone time regarding PTA business.
  • E-mail time regarding PTA business.
  • Time spent writing PTA agendas, minutes, correspondence, reports, newsletter articles, etc.
  • Time spent on PTA-related activities at school or within your community.
  • If your PTA is in charge of recruiting, training, and coordinating room parents, all of that time in the classroom is counted.

It’s not hard to count the hours spent at PTA activities or in the planning of these activities if you get into the habit of recording the time. One way to keep track of your volunteer hours is to put them on your calendar each time you volunteer, add them up at the end of the month, and then give that number to your unit’s historian.

Here are a few ideas on how the unit historian can keep track of all the hours for your unit:

  • At your school, keep a sign-in sheet for volunteers, with spaces for name, time in and time out.
  • In your monthly newsletter, include an article with a tear-off section on which volunteers can record their name and their volunteer hours, with a request that the section be returned to the school.
  • Have a tally sheet at each PTA meeting, both association and executive board meetings, so that members can record their hours.

Council historians can adapt these ideas to fit their requirements. A copy of a sample tally sheet is on the California PTA website. Remember, Council Annual Historian Reports are due to the District PTA office by May 1.

Historian Forms:

Volunteer Hour Tally Sheet
Unit Annual Report Form
Council Annual Report Form
Historian Job Description

 

Parliamentarian

Principles of parliamentary law are

… justice and courtesy to all;
… rights of the minority protected;
… rule of the majority reflected;
… partiality to none;
… consideration of one subject at a time.

The bylaws are specific rules by which the unit is governed, and they supersede any general rule of parliamentary law with which they may be in conflict. They are the “Articles of Organization.” They may not be suspended, even by a unanimous vote. Any action contrary to the unit’s bylaws is null and void and should be so stated when discovered.

The bylaws of the unit, council, district, State and National PTA state that Robert’s Rules of Order Newly Revised shall be the parliamentary authority. For help in understanding or interpreting “Robert’s” or the bylaws, contact the council, if in council, or district PTA parliamentarian.

The parliamentarian is an officer usually appointed by the president, subject to ratification by the executive board. A parliamentarian “pro tem” should be appointed in the absence of the parliamentarian. “Pro tem” means “for this time only.”

Duties of the parliamentarian are listed in the bylaws (Article VI, Section 10). Additional information can be found in the California State PTA Toolkit “Running Your PTA” chapter, the National PTA Quick-Reference Guide (available from your PTA President) and Robert’s Rules of Order Newly Revised (or IN BRIEF), latest edition.

Additional Responsibilities

Review and study the bylaws and standing rules annually. If changes are required, ask the president to appoint a committee for this review. Proposed amendments are approved by the executive board, then submitted through council (if in council) and district PTA channels to the state parliamentarian for approval prior to adoption at an association meeting.

Use the latest version of Bylaws for Local PTA/PTSA Units or the free California State PTA e-Bylaws system for units at www.cata.org. The publication date, noted on the front cover, should not be more than two (2) years old. Instructions and procedures are included. Obtain bylaws from the California State PTA Store. Some district PTA offices have copies for sale.

Verify the PTA council (if in council) and district PTA have a current copy of the unit’s bylaws.

Ensure each member of the executive board has a current copy of the unit’s bylaws and standing rules. Any member is entitled to a copy upon request.

Become familiar with the unit’s copy of Robert’s Rules of Order Newly Revised (or IN BRIEF), latest edition.

Provide the members and the executive board with training on simple parliamentary procedures; how to state a motion, rules of debate, quorums.

Assist the president in meeting preparation, when requested.

Advise presiding officer, when requested, on questions of parliamentary procedure. Parliamentarians do not “rule.” Only the chair has the power to rule on a question of order. If the parliamentarian has expressed an opinion at the request of the chair, the chair must still make the ruling.

Assist the presiding officer by keeping track of the order of those wishing to speak, motions, amendments, voting, etc., during meetings.

Encourage attendance at trainings on parliamentary procedures and/or bylaw workshops when offered by the California State PTA, district PTA or council (if in council).

Bylaws

As a part of the national organization, the local PTA is governed by the National PTA, as well as the bylaws of the California State PTA, district PTA and the council (if in council). California State PTA bylaws contain “starred” articles and sections which must be included in the local association bylaws.

Note: The adoption of an amendment to any provision of the California Corporations Code, identified by a double star, or to any provision of the California State PTA bylaws, identified by a triple star, automatically amends the PTA’s bylaws and does not require a vote of the unit, council or district.

Other revisions to the bylaws may be made only as provided in the bylaws themselves (Bylaws for Local PTA/PTSA Units, Article XVI; Council Bylaws, Article XVII; District Bylaws, Article XVIII).

Policies and Procedures

Basic policies of the National PTA are included in all PTA bylaws as Article III. Parliamentarians often are asked to interpret these policies or give a rationale for them. The council, district and California State PTA also have policies and procedures which must be observed.

Nominating Committee

The bylaws include, as a duty of the parliamentarian “…shall call the first meeting of the nominating committee…and give instructions in procedure…” These instructions include the eligibility requirements to hold office, the offices to be filled, those sections of the bylaws which pertain to the conduct of the nominating committee, committee voting procedure, etc. The parliamentarian

  • conducts the election of the chairman of the nominating committee.
  • does not automatically serve as a member of the committee, unless elected to it or unless the bylaws so provide.
  • if not a member of this committee, should be available for any questions by telephone or at a specific location.
Check bylaws for:

Quorum for executive board meeting
Quorum for association meeting
Date of last amendment to bylaws
Date new officers assume duties
Date to elect nominating committee
Date of officer election meeting
Date to elect convention delegates
Date to election council delegates, if any

Thirty-Third District PTA, 5629 Pearce Avenue, Lakewood, CA 90712
Mailing Address: Thirty-Third District PTA, PO Box 1235, Lakewood, CA 90714
Phone: 562-804-4519