Jun 272017
 

PTA Board 2017-2018

As the newly elected board it is important that you start the new program year by reading your BYLAWS, and making sure that the bylaws have been updated!  California State PTA requires that unit bylaws must be reviewed every year and updated every 3 years.  The PTA toolkit is available online; capta.org.  This is the best way to keep a copy of the more than 500 page toolkit, as each board member must familiarize themselves with PTA rules, procedures, and responsibilities, by reading and consulting the toolkit on regular basis.

 

Appointing Committee Chairmen and Members

The chairmen and committee members are appointed by the PRESIDENT, subject to ratifications of the PTA EXECUTIVE Board. Each individual must be a member of the PTA. The secretary (or president) can report out the appointments at the following association meeting. Often PTAs list the committees with chairmen and members on a Roster.

When the executive board cannot meet its quorum, it’s the only time the president must present the ratification of the action at an association meeting. However, this action must carefully be considered.  If there was an objection to any one member, then the president should pull the item so as not to embarrass any member, and reconsider the appointments.

The association can direct the president or executive board to create a committee. In this instance the president should determine whether the association prefers to ratify the appointments or if the association delegates the appointment to the president and executive board as usual.

The term of office for chairman shall be one year or until successors have been appointed.  Chairmen may serve an additional term if appointed by the president, approved by the executive board and ratified by the association. No chairman shall be eligible to the same chairmanship for more than two consecutive termsRefer to Standard Unit Bylaws, Article VI-Duties of Officers; section 1 President; Article VIII-Executive Board; Article Committees; Roberts Rules of Order

 

Jul 272015
 

California State PTA and Los Angeles Tenth District PTSA

Welcomes unit and council PTA officers!

THANK YOU for your leadership, dedication and commitment to California’s children, families and communities. No matter what office you’re taking on at the unit, council or district level, being a PTA officer is a lot of fun, but it’s also a lot of responsibility, and it takes special people to take on these roles.

WE ARE HERE FOR YOU. You have a vast network of support to help make your term as easy, enjoyable and rewarding as possible.  Our strong support structure is one of the many things that makes PTA unique, so always feel welcome to reach out for assistance.

We have great TOOLS AND RESOURCES TO HELP YOU. Many resources are available 24/7 on our website so they’re always up-to-date and available when you need them.

  • Toolkit — The Toolkit offers valuable information to assist you with the important work that you do on behalf of all children and families, including job descriptions, financial procedures and more.
  • Best practices and leadership support – Online at capta.org, you’ll find helpful tips and resources for building teams, working with school leaders, managing conflict and supporting student success. You’ll also find information about our programs and services to help you succeed. Additionally, each month you’ll begin to receive e-newsletters such as Leadership Essentials to provide timely reminders and information to help you throughout the year.
  • PTA Store – Order a wide variety of materials and merchandise from our online store.
  • LA Tenth District Office – Call the office for materials and merchandise that you can buy and pick up. Questions regarding running your unit, bylaws, finances, etc. can be addressed by contacting the Tenth District PTSA officers and chairperson.

PTA started with a just a handful of dedicated leaders more than a century ago, and today you and thousands of leaders across our state and nation are carrying our founders’ vision forward. On behalf of California State PTA, I look forward to working with you to make a difference for all children and families.

All the best,

Justine Fischer
California State PTA President
president@capta.org

 

 

May 252015
 
It’s time to celebrate your success on a job well done! But don’t forget to take time to evaluate what went well this PTA year and what needs improvement. Your evaluation will provide some much-needed direction for the incoming PTA leaders.

Learn more about how to evaluate your PTA’s:

 

 

  • Programs and projects.
  • Membership campaign.
  • Leadership development and training.

Close out your term the right way

  • Make sure the taxes are up-to-date and, if you need help filing taxes, check out our FAQs.
  • Current financial officers need to complete the annual financial report after the close of the fiscal year.
  • The current auditor should complete the year-end audit after the close of the fiscal year.
  • Annual historian reports are due to the Tenth District PTSA office by May 15.
  • Incoming officer information is due through the PTAEZ Online Officer Contact system by June 1. Contribute to the success of PTA for your school next year by entering in the PTA president’s name, address, phone and email as soon as possible.

Show appreciation!

Your board members supported you the entire year. Let them know how much you appreciate their help and support:

  • Show public recognition.
  • Write personal thank-you notes (be specific in what they added to the board).
  • List personal and group accomplishments.

The payback in PTA doesn’t come with a paycheck, but it should come from acknowledgment of a job well done. Be generous in telling them how much they’ve made a difference for your school community!

 

Sep 262014
 

Have unanswered questions?
Not sure how to run your association meetings?
In the dark on how to keep your PTA in compliance and remain in good standing?
Tax filings due – OMG!

YOU do not want to miss this training.


Saturday, October 4, 2014

10am – 1pm

or

Thursday, October 9, 2015

10 am – 1pm

Los Angeles Tenth District PTSA
Barbara Topkis Auditorium
1000 Venice Boulevard
Los Angeles, CA 90015

Workshop Fee: FREE FREE FREE
Spanish Translation Provided!

RSVP:  213-745-7190 or office@tenthdistrictptsa.org

Nov 272013
 

There are four ways and only four ways in which we have contact with the world.

We are evaluated and classified by these four contacts:

What we do, how we look, what we say and how we say it.”

Dale Carnegie (1888-1955) American Educator

Thoughts on e-communicating and e-manners:

  1. E-mail is forever.
  2. Always assume your e-mail can be forwarded..… to anyone, anywhere, indefinitely.
  3. Change the subject line title when the subject has changed. Also, reference a school name in the subject line. Many PTA volunteers are involved with two or more schools.
  4. Avoid criticizing and “correcting” when “replying to all’; direct your constructive criticism through a separate e-mail.
  5. Use “Reply All” wisely and sparingly. Give careful thought to what you say to the larger audience and avoid overloading your friends’ inboxes.
  6. Don’t use bad language (Refer to 1 & 2 )
  7. Don’t gossip, defame, or otherwise bad-mouth people in e-mail. (again, 1 & 2 )
  8. Do share the good PTA news with parent lists, such as accomplishments, awards, etc.
  9. Do spread the word when your school has reached a significant goal or benchmark.
  10. Use tools available to protect the privacy of your mail recipients, such as blind copying.
  11. Assure that only those who need to read your mail are the ones who receive it.
  12. Before clicking “send” take a breath and double –check details.
  13. Resist the urge to fire off quick e-mails requesting information you could easily look up on your own. Have fundamental PTA resources like rosters at hand.
  14. Think twice about casual forwarding of those oh-so-cute whimsical e-mails jokes, and “inspirations.” They can really add up. Also, some PTA friends may not share your views about non-schools topics.
  15. Do not use your PTA e-mail lists to advertise business-related opportunities or to solicit business contacts. Not only is it bad manners and an invasion of privacy, it is out of compliance with PTA’s non-commercial policy.
  16. Avoid one-word or two-word answers. Be clear; be specific.
Oct 092013
 
When speaking about the PTA to new audiences, one often has very little time to make the point heard. These talking points and facts will help demonstrate the strength of the PTA.
The more these messages are said, the more likely it is that they will be heard and repeated by those one is trying to influence.
  • The PTA is the oldest and largest volunteer association working on children and youth issues. In California alone, we have approximately one million PTA members.
  • The PTA represents every child in California schools. We work for every child, with one voice.
  • The PTA is an nonpartisan, nonsectarian, and noncommercial organization that promotes the welfare of children and youth in home, school, community and place of worship.
  • The PTA encourages communication and cooperation between parent and school to ensure that children and youth receive the best possible physical, mental, social and spiritual education.
  • The PTA develops educational programs for parents, teachers, students and the general public.
  • The PTA fosters leadership skills in both adults and students. PTA volunteers are leaders and advocates in their schools and communities.

Making PTA Talking Points Personal

Whether talking to a reporter or a school board member, people are interested in having issues expressed in human terms. Personal stories are essential elements in producing compelling stories.
These talking points are only intended as guidelines for speaking on behalf of PTA. They can be compelling only when injected with personal stories. The talking points can be made personal by considering:
  • How can my experience be part of these messages? How do these messages resonate with my experience as a teacher, a parent, a student, etc.?
  • Why am I so committed to this work? How did I get involved? What needs to be improved at our school(s) or in our community? Can I share those stories?
May 282013
 

Your volunteer time is precious. That’s why we created the new Online Officer/Board Member Contact program. It makes entering your PTA’s officer and board member information and generating useful reports easier than ever. The program is available as a FREE feature to all PTA units, councils and districts in California through PTAEZ.

Online registration is quick. After the initial registration process, your PTA will enjoy ongoing access to generate reports and make
edits as often as needed – and none of the information will ever be shared outside of the association. Note: You do not have to be a current PTAEZ subscriber to enter and view information, but if you are, you can also access the Officer/Board Member Contact program from within your unit’s existing PTAEZ account.

GET STARTED NOW.    Also, click on the short video for a tutorial:

Continue reading »

May 232013
 

Resources to pass on to your successor

  • A procedure book that includes:
  • Toolkit in hard copy or CD
  • Parents Empowering Parents (PEP) Guide
  • CD of convention handouts if available
  • Insurance Loss and Prevention Guide
  • National PTA’s Quick Reference Guides
  • List of where PTA items and records are stored and passwords for electronic media (storage facility, mailbox, internet service provider, electronic newsletter service,social media sites, etc.)

For information on the documents that every PTA must retain, click here.

Contact information

  • Current, outgoing board list and previous year’s lists
  • Copy of nominating committee report
  • Contact information for district PTA and council PTA, if in council
  • Names and contact information for school districts, county office of education, any allied agencies in the area
  • List of relevant websites:
    • Unit PTA website
    • Tenth District PTSA – tenthdistricptsa.org
    • Highlands Council of PTA’s – highlandscouncilpta.org
    • California State PTA – capta.org
    • National PTA – pta.org

Data and reports

  • Calendar of due dates for current year
  • Membership totals for current year and several previous years
  • Annual unit historian reports with supporting pictures, etc.
  • Reports and samples/fliers of invitations and other materials/programs from any events or programs

Financial

  • Budget for current year and previous two years
  • Audits for at least one year and finalized arrangements for summer audit
  • Year-end financial report or arrangements for preparation
  • List of governmental assigned numbers: Federal employer identification number (EIN), California state entity number, California charitable trust number, all of which would be in your unit bylaws if they have been updated and approved in the last 2-3 years
  • IRS Form 990s, California Form 199s, California Registry of Charitable Trust RRF-1s, and other legal filings as part of the permanent records

Communications

  • Copies of all newsletters for the past year
  • Agendas from meetings for past year
  • Copies of minutes from past years as part of the permanent records

Past issues of this e-newsletter Leadership Essentials – which includes information focused for PTA leaders at all levels – are available here.

For more FREE online publications from California State PTA, click here. You can subscribe to PTA publications and manage your subscriptions!


 

Apr 202013
 

PTA bylaws provide that following an election, the board-elect may meet to begin making plans for the next term.

The board-elect may:

  • Fill vacancies in office and ratify appointments.
  • Verify that council/district PTA has been provided with a roster of new board members with complete contact information.
  • Determine PTA materials needed for officers/chairmen. Consider ordering extra subscriptions and publications.
  • Distribute copies of bylaws and job descriptions.
  • Consider a survey and use the input to begin goal-setting and plan activities to implement those goals.
  • Set time to meet with site administrator.
  • Prepare a master calendar for PTA events and programs. Be aware of school district calendar and special holidays.
  • Ratify budget committee appointed by president-elect.
  • Have a proposed budget approved at last association meeting of the year.
  • Set appointments to meet with current board members to review evaluations of current term activities.
  • Assure that the year-end audit is scheduled to be conducted immediately following the end of the fiscal year.
  • Schedule an installation of officers.
  • Order membership envelopes.

See previous issues of Leadership Essentials for:

Mar 282013
 


Here are some tips from section 2.2.4 of the Toolkit to help you prepare for the election.

  • The election is conducted no later than the second week of April, allowing the president-elect to attend convention representing the association.
  • The president presides over the meeting and the election is held under “new business” on the agenda.
  • The parliamentarian reads the sections of the bylaws pertaining to elections and nominations.
  • The president asks the chair of the nominating committee to read the report of the committee, which lists the slate of officers.
  • After the slate of officers is announced, the president then says, “According to our bylaws, nominations from the floor are now in order.”
  • If there is but one nominee for any office, the ballot vote for that office may be dispensed with, and the election held by voice vote. The president says, “The bylaws state when there is but one nominee for an office, the ballot may be dispensed with, and the election held by voice. Is there any objection to this procedure?”

Other things to remember:

  • A position may be filled by only one person. An assistant or deputy position can be created if a position requires more than one person to handle the duties.
  • A member can only serve in one capacity at a time.
  • A person who has already served two consecutive one-year terms in any elected or appointed office is not eligible to be nominated, elected or appointed to serve in an additional consecutive term in the same officer position.

Ever wonder what this phrase means?
“…or until their successors are elected.”

There is a phrase in the bylaws that is often confusing when it comes time to elect new officers. That phrase is found in Article VII, Section 8 of district bylaws, which states, “Officers shall serve for a term of two (2) years, or until their successors are elected.”

This provision is meant to cover the resignation of officers mid-term. In that case, an officer is not serving the full two years of the term, but they remain in office until the executive board elects their successor, so that the work of the organization may continue.

What this phrase is not meant cover is the case where there is an office with no nominee by the day of the election meeting, and no nominations from the floor to fill the vacancy. There is language in Article VII, Section 11 to cover this circumstance.

If several offices remain vacant after the election and there are not enough officers on the board-elect to make up a quorum, then the State PTA can be called on to provide leadership assistance in convening a meeting of the board-elect and filling the vacant positions.

The same rules and procedures apply at the unit and council levels. In the case of a unit in council, the unit board-elect can request that the council convene and run a meeting to fill vacant positions.


Past issues of this e-newsletter Leadership Essentials – which includes information focused for PTA leaders at all levels – are available here.