Signing Contracts and Paying Bills

Signing contracts…Who, what, why, where and when

Annually, many PTAs enter into a variety of contracts, such as contracting with a band to provide live music for a school dance, or to purchase supplies for student spirit stores or for fundraising ventures. “PTA assumes full responsibility to comply with the terms and conditions of the contract and to pay the agreed-upon sum. The fact that the activity or fundraiser may not be a financial success or the PTA has insufficient funds to meet the obligation has no effect on the responsibility assumed.” (National PTA PTA Finance Quick Reference Guide).

Contracts are “legally enforceable agreements between two or more persons or organizations.”  To find guidelines and written resources pertaining to signing contracts, refer to the California State PTA Toolkit, Finance, Policies and Procedures, Contracts; and National PTA’s PTA Finance Quick Reference Guide.

Before entering into a contract on behalf of PTA, consider the following:

  • Has the membership approved the project?
  • Does the president have authorization from the board/executive committee to negotiate a contract?
  • Have all proposed contracts been received in writing?
  • Are the terms and conditions understood by and agreed to by the board/executive committee?
  • Do you need review by legal representation?
  • Is the length of the contract limited to the term of the participating officers, not to encumber future boards?

If the vendor wants the PTA to sign a contract with a “hold harmless clause” the association should contact the California State insurance broker before signing. A hold harmless clause in the vendor’s favor places the responsibility on the PTA for injury or damages.

PTAs are required to obtain a “hold harmless agreement” and “evidence of insurance” from each vendor, concessionaire, or service provider who provides service for PTA projects or events. Instead of providing “evidence of insurance” to each individual unit, businesses may file an annual copy of coverage with the California State PTA insurance broker. A list of approved vendors is updated each month and is included in the insurance section of the California State PTA website.

When entering into a contract, the PTA president is responsible for the agreement and should clearly identify that it is the PTA entering into the contract and not the president or second elected officer as individuals. The signatures on a written contract should read, “____________ PTA (unit, council or district PTA) by: John Doe, president and Mary Smith, vice president.” (California State PTA Toolkit.)

PTA officers cannot enter into any contracts before they legally take office. Remember, if there is any question about the terms or conditions of the contract, the proper time to seek advice is before signing – not after.

 

Paying bills between association meetings

Bylaws For Local PTA/PTSA Units, Article VIII, Section 2c, states, “The executive board may authorize payment of other unbudgeted association bills not to exceed accumulative total of ($___ amount ) and ($___ amount ) between meetings of the association. Ratification of payment of these bills must occur at the next association meeting and must be recorded in the association minutes.”

What exactly does this mean? When you adopt the annual budget at the beginning of the fiscal year, you are NOT authorizing expenditure of the money. A budget is a financial representation of the estimated costs of planned activities and programs a PTA/PTSA expects to put on during a specific time period. It is a guideline for estimating income and expenditures. An expense is first estimated, then actuated, then the budget is adjusted accordingly, if necessary, as the PTA year proceeds. This budget must be presented to and approved (or adopted) by the general membership by majority vote at the first meeting of the fiscal year. A revised budget is usually presented mid-year and requires a two-thirds (2/3) vote.

As the PTA program continues, expenses are incurred. Each expense must be approved by the membership, either before the expenditure or after. Despite the best planning, expenses will occur between meetings and it is not always convenient to wait until the next association to pay the bill or to repay the person who spent the funds. Article VIII, Section 2c, provides the means to pay unexpected expenses without waiting for prior approval.

The treasurer must track bills paid without prior authorization between meetings to ensure the total amount does not exceed the limit specified in the bylaws. All bills to be paid must be presented with receipts. The amounts paid are then ratified by the membership at the next scheduled association meeting.

Further information may be found in your bylaws, the California State PTA Toolkit, and National PTA’s President and PTA Finance Quick Reference Guides.

Term Limits and Officers

TERM LIMITS EXPLAINED

Yes, it’s true. PTA has term limits! You’ll find them clearly stated in your unit, council, or district bylaws.

According to Robert’s Rules of Order, including the phrase, “or until their successors have been elected” is necessary to allow for an officer removal and subsequent election of a new officer within the same term. It does not extend the length of the term nor does it allow for a person to continue holding a position into the next term.

PTA or PTSA unit term of office: Officers shall serve for a term of one (1) year or until their successors are elected. (In the event that no successor is elected, the position is declared vacant. Vacant positions must be filled by the executive board-elect or executive board, per Article IV, Section 11 and Section 12.) No officer shall be eligible to the same office for more than two consecutive terms or hold more than one elected or appointed office.

An election must be declared “null and void” whenever discovery is made that the individual elected did not meet the qualifications for office as stated in the bylaws. For example, an individual who has served two consecutive terms in the same position IS NOT ELIGIBLE for election to an additional term in the same position. Otherwise, with few exceptions, a challenge to procedures or outcome must be made at the election meeting. For assistance contact the district PTA, and refer to the California State PTA Toolkit and Roberts Rules of Order Newly Revised, Contesting the Announced Results of an Election and Point of Order sections.

Remember, bylaws cannot be set aside, so mentor potential officers now!

 

Co-officer alternatives

The California State PTA and Robert’s Rules of Order, Newly Revised – PTA’s parliamentary authority – do not recognize co-officers. “Co-officer” implies two people of equal rank sharing one position. Only one name may be listed for each office and only one individual may vote for the office held. A second individual cannot be listed for any office and forfeits the right to vote as an officeholder.

PTA bylaws include the positions of president-elect, corresponding secretary and financial secretary to provide assistance to the association’s primary officers: president, secretary and treasurer.

Bylaws may be amended to include additional officers to share the workload. When further circumstances arise that require more than one person to handle the duties of a particular position, an assistant or deputy position may be created, with or without voting privileges at executive board meetings, or the duties may be handled by committee.

Each year PTAs report the names and addresses of all elected officers. If there are co-positions of any kind, the California State PTA can only forward one name to National PTA. That person will receive all mailings, be eligible to vote, attend conventions, conduct meetings, etc. If for some reason the president is unable or fails to act, the vice-president shall take over the duties, temporarily or until the end of the term, as directed (Bylaws for Local PTA/PTSA Units, Article VI, Sections 2 and 3). The bylaws offer the position of executive vice president as an assistant to the president.

Learn more about:

Meeting Notice, Quorums and Voting

ADEQUATE MEETING NOTICE

Article VII, Section 1, states that “whenever members are required or permitted to take any action at a meeting, a written notice of the meeting shall be given not less than 10 days nor more than 90 days before the date of the meeting to each member who, on the recorded date for the notice of the meeting, is entitled to vote at such meeting.” Such notice is a stipulation of California Corporations Code.

To meet this requirement, presidents may use a variety of ways to publish each meeting agenda listing the general nature of business to be conducted ten (10) days before association meetings. The quorum for a meeting is established in the bylaws with the caution that “if this bylaw provision authorizes a quorum of less than one-third of the voting power, then only those matters the general nature of which was contained in the notice of the meeting may be voted upon at such meeting.” This, too, is California Corporations Code.

Since virtually all PTAs state a quorum of less than one-third of the voting power, all PTAs are bound by this additional requirement. Items of business which were not in the notice may NOT be acted upon at that particular meeting, but may be discussed and placed on the agenda for action at the next meeting.

Executive board meeting notices and agenda must also be provided to the executive board members ten (10) days prior to executive board meetings.

For the annual meeting, when elections are held, or for meetings at which bylaws amendments are to be adopted, a minimum 30 days’ meeting notice is required. The slate of nominees must be presented in writing to the association’s members 28 days in advance of the annual meeting.

While the agenda does not need to be detailed, it does need to provide information to members about the business to be considered. “Written notice” may include, but is not limited to, publishing the information in the PTA newsletter, providing it at the bottom of current meeting agenda (when the next meeting is 90 days or fewer), posting it at school, posting it on the PTA Web site, or sending it via e-mail.

Adequate care must be taken that the information is accessible to all members; therefore, consideration must be given as to whether members have computers and access to e-mail or the Internet on a daily basis. The methods used must provide reasonable assurance that all voting members have received the notice.

 

QUORUMS

Frequently members of organizations are absent. The business of the organization must be accomplished. The business should not be bound by an “unrepresentively small number of individuals who might attend a meeting.” To prevent this underrepresentation, a quorum – minimum number of members who must attend – is required for a meeting to conduct business.

When no quorum is present the body can do only limited business: hear reports, and set the meeting date and location for the next meeting. A substantive action taken without a quorum is invalid.

A body loses its right to conduct business, if during the meeting, members leave and the remainder no longer satisfies the quorum.

The chair should confirm whether the quorum has been met at the beginning of the meeting.

Unit bylaws describe the quorum required for association meetings and executive board meetings.

Unless otherwise stated in the bylaws or standing rules, the quorum for a committee is a simple majority of the members sitting on a committee or one half plus one (Toolkit, Committee Development and Guidelines). See Bylaws for Local PTA/PTSA Units, Article IX, Section I.

The quorum for an association meeting is established in the bylaws with the caution that “if this bylaw provision authorizes a quorum of less than one-third of the voting power, then only those matters the general nature of which was contained in the notice of the meeting may be voted upon at such meeting.” This, too, is California Corporations Code.

Since virtually all PTAs state a quorum of less than one-third of the voting power, all PTAs are bound by this additional requirement. Items of business which were not in the notice may NOT be acted upon at that particular meeting, but may be discussed and placed on the agenda for action at the next meeting. Standing Rules **3, and 4 provide further information.

Quorums are not to be confused with the vote required to adopt a motion.

 

VOTING

A member must be enrolled for 30 days in order to be eligible to vote. California State PTA membership year is from July 1 to June 30 of each year, with an annual grace period to rejoin until October 31.

Voting may be conducted by voice vote, standing vote, roll call vote, and ballot vote. Refer to Roberts Rules of Order, Newly Revised, or Roberts Rules of Order In Brief.

Unless specified otherwise in the bylaws, the outcome of a vote is determined by the majority (more than one half excluding blanks and abstentions) of those present, eligible to vote and voting. Exceptions, which require two-thirds (2/3) are bylaws amendments, motions to amend something previously adopted,  including revised budgets and programs, etc.

No member may be forced to vote. A member who wishes not to vote may remain silent during a voice vote or roll call vote, or may submit a blank ballot during a ballot vote. The vote is not counted.

PTA elections, when there are two or more candidates, require a majority vote by ballot to determine the officer. This means one candidate must receive more than one half of the votes cast. The ballot must be repeated until one candidate receives a majority vote or one candidate withdraws. The outcome of the ballot vote is recorded in the minutes.

The secretary (and/or treasurer) maintains each year’s official membership list. The list is updated for each association meeting. If a current membership list is not available at the association meeting, then all present are eligible to vote.

Engaging Men in PTA

There are more than 70 million fathers in the United States. That means 70 million possibilities for PTA membership, inclusion, engagement and strength for our schools and kids.

One out of every three children in America —more than 24 million in total — live in a home without their biological father present, according to a 2012 White House Fatherhood Report.  And, roughly one out of every three Hispanic children and more than half of African-American children also live in homes without their biological fathers.

More engaged fathers and father figures — whether living with or apart from their children — can help foster a child’s healthy physical, emotional and social development.  There’s no doubt of the positive impact male role models can have on their children’s lives.

MEMBERSHIP: MAKE IT ABOUT MEN

DadsRecruiting men as PTA members may mean rethinking how your PTA is run on a day-to-day basis. If your PTA mostly relies on female caregivers, reaching out to men may involve breaking down barriers and trying new approaches and strategies:

  • Communicate directly to dads – How you and your PTA speak to members and potential members can impact the level of men’s involvement. Simply slimming down language and shortening messages in your communications can be more appealing to male readership. And be always sure to explain and emphasize how men’s unique involvement benefits kids.
  • Just ask – Nearly half of men who responded to a recent National PTA survey said they haven’t gotten involved with PTA simply because they weren’t asked. Those involved said their spouses’ participation led to their own involvement. So encourage women in your PTA to invite the men in their children’s lives to get involved, and take your PTA to places with large male contingents – such as service clubs – to share our message and ask for participation and membership.
  • Create men-focused groups and events – Surveys also show that men prefer to volunteer for hands-on projects and dad-only events with clear expectations. So organize special events and groups for dads to enjoy working on and being involved with together and define volunteer roles and expectations.
  • Respect men’s time – More than 70 percent of recently surveyed dads said time was a barrier to PTA involvement, and the majority said they wanted fewer meetings at more convenient times. Make efforts to schedule workdays in mind for all parents and organize results-driven meetings with clear agendas and topics.
  • Celebrate engagement – When you start getting more men involved, it’s great to celebrate! Letting the school community know will help emphasize and publicize your welcoming environment for all parents and members. Thank dads publicly at meetings and in your PTA communications, and always encourage more male membership – we’re all in it together for our kids!

NATIONAL NEED FOR MALE ENGAGEMENT

More than 1 million men visit schools across America each year as part of the National PTA MORE Alliance (Men Organized to Raise Engagement).

Organizations in PTA MORE are dedicated to raising the level of engagement between children and the important men in their lives. Members of PTA More serve as conduits for greater father and significant-male involvement, resulting in positive outcomes and successful relationships for children, parents, schools and communities.

PTA MORE:

  • Works with schools and communities to provide programs to engage fathers and positive male figures in the educational and social development of children.
  • Develops male leaders who work with fathers and male role models to enhance positive male parenting and involvement with youth.
  • Acts as a resource for families, communities and schools on fatherhood initiatives and issues
  • Increases visibility and outreach of quality programming by coalition members.

To learn more about PTA MORE, read an article on this PTA initiative and visit National PTA.

 

 

 

Ed100

California’s education system is changing fast. You want to help. Learn how it all fits together with Ed100!

California State PTA and Ed100.org teamed up to help parents learn more about education so you can help create better schools.

Explore the education system in easy-to-understand language. No jargon. No partisan slant. Written by education experts who know Sacramento and local schools.

Ed100 is a free online resource that prepares you to make a difference in your school or school district. It helps you learn what you need to know to be informed, credible and ready for action.

ed100

Every California child deserves a great education. With Ed100, you can be part of the solution.

RESOURCES FOR YOUR PARENT MEETINGS

Ed100 Parent Leader Guide

The Parent Leader Guide provides “ready-to-go” plans for parent meetings. We want to help you hold meetings that matter. It’s all here: Lessons, discussion prompts, handouts and suggestions for taking action.

ed100parentleaderguide

 

Arts Education

Unfortunately, fewer than half of all students in California get any kinds of arts education, despite it being mandated in our state education code. California falls well below the national average in terms of numbers of students receiving any kind of arts instruction. This puts our students at a disadvantage both academically and professionally, and they deserve better.

There are things you can do to support arts education, and help put California back on top!

STEPS YOU CAN TAKE TO IMPROVE ARTS EDUCATION

Here are 15 ways to improve arts education in California, grouped by the level of commitment each requires:

GOT A MINUTE OR TWO?

GOT AN HOUR OR TWO?

GOT A DAY OR TWO?

  1. Find ways to #CreateAtHome with Create CA‘s resources
  2. Subscribe to Creative Connection, PTA’s arts newsletter
  3. Record a 30-second video (below)
  4. Download the Parents’ Guide to the Visual and Performing Arts
  5. Join California State PTA!

 

  1. When you resume in-person PTA meetings, set aside time to talk about arts education
  2. When the COVID-19 pandemic has ended, talk to your principal about adding a new art class at your child’s school
  3. Attend a virtual event or exhibit at a local theater, arts center, or museum
  4. Check out your local community’s arts education data
  5. Encourage a student you know to create an art project at home, and submit it to the next Reflections art program competition
  1. When the COVID-19 pandemic has ended, attend an LCAP meeting and ask your district to set aside funding for the arts
  2. Write a letter of support to your local school board
  3. Host a virtual “coffee and arts education” evening in your community
  4. Ask your school district to adopt the Declaration of Student Rights
  5. Encourage your school district to become an Arts Equity District

WHY IS ARTS EDUCATION IMPORTANT?

Research shows that learning arts subjects alongside math, history, science and English has an exponential effect on student success. For example, students who have an arts education achieve more A grades (in all subjects), have better attendance, are more likely to graduate from high school, and have better critical thinking, collaboration and social-emotional skills than those who don’t. This is especially true for English language learners and students from low-income backgrounds.

The good news continues even after high school. Kids with an arts education are more likely to graduate from college, and are more likely to pursue a professional career. Creative arts learning also boosts chances for employment once kids become adults and move into the working world: 72% of business leaders – across all industries – say that creativity is the #1 skill they are seeking, and one out of every 10 jobs in California is in a creative industry.

ARTS EDUCATION MAKES A DIFFERENCE!

Be sure to watch this video from the California Alliance for Arts Education on how arts education is being implemented in Chula Vista – and making a difference in the lives of children.

Bylaws and Standing Rules

Bylaws are designed to help your PTA function in an orderly manner. PTA bylaws describe the purpose of PTA and its mission, and members’ rights, in addition to officers, committees and their respective duties.

The only official set of PTA bylaws for any PTA is an original approved current set of bylaws, signed and dated by the state parliamentarian, PTA president and secretary, and on file with the unit PTA secretary.

A copy of the association’s Bylaws for the Local PTA/PTSA Units must be made available to any association member upon request. A copy should be provided to all officers and board members. Each executive board member is responsible for making a thorough study of them.

The Essential Role of Bylaws

English    Spanish

Local PTAs that need a current copy of their approved bylaws should contact their council or district parliamentarian for assistance. Council and district PTAs maintain file copies of current approved bylaws for member units. California State PTA does not keep copies of local PTA bylaws.

California State PTA does not provide bylaws to units, councils, districts electronically. Unit, council or district bylaws should NOT be scanned or posted on any publicly-accessible website. Bylaws always include officer signatures, which must be protected from inappropriate use. Websites generally do not provide any measure of security and may be accessed by anyone, including those who are not members of the association.

REVIEWING AND UPDATING BYLAWS

Bylaws should be reviewed annually, and updated every five (5) years by the bylaws committee of the association, chaired by the parliamentarian. The procedures and instructions to complete the bylaws are found inside the front cover of each set of bylaws.

Electronic bylaws are now available (in English), and are highly recommended!

Check out eBylaws

Instructions for bylaw review:

English   Spanish

When the California State PTA approves changes to the standard bylaws for local PTA/PTSA units, the change is effective for all PTAs/PTSAs whether the printed copy being used by your PTA includes that change or not.

Note: Any change in the association’s bylaws, including the number of officers, positions, or membership dues amounts may not be implemented until bylaws have been submitted through channels (council and district PTAs) to the California State PTA parliamentarian for approval.

This means that your PTA must continue to charge the stated dues amount, elect the stated officers, and hold meetings as provided for in your most current set of bylaws signed by the California State PTA parliamentarian. Simply adopting the amendments at an association meeting without prior state approval is not sufficient.

Most bylaws are processed by the state parliamentarian within two weeks of receipt unless additional information is required. Bylaws submitted for review should be returned to you through channels within 6-8 weeks of the original submission date. If you have not received the bylaws back within this time frame, contact your council or district parliamentarian immediately. If you need additional assistance, contact your council or district president or contact the State Parliamentarian at parliamentarian@capta.org.

BYLAWS QUESTIONS AND ANSWERS

What are bylaws? How often should my PTA amend the bylaws? Who should receive copies? Check out answers to these questions and more!

Bylaws Q&A

ADDITIONAL RESOURCES

STANDING RULES VS. BYLAWS

Standing rules outline the procedures of the organization that are not included in the bylaws and must not conflict with the bylaws or the California State PTA Toolkit. They may be changed or amended without notice with a two-thirds (2/3rd) majority vote of the association, or a majority vote with thirty (30) days’ notice.

Some of the differences between standing rules and bylaws are:

  • Bylaws state when the meetings of the association are held.
  • Standing rules tell where and what time association meetings are held, and when executive board meetings are held.
  • Bylaws give the primary responsibilities of officers and chairmen.
  • Standing rules give the specifics.

If the bylaws state that the first vice president is responsible for programs, the standing rules would list the various special committee chairmen who work under that vice president, such as Founders Day, Honorary Service Awards, etc. The bylaws describe the authority of committees. Standing rules indicate which committees are standing committees whose chairmen are voting members of the executive board and which committees are special committees, whose chairmen do not have executive board voting privileges and to which executive board member they report.

If the organization has supplies or equipment, the standing rules would state who is responsible for them and where they would be kept. They might also list details of the installation of officers, and who has responsibility for securing the past president’s pin.

SR 17 Explained

Job Descriptions

Officer and chairman job descriptions have been developed by the California State PTA for use by unit, council and district PTAs. These guidelines are meant to assist officers and chairmen in their duties throughout the term of office. The list includes the required president, secretary and treasurer officer job descriptions and numerous others.

The job descriptions typically are distributed to members of the board-elect at the beginning of a term for planning purposes and are used with the updated procedure books forwarded by the outgoing officers and chairmen. PTAs are encouraged to develop job descriptions and procedure books for other PTA positions to provide continuity and sound leadership practices.

These job descriptions can also be found on our Online Toolkit.

REQUIRED OFFICERS

President
Secretary
Treasurer

ADDITIONAL OFFICERS/CHAIRMEN

Arts Education Chairman
Auditor
Communications
Disaster Preparedness
Education Chairman
Executive Vice President
Financial Secretary
Founders Day
Fundraising Chairman
Graduation/Prom Night
Health
Historian
Honorary Service Award
Hospitality
Legislative Advocacy Chairman
Local Unit Leader
Membership Chairman/Vice President (Unit)
Outreach
Parliamentarian
Program Chairman
Reflections Program
Room Representative
Room Representative Coordinator
Safety
Student Board Member
Student Involvement Chairman
Volunteer
Volunteer Coordinator

Building Membership and Marketing PTA

Here are a few easy-to-use tools and resources to help you plan and promote your PTA membership campaign during the back-to-school season — and all year long! Check back soon for announcements on membership training webinars. We’ll also announce the California State PTA membership goal.

Fire up your 2020-21 membership campaign!

Membership Challenges

Starting September 1, 2020 and ending June 15, 2021 our Membership Drive Challenge will take your PTA on a virtual drive through our state. We will have eight different checkpoints throughout the year. The game board/map and checkpoint descriptions are included in the links below:

  • Click here to view or download the game board/map in English
  • Click here to view or download the game board/map in Spanish
  • Click here to view or download the checkpoint descriptions and challenge instructions in English
  • Click here to view or download the checkpoint descriptions and challenge instructions in Spanish

The PTA units that complete the challenge at each checkpoint will be entered into a drawing for prizes ranging from digital postcards, to bumper stickers, banners, tablecloths, and more.

The Membership Drive Challenge is not mandatory, but rather a fun way for us to recognize our local PTAs for their achievements. We’re hoping you find the checkpoints simple and fun.

For additional information, visit the Membership Incentives and Awards page.

CONGRATS TO LAST YEAR’S MEMBERSHIP CHALLENGE WINNERS!

Thank you to the hundreds of units, councils, and districts who took part in the Teachers Matter, Best in 5, and Tell Us Your Theme and Goal challenges last year. We appreciate your efforts  – especially during the difficult spring months.

We drew winners for Best in 5 and Tell Us Your Theme and Goal on April 24th, 2020 and for Teachers Matter in February 2020.

Without further ado, here are the winners!!!

Teachers Matter:

  • Walteria Elementary PTA – 33rd District
  • Cameron Elementary School PTA – 1st District
  • Cypress Elementary PTA – 1st District
  • Santiago Hills Elementary PTA – 4th District
  • John C. Fremont Elementary PTA – 33rd District
  • Joseph Arnold Elementary PTA – 33rd District
  • William Green Elementary PTA – 33rd District
  • First Avenue Middle School PTSA – 1st District
  • Richardson Middle School PTSA – 33rd District
  • Gregg Anderson Academy PTA – 34th District

Tell Us Your Theme and Goal:

  • Ethan A. Chase PTSA – 23rd District
  • Stanton PTA – 1st District
  • Wingland Elementary PTA – 7th District
  • Cutten-Ridgewood PTA – 22nd District
  • Barranca Elementary PTA – 1st District

Best in Five:

  • John L. Golden Elementary School PTA – 5th District
  • Donald Graham Elementary PTA – 23rd District
  • Hillcrest Elementary School PTA – 1st District
  • Sanchez Elementary PTA – 2nd District
  • Westborough Middle School PTSA – 17th District
  • TECA PTA – 2nd District
  • Kwis Elementary PTA – 1st District
  • La Patera Elementary PTA – 15th District
  • Santiago Elementary PTA – 4th District
  • J. Haley Durham Elementary PTA – Peralta District
  • Fern Drive Elementary PTA – 4th District
  • Sunset Elementary PTA – 11th District
  • Alvarado Intermediate PTSA – 1st District
  • Monroe Middle PTA – 6th District
  • Rolling Hills Elementary PTA – 4th District

Originally the prize for the winners of each challenge was going to be a free registration to the 2020 California State PTA Convention in Riverside. Though we had to cancel convention this year, we still intend to honor our winners’ accomplishments, so they will receive a free registration to the 2021 California State PTA Convention in Sacramento or another training opportunity that may arise in the 2020-2021 school year. Winners were also acknowledged on California State PTA’s Facebook page (here and here).

Our collective efforts to increase membership across the state are important for a number of reasons: they help us increase our advocacy voice; provide us with new leaders to train and develop so that we can continue our legacy; and just as important, allow us to connect even more families, schools, and communities.

Keep up the good work, and thank you again for proving that Every Member Matters!

MEMBERSHIP TRAINING

Organizing and running a PTA membership campaign can be fun — and easy! Visit our Online Training Center to access recent membership and marketing webinar recordings. Visit the training center for more videos and resources.

MEMBERSHIP TOOLBOX: NEW IDEAS TO BUILD MEMBERSHIP

ToolkitLooking for new ideas to increase PTA membership at your school? How about ways to engage students or teachers in PTA? Check out these great ideas and resources:

MEMBERSHIP ENVELOPES AND CARDS ARE HERE FOR YOUR PTA

  • Membership Envelopes: Available now at a low-cost to local PTA units. Contact your district PTA to place your order today!
  • Membership Cards: Cardstock membership cards are available through your district PTA. To print member names on the cardstock membership card, a downloadable Word template is available. Membership cards should be given to members at the point of sale. Remind your members to create a “PTA Profile” to gain access to national membership resources and year-round savings from PTA member benefit providers. Download the template.

GRAPHICS AND VIDEOS REINFORCE OUR BRAND

NEW! Social media and website graphics can help reinforce the PTA brand. Download the new graphics with the “All Children are Our Children” theme.

Social Media Graphics

Other Graphics

Videos

FLIERS AND PRINTED RESOURCES

WhyPTA

Customizable Fliers – NOW AVAILABLE IN ADDITIONAL LANGUAGES!

No need to write that invitation letter from scratch! Here’s an easy way to invite your parents, school staff and community members to join your PTA: the customizable marketing flier. Simply customize by filling in the blanks on the template, add a few photos and quotes, and save it to your computer. Your customized membership flier can be sent out electronically, or copied and distributed at PTA or community events. Print out the flier in color or black and white, attach a PTA membership envelope, and your membership campaign is on its way! Take a look at a sample flier.

Ready-to-Print Fliers and Resources

California State PTA and National PTA offer a variety of FREE resources in multiple languages – ready to download, print and share with parents and families at your school.

PTA MERCHANDISE AND MATERIALS

CAPTA_WebSide_PromoteYourPTA_1Presenting a polished and professional image is important in building membership for your PTA. The PTA Store offers great marketing materials to help you promote your PTA, including a new design featuring California State PTA’s message “Connecting Families, Schools and Communities.”

SHOP NOW

 

MEMBERSHIP SUCCESS STORIES

We want to hear about all the great membership marketing strategies your PTA is putting into place. Share your PTA success stories with us.

STORY SUBMISSION FORM

 

MEMBER PERKS ADD VALUE FOR FAMILIES

PerksWe know people join PTA to support children and their schools. But PTA Member Perks can help make joining PTA an even greater value. Download and share the latest Member Perks flier with your members!

DOWNLOAD MEMBER PERKS FLIER – ENGLISH

DOWNLOAD MEMBER PERKS FLIER – ESPANOL

MEMBERSHIP UPDATES FOR PTA LEADERS

California State PTA partnered with TOTEM to develop our new electronic membership system to make joining and renewing PTA membership at the local level easier for parents, families and community members.

For several months, we’ve have been working side-by-side to test and pilot the system with a “success-based model approach” at the unit, council, district and state levels.  We appreciate all the feedback we have received from our leaders at all levels.  Additional accounting and reconciliation reports have been added and improvements have been made based on your suggestions. We remain committed to getting it right for you and for our members across the state. Although the pilot has been a success, we continue to work with TOTEM to add improvements and features based on feedback from our leaders and members.

As a reminder, there are no changes to PTA’s membership process and the electronic system will be completely voluntary and an optional addition to our current system. We will keep you posted as we progress in this important work to build membership and strengthen PTAUnits, councils or districts will not be required to use the new system.

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Information For Council and District Leaders

California State PTA also remains committed to assisting councils and districts through the onboarding process. No unit will be turned on in the system without the district or council knowledge and approval. The California State PTA e-membership team is available for field services, regional and local trainings, or by email and phone. If you have any questions or would like to request a field service, please email emembership@capta.org.

All of your feedback and input are being taken very seriously. Please feel free to send any questions or feedback to emembership@capta.org. We will keep you posted as we progress in this important work to build membership and strengthen PTA.

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