Serving
Riverside County
Frequently Asked Questions
General | Reflections | Historian | Parliamentary
General Questions
Listed below are five frequently asked PTA questions and their basic answers. In any instance where a question of PTA procedure arises, you are encouraged to reference the Toolkit, a publication and guide of the California State PTA that provides answers to most any question.
1. Is the nominating committee elected?
Yes. According to the Toolkit, PTA Management Section, page 25, The Bylaws for Local PTA/PTSA units state that “the nominating committee is elected by the membership at an association meeting at least two months prior to the annual election meeting.” The date of the annual election meeting is found in the bylaws, Article V, Section 3 g and Section 7, and Article VII, Section 2. The bylaws also specify how many members and alternates are elected and who is eligible to serve on the committee. “No members shall serve on the nominating committee for two consecutive years.”
More information on the qualities of nominating committee members, responsibilities of the committee, responsibilities of the chairman, alternates, and the role of the parliamentarian and the principal are also found in this section of the Toolkit.
2. What is a per diem and how is it used?
Per diem, according to Webster’s Dictionary, means “by the day” or “for each day.” When the term is used in conjunction with funds provided for meals when traveling on PTA business, it is the amount of funds provided for each day’s meals. The California State PTA suggested per diem amount for each day is $47 and is broken down as follows: $10-breakfast, $12-lunch, $25-dinner. However, that does not mean that the meals need to cost that exact amount or that one couldn’t use some of the funds allotted for breakfast for their lunch or dinner meal. If one skips a meal or chooses not to eat that meal, that amount can be applied to another meal. The member must pay for any amount spent over the daily total ($47).
According to the Toolkit, Finance Section, page 207, Reimbursable Expenses, “PTA districts, councils, and units should budget for out-of-pocket expenses and reimburse them upon submission of an expense statement and/or receipts. Receipts must be submitted for all reimbursable expenses.”
3. Can PTA funds be used for Teacher Appreciation Week/Day?
While PTA wants to encourage a strong relationship between the teaching staff, parents and the PTA, PTAs should carefully consider the amount of funds spent for Teacher Appreciation Week/Day. According to the Toolkit, Finance Section, page 227, “PTA funds should not be used to purchase personal gifts, equipment for staff lounges and lunchrooms or for furnishings for principals’ offices. Personal gifts include baby showers, Secretary’s Day, bereavements, weddings, or birthdays. If the membership determines that such items are necessary, the individual members can make personal donations to purchase the designated items. These donations should not be commingled with PTA funds.” If a PTA plans to give teachers a personal gift for Teacher Appreciation Week/Day, such as a gift certificate to a restaurant, spa or department store, that would constitute a personal gift and PTA funds should not be used to purchase it. If those certificates are donated by the businesses, that is acceptable. If a PTA wants to give teachers a gift that can be used in the classroom for the students, PTAs could consider carefully using PTA funds to purchase that item or items. Many PTA units ask parents to donate classroom items or supplies for the teachers that are then put in a basket and presented to the teachers. Many PTAs also ask for food donations to provide a breakfast, snack or tea for the teachers.
Please keep in mind that the majority of PTA funds are raised by the students and should be budgeted so that they receive the benefits. Providing quality programs for students, parent education events, leadership training for officers and chairmen, and administrative costs are the basis of an appropriate PTA budget.
4. If a PTA officer or chairman is not fulfilling the responsibility of his/her position, can they be removed from office?
Yes. According to the Bylaws for Local PTA/PTSA Units, Article VI, Section 12, “When an officer fails to attend three consecutive meetings without adequate excuse or when an officer is not fulfilling the responsibilities of the office as prescribed in the bylaws or standing rules, or engages in conduct which the executive board determines to be injurious to the organization or its purposes, the executive board may by a two-thirds (2/3) affirmative vote, take such action as it determines appropriate, which may include: (1) asking for the resignation of the officer; (2) making a formal recommendation that the officer be removed from office following a hearing conducted in accordance with Due Process.*” The Due Process procedures are explained in the bylaws.
If units need assistance with this process, they should contact their council. If a council needs assistance, they should contact the 23rd District.
5. Why are financial officers, the president and secretary required to attend yearly financial training?
In 1996 a 23rd District PTA study was completed that showed approximately $10,000 in PTA funds had been embezzled, mismanaged or lost in a five-year period. Each council in the district had a unit/units that had experienced some form of financial loss. In an effort to combat what 23rd District felt was unacceptable behavior by PTA officers it was determined that training in financial procedures could help deter some of the situations. The Standing Rules of the 23rd District PTA includes this statement: “The financial officers (including president, treasurer, auditor, and secretary) of all units and councils must attend financial training provided by 23rd District PTA or their respective councils.”
We hope that by attending financial training PTA officers will have a better understanding of financial policies and procedures and therefore are able to serve more effectively in their respective positions.
"I Can Make a Difference By..." Reflections Program Theme, 2007-2008
What is the Reflections Program?
Reflections is the National PTA arts recognition and achievement program. Students in preschool through 12th grade are provided the opportunity to express their thoughts and feelings through the creative art categories of literature, musical composition, photography, and visual arts, using a selected theme. Students participate through a local PTA in good standing that is sponsoring the program. Although the entries submitted by students face various levels of judging, the focus of the program is on participation, not on who receives special recognition.
How is the Reflections Program generally conducted?
Local PTA units promote, organize judging, and display the entries submitted by the students at their school. The finale of this is a Reflections Awards Program, where student participants are recognized and certain entries receive special recognition by the judges. Those entries receiving special recognition are then forwarded on to the council PTA level for judging. At the council level (unless the unit is not located within a council, then it goes directly to district), the entries are again judged and displayed. The council will also present an awards program, recognizing participants reaching their level of judging, and forwarding those entries receiving special recognition on to the district PTA level of judging. There, the entries are again judged and displayed. The district PTA also presents an awards program and provides special recognition to certain entries selected by the judges. Those entries are then forwarded on to the California State PTA level of judging. The California State PTA displays Reflections entries at their annual convention, and also presents a Reflections Awards Program during the convention. Entries receiving an Award of Excellence and an Award of Merit are available for viewing on the state website (www.capta.org). After judging at the state level, selected entries are then forwarded on to the final level of judging, the National PTA level. After awards are presented, National PTA creates a virtual gallery on their website (www.pta.org) for everyone to enjoy.
What constitutes an appropriate judge?
A person judging entries in the Reflections Program must be qualified and impartial. Their qualifications must include having considerable knowledge of the art category they will be judging. They must also have awareness and understanding of children's abilities at the age level that they will be judging. Judges must be unbiased toward all entries. To assist with impartiality, judging should be conducted blind – where judges do not see the names of the participants. If a judge recognizes an entry as belonging to a particular student, that judge should remove him/herself from the judging process.
When and where will the Reflections entries be on display?
The Reflections entries reaching the 23rd District level of judging will be on display the month of January, 2008, in the Riverside County Office of Education Conference Center Lobby. The address is 3939 Thirteenth Street, Riverside, CA. The entrance to the Conference Center is on the corner of 12th and Almond Streets.
What is the deadline for units (local school PT As) to submit Reflections entries to their council?
Each council PTA is responsible for setting its own deadline. The deadline for councils and out-of-council units must be in accordance with the deadline set by 23rd District PTA. If local PTA Reflections chairmen are unaware of their specific deadline, they should contact their council Reflections chairman or their council president for the information.
What is the deadline for councils and out-of-council units to submit entries to 23rd District PTA?
The deadline is the first Thursday in December.
Source – Reflections Rules Packet, 2007-2008
The Historian assembles and prepares the record of activities and achievements of the PTA, and assists the PTA President in preparing the Annual Historian Report. Historian records, like minutes, should be kept forever.
As Historian, what are my specific duties?
Historians are responsible for collecting volunteer hours, completing the Annual Historian Report (historian or president, as designated in your bylaws) and forwarding this through channels, creating a PTA Historian Record Book, and updating the procedure book. Historians may also choose to create a scrapbook to present to the PTA president at the end of the term, or keep it with other historian materials.
Why must volunteer hours be documented?
Collecting volunteer hours raises member awareness of the needs of your school and its children. It demonstrates how extremely valuable PTA volunteer time is, and also helps PTA maintain its 501(C) 3 non-profit status. This information is forwarded through channels and used for advocacy purposes at the state and national levels. The information can also be used to illustrate to school districts the enormous benefits and cost-savings that volunteer hours provide.
What hours should be collected?
-
Attendance at meetings, workshops, and other events related to PTA work.
-
Time spent writing PTA agendas, minutes, correspondence, reports, and newsletter articles.
-
Telephone time regarding PTA business.
-
Time spent on activities at school and within the community that are PTA-related.
-
Travel time to and from PTA events /activities.
-
Time spent attending PTA convention (do not count time spent eating and sleeping).
What goes in the PTA History Record Book?
This permanent book is used to keep an account of the year’s events and activities and key personnel. Its contents should include:
-
A list of officers and chairmen with their titles and addresses.
-
California State PTA convention delegate list.
-
PTA membership and school student enrollment numbers.
-
Programs and areas of special focus, including the names of speakers and leaders.
-
Activities and projects carried out by the PTA at school and/or in the community.
-
Changes in the bylaws.
-
Changes in the school administration, name of the school, or the status of your PTA (changing from a PTA to a PTSA, etc.).
-
A list of Honorary Service, Continuing Service, Very Special Person, or Golden Oak Award recipients, and other special awards or recognition presented to or received by the PTA.
-
A record of volunteer hours for the year (tally sheet), and the Annual Historian Report.
What is the deadline for councils and out-of-council units (local PTAs) to submit their Annual Historian Reports to 23rd District PTA?
The deadline is May 10. Units within a council must submit their Annual Historian Reports through channels by the deadline set by their council. Units should make a copy of their report, and forward that to their council, retaining the original for the unit’s records. Councils should make a copy of their council Annual Historian Report, forwarding that along with a copy of an Annual Historian Report from each of their units, to 23rd District PTA.
Sources – California State PTA Toolkit, 2004-2005 (Officer and Chairmen Job Descriptions), The Communicator, (Historian: Volunteer Hours) October 1999.
1. May the Parliamentarian serve on the Nominating Committee?
Yes, if elected to it. (Toolkit: PTA Management, Guide to Executive Leadership, 2.3.15 Parliamentarian, page 49 and Unit Bylaws: Article VI, Duties of Officers, Section 10b.)
2. May the President serve on the Nominating Committee?
No. (Unit Bylaws: Article VI, Duties of Officers, Section 1c.)
3. When should the Nominating Committee be elected?
The Nominating Committee shall be elected at an association meeting at least two months prior to the annual election meeting. The committee shall serve until the annual election meeting. (Unit Bylaws: Article V, Officers and Their Election, Section 3a and 3b.)
4. May I serve on the Nominating Committee for two years in a row?
No. No member shall serve on the Nominating Committee for two (2) consecutive years. (Unit Bylaws, Article V, Officers and Their Election, Section 3d.)
5. How often do Bylaws need to be done?
Review and study the unit’s bylaws and standing rules annually. No bylaws should be more than two years old. (Toolkit: PTA Management, Guide to Executive Leadership, 2.3.15 Parliamentarian, page 50.)
6. Does the Principal have a vote at Executive Board Meetings?
Yes. The Principal of the school or designated representative, although not an elected officer, serves in an advisory capacity with full voting privileges. (Unit Bylaws: Article VIII, Executive Board, Section 1.)
7. May the President vote?
The President may vote when voting is by ballot. Voting only when the vote is by ballot protects the President’s impartiality. In other cases, the President may cast a vote to create or break a tie if the result is in the best interest of the association. (National PTA Annual Resources 2004-2005, Leadership, President, page 10 and Toolkit: PTA Management, Nominations & Elections, Voting Rights of Officers, page 31.)
8. What is a Procedure Book and who must keep one?
A procedure book is typically a loose-leaf binder that should contain all materials that will be needed to carry out the work of the office or chairmanship. Because of regular changes in leadership and volunteer personnel, each officer and chairman shall be responsible for keeping an up-to-date Procedure Book to ensure continuity and progress. The Procedure Book, together with all material belonging to the office or chairman, should be delivered promptly to one’s successor at the end of the term of office. It should include:
1. Title page with:
~ Name of office or chairmanship;
~ Name of association, council (if in council) and district;
~ Previous officer/chairman and dates served; and
~ This statement “This Procedure Book belongs to the PTA Unit and not the individual.”
2. Job description including the summary included in the California State
PTA Toolkit for the specific position (if applicable).
3. Bylaws and standing rules.
4. Agendas and minutes.
5. Finance section that include budget, financial reports and audit report.
6. Calendar of events.
7. Reports from current and previous officers/chairmen. Information from
conferences, workshops and correspondence.
8. Newsletters and other unit communications.
9. Membership directory.
(Standing rules, #5, page 23 and Toolkit: PTA Management, Guide to Executive Leadership, 2.3.4 Procedure Book, page 34.)
9. We want to change the date of our October Association Meeting. How do we do this?
With the exception of the annual meeting, notice of any change in time or date of regularly scheduled meetings must be given to the entire membership at least ten (10) days in advance. 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 ten (10) days nor more than ninety (90) days before the date of the meeting to each member who, on the record date for the notice of the meeting, is entitled to vote at such meeting. (Note: If notice is provided by mail and the notice is not mailed by first class, registered or certified mail, such notice shall be given not less than twenty (20) days before the meeting.) The notice shall contain the place, date and time of the meeting and the general nature of the business that the board, at the time of the notice, intends to present for action by the members, but any proper matter may be presented at the meeting for action. At least thirty (30) days prior written notice of the annual election meeting must be given. (Unit Bylaws: Article VII, Association Meetings, Sections 1 and 2.)
10. How do I figure out our Executive Board quorum?
The quorum for an Executive Board Meeting is based upon the number of Executive Board Members (majority = ½ + 1 to the next whole number). For example:
An Executive Board of 6: ½ = (3) + 1 = 4.
An Executive Board of 7: ½ = (3.5) whole number is 4 + 1=5.
An Executive Board of 8: ½ = (4) + 1 = 5.
An Executive Board of 9: ½ = (4.5) whole number is 5 + 1=6.
An Executive Board of 10: ½ = (5) + 1 = 6.
An Executive Board of 11: ½ = (5.5) whole number is 6 +1=7.
An Executive Board of 12: ½ = (6) + 1 = 7.
The Executive Board is all of the elected officers, the two (2) appointed officers
(the Parliamentarian and the Corresponding Secretary, if you have one), the Principal or a representative appointed by the Principal, the Teacher Representative(s), and the Chairmen of Committees. (Unit Bylaws: Article V, Section 2 and Article VIII, Section 1.)