2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • www.capta.org July 2011 Here it is – the newly revised California State PTA Toolkit! The California State PTA Toolkit provides guidance, instruction and ideas to ensure a successful term as a PTA officer or chairman. You will discover valuable information to assist your PTA/PTSA with the important work that you do on behalf of children and families. Many of your questions and concerns can be answered here in just one place. The California State PTA Toolkit is designed to be shared; additional print or CD-ROM copies may be purchased. You can also find the Toolkit in English and in Spanish online at www.capta.org. Just type in “Toolkit” in the search section in the upper right corner of the website. Remember, if you can’t find it in the Toolkit, you always have the safety net of your council, district or state PTA to answer your questions. Don’t hesitate to contact them. Please take advantage of this resource as you plan, implement and evaluate the work of your local PTA. This edition of the Toolkit reflects the hard work and effort of the California State PTA Board of Managers to create the best possible resource for you. It is based on more than 100 years of best practices by PTAs around our state. Your input regarding your PTA needs is invaluable, and your help is necessary in continuing to make this and all PTA materials useful and pertinent. Please contact us – at [email protected]; 916.440.1985; or at 2327 L Street, Sacramento, CA 95816 – with ideas, suggestions and comments so that the Toolkit contains the appropriate material and is in the right format to meet your needs. Thank you for everything that you do each day to enhance the lives of California’s children and families. You do make a difference! Sincerely, Carol Kocivar President Introduction California State PTA Toolkit – 2011 California State PTA Board of Directors 2011-2013 Carol Kocivar Linda Mayo President Vice President for Health 916.440.1985 ext. 101 916.440.1985 ext. 306 [email protected] [email protected] Colleen You Brian Bonner President-elect Vice President 916.440.1985 ext. 102 for Parent Involvement [email protected] 916.440.1985 ext. 307 [email protected] Sue King Patty Christiansen Vice President Vice President for Leadership Services for Membership 916.440.1985 ext. 301 916.440.1985 ext. 314 [email protected] [email protected] Maggie Steele Laurie Koch Vice President Secretary for Programs and Member Services 916.440.1985 ext. 308 916.440.1985 ext. 302 [email protected] [email protected] Kathryn Cross Kathy Stevenson Vice President Treasurer and Chairman for Communications of Finance Commission 916.440.1985 ext. 303 916.440.1985 ext. 309 [email protected] [email protected] Justine Fischer Shirley Gold Vice President for Convention Parliamentarian 916.440.1985 ext. 332 916.440.1985 ext. 310 [email protected] [email protected] Kathy Rabun Patty Scripter Vice President Director of Legislation for Community Concerns 916.440.1985 ext. 311 916.440.1985 ext. 304 [email protected] [email protected] Debbie Look Roy Grimes Vice President for Education Chairman of the District Presidents 916.440.1985 ext. 305 916.440.1985 ext. 312 [email protected] [email protected] (Elected annually in May) ii California State PTA Toolkit – 2011 Introduction 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • www.capta.org CALIFORNIA STATE PTA TOOLKIT ORDER FORM PLEASE PRINT IN BLACK INK OR TYPE The California State PTA will not be responsible for errors resulting from Date ________________________________ illegible orders. Name _______________________________________________ District PTA___________________________ Address _____________________________________________ Council _____________________________ City ________________________________ Zip Code_________ Name of Unit _________________________ Telephone (_______) ___________________________________ Unit ID # ____________________________ E-mail________________________________________________ Quantity Code Item Unit Price Total P180 California State PTA 2011 Toolkit (English) $ 15.00 P183 California State PTA 2011 Toolkit (Spanish) $ 15.00 P182 California State PTA 2011 Toolkit CD Version (English and Spanish) $ 5.00 Prices subject to change WITHOUT notice. shipping/handling Prices include sales tax. Do NOT send coins, charges Subtotal . $ ________________ currency, or postage stamps as payment for an order. up to $10.00 . $5.00 S/H Charges. $ ________________ $10.01 - $20.00 . $7.50 NOTE: The California State PTA Office does not $20.01 - $39.99 . $10.00 bill or refund amounts of $5.00 or under that Over $40.00 . $12.50 result from mathematical errors. TOTAL . $ ________________ PAYMENT REQUIRED METHOD OF PAYMENT (Check appropriate box) Allow 4 to 6 weeks for delivery. wITH ALL ORDERS q CHECK or MONEY ORDER payable to California State PTA MAIL ORDERS TO –A fee of $10.00 will be charged for any check returned due to insufficient funds. California State PTA –Two signatures required on ALL PTA/PTSA checks. 2327 L Street Sacramento, CA 95816-5014 q MasterCard q VISA CIN # __ __ __ FAX ORDERS TO (PERSONAL credit cards only) Zip Code __ __ __ __ __ 916.440.1986 CREDIT CARD ONLY ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___/___/___/___/ ___ ___ / ___ ___ DO NOT MAIL FAXED ORDERS Credit Card Number Exp. Date FOR INFORMATION CALL Print Name ________________________________________________________________________________________ 916.440.1985 ext. 105 NO PHONE ORDERS FOR OFFICE USE ONLY: Authorization # ___________________________________ Ck # _______________ AMT. _____________ r PTA r PER Reference # ______________________________________ Invoice # ________________________________ 2011 Introduction California State PTA Toolkit – 2011 iii iv California State PTA Toolkit – 2011 Introduction TOOLKIT Introduction California State PTA Toolkit – 2011 v California State PTA Toolkit. Published by the California State PTA. Copyright © 2011 by the California Congress of Parents, Teachers and Students, Inc. All rights reserved. Printed in the United States of America. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording, or any information storage and retrieval system, except by the members of chartered PTAs/PTSAs in California and not for resale. When using parts of this publication, the California State PTA must be credited. For permission regarding use, address: California State PTA 2327 L Street • Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • [email protected] • www.capta.org vi California State PTA Toolkit – 2011 Introduction Table of Contents Table of Contents i Introduction 2.3.3 Brainstorming . 44 2.3.4 Goal Setting. 44 Foreword from the President . i 2.3.5 Procedure Book . 45 California State PTA Board of Directors ii . 2.3.6 Annual Historian Reports . 46 Toolkit Order Form iii . 2.3.7 PTA Records . 46 Table of Contents . vii-x 2.3.8 Involving School Administrators and List of Figures . xi School Community . 46 Suggestions for Use . xi 2.3.9 Responsibilities of Officers and Chairmen . 48 List of PTA Materials, English and Spanish. xii 2.3.10 Professional Governance Standards . 48 Order Forms, English and Spanish . xv 2.3.11 Whistleblower Policy . 49 List of Due Dates . xvii 2.3.12 Recommended Officers and Chairmen . 50 California State PTA Calendar of Events. xix 2.3.13 President . 50 Resources and Subscriptions. xx 2.3.14 Secretary . 54 2.3.15 Historian . 55 2.3.16 Parliamentarian . 55 1 PTA Basics 2.4 Bylaws for PTAs in California . 56 1.1 Know the PTA . .3 2.4.1 Changing Bylaws . 56 1.1.1 Purposes of the PTA . .3 2.4.2 Standing Rules . 56 1.1.2 Mission Statement of the California State PTA . .3 2.4.3 Conflict Management . 57 1.1.3 California State PTA Core Values . .3 2.4.4 Controversial Issues in Association Meetings. 58 1.1.4 PTA Basic Policies . .3 2.4.5 Violations of PTA Bylaws, Policies, or Procedures 59 1.1.5 A Brief History: Working Together for Children 2.5 Committee Development and Guidelines . 61 Since 1897 . .4 2.5.1 Required Officers . 61 1.2 Organizational Structure . .6 2.5.2 Additional Officers/Chairmen. 61 1.2.1 Types of Associations . .7 2.5.3 Committee Member Selection. 61 1.2.2 The Local Unit PTA . .9 2.5.4 Committee Meetings . 62 1.2.3 The Council PTA . .11 2.6 Delegating . 62 1.2.4 The District PTA . .12 2.6.1 Tips for Success . 62 1.2.5 The California State PTA . .13 2.7 Community Organizations, Co-sponsorship, and 1.2.6 State PTA Office . .14 Coalitions . 63 1.2.7 Trademark/Service Mark . .14 2.7.1 Cooperating with Other Organizations . 63 1.2.8 California State PTA Privacy Policy . .14 2.7.2 Other Organizations . 65 1.3 Basic Policies for All PTAs . .14 2.7.3 Joining, Building, and Making Coalitions Work . 65 1.3.1 Noncommercial Policy . .14 2.8 Attending Conventions and Conferences . 67 1.3.2 Nonsectarian Policy . .15 2.8.1 State Convention . 67 1.3.3 Nonpartisan Policy . .15 2.8.2 National PTA Convention . 68 1.3.4 Working with the Schools . .16 2.8.3 Outside Conferences . 69 1.3.5 Working with School Support Groups . .17 2.9 Convention Resolution Process . 69 1.3.6 Cooperating with Other Organizations . .17 2.9.1 Criteria for Resolutions . 69 1.4 Governance and Operations of the 2.9.2 Submitting Resolutions . 69 California State PTA . .17 2.9.3 California State PTA Resolutions Committee 1.4.1 California State PTA Officers and Review and Recommendation . 70 Commissions . .17 2.9.4 Presentation of Resolutions at Convention .