Councils Are the Key
A council is a group of PTAs organized under the authority of the California State PTA for the purpose of collaboration, leadership training, and coordination of the efforts of the member associations. A council provides the associations within a city, county, or area an opportunity for cooperation in promoting their common interests and collaboration regarding their common problems. The council coordinates the work of the council’s associations with other agencies or organizations in the area working for children and youth. It serves as a channel of communication between the state and district PTA and the associations.
To remain in good standing, a council must
- Adhere to the Purposes and basic policies of the PTA;
- Adhere to the California State PTA policies and bylaws;
- Have bylaws approved according to the procedures of the California State PTA;
- Have a minimum of three associations as council members;
- Have a minimum of three officers: president, secretary and treasurer;
- Forward the national, state, and district PTA portion of association per capita dues through channels to the district PTA by the deadline date;
- Forward insurance premiums from local associations to district PTA by the deadline date;
- Remit council insurance premiums to district PTA by the deadline date;
- Submit a roster of officers for associations and council to the district PTA according to established procedures and deadline dates.
In addition
- File the Registration Renewal Fee Report (RRF-1) with the California Attorney General’s Registry of Charitable Trusts;
- File the 199 as required; and
- File the appropriate IRS 990 tax form.
COUNCIL RESPONSIBILITIES
The Council should
- Provide information and instruction to member units.
- Form a close tie between the district PTA and the unit.
- Interpret PTA programs, policies, principles, procedures, and bylaws.
- Arrange training or workshops and group conferences for unit leaders in cooperation with the district PTA. Work closely with district PTA president and leadership department in organizing new units and all matters of leadership service.
- Coordinate PTA activities in a community or school district with the consent of the majority of its member units.
- Provide opportunities for local units to collaborate on projects together.
- Implement council projects only after a majority of the local units vote to support them.
The Council should not
- Legislate for units or regiment them in activities.
- Hold too many meetings.
- Duplicate the function of unit or district PTA type of meeting.
- Take needed leadership from the units.
COUNCIL POLICIES
- A council cooperates with, but does not join other organizations.
- A council does not pay dues to the National PTA, California State PTA, or district PTA. It may collect council per capita dues from its units, and/or a unit assessment. An assessment must have units’ annual approval and be included in all the units’ standing rules.
- A council’s officers, committee chairmen, and representatives must be members of PTA units within the council.
- The council president-elect (or the president continuing in office) or the elected alternate and one delegate or alternate elected from the council voting body shall represent the council at the California State PTA Convention.
SUPPORT FOR NEW UNITS
The strength and effectiveness of all PTA units depend upon the attention, support and guidance they receive. The organization and early development is a crucial time in the life of a PTA. Working together, council and district create a powerful influence on units in order that they may be most effective as advocates for all children and youth.
General Liability, Directors and Officers Liability, Bonding and Workers’ Compensation premiums for newly organized units will be waived for the period until the next premium date –MM/DD.
Council Support
- Take an active role in the organization of a new unit.
- Arrange for the purchase of the president’s pin and engrave with the name of the unit. *
- Arrange for the installation of new officers.
- Introduce the new unit president to council activities.
- Assist in the understanding and implementation of district, State and National PTA policies and procedures.
- Provide council representation at the new unit’s board and association meetings for at least three months from organization date in order to provide guidance and answer questions from members.
District Leadership Support
- Take a leading role in the organization of a new unit.
- Purchase the gavel and engrave with name of the unit and date of charter. *
- Purchase the president’s pin and engrave with the name of the unit for out-of-council units.
- Provide district representation at new out-of-council unit’s board and association meetings for at least three months from organization date in order to provide guidance and answer questions from members.
- Provide annual unit officer/chairman training.
Support for Re-chartered Units
- Council and/or district should assess specific needs of the unit. Provide support in identified areas in order to strengthen and protect from re-occurrence of issues leading to status of not in good standing.
- Re-chartered units shall be responsible for replacing the president’s pin and gavel.
For a listing of Ninth District PTA Councils as well as units in the district who use TOTEM for membership, CLICK HERE