Table of Contents
About PTA
2
Leadership Competencies
3
Standards of Continuing Affiliation
4
Fiduciary Duty
5
Protecting Your PTA with Insurance
6
Essential Knowledge
7
Finance for Executive Board Members
10
Communications for Exec Board Members
13
The Importance of the Secretary
15
Getting Started
16
Responsibilities and Duties
17
Keeping Records
18
Example Plan of Work
19
Historian
20
Minutes
21
Example Agenda and Corresponding Minutes
23
Effective Strategies
26
Beyond the Meeting
27
Governing Documents
27
Financial Reconciliation
27
Example Motion Form #__________________
29
Example Tellers Committee Report
30
Records Retention Policy
31
Confidentiality, Ethics, and Conflict of Interest Agreement
33
Training & Learning Resources
35
Texas PTA Staff and Board of Directors Support
37
Notes
38
Easy access to all of the live links in the Resource Guide are available at a
scan of the QR code.
About PTA
VISION Every child’s potential is a reality.
MISSION To make every child’s potential a reality by engaging and empowering families and communities to
advocate for all children.
PURPOSES
● To promote the welfare of children and youth in home, school, places of worship, and throughout the
community.
● To raise the standards of home life.
● To advocate for laws that further the education, physical and mental health, welfare, and safety of
children and youth.
● To promote the collaboration and engagement of families and educators in the education of children
and youth.
● To engage the public in united efforts to secure the physical, mental, emotional, spiritual, and social
well-being of all children and youth.
● To advocate for fiscal responsibility regarding public tax dollars in public education funding.
VALUES
● Collaboration: We will partner with a wide array of individuals and organizations to broaden and
enhance our ability to serve and advocate for all children and families.
● Commitment: We are dedicated to children’s educational success, health, and well-being through
strong family and community engagement, while remaining accountable to the principles upon which
our association was founded.
● Diversity: We acknowledge the potential of everyone, without regard, including but not limited to: age,
culture, economic status, educational background, ethnicity, gender, geographic location, legal status,
marital status, mental ability, national origin, organizational position, parental status, physical ability,
political philosophy, race, religion, sexual orientation, and work experience.
● Respect: We value the individual contributions of members, employees, volunteers, and partners as we
work collaboratively to achieve our association’s goals.
● Accountability: All members, employees, volunteers, and partners have a shared responsibility to
align their efforts toward achieving our association’s strategic initiatives.
PTA NATIONAL STANDARDS FOR FAMILY-SCHOOL PARTNERSHIPS
● Standard 1: Welcome All Families The school treats families as valued partners in their child’s
education and facilitates a sense of belonging in the school community.
● Standard 2: Communicate Effectively The school supports staff to engage in proactive, timely, and
two-way communication so that all families can easily understand and contribute to their child’s
educational experience.
● Standard 3: Support Student Success The school builds the capacity of families and educators to
continuously collaborate to support students’ academic, social, and emotional learning.
● Standard 4: Speak Up for Every Child The school affirms family and student expertise and advocacy
so that all students are treated fairly and have access to relationships and opportunities that will support
their success.
● Standard 5: Share Power The school partners with families in decisions that affect children and
families and together—as a team—inform, influence, and create policies, practices, and programs.
● Standard 6: Collaborate with Community The school collaborates with community organizations and
members to connect students, families, and staff to expanded learning opportunities, community
services, and civic participation.
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Leadership Competencies
Skills and Abilities Demonstrated by Effective Leaders
Successful leaders are effective leaders. Think of some of the most effective PTA leaders you
have worked with. They fill their PTA role well, but their leadership capacity goes beyond that.
They have skills and abilities that allow them to step into various roles. They see the value people have to
offer and seek their involvement. They provide a clear purpose that others want to follow. They lead with
integrity and strive to improve continually.
Texas PTA has identified a set of competencies that effective leaders demonstrate. Current and potential
leaders can use these skills and abilities to improve their leadership. Local or Council PTA nominating
committees can use them to recruit, nominate, and elect effective leaders. The competencies also drive
our Full Circle Leadership Development program.
This list is by no means exhaustive. Rather, it is representative of the qualities PTA leaders demonstrate
in the work they do to make every child’s potential a reality.
Competencies
Descriptions
Integral to All Categories
Communications
Listens actively and conveys information clearly, concisely, and accurately in both
writing and speech
Adaptive
Creativity
Sees and thinks of new ideas, alternatives, and ways to do things
Continuous Learning Pursues the development of skills and knowledge
Forward-Thinking
Critical Thinking
Obtains all relevant information, identifies problems and causes, evaluates information,
and determines criteria that indicate solutions
Motivation
Demonstrates and promotes interest and enthusiasm
Vision
Demonstrates a clear understanding of the future and how to get there
Interpersonal
Collaboration
Works as a team to achieve a common purpose, putting service before self
Initiative
Steps up unprompted and goes above and beyond with excellence
Relationship Building Develops trust and mutual respect, and values diversity
Intrapersonal
Empathy
Expresses verbal and nonverbal recognition of feelings, needs, and concern for others
Integrity
Does the right thing when no one is watching
Self-Awareness
Assesses their strengths and weaknesses
Technical
Delegation
Shares responsibilities, including guidance and follow-up
Time & Resource
Management
Effectively prioritizes and manages the resources to accomplish the goals of the group
or project
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Local PTA
Standards of Continuing Affiliation
Each membership year, Local PTAs must meet both of the following requirements to attain Active
Status with Texas PTA. The membership year begins on August 1.
1. Remit to Texas PTA state and national membership dues for at least 20 members.
2. Submit to Texas PTA the name and contact information (mailing address, phone number, and email
address) of at least one current executive board member, preferably the president.
Local PTAs must comply with all of the following standards to remain in Good Standing with Texas
PTA. Local PTAs that do not maintain Good Standing will be subject to a Local PTA Retention Plan as
described below.
1. Maintain Active Status with Texas PTA.1 (see requirements above)
2. Report all additional members and remit state/national dues to Texas PTA each year.
3. Submit to Texas PTA the name and contact information for all additional executive board members
within 15 days of election or appointment.2
4. Review Local PTA bylaws (and standing rules, if applicable) every three years and submit to Texas PTA
for approval.3
5. Each year, within 60 days of fiscal year-end, electronically file and have accepted by the IRS the
appropriate “Form 990 Return of Organization Exempt from Income Tax”.
Local PTA Retention Plan (initiated when a Local PTA does not maintain Good Standing)
Notification: A PTA not in Good Standing by November 1 moves to the Notification Phase. Texas PTA
notifies the PTA of the action(s) required to attain Good Standing. The PTA has until November
30 to meet all Good Standing Requirements and avoid moving into the Restriction Phase.
Restriction: A PTA not in Good Standing by December 1 moves to the Restriction Phase. While in the
Restriction Phase, the PTA is not eligible for awards, programs, or grants administered by Texas
PTA or National PTA. The PTA has until December 31 to meet all requirements and avoid
moving into the Restructure Phase.
Restructure: A PTA not in Good Standing by January 1 moves to the Restructure Phase. Texas PTA may
restructure the leadership or revoke the charter of the PTA. A PTA that signs an Action Plan
may temporarily move to the Intervention Phase, giving them time to resolve any outstanding
issues. The PTA in Intervention continues to be ineligible for awards, programs, and grants
administered by Texas PTA and National PTA until Good Standing is attained.
Intervention: Once in the Intervention Phase, Texas PTA assigns a Support Team to assist the PTA. If all
requirements of the Action Plan are not resolved by the agreed-upon date, the PTA will be
moved back into Restructure.
Charter Withdrawal: A PTA remaining in Restructure or Intervention on July 31 is moved into the Charter
Withdrawal Phase on August 1. If the PTA does not attain Good Standing by November 1, the
PTA is terminated and the charter is revoked.
1.
Active Status is used to determine eligibility in many Texas PTA programs and services. Please reference specific program
eligibility requirements to ensure your PTAs participation.
2.
PTAs submit executive board member information to Texas PTA electronically via the Texas PTA website.
3.
Bylaws are submitted via the Bylaws Submission Form found on the Texas PTA website.
4. Proof of filing and acceptance is the Exempt Organization Business Master File issued regularly by the IRS.
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Fiduciary Duty
The Internal Revenue Service (IRS) (as included on Form 990) requires reporting by nonprofits on a range of
governance issues that reach far beyond financial reporting, including executive board member “fiduciary duty.”
Fiduciary duty is a legal responsibility to act in the best interest of another person or entity. Fiduciary implies a
level of trust that is necessary to represent our members.
Executive board members have three fundamental fiduciary duties:
● The duty of care means that an executive board member actively participates, attends executive board
and membership meetings, is educated on the industry, provides strategic direction, and oversees the
daily operations of the PTA.
● The duty of loyalty requires an executive board member to operate in the interest of the PTA and not
to use their position to further a personal agenda.
● The duty of obedience requires an executive board member to know the state and federal laws and
regulations that apply. This includes the regulations and guidance issued by the IRS and the Texas
State Comptroller’s Office. Obedience to governing documents requires a deep understanding of the
operating documents (bylaws, standing rules, policies, executive board resource guides, and required
Texas PTA training). Finally, obedience requires that an executive board member not act outside the
scope of the PTA’s legal documents.
Fiduciary duty in PTA means the executive board members act as trustees of the organization. This includes
exercising due diligence to ensure the organization is well-managed and its financial situation remains sound.
Specific examples of how executive board members fulfill these duties are outlined in the PTA bylaws.
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Protecting Your PTA with Insurance
Texas PTA strongly encourages PTAs to obtain adequate insurance protection against liability and financial
loss due to fraud, embezzlement, or dishonesty.
Texas PTA negotiated a group discount with Association Insurance Management (AIM) (800-876-4044) to
obtain affordable insurance coverage. Similar coverage may be obtained from any insurance company, locally
or otherwise.
AIM offers several types of coverage, as listed below, and PTAs may secure any combination of coverage at
any time during the year. Additional information may be found on the PTA Insurance web page.
Event/General Liability Coverage
● $1,000,000 or $2,000,000 liability coverage per occurrence (no deductible)
● Protection from lawsuits if someone is injured at one of your events
● $5,000 per person medical payment included (no deductible)
● Option for increased medical payments: $10,000, $25,000, and $50,000
● Option for Media Liability to cover you if you accidentally misuse or disclose information on your PTA
website or social media
● Option for Hired and Non-owned Auto Liability
● Option for Abuse and Molestation Coverage
Event/general liability insurance covers carnivals, bounce houses, dunking booths, fun runs, skating parties,
auctions, and more.
Directors & Officers Liability Coverage
● $1,000,000 liability limit (no deductible)
If someone sues the officers of your PTA for mismanagement, misrepresentations, dissemination of false or
misleading information, or inappropriate actions, this coverage pays to defend them against those actions.
Embezzlement Coverage (Fidelity Bond)
● Standard bond limits are $10,000, $25,000, and $50,000 (higher amounts up to $250,000 are
available)
● Usually based on annual revenue
● $250 deductible
Embezzlement insurance covers monetary losses sustained by a PTA through any fraudulent or dishonest
act(s) or embezzlement committed by elected officers, members, or volunteers.
Note: For embezzlement insurance to apply, a PTA must have account statements reviewed monthly by a
non-signer and conduct an annual financial reconciliation.
Business Personal Property Coverage (Inland Marine)
● Coverage available: $10,000 to $250,000
● $250 deductible
Property insurance covers items such as raffle merchandise, auction items, and fundraising supplies while in
your PTA's care, as well as your PTA’s personal property like popcorn machines, school store supplies,
emergency relief supplies, and more.
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Essential Knowledge
The president serves as the presiding officer of the PTA and chairs the executive board and membership
meetings. It is the president’s responsibility to be well-prepared. The president ensures each officer and
committee chair has the materials they need to do their work and is the link to the principal.
The president directs the PTA’s affairs in cooperation with the other executive board members for a term of one
year. The term begins at the start of and ends at the close of the fiscal year, as specified in the bylaws.
Participation and cooperation secured by officers, committee chairs, and members will determine the PTA’s
success.
Structure of PTA
The PTA and its members are a part of Texas PTA and National PTA. This
chart shows the relationship between the various levels of PTA.
Membership
Members are the backbone of our association. Membership does not
consist of mere numbers. We must look beyond the numbers and strive to
build a knowledgeable team of individuals working for all children. A
membership engaged in the school and community will build the foundation
for its children and future generations.
A membership that reaches beyond the parents and teachers and looks out into the community will open its
doors to many opportunities. By extending membership, our voice is stronger, so policymakers on all levels
hear a strong, unified voice for all children.
Member Information
Texas PTA is a membership association, and members can expect their information to be confidential.
According to the Local and Council PTA bylaws, member lists will not be released to outside interests.
Members can also expect the information about their children to be protected. While many PTAs publish
membership directories with classroom lists and student names, those directories must include information
only with the parent's permission. Consult your school district policies and procedures for the release of
student information. Copies of the directory should not be released to outside parties, such as vendors who
may want to use the directory for commercial purposes. Protecting the rights of members is crucial.
Programs
Planning and promoting PTA programs and events is a primary responsibility of the PTA. Our programs and
events are often avenues to achieve our goals as child advocates and supporters of public education. PTA
programs educate the members and draw them into a community of support for the children and families
served by the PTA. Programs today are creative and meaningful. PTA leaders acknowledge the heavy
demands of family schedules and plan programs that invite full family participation. PTA is unique in that it
offers a way for families of differing religions, cultures, economic groups, and political interests to unite in
support of one common issue – the health and welfare of children. No other organization exists to serve this
function so wholly.
PTA programs should inform the membership of issues, educate parents, and provide a sense of community
that unites families beyond their children’s school involvement. Family engagement results in higher student
achievement and closer family-school ties.
Advocacy
Texas PTA is a member-based association that advocates. PTA supports legislation that will raise the quality of
opportunities for all children, regardless of race, creed, or religion.
Local Support of State and National Legislation
A PTA may actively support any items on the adopted legislative program. It should not, however, in the name
of PTA, oppose items that National PTA or Texas PTA has adopted.
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State Legislative Action
Texas PTA works to further only such legislation supported by Texas and National PTA positions and
resolutions as approved by our members or otherwise designated as priorities by the Texas PTA Board of
Directors, utilizing grassroots feedback.
Local Issues
A PTA can and often should take local action if its members approve. As an association, it may act on local
issues if they affect children’s and youth's education, health, or welfare. In such issues, the following policies
should be observed.
Policies
● Nonpartisan
PTA takes a stand on issues and principles—not on candidates or political parties. Issues may become
identified with partisan politics because of differing approaches to solutions. Still, the basic principles
involving the welfare of children and youth are matters of public concern and, therefore, PTA business.
Nonpartisan activities include encouraging voter participation and educating voters, conducting or
promoting voter registration, and educating candidates on issues.
● Nonsectarian
PTA welcomes people into membership who represent a diversity of cultures, ethnic backgrounds, and
political and religious beliefs. Membership in PTA is open, without discrimination, to anyone who
believes in and supports the mission and purposes of National PTA.
● Noncommercial
The name “PTA” (a registered service mark) or the names of its officers shall not be used in conjunction
with the commercial activities of other organizations, including, but not limited to, the promotion of their
goods and services. This policy should be applied with judgment, discretion, and common sense,
recognizing that it is not meant to prohibit all contact or cooperation with such groups. Before accepting
donations of goods or services, a PTA association, at any level, should consider whether such
acceptance might be construed as an endorsement of the provider.
School Board Elections
Leadership on local boards of education is of vital interest to all PTA members. To help the community
ascertain the qualifications of the candidates for the school board, a Local or Council PTA may participate in,
initiate, or sponsor a public meeting for this purpose. Invite all community groups to send representatives to the
meeting so that each candidate's qualifications may be thoroughly discussed and widely publicized. All
candidates must be asked to speak to avoid even the appearance of partisanship or discrimination.
Nonprofit Status
PTAs fall under the Internal Revenue Code classification of tax-exempt 501(c)(3) nonprofits. Texas PTA has
developed procedures and provided detailed information to protect PTAs from violating the restrictions that
apply to the 501(c)(3) classification. Review the Basics Treasurer Resource Guide for more information on the
rights and responsibilities of being a 501(c)(3) organization.
Field Service Representatives
The Texas PTA President appoints field service representatives (FSRs) as an outreach of Texas PTA. Each
PTA has an assigned FSR to offer support and receive feedback for Texas PTA. PTAs, particularly those not
members of a Council PTA, should contact their FSR to establish a relationship.
Council PTAs
A Council PTA is a group of PTAs within a stipulated boundary, organized under the authority of Texas PTA. If
you are in a Council, your Council PTA is your first point of contact for any guidance or assistance you may
need throughout your term.
Council PTAs provide information, inspiration, support, guidance, and instruction to its member PTAs. It
strengthens PTAs, develops leaders, promotes PTA membership, and advances Texas PTA’s goals, programs,
and initiatives.
Council PTAs should be mindful that they work with and do not conflict with their Local PTAs.
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