Resources for Officers
The officers and chairmen of a local PTA unit need information on a variety of topics to effectively manage the unit. A great deal of the information needed is provided in the PTA Quick-Reference Guides. The PTA Quick-Reference Guides are mailed to every local PTA unit each summer and are also available online at National PTA's website. The username and password on your PTA membership card are required to access the PTA Quick-Reference Guides online.
Officers' Duties
Each elected officer and appointed chairman of a local unit has a specific job to perform.
Iowa PTA has created a detailed list of duties of officers and committee chairs. The list is a model and may be adapted for your PTA. Select one of the following:
Conducting Meetings
The key to conducting productive meetings is being prepared. Knowing the basic steps needed to call meetings to order, make and accept motions, and prepare agendas is also very helpful. To find out more about conducting meetings, refer to the PTA President's Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
Parliamentary Procedures
Simply put, parliamentary procedures are sets of rules for conducting organized meetings. Over the years, these rules have been standardized and are widely accepted as the way meetings are run. Information about parliamentary procedure can be found in the PTA President's Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
For more information about parliamentary procedure according to Robert's Rules of Order, go to: www.rulesonline.com
Accounting Procedures
All businesses and organizations need money to conduct business and there are specific rules and guidelines that need to be followed when dealing with financial affairs. Information about financial matters and accounting issues needed by a local unit can be found in PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
Insurance
Bonding and liability insurance is recommended for all PTA units. It covers losses sustained by fraudulent or dishonest acts committed by members who handle PTA monies, provides liability protection against potential hazards that result from PTA activities and events, and provides protection for claims arising from wrongful acts of officers. Information about insurance for local units can be found in the PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
For general information about insurance coverage or to apply for insurance, select one of the following.
For more information about insurance coverage for local PTA units in Iowa, contact the Iowa PTA Office by phone at (800) 475-4782 or by email at ia_office@pta.org.
Bylaws
Bylaws form the legally binding document that governs an organization. Each PTA unit has a set of bylaws to define the structure of the organization and identify specific rules to be used in governing the unit. Local PTA unit bylaws may not conflict with the bylaws of the state PTA and the state PTA bylaws may not conflict with the bylaws of the National PTA.
More information about bylaws can be found in the PTA President's Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
Unit bylaws in Iowa are to be reviewed a minimum of once every three years . For more information about unit bylaws, select one of the following.
Iowa PTA offers fill-in-the-blank model bylaws for your convenience. The model may be customized as appropriate for your PTA. To download model bylaws in Microsoft Word format, select one of the following:
Ethics and Campaigns
All states have laws that govern the actions and ethical conduct of businesses and organizations. These rules need to be adhered to closely in order to avoid legal action by the state government. For detailed information about in the Iowa Code of Ethics, go to the Iowa Ethics and Campaign Disclosure Board website at: www.state.ia.us/ethics.
General information about ethics, campaigning, and lobbying can be found in the PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
For a brief explanation of campaigning "do's and don'ts" from the National PTA, select the following:
Federal Tax Forms
All businesses and organizations, both "for-profit" and "non-profit", are required to file tax forms with the federal government. Instructions on which forms need to be filed and how to complete the forms can be found in the PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
The most common tax filing requirement for PTAs is IRS Form 990. For tax return filing tips for IRS Form 990, select the following:
Sales Tax
PTAs in Iowa are exempt from state and federal income tax, but they are not exempt from sales tax. For information about sales tax, go to: http://www.state.ia.us/tax/educate/78595.html#Exempt
Fund-Raisers
As a "non-profit" organization, fund-raising is the primary source of income for PTA units. There are specific laws, rules, and guidelines that local PTA units must adhere to when conducting any type of fund-raiser. For specific information about fund-raising in Iowa, contact the Iowa Department of Revenue and Finance at 515-281-7239 or 800-532-1531 or go to their website at: www.state.ia.us/tax
If your PTA donates money to the school district to purchase equipment, Iowa PTA strongly recommends that you sign a Grant Agreement with the school district which must be signed by the PTA president, PTA treasurer, superintendent and principal. The Grant Agreement protects the PTA by ensuring that the money is used for the intended purpose and that the equipment will be properly maintained. To access a fill-in-the-blank Grant Agreement, select the following:
More information about fund-raisers can be found in the PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
Audits
An audit is the process of following financial transactions through records to insure that receipts have been properly accounted for and expenditures made are authorized in the minutes and in conformity with the local PTA unit's bylaws. For information on the purpose of an audit and how to conduct an audit, refer to the PTA Money Matters Quick-Reference Guide at: http://www.pta.org/reference_guides.asp
PTA Logos and Graphics
As a licensee of National PTA, you are entitled to use the PTA® or PTSA® name. While the name "PTA" is recognized widely, many people think it is a generic term to describe any parent group or school association. The name "PTA" and "PTSA" are registered service marks of the National Congress of Parents and Teachers. A service mark has the same legal status as a trademark. The distinction is that a service mark is used for services and trademarks are used for commercial products. The symbol ® designates that the PTA name has been registered with the federal government and may not be used by organizations not affiliated with National PTA. To download the PTA logo, go to: http://www.pta.org/logos_and_usage.asp
National PTA Leadership Bulletin Board
The National PTA Leadership Bulletin Board is a place for PTA leaders to share information, ask questions, and get answers. To get advice or to place a message on the Bulletin Board about membership, fundraising, programs or PTA management, go to: http://www.pta.org/leadership_bulletin_board.asp
[The username and password on your PTA membership card are required to access the Bulletin Board.]
PTAs and Movie Licensing
Does your PTA host family move nights or show movies during other PTA or school-sponsored activities? If a PTA shows a movie, the school at which the movie is shown must have a one-time or annual public performance site license. Even with a license, no admission fee other than to cover costs may be charged, and the showing may not be advertised to the general public. The fine for showing a movie without a license is $250,000! To learn more about copyright laws and obtaining a license, visit the Movie Licensing USA website at: www.movlic.com
National PTA Magazine - "Our Children"
Our Children magazine is the official magazine of the National PTA. It is published six times a year and a copy of the magazine is mailed to every local unit. Our Children magazine contains a great variety of information pertaining to children ages pre-school through high school. The magazine contains no paid advertisements and is available through subscription. The magazine and past issues are available for viewing online at: http://www.pta.org/pta_magazine.asp
Iowa PTA Electronic Bulletin and Newsletters
Iowa PTA e-mails news, reminders and tips to PTA officers. Four times each year, Iowa PTA creates the electronic bulletin, One Voice, which is e-mailed to PTA officers. One Voice contains articles and information essential to PTA leaders in Iowa. To access past issues of electronic newsletters and One Voice, go to "Newsletter" on this website.
For additional information on running a PTA go to: http://www.pta.org/local_leadership_resources.asp
|
