Communication
The PTA president and Administrative VP (or his/her representative) should establish a communication line from PTA to Administrative VP and vice versa. This line of communication is beneficial for many reasons. It will:
- Ensure the Administrative VP is aware of all requests made to the PTA
- Ensure the PTA president is aware of all requests made to administration
- Redirect conversation pertaining to PTA support to the executive committee and board meetings where requests should normally be made
Monies
All PTA monies belong to the association and decisions about the disbursement of PTA funds must be approved by the general membership. Because the PTA is a private organization, PTA monies should never be commingled with the funds of any individual, the school, or another organization. All monies deposited in a PTA account will be considered to be PTA income by the IRS. The PTA should not allow school or other funds to “flow through” its checking account. If the PTA sponsors a project or program in cooperation with the school, all funds should be accounted for and separated prior to the immediate deposit of the PTA portion into the PTA bank account.
Use of School Facilities
School property is government property. The use of school property is governed by policies established by the local school board. The general rule of thumb is that the school board must provide equal access to all outside agencies.
PTA Involvement During the School Day
The presence of PTA volunteers must follow local school policy with the approval and supervision of the Administrative VP, who has the legal duty to oversee the care and protection of the students. We suggest that the PTA and Administrative VP develop a volunteer training process to ensure that PTA volunteers understand their roles, responsibilities, and limitations.
Insurance Coverage for all PTAs
The Utah Risk Manager of Administrative Services modified Rule R37.4 of the Utah Administrative Code adjusting the Utah Governmental Immunity Act Limitations (Tort Limits). This adjustment STRONGLY RECOMMENDS ALL PTA groups have and maintain general liability coverage with limits up to the governmental entity tort limits (i.e. - same coverage as for school districts). PTAs are NOT covered by their district or school insurance, they MUST obtain and maintain their own policy. Districts do not cover your PTA money in case of loss, theft, embezzlement, etc. This is a broader law for anyone who uses a school/civic center facility to purchase liability insurance for events that are outside of school responsibilities. The law is designed to be adjusted each year and therefore the limits may change each year. As of January 18, 2019, the law stipulates a liability limit of $2,552,000.
Advocacy and Legislation
PTA, by definition, is an advocacy association and may support or oppose legislation that affects children. School personnel, as governmental employees, are subject to the Ethics in Government Act and may not support or oppose ballot issues on school time. In these instances, PTA must ensure that its advocacy efforts are not attributable to school employees. The school/PTA newsletter is a common problem area. If school resources (including personal time) are used to produce or distribute the newsletter, then care must be taken not to advocate on a ballot issue. PTAs should maintain membership lists so that members can be contacted directly by the PTA. Remember the Ethics in Government Act only applies to governmental employees and applies to influencing voters about an upcoming ballot issue. It has no relevance to encouraging the membership to write to an elected official about his/her position about an issue or about a piece of legislation.
Volunteers
The PTA consists of parents and community members who have volunteered time, energy, and expertise to be advocates for and improve the lives of children. People who have been asked to volunteer are generally much more likely to do so than those who haven’t been asked. The majority of volunteers are willing to do so for the right reasons. PTA officers and the Administrative VP need to focus on asking school community stakeholders to volunteer and to be able to explain the benefits of volunteering. PTA officers and the Administrative VP should also be able to articulate volunteer opportunities that may not require a stakeholder to physically come in to the building. Many parents and community members are unable to volunteer in the building, but these stakeholders are untapped resources and need to be included.
Awareness
Raising awareness means being sensitive to stakeholders and disseminating accurate information that dispels rumors, myths, and stereotypes which can often be destructive to a school’s efforts. PTAs and Administrative VPs should be keenly aware of a school’s diversity (language, culture, religion, education, and socio-economic background) and reach out to all groups. Networking with community resources, educating the association about the diversity within the school, and examining changing family and work patterns will demonstrate a focus on improving the lives of children and educating the stakeholders at large. The school climate and the activities and goals of PTAs must ensure that the environment is inclusive and all policies and procedures support the school’s strategic plan. The vision of the PTA can ultimately be strengthened through a diverse membership and participation.
Appreciation
It is important to thank people for their hard work, participation and commitment. Throughout the year, many PTAs provide treats, breakfasts, lunches, notes of appreciation, or small gifts of appreciation to remind school staff they are invaluable. Similarly, the school should show appreciation to its PTA volunteers. The gesture need not be large. A simple thank you note or a volunteer appreciation day at the school reinforces volunteers’ efforts so they will come back. Saying thank you to the myriad of volunteers needed to bring programs and events together is critical and cannot be overlooked. Administrative VPs should make this a priority to demonstrate that the partnership between PTA and Administrative VPs is critical to the overall health of the school. As stated, a simple note of thanks is a “gift” that counts.
PTA and Hospitality
The hospitality chairperson is the official host of the local PTA and, with a committee, has the responsibility of establishing a friendly, comfortable atmosphere at PTA meetings and events. The hospitality committee helps to create a sense of belonging that invites members to become involved in PTA activities. Each school should have its own school Hospitality Committee to provide for events that are not sponsored or supported by the PTA. Any event for which PTA is asked to provide hospitality needs to support the Missions and Purposes of PTA and the goals of the local PTA.
Training
The PTA budget should include funds for PTA volunteers to attend training meetings, including the Utah PTA Leadership Convention. Training for PTA leaders is not only a legitimate expense but should be a high priority of the local PTA.