Table of Contents
About PTA 2
Leadership Competencies 3
Texas PTA Diversity, Equity, and Inclusion Policy 4
Standards of Continuing Affiliation 6
The Importance of the Secretary 7
Getting Started 8
Keeping Records 8
Sample Plan of Work 10
Historian 11
Sample Agenda 12
Minutes 14
Sample Minutes 16
Effective Strategies 17
Beyond the Meeting 19
Financial Reconciliation 19
Sample Motion Form 20
Records Retention Policy 21
Confidentiality, Ethics, and Conflict of Interest Agreement 23
Fiduciary Duty 25
Finance for Executive Board Members 26
Protecting Your PTA with Insurance 28
Training & Learning Resources 29
Texas PTA Staff and Board of Directors Support 31
Notes 32
Easy access to all of the live links in the
Resource Guide are available at a scan of
the QR code.
1
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.
2
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 own 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
3
Texas PTA Diversity, Equity, and Inclusion Policy
This Policy has been developed by the Texas PTA Diversity, Equity, and Inclusion Task Force,
adopted by the Texas PTA Board of Directors (“Board”), and is intended to be consistent with the
National PTA’s Diversity, Equity, and Inclusion Policy. This policy is also designed to further the
commitment of Texas PTA to diversity, equity, and inclusion: To continually be a voice for all children by
reflecting diversity and inclusivity in our membership, leadership, program content, advocacy, training,
partnerships, and communications.
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.
Effective Date: This policy was amended as of May 23, 2023, shall be reviewed by the Board every two
years, and shall remain in effect until amended or replaced in its entirety as a result of action by the Board.
Scope: This policy shall guide Texas PTA, its Board, all constituent divisions (Local PTAs and other divisions,
including Council PTAs), and their respective members.
Definitions: For the purpose of this policy:
● Diversity is the representation of and respect for people from different backgrounds and
identities—including but not limited to race, ethnicity, culture, religion, socioeconomic status, age,
geographic area, sexual orientation, gender identification, language, approaches to learning,
diagnoses, or exceptionalities impacting learning or access to learning, and physical appearance. It
also involves bringing different ideas, perspectives, lived experiences, talents, values, and worldviews
to represent the wide variety of children, caregivers, educators, and communities within the PTA family.
● Equity provides fairness and access to resources, opportunities, and outcomes so that all communities
are provided with what they need to be engaged and successful. This moves beyond an “equal across
the board” approach to include the following:
a) Recognize and address bias and privilege.
b) Understanding and attending to specific individual and community needs, providing additional
resources to those with greater needs.
● Inclusion is actions, behaviors, and social norms that strive to ensure all people feel safe, welcomed,
and accepted. This means putting diversity into action with skill and intentionality, striving to ensure
everyone feels respected, supported, and valued—and can fully participate with an equal voice and a
right to be heard. This includes actively seeking out voices that have been traditionally
underrepresented and/or marginalized.
Policy: Texas PTA, its Board, and its constituent divisions (Local PTAs and other divisions, including Council
PTAs) shall:
● Promote and encourage awareness, inclusion, and engagement of all diverse populations represented
in the community.
● Openly assess beliefs and practices to ensure inclusiveness and equity and to guard against
discrimination.
● Strive to ensure that the membership, leadership, programs, partnerships, and published materials
reflect the diversity of their communities.
● Facilitate communication with families in their communities in languages they understand to the extent
possible.
● Identify and address barriers that hinder inclusivity.
● Foster programs and practices that eliminate bias, prejudice, and misunderstanding.
● Advocate for funding, laws, and regulations that support programs, policies, and services that meet the
health, safety, and educational needs of all student populations in Texas public schools.
● Provide resources and training that develop a more diverse and inclusive group of members, leaders,
and community.
Texas PTA first adopted a Cultural Diversity and Inclusion policy on July 26, 2012.
4
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: Texas PTA will notify the PTA of the actions required to attain Good Standing. The PTA will have
30 days from the date of the notification to meet all Good Standing requirements to avoid
moving into the Restriction Phase.*
Restriction: While in the Restriction Phase, the PTA is not eligible for awards, programs, or grants
administered by Texas PTA or National PTA. The PTA will have 30 days to meet all Good
Standing requirements to avoid moving into the Restructure Phase.
Restructure: For PTAs that do not attain Good Standing following the Notification and Restriction Phases,
Texas PTA may begin the process of restructuring the leadership of the PTA or revoking the
PTA’s charter. A PTA that signs an Action Plan may temporarily move into Intervention, giving
them time to resolve any outstanding issues. The PTA will continue to be ineligible for awards,
programs, and grants administered by Texas PTA and National PTA until Good Standing is
achieved.
Intervention: Once in the Intervention Phase, Texas PTA will assign a support team to assist the PTA. If all
Action Plan requirements are not resolved by the agreed-upon date, the PTA will be moved
back into Restructure. *With cause, Texas PTA may place a Local PTA that has not met all
Good Standing Requirements into the Intervention Phase early.
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.
5
The Importance of the Secretary
The secretary is a critical position on the PTA executive board and one of only two positions that are required
by law as a nonprofit organization in Texas. The secretary is responsible for keeping accurate records of the
proceedings of the PTA, completing records of members and leaders, and sending communications on behalf
of the executive board. Never say, “I’m just the secretary!”
An effective secretary should be prompt, accurate, dependable, and thoroughly know the PTA purposes,
bylaws, standing rules, policies, and methods. This guide will familiarize you with the responsibilities required
and opportunities to be an effective secretary.
6
Getting Started
● Register as a PTA Leader by using the Executive Board Registration form.
● Work with the outgoing secretary to review your responsibilities and become familiar with your Local
PTA’s practices.
● Develop a plan of work and submit it to the executive board for approval.
● Guide incoming executive board members on effective strategies for your PTA.
● Sign the Texas PTA Confidentiality, Ethics, and Conflict of Interest Agreement.
● Ensure all members of the executive board have completed the following tasks:
○ Completed FOUNDATIONS training (Essentials and Basics)
○ Signed the Texas PTA Confidentiality, Ethics, and Conflict of Interest Agreement.
● Confirm the executive board has reviewed the Texas PTA Records Retention Policy annually. Only the
Storage Location (e.g., Google Drive, binder in PTA closet) may be changed by a majority vote of
membership present and voting at a regular meeting. If you are a new PTA, confirm the executive board
has completed the Records Retention Policy and that the policy is adopted by a majority vote of the
membership present and voting at a regular PTA meeting.
Duties at a Glance
The PTA secretary is responsible for keeping accurate records of the proceedings of the PTA, maintaining
required PTA documents, and sending communications on behalf of the executive board.
● Ensure your PTA meets all requirements of the Standards of Continuing Affiliation.
● Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS, and the
sales tax permit, if applicable, as assigned by the Texas Comptroller.
● Maintain records in compliance with the PTA’s records retention policy.
● Access the Texas PTA Training Completion Report to ensure that all officers and board members have
completed each year's appropriate training.
● Participate with the full rights of an executive board member, make motions, nominate candidates,
enter into discussion, and vote.
● If asked by the president, prepare an order of business on all pending matters known in advance.
● Record in the minutes all business transacted at each meeting of the membership and executive board.
● Sit close to the president and stand if reading the minutes or when making the executive board report.
● Assist the president in establishing a quorum and maintaining a roll call record. At executive board
meetings, the general roll call method is by voice. The general method is to have the members sign in
or use membership/credential cards at membership meetings.
● Assist in counting a standing vote when requested by the president.
● Call the meeting to order in the absence of the president and vice presidents and preside until the
membership elects a temporary presiding chair.
● Prepare a draft of the minutes of each meeting within two to five days after the meeting and distribute it
for review.
● Assume the historian's duties if one is not designated in the bylaws.
○ Collect and preserve documents relating to the history of the PTA.
○ Present a written report to the membership as the official history adopted at the annual meeting.
● Provide successors with all minutes, records, reports, procedure book, and other pertinent materials.
● Study all references to duties in the PTA bylaws, policies, and standing rules.
Required Monthly Duties
● Notify executive board members, as requested, by telephone, email, or mail, of called meetings.
● Present a report, when requested, of the executive board meeting, its actions, and recommendations,
at the next meeting. When recommendations are contained in the report, move the adoption of each
recommendation.
● Coordinate with the membership chair to report members/dues to Texas PTA.
● Check the Local PTA Roster to confirm that your PTA is in Good Standing. If not, follow up on what’s
missing.
7
Keeping Records
Compiling and maintaining a complete record of your activities can help the PTA Leaders who follow behind
you. Passing important information to your successor gives them what they need to get started. A PTA should
follow its records retention policy to be sure they are properly storing the records they need to maintain
regulatory compliance.
How to Compile Your Records
Ask yourself, “If I knew nothing about the job, could I do it with this information?” Depending on your position,
you may need hard copy materials at your fingertips. If so, use a loose-leaf folder or binder with tabbed
dividers. Other positions could easily keep their records electronically via cloud-based storage or on a USB
drive.
Suggested Content
Bylaws/Standing Rules
● A current, date-stamped copy of the PTA Bylaws and Standing Rules. Each year (after August
1), any registered executive board member can download a copy of your PTA’s bylaws and
standing rules from Texas PTA. They should be distributed to all executive board members and
reviewed annually. Visit www.txpta.org/bylaws for the request form and more information.
Rosters
● Current roster of executive board members, with their contact information
● Contact information for your Texas PTA Field Service Representative, Council of PTAs (if
applicable), Texas PTA Board of Directors with comparable responsibilities, and the Texas PTA
State Office
● Resources, related agencies, and organizations in the community relevant to your position
Items Related To Your Position (As Applicable)
● Description and responsibilities of your position
● Current Texas PTA FOUNDATIONS Basics Resource Guide(s)
● Plan of work approved by the executive board
● Reports prepared for meetings (executive board, membership, and committee)
● Financial records, including approved budgets, detailed reports with copies of funds
request forms with receipts, and copies of all deposit forms that you have signed
● Promotional material, newsletter articles, evaluations, and so on
● Award applications submitted to Council, Texas, or National PTA
● Summary of your term, including recommendations for the following year
PTA Meetings
● Agendas and approved minutes from each meeting
● Financial reports
● Relevant committee reports
● Information on upcoming events and programs sponsored by PTA at all levels
● Record of volunteer hours to be reported to the volunteer coordinator (if applicable)
8
Sample Plan of Work
Muestra Plan de Trabajo
Executive Board Member Name:
(Nombre del Miembro de la Mesa
Directiva)
Position:
(Posición)
Secretary
Year:
(Año)
Reproduce as needed for the appropriate number of goals.
(Reproducir según sea necesario para el número apropiado de metas)
Responsibilities /
Duties:
(Responsabilidades/
Obligaciones)
To manage and keep the records of
local PTA business, conduct and
maintain correspondence, and be the
custodian of the historical records of
the PTA.
Committee
Members:
(Miembros del
Comité)
Minutes Committee, only if
appointed by the president to
review the minutes of the
executive board and/or
membership meetings.
Goal:
(Meta)
To record, maintain, and keep an
accurate record of the PTA’s executive
board and membership meetings.
Evaluation
Process:
(Proceso de
Evaluación)
Approved minutes by the
committee, executive board,
and membership.
Specific Action Steps
(Pasos de Acción Específico)
Start Date
(Fecha de Inicio)
Completion
Date
(Fecha de
Terminación)
Budget
(Presupuesto)
Keep all minutes, reports, records, governing documents,
policies, and a procedure book per the records retention policy.
July
July
$10
Collect, maintain, and preserve the historical records/files of the
organization by assuming the duties of the historian (if there is
not one).
July
July
$10
Assist the president and/or executive board as they prepare for
meetings (send meeting announcements, help develop
agendas, and so on).
July
July
$10
Act as a corresponding secretary (read communications, write
thank you notes, sympathy/sunshine notes, and so on).
July
July
$10
Resources:
(Recursos)
Council secretary and executive board, Texas PTA Field Service Representative, Texas PTA Secretary,
Texas PTA Secretary Resource Guide and website, Texas PTA Parliamentarian Resource Guide,
Records Retention Policy, National PTA website (e-learning)
9
Historian
The position of a historian is optional. If the PTA does not have a historian, these duties are the secretary's
responsibility. Check your PTA bylaws to determine if your PTA has a historian.
The PTA may have a tradition that a history book or scrapbook be compiled. This book includes all activities
sponsored by the PTA and the Historian Report. The book should be located in the school library or office. In
this case, the historian is usually a designated position, and the book is not the secretary's responsibility.
Responsibilities and Objectives
The historian prepares and updates a record of the activities and achievements of the PTA and makes
historical facts available on request to the membership.
The historian’s formal written report is the official history, presented and adopted at the annual membership
meeting and filed with the minutes. It summarizes all of the PTA’s activities for that fiscal year.
Historian Report includes
● a list of the executive board members and when they were elected or appointed;
● all executive board and membership meeting dates, along with any major business conducted by the
executive board and presented to the membership;
● the programs and activities hosted by the PTA during the year, including a brief description of each; and
● training or other events or activities that executive board members attended.
Note: This report should be broad and contain only things that would be accessible to the general public.
10
Sample Agenda
ABC PTA
Location of meeting
Type of meeting
September 1, 20XX
Call to Order
The president, as the presiding chair, stands, raps the gavel once, and calls the meeting to order. The
president declares whether or not a quorum is present so the members are aware. The secretary notes the fact
in the minutes.
If the secretary and/or parliamentarian are not present, the presiding chair appoints members to perform those
responsibilities for the meeting.
Opening Ceremonies (Optional)
An invocation, pledges to the flags, or a poem, song, or inspirational message may be presented. If more than
one of these is used, use the rule of “God before country” to determine the order.
Approval of Minutes
The presiding chair recognizes the secretary for the approval of the minutes.
The secretary stands and performs one of the following tasks:
● reads the minutes;
● announces that the minutes draft has been distributed; or
● announces that the minutes were approved by a committee.
The presiding chair can either accept a motion to approve the minutes (presented or amended) or use
unanimous consent.
The presiding chair may allow the membership to approve the minutes at the next meeting or appoint a
committee to approve the minutes for the current meeting. Committee approval is recommended when the time
between meetings causes concern for accuracy (for example, the last meeting of the year).
Minutes are presented at every meeting unless they were previously approved by a committee, which is
announced and noted in the current meeting minutes.
Report of Treasurer
The presiding chair recognizes the treasurer for the financial report. A financial report is mandatory and must
be presented at every meeting.
The treasurer stands, addresses the presiding chair, and reads the report, which includes (at the least) the
beginning balance, total income, total expenditures, ending balance, change in sales tax and state/national
dues liability/escrow, and sales tax and state/national dues liability/escrow balance. The presiding chair states
that the report is filed for financial reconciliation.
Letters or Communications
The secretary reads any communications received. Action is considered if required.
Report of the Executive Board
The secretary reads a summary report (not the minutes) for the information of the members. If
recommendations are presented, the secretary moves the adoption of each recommendation individually in the
form of a motion (no second required).
Sample Report:
Since our last membership meeting on _____, we have held the following events/programs (list events or
programs such as connect programs, science night, literacy week, and Reflections). The clothes closet
continues to run with the assistance of volunteers and donations, we accepted Reflections entries, had them
judged by ____, and advanced __ number onto the Council level. Teachers were treated to sonic drinks by our
hospitality committee. We have held 2 executive board meetings with quorum to prepare for this
membership/delegate meeting. Sales tax was filed. Our president attended\spoke at a school board meeting.
11
Reports of Officers and Standing Committees
The presiding chair calls for the committee's report (not the committee chair’s report).
A report from a committee may be informational or require action, as determined by a majority vote of the
committee. Reports with information only are read to the voting body. Reports that require action are presented
as a motion to the membership (no second required), and the members either vote to approve—as presented
or amended—or vote to reject.
The member presenting the report (usually the committee chair) moves the adoption of the motion. If no
recommendation is made, no motion is needed.
The presiding chair need not recognize the committee chair if there is no report.
The principal will often report at this time, following the president’s report.
Reports of Special Committees and/or Special Orders
The presiding chair calls for the report of the special committees if needed.
The reports of special committees follow the same rules as those of standing committees. If no special
committees exist, this item of business does not appear on the agenda.
Motions made a “special order”—by a two-thirds vote at an earlier time—are addressed at this point. Also,
matters required by the bylaws to be considered at a specific meeting are in order (for example, the election of
the Nominating Committee, Financial Reconciliation Committee report, or the election of officers).
Note: The presiding chair may determine that this business needs to be moved higher in the agenda to
maintain quorum.
Unfinished Business
The presiding chair announces (but does not call for) business under this item. Unfinished business consists of
business left unfinished at the previous meeting or business postponed to this meeting (if the group meets at
least quarterly). The minutes of the previous meeting will indicate any unfinished business. If there is no
unfinished business, the presiding chair states, “There is no unfinished business.”
New Business
The presiding chair calls for new business. Members may bring any new business before the PTA (if it is within
the scope of the PTA). A motion is necessary to introduce new items of business.
Program
If there is a program within the PTA meeting, the presiding chair introduces the program/parent education chair,
who will introduce the program and any program presenters.
The meeting is not turned over to the program chair, nor does the program chair turn the meeting back to the
presiding chair. The presiding chair remains in control of the meeting from the call to order until adjournment.
Announcements
The presiding chair should, if possible, make all announcements, including the date of the next meeting and
important events and activities.
The principal may be asked to speak at this point.
Adjournment
The presiding chair asks if there is any further business. If any additional business exists, it is handled at this
time. If no further business exists, then the presiding chair declares the meeting adjourned.
No motion to adjourn is necessary.
12
Minutes
Minutes are not a report but a record of the PTA's business. They contain a record of what is done, not what is
said. Personal opinions are not recorded. Minutes specify in the first paragraph the date, place, time, type of
meeting and the names and presence of the presiding officer and secretary or names of their alternates.
Accuracy is the key to good minutes.
The minutes contain a record of all actions taken by the group, including the exact wording of every motion, the
name of the maker of the motion, and the action taken on the motion. Personal opinions and/or discussions are
not included in the minutes.
Minutes are efficiently written – complete, concise, and accurate. They must be as brief as possible but include
all necessary information. Actions must be recorded in the order in which they occurred.
Writing the Minutes
Minutes record the actions taken by the group, including:
● The exact wording of motions as stated by the presiding chair. (The presiding chair can require any
main motion or amendments to the motion to be in writing before the presiding chair states it. The
secretary can request the presiding chair to require that this be done.)
● The name of the member who moved the adoption of a motion, but not the name of the individual who
“seconds” the motion, unless the membership orders that it also be included.
● The action taken on the motion (pass/fail).
The minutes are typed or written legibly in permanent black ink and signed by the secretary. Minutes are
recorded in an official minutes record and must have numbered pages to avoid alteration or removal of pages.
Membership and executive board meetings may be recorded by one executive board member, preferably the
secretary, to accurately document the business conducted during the meeting. Everyone present must be told
at the start that the meeting will be recorded, and anyone may request the recording to be paused during the
discussion. Additional attendees are prohibited from recording the meetings, and all recordings are to be
permanently destroyed after minutes have been documented.
PTA maintains two separate minutes record books — one for the executive board and one for the membership
meetings.
Minutes are read, a draft printed and distributed, or electronically distributed before the beginning of the
meeting, and approved or corrected immediately after the call to order, opening ceremonies, and after a
quorum has been established. Distribution can include emailing members, posting in a password-protected
folder, or printing a draft to hand out. Never post minutes on a public site or social media.
If minutes are not available for approval, those minutes are approved first at the next meeting. Minutes are
approved in the order that the meetings occurred.
Minutes of a membership meeting may not be approved at a special membership meeting, nor may minutes of
an executive board meeting be approved at a special meeting of the executive board. There is also no financial
report at special meetings of the membership or executive board.
Minutes are provided only for the body creating them — executive board minutes are for the executive board to
approve, and membership meeting minutes are for the membership to approve. Minutes protect the PTA and
its dues-paying members. Unless password-protected, do not post on websites. Do not publish in newsletters
or post on doors for non-members to access.
Minutes are signed by the secretary, using the secretary’s given name. Example: Sue Jones, Secretary.
Note: The words “Respectfully submitted” represent an older practice that is not essential in signing the
minutes.
Minutes of the preceding meeting may be printed and distributed if marked as “draft.”
If the secretary is not present at a meeting, the president appoints a temporary secretary, who then provides a
draft to the secretary for approval at the following meeting.
13
After the minutes have been read (or distributed) and approved, the secretary writes “Approved as read (or
printed)” or “Approved as corrected,” the date of approval, and the secretary’s initials. If a three-person
committee approves your minutes (for example, your last executive board and membership meeting of the
school year), the review committee is appointed by the president to approve the minutes. Each committee
member signs and dates the minutes after reading and making necessary corrections. The president simply
states, “The minutes of the ___(date) meeting were approved by a committee consisting of ___ (names).” If
someone wants to correct those minutes, they may, but the president does not ask for corrections.
Correcting the Minutes
Corrections are suggested without motion or vote. Be grateful for corrections to the minutes. At least someone
was listening closely enough to detect an error, and those corrections enable you to keep a more accurate
record for the PTA.
Minutes may be corrected whenever the error is noticed, regardless of the elapsed time. Correcting minutes
after they have been approved requires a 2/3 vote. Corrections are made in ink by drawing a line through the
information with the correction above (if space allows) or written in the margin. Red ink is preferred to indicate
a correction. Nothing is ever erased once the minutes have been approved and signed. If you are correcting
digital minutes, use the strike-out feature with the red text color.
Any member has a right to examine the minutes of the membership meetings, but this right must not be
abused. The original minutes must not be released from the secretary's custody except upon the written order
of the president. If a committee needs records held by the secretary, the secretary provides a copy to the
committee chair after consulting with the president. For example, during the financial reconciliation process,
the secretary should present the approved minutes from membership and executive board meetings (along
with the current membership roster and the current bylaws and standing rules).
For help or questions, contact your Field Service Representative, Council PTA (if applicable), or the Texas PTA
Secretary.
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Sample Minutes
Minutes are the permanent record of all actions taken by the PTA; they are legal documents. The following
sample is offered as a guide for the secretary. The wording in italics provides an example of how the minutes
should be stated.
ABC PTA/PTSA
(Membership/executive board)
Meeting (Month, day), 20__
The (regular/special) meeting of the (name) PTA/PTSA was called to order on (month, day), 20__ at (time)
(a.m./p.m.) in the (place meeting held) by President, (name), the secretary being present or (name) acting as
secretary. A quorum was (established/not established). (Name) presented the invocation, and (name) led the
pledge, or (name) led the pledge, and (name) presented an inspirational thought. The minutes of the (previous
date and type of meeting) were: (Read and approved) or (read and approved as corrected) or (approved as
distributed, posted, published) or (approved as corrected). The treasurer’s report showed: the beginning
balance, receipts, disbursements, ending balance, change in sales tax and state/national dues liability/escrow,
sales tax, and state/national dues liability/escrow balance. The treasurer’s report was filed for financial
reconciliation.
Secretarial reports, including the Report of the Executive Board and the Statement Review by Non-Signer,
would be presented before other officers’ reports.
Reports from officers would follow any correspondence and should be read after the treasurer’s report. If votes
on the reports are necessary, the minutes should state:
(Name) moved the adoption of the (name of the committee/executive board) recommendation to (state exact
wording). After discussion, the motion (carried/failed).
Reports from the standing committee would follow in the order given. State who presented the report for each
committee and include a summary of the facts and action taken, if any. If the report is very long, it is
permissible to attach the report to the official copy of the minutes (with a notation in the minutes to refer to the
attachment).
If a member of the PTA makes a motion, minutes should state who made the motion and the exact wording of
the motion. The name of the person who seconded the motion is not included, but the minutes should indicate
that the motion was seconded and the action taken. For example,
(Name) moved that (the exact wording of the motion). The motion was seconded and (carried/failed).
If a motion is amended, the minutes should not include the amendment(s) or the name(s) of the person(s)
making the amendment. The minutes should only state the motion’s final approved wording.
If the motion requires a two-thirds vote, such as an amendment made to the bylaws or standing rules, the
minutes should state that a two-thirds vote carried the amendment.
If an election is held, the minutes should state the names of the nominees and the election results. After
unfinished business, new business, programs, and announcements have been noted in the minutes. The
adjournment is recorded.
The meeting was adjourned at (time) (a.m./p.m.).
(Signature)
(Name), Secretary (or Secretary Pro-tem)
Approved (or Approved as Corrected) (Month, day), 20__ (Initials of secretary)
Any corrections should be written on the minutes in the correct place and initialed by the secretary.
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Effective Strategies
Preparation
If you are required to take the meeting minutes, bring along pens, writing paper, and blank motion forms. Arrive
at the meeting site early to ensure that everything is ready. To take the minutes, have plenty of materials
available (paper, forms, and so on.) to get through a possibly lengthy session. Make sure you have a copy of
the agenda, roster, and any reports, financial statements, or other documents that may be referred to during
the meeting.
What to Record
The most difficult part of taking minutes is deciding what information has to be written down verbatim, what can
be paraphrased, and what is nonessential for the official record. Minutes are meant to be concise, factual, and
objective records of what happened during the meeting. Therefore, you cannot allow personal preferences to
influence your note-taking.
It can be challenging to discriminate among the opinions and facts that should be recorded in the minutes to
record the proceedings fairly. To do so, it is necessary to take a disinterested position. As a recorder, you must
listen carefully and ask the president or presiding chair for clarification, if needed.
It is necessary to record motions verbatim and the names of the individuals who made them. You may want to
have blank copies of motion forms or index cards.
While it is important to record some things verbatim, such as motions, be cautious about including too much
information. Discussion should never be noted or recorded in the minutes, nor should how an individual cast
their vote. Recording too much detail can cause trouble if someone takes a screenshot and shares it. While
this is against the PTA confidentiality policy, if someone breaks the policy and shares the information with
others, it could be disparaging to the PTA. As you record the PTA’s business, remember that it is nothing more
than a record of the business.
Take caution when using services like Google Suites or other online storage for your documents. A version
history is always available, so if your minutes are redacted before approval, it is still possible for individuals to
access the unredacted version. Executive board meetings should have extra caution taken. The executive
board's composition is designed to have the protection of a safe place to talk and make decisions.
Recording Guidelines
Use the following guidelines to begin your note-taking:
● Write down the date, location, and time the meeting begins.
● Record the names of those present and absent (usually if the number is 20 or fewer). A quorum check
is necessary for larger meetings.
● Identify the type of meeting (membership, executive board, or special).
● Identify the presiding officer and secretary or their alternates.
● Record the action. When the meeting begins, key your notes to match numbered items on the agenda.
When drafting, you simply refer to your agenda to transcribe the key.
● Consider numbering the motions as you receive them to place them correctly as the action occurred.
● When you receive the copy of the motion, make sure it contains the name of the person who made the
motion, whether there was a second, the date, and whether the motion was made in the executive
board or membership meeting.
● Remember: If a motion is withdrawn, it is as though it never happened.
● Consider making a template for the order of business and making it available for the minutes’ review
committee to follow the proceedings.
● If deciding to personalize a template to help record the minutes for meetings, make sure the template is
consistent with the drafted agenda. You may want to bullet your entries to facilitate the recording of all
actions.
● Record the time of adjournment.
Since the minutes serve as the official records of meetings, they must be objectively recorded and
conscientiously transcribed into a final document.
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Recording the Meeting
Meetings may be recorded by one executive board member, preferably the secretary, for the purpose of
accurately documenting business. The following processes must be followed:
● Members shall be notified at the start that the meeting is being recorded.
● Members may request recording be paused during the discussion.
● Recordings shall only be used for the purpose of accurately documenting business conducted at the
meeting. No one shall attend in-person meetings virtually.
● Recordings shall be permanently destroyed after minutes are documented.
● All other attendees are prohibited from recording meetings.
Drafts
When you begin to create your draft minutes, have the following materials accessible:
● the meeting agenda;
● your notes;
● reports or other documents distributed at the meeting;
● verbatim copies of motions; and
● a copy of bylaws.
Format Guidelines
Prepare a draft according to the following general guidelines.
● To determine the specific format, examine previous copies of the minutes in your files, and follow the
format established for your PTA, unless it has been determined that you will use a new format.
● Double-space the draft, even if the final version will be single-spaced, so handwritten corrections can
be made between the lines.
● Number the pages consecutively at the top or bottom of each page.
● Identify the meeting and date at the top of the page.
● Identify the participants (if 20 or fewer — according to the guidelines established for your PTA) and the
presiding officer and secretary in the first paragraph, and state when the meeting was called to order.
● Make sure that you indicate there was a quorum present to proceed with the order of business.
● Use subheads for different topics if warranted by the length and complexity of the minutes.
● Assemble all attachments for inclusion with the final copy.
Copy Distribution
It is good practice to present the president with a draft to help find misinterpretations or sensitive material that
should not be printed.
Final Copy
The final copy may be single or double-spaced. Check copies of previous minutes for your PTA’s preferred
style. Most minutes are written in a narrative style.
Once minutes are approved and signed, all drafts, notes, and audio or video recordings must be discarded.
They should not be retained in the official files.
Note: You may keep a copy of the minutes on your computer to transfer to an external drive for your successor.
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Beyond the Meeting
Financial Reconciliation
The outgoing secretary presents the following records to be reviewed by the committee:
● minutes from membership and executive board meetings (including presented financial reports, last
financial reconciliation report, and Statement Review by Non-Signer forms);
● current membership roster and executive board roster;
● all bylaws, standing rules, and/or policies in effect during the period under review;
● the signed Confidentiality, Ethics, and Conflict of Interest Agreement; and
● current contracts.
Helpful Hints
● Keep a ballot kit on hand at each meeting, containing customized ballots with the PTA name or simply
strips of paper. For an election meeting, use colored paper so that each office needing a vote by ballot
can be easily differentiated by separate colors. Also, include pens or pencils and a blank teller report.
● Coordinate with your membership chair to have a sign-in table where verified members can receive a
voting card at membership meetings. This can also be a colored notecard, a piece of paper, or
something more personalized. This is especially helpful when your membership meeting is right before
an assembly or performance at the school or when a popular program is being offered. The
membership chair should also have the ability for individuals to join the PTA at each meeting and be
ready to welcome new members.
● Have blank forms available at each meeting, including sample motion forms, teller reports, and sign-in
sheets.
● Create a minutes template with ample note-taking space designed to make it easier to record the
minutes based on the meeting’s agenda.
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Sample Motion Form #__________________
I move that:
Printed Name:
Signature:
For Secretary’s Use
Meeting
Date
Motion Number
Carried
Amended
Failed
Withdrawn
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Records Retention Policy
for Local and Council PTAs
The ______________________ PTA/PTSA adopted this policy regarding records retention on
___________ (date). This policy shall be reviewed by the executive board annually and only
the Storage Location (e.g., Google Drive, binder in PTA closet) may be changed by a majority
vote of the membership present and voting at a regular meeting. This document shall be
maintained by the Secretary of this PTA.
Description of Record(s)
PTA Leader
Responsible
Storage Location
& Record Type
(Electronic/Printed)
Disposition
Bylaws and Standing Rules
PTA Secretary
Permanent
Confidentiality, Ethics and Conflict
of Interest Agreement
PTA Secretary
Permanent
Contracts and Leases
PTA Secretary
7 Years
After
Expiration
Correspondence – Customers
and Vendors
PTA Secretary
2 Years
Correspondence – General
PTA Secretary
2 Years
Correspondence – Legal
PTA Secretary
Permanent
Financial Records – Account
Statement Reviews by
Non-Signer (bank, credit card and
e-commerce; attached to
minutes)
PTA Secretary
Permanent
Financial Records – Account
Statements & Reconciliations
(bank, credit card and
e-commerce)
PTA Treasurer
3 Years
Financial Records – Canceled
Check Images (Incidental)
PTA Treasurer
3 Years
Financial Records – Canceled
Check Images
(Legal/Contractual)
PTA Treasurer
Permanent
Financial Records – Deposit
Forms
PTA Treasurer
3 Years
Financial Records – Duplicate or
Image of Deposit Forms
Funds Counter
1 Year After
Fiscal Year End
Financial Records - Budgets
(adopted at membership/delegate
meeting; attached to minutes)
PTA Secretary
7 Years
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Financial Records – Financial
Reports
PTA Secretary
7 Years
Financial Records - Financial
Reconciliation Reports (adopted
at membership/delegate meeting;
attached to minutes)
PTA Secretary
Permanent
Financial Records – Funds
Request Forms (including
associated invoices/receipts)
PTA Treasurer
3 Years
Financial Records – General
Ledger(s)
PTA Treasurer
Permanent
Financial Records –
Tax-Exempt Documents (EIN
Notification, Accepted IRS
Form 990, IRS
Correspondence, Sales and
Use Tax Permit and Sales Tax
Returns)
PTA Treasurer
Permanent
Grant Agreements
PTA Secretary
7 Years
Insurance Records –
Policies, Claims and
Certificates
PTA Secretary
Permanent
Inventory List – Equipment and
Property
PTA Secretary
Permanent
Inventory List – Products and
Materials
PTA Secretary
3 Years
Meeting Minutes –
Membership/Delegate and
Executive Board (and
attached reports)
PTA Secretary
Permanent
Policies (adopted annually)
PTA Secretary
Permanent
PTA Charter
PTA Secretary
Permanent
Records Retention Policy
PTA Secretary
Permanent
Scholarship Records and Case
Histories
PTA Secretary
Permanent
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Confidentiality, Ethics, and Conflict of Interest Agreement
For Local PTA or Council PTA Executive Board Members
Name of PTA
Name of School District
Name of PTA President
Executive board members of this Council or Local PTA/PTSA (hereinafter referred to as “PTA”) serve in a
fiduciary capacity and owe a duty of care, a duty of obedience, and a duty of loyalty to this PTA. Executive
board members shall conduct themselves with integrity and honesty and act in the best interests of this PTA.
Disclosure by an executive board member of any potential or actual conflict of interest is required by the
standard of good faith and for the benefit of the PTA and the protection of each individual.
In consideration of our PTA affiliation with the Texas Congress of Parents and Teachers (the Texas PTA), for
the protection of its integrity and its 501(c)(3) status and our protection, we, the undersigned officers,
individually, during our terms of office, shall:
1. Abide by and represent our PTA bylaws, the Texas PTA policies, positions, procedures, and National PTA
purposes and mission statement;
2. Discharge the duties and responsibilities of our offices with fidelity, integrity, and honesty and declare all
personal and/or extended family conflicts of interest when PTA issues, decisions, and funds are involved;
3. Not misuse the PTA’s federal tax-exempt status or exemption from sales tax for personal or unauthorized
purposes nor disburse funds for any purpose other than authorized, budgeted PTA programs, projects, and
activities.
4. Refrain from making any slanderous or defamatory statement(s) that will, in all likelihood, harm the PTA
name or brand.
5. Publicly present a united front on all decisions made as an executive board.
6. Maintain confidentiality as a member of the executive board.
7. Follow the Texas PTA and school district guidelines for fundraising.
8. Abide by the following conflict of interest policy:
a. Executive board members and/or their families shall not use their relationship with this PTA for financial,
professional, business, employment, personal, and/or political gain.
b. A conflict of interest exists when an executive board member would have to participate in the
deliberation or decision of any issue of this PTA while, at the same time, the executive board member
and/or their extended family has financial, professional, business, employment, personal and/or political
interests outside the PTA that could predispose or bias the executive board member to a particular
view, goal or decision.
c. Executive board members shall declare to the officers of this PTA conflicts of interest (stating the nature
of the conflict and pertinent information as appropriate) between their duties of this PTA and their and/or
their extended families’ financial, professional, business, employment, personal, and/or political
interests.
d. When a conflict of interest is declared, the executive board members shall not use their influence or
position to affect the outcome of this vote. They shall leave the room during deliberations and the vote.
e. The minutes of the meeting shall reflect that a “conflict of interest” was declared.
f. Executive board members shall not:
i. Use PTA’s name, influence, or resources for their benefit or gain when running for any publicly
elected office or while serving as an elected official.
ii. Directly or indirectly use their current PTA position, the PTA name, or organization for or against
any specific candidate for elected public office, which is contrary to federal tax laws and the
guidelines and policies of the PTA.
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We, the undersigned executive board members, have read and agree to abide by this policy and understand
that the failure to adhere to the above guidelines may result in the termination of the undersigned as executive
board members and will require the immediate return of all PTA property, documents, and materials belonging
to this PTA.
Date
Executive Board
Member Name
Position
Signature
The PTA Secretary shall obtain the signatures of all executive board members on this form, provide a copy for all signers, and keep the original signed
document. PTAs may use additional signature pages if needed.
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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. 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
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 oversee that the organization is well-managed and that its financial situation
remains sound.
24
Finance for Executive Board Members
Financial Considerations
Every executive board member should be knowledgeable about the financial responsibilities of the PTA. Below
is basic information on finances that every executive board member needs to know. There is much more
involved in the daily financial management of a PTA…these are the basics.
Budget Basics
The budget is a financial representation of the activities and operations a PTA expects to conduct during the
PTA’s fiscal year. An adopted budget must be in place at all times for fundraisers to be conducted and
expenses to be paid. The budget for the following year is presented and adopted by the membership at the last
membership meeting of the year. It is amended at the first membership meeting of the next fiscal year based
on approved plans of work submitted by the incoming executive board. The membership always approves
expenses and income via the budget, which can be amended as needed.
Payments
Payments are never made in cash, and signed blank checks are never handed out. All payments must relate to
an adopted budget line item and have a funds request form attached with a receipt and/or invoice.
Deposits
To protect the PTA and its volunteers, PTA funds should always be counted and verified by the signature of two
individuals on the Deposit Form found at txpta.org/treasurer. All signers should retain a copy or image of the
completed deposit form. The treasurer may be one of the two counters unless prohibited by the PTA’s standing
rules.
All money should be deposited in the bank on a daily basis. Never deposit money in a personal account or
leave the money in someone’s home. Cash should never be taken from an event’s collected money to use to
pay expenses, reimburse individuals, or use as start-up cash for a later event.
Banking
PTA money cannot be mingled with other funds and must be kept in a PTA bank account at a financial
institution. The money of another group or organization is never deposited into a PTA account. Any request to
use a PTA bank account is unacceptable and possibly illegal, even if it costs the PTA no money. Money can
never be “turned over” to the school and/or principal to spend at their discretion.
Financial Reports
To keep members informed, a financial report is presented at every regular executive board and membership
meeting. The report covers the financial transactions since the last meeting of that type. The report should
include each budget line’s current period actuals, year-to-date actuals, and adopted budget amount. The verbal
report should include the starting balance, total income, and expenses for the current period, change to sales
tax liability during the current period, change in state/national dues liability during the current period, ending
cash balance, and ending balances of the sales tax liability and state/national dues liability accounts. Your
financial software may refer to liabilities as escrow or off-budget. As the funds belong to the members, they
have the right to access the financial reports presented at any membership meetings. See a sample financial
report at txpta.org/treasurer.
Statement Reviews
The president appoints a member, subject to the executive board's approval, who is not authorized to sign on
the bank account to review each PTA account statement. The statement reviewer utilizes the Texas PTA
Statement Review by Non-Signer Form. The secretary presents the result of this review at the next executive
board meeting. If the reviewer identifies items for further review on the Statement Review by Non-Signer form,
these items should be investigated by the executive board. The results of the investigated items should be
attached to the Statement Review by Non-Signer form. If evidence of theft, fraud, or embezzlement is
discovered, the Theft, Fraud, and Embezzlement Policy found at txpta.org/polices should be followed.
State and National Filing Requirements
The executive board verifies that all filing requirements and tax obligations are completed. At a minimum, this
includes filing the IRS Form 990 and having proof of acceptance by the IRS within 60 days of the PTA’s
year-end.
25
Financial Reconciliation
A financial reconciliation is required to be performed: at the end of the fiscal year, when any authorized check
signer is added or deleted on any bank account, and at any time deemed necessary by the president or three
(3) or more members. The president appoints the financial reconciliation committee consisting of no fewer than
three (3) members who are not authorized signers, the current secretary, the incoming treasurer, a majority of
student members related by blood or marriage or reside in the same household as the authorized signers or
current secretary. The financial reconciliation committee report is adopted by a majority vote of the members at
the regular membership meeting immediately following the financial reconciliation.
Financial Mismanagement
Mistakes in managing the PTA’s finances can occur, and sometimes a trusted individual will take advantage of
their role in the PTA for their own financial benefit. It is important to seek help from your Council president or
FSR as soon as possible to limit any additional losses to the PTA. If theft, fraud, or embezzlement is
suspected, the PTA is required by the bylaws to follow the Texas PTA Theft, Fraud, and Embezzlement Policy
found at txpta.org/policies.
Financial Red Flags
● Bank statements are not seen by the treasurer and nonsigner monthly.
● Financial reports are not given at executive board or membership meetings.
● The beginning balance of a financial report doesn’t agree with the last reported ending balance.
● Amounts in the financial reports do not balance the total.
● Money is counted by only one person.
● Checks or deposits are missing.
● Checks are made payable to a check signer’s family members.
● Checks are made payable to “Cash.”
● Checks are payable to the same payee made out for the same amount each month.
● Two or more signers on the bank account are related by blood, marriage, or reside in the same
household.
● Receipts are missing from funds request forms.
● The membership did not approve the budget.
● The membership did not approve fundraising activities.
● The amount of profit doesn’t agree with the amount in the contract signed with the fundraising company.
● Less money was deposited for a fundraiser than paid to the company for the product received.
● Bills are received for unbudgeted items.
● Individual PTA members profit monetarily from any fundraiser.
● Children are used to raise funds for PTA.
● The required annual financial reconciliation report was not presented to the membership at the first
membership meeting of the new year.
● The financial reconciliation committee consists of signers on the bank account or of individuals related
to those signers.
IRS 990 Filing Requirements
All PTAs are classified as tax-exempt 501(c)(3) nonprofits under the Internal Revenue Code and must submit a
990 return to the IRS. Texas PTA requires PTAs to electronically file the appropriate IRS Form 990 and have it
accepted by the IRS within 60 days of the PTA’s fiscal year-end. PTAs must file one of three IRS Form 990s
annually:
● The 990-N is required for PTAs whose gross receipts are $50,000 or less.
● The 990-EZ and Schedule A are required for PTAs that gross more than $50,000 but less than
$200,000.
● The 990 and Schedule A are required for PTAs who gross $200,000 or more.
Proof of the 990 filing is presented at the first executive board meeting of the year. For more details on financial
procedures for your PTA, visit txpta.org/treasurer.
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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 dishonest acts.
Texas PTA negotiated a group discount with Association Insurance Management (AIM) (800-876-4044) to
obtain insurance coverage at affordable prices. Similar coverage may be obtained from any insurance
company, locally or otherwise.
AIM offers several types of coverage listed below, and PTAs may secure any combination of coverage at any
time during the year. Additional information may be found at txpta.org/pta-insurance.
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 misuse of the content 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)
● Coverage available: $10,000 to $250,000 (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 any of the elected officers, members, volunteers, or employees.
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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Training & Learning Resources
Texas PTA believes that volunteer at-home accessibility to FOUNDATIONS Training is important. As such, all
required training is located at txpta.org/courses. Our volunteer leaders across the state can access quality
educational resources to support success within their roles and build strong PTAs.
FOUNDATIONS Required Training
● Essentials is a high-level orientation to PTA, taken online via the Texas PTA website at
txpta.org/pta-training. It contains the mainstay information that every PTA Leader should know.
Executive board members should take this training at least once in their PTA career. Leaders are
encouraged to take Essentials (formerly titled Foundations Leader Orientation (FLO) and Leadership
Orientation Training (LOT)) again whenever the training is updated.
● Basics courses contain detailed information to support PTA Leaders in their executive board position.
Every executive board member must attend a Basics course for their position at least once every two
years. These training sessions are available on-demand at www.txpta.org/courses. Basics content
includes an online training video, a companion Resource Guide, and other supporting resources.
a. PTA Leaders can access the Resource Guides via the Texas PTA website. Visit
txpta.org/local-pta-leaders to download free PDFs.
Reminder: Both Essentials and Basics courses are mandatory for executive board members. The path to
ensure that all required training has been completed is explained in the following graphic.
FOUNDATIONS: Spotlights
Spotlight courses offer short, in-depth reviews of important topics and recurring PTA functions, such as Bylaws
and Standing Rules, Financial Reconciliations, Conducting a Meeting, and Nominations and Elections.
Spotlights are free and optional but offer vital insights on specific and timely topics.
Newsletters and Alerts
Texas PTA provides content-specific newsletters based on your PTA position. Registering as an executive
board member with Texas PTA each year helps ensure you receive important updates and position-specific
newsletters! Visit txpta.org/officer-intake to access the form.
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All executive board members are encouraged to closely follow Texas PTA legislative advocacy efforts by
subscribing to Under the Dome, our advocacy newsletter, at txpta.org/newsroom. You can sign up for advocacy
Action Alerts at txpta.org/take-action.
Leadership Development Resources
Texas PTA training goes beyond the FOUNDATIONS by offering Leadership Development resources. The
topics covered result from polling PTA leaders across the state.
All PTA leaders are encouraged to visit txpta.org/leadership to discover Extra Credit courses to continue their
leadership development and to investigate the Full Circle Leadership program.
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Texas PTA Staff and Board of Directors
Support
BOARD OF DIRECTORS | txpta.org/bod
The Texas PTA Board of Directors are your volunteer representatives at the state level. From the president to
the directors at large, Texas PTA Board members can help answer your questions and address your needs.
You can reach them at the address above.
The Communications team manages and produces all Texas PTA communications, including The Voice (our
quarterly newsletter), specialized newsletters (advocacy, healthy lifestyles, arts in education, environmental
awareness, membership, and field service), social media outlets, and the Texas PTA website. They also serve
as Texas PTA’s contact for all media inquiries.
Texas PTA understands the responsibility of managing your member dollars. The Finance team is charged with
monitoring Texas PTA resources according to the annual budget, as adopted by the Board of Directors.
Members of the Finance team are also available to support PTA leaders in their compliance with state and
federal financial requirements, such as filing the annual 990 with the IRS and sales tax filings with the State
Comptroller.
The Leader Engagement team gives direct support to PTA leaders and members. They assist with standards
of continuing affiliation, bylaws, and standing rules, organizing PTAs, and general questions on leading and
managing a PTA.
The Member Relations team is responsible for developing recruiting resources that may be adapted for all
levels of PTA – early childhood, elementary, and secondary. Staff assists with member recruitment strategies,
processes membership rosters and dues, and coordinates membership awards and the distribution of
membership cards to Local PTAs.
The Programs team is focused on connecting PTA members and leaders with the information they need to be
successful and develop programs. The Programs team is your contact for student and staff programs, such as
Reflections, Texas PTA’s scholarship, and educators awards, as well as Texas PTA’s turnkey campus program
library- Connect. Whether your PTA is registering for LAUNCH or requesting a Connect Program, the
Programs team is available to assist you.
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Notes
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Notes
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Texas PTA
txstatepta
texas_pta
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