Local PTA Unit Training & Resources

The PTA nominations and elections process is designed to ensure officers are selected using a fair and transparent process. But, it can feel daunting at times – especially when it’s difficult to find people to fill the positions. The following steps might help streamline the process and ease the workload.

Nominating Committee
The Nominating Committee is elected by your membership at a General Membership Meeting. Your by-laws may specific when this meeting needs to take place.

Most by-laws say the committee should consist of 3 – 5 members. This is so there is an odd number in case of a tie. The only person who can’t be on the committee is the current president. People who would like to run for office may be on the committee. The committee’s job is to put together the officer slate, but that doesn’t mean they should be the only people who are nominating. Any board member – including the President – can nominate officers. As a rule of thumb, it’s a good idea to make sure at last part of the Nominating Committee are current board members because they have a good idea of what’s needed to be on the board and can easily answer questions. But, the committee doesn’t have to consist entirely of current board members.

The committee develops the slate for your elected officers only, which are outlined in your by-laws. Committee Chairs are appointed, typically by the President and/or officers. However, most PTAs find it makes sense to promote all positions at the same time.

Promoting your Board Positions
Board positions can be promoted in a variety of ways, including:

• PTA committees – committee members are great people to join the board since they are familiar with the work of PTA
• Recommendations from school administrators and/or teachers. Ask teachers who has been involved in the classroom and who they think would make a great PTA leader.
• Social media
• Outreach to incoming parents. Middle and high schools can ask their feeder elementary schools to promote to 5th and 8th grade parents.
• Fliers and announcements at a school event
• Emails to current PTA members. Click here for a sample nominations email.
• Individual asks – sometimes people don’t think about an opportunity until someone they know asks them!

Additional tips for Board Promotions

• Some PTAs use a form to solicit nominations. The form can include the nominator’s name and contact information and the following information for the nominee: name, contact information, PTA experience, other relevant details.
• When promoting your elected officer positions, be sure to promote committee chair positions as well. Depending on your structure, you might have those interested in elected officer positions contact the Nominating Committee Chair and those interested in Committee Chair roles contact the President. Alternatively, all inquiries could go to the same person for simplicity.
• All PTA positions should be advertised (even if there is someone interested in a role) to provide equal opportunity. However, when individuals reach out with inquiries it’s okay to let them know which positions don’t have any interest since some people may only be interested in those.
• Provide brief job descriptions to give people an idea of what they would be responsible for. More lengthy descriptions and processes can be saved for after someone has expressed interest.
• Provide a realistic idea of the time commitment, while also letting people know that some positions vary depending on the board goals for the year. For example, a Programs Chair might have a smaller commitment if the board decides to do fewer programs.
• Consider co-chairs when possible, to ease the workload.
• Ask current board members to share personal stories about why they enjoy being on the board.
• Share the impact that PTA has on the school, to give people a tangible reason to be a part of the team.

Next Steps
Once you’ve promoted your officer positions, the next step is for the Nominating Committee to develop the officer slate. The slate consists of one person for every elected officer position. If someone is nominated for a position, someone on the committee should reach out and ask if they accept the nomination. The committee then selects the slate from everyone who was nominated and accepts.

The qualities for consideration will vary for each unit, but generally it’s a good idea to look at the following:

• Ability to make the time commitment
• Commitment to the PTA mission and to the school
• Previous PTA experience is ideal, although not always possible
• Specific skills depending on the role (such as leadership skills for President or financial skills for Treasurer)

Publish the slate in advance (look at your by-laws for the specific number of days). This announcement should include a note that PTA members can run “from the floor” if desired. Running from the floor means that their name would be brought up during the elections meeting, and the members would be able to vote on their or the person on the slate. It’s a good idea to provide a deadline for people to let the committee know if they want to run from the floor so there is time to check that they are a PTA member.

Diversity, Equity & Inclusion
In order for PTA to best serve our school communities, our board should be representative of our school. It’s important for diverse voices to have a seat at the table and on the leadership team to ensure PTA is achieving our mission of serving all children. Our DEI Toolkit helps PTAs no matter where they are on their DEI journey, including reasons why PTAs aren’t as diverse as we should be and tips for having difficult conversations about diversity.

More Information
Click here for more details from Florida PTA, including a sample script for an elections meeting. Note that the process and the meeting don’t have to be as formal as suggested. The most important thing is to make sure the process is transparent and open to all who are interested, so that everyone has an equal opportunity.

Every PTA unit is required to perform a yearly financial review to remain in compliance with Florida PTA. This is referred to as an “audit” by Florida PTA, but it’s more of a review of the PTA finances from the past year. This is an important step in ensuring that we are being good stewards of our membership dollars, as well as to provide transparency that can prevent fraudulent activity.

The review is completed after your financials are closed on June 30th and is due by August 31st each year. The Treasurer for the year that is being reviewed is responsible for putting the records together for the audit committee, even if they aren’t continuing in the Treasurer role. The following tips can assist with the process:

Preparing for the Review

1. The Treasurer for the 2022/2023 school year should access the PTA audit form, which can be found here: Forms – Florida PTA. Note that the form is usually updated after July 1, but the previous year’s form can be used as a guide if you want to get started earlier.
2. Section A of the form contains a list of items that should be prepared for the review.
   • Not all items on the list will be applicable to every PTA unit. Some units don’t use credit cards, for example. It may be necessary to contact other board members to find some of the information, such as the meeting minutes.
   • The documents can be prepared electronically for the review, but having hard copies can be easier for the audit committee (particularly if they are conducting the review together as a group). As a best practice, all records should be both electronic and in paper form for back-up in case the paper forms are lost.
   • The “Dollars & Sense” that’s mentioned on the form is part of the FL PTA Kit of Materials was emailed to all officers that were registered with Florida PTA in July 2022. If you aren’t able to find it, contact your PTA president or the county council President: president@accpta.org.

Completing the Review

1. The President/Board forms an Audit Committee to complete the review.
   • The committee consists of three PTA members who are not current signers on the PTA bank account. The members shouldn’t be related to the bank account signers or live in the same household. This ensures neutrality. Committee members don’t have to be on the PTA board. It can be a great way to get non-board members involved!
   • If the Treasurer position is turning over, it’s a good idea to ask the incoming Treasurer to be on the committee so they can become familiar with the financials.
   • If you aren’t able to find three people for the committee, you can reach out to other PTA units and/or ACCPTA for assistance.
   • The FL PTA audit form mentions that a CPA could perform the audit, but it isn’t necessary to hire someone for this task. It’s not a formal audit like they use in the accounting world, which would be much more detailed, time consuming, and expensive.
2. Once the records are ready, the committee can meet as a group to perform the review together. Alternatively, they can each perform the review individually and hand off the records to the next person.
3. The audit form contains instructions that walk you through how to complete the review. Be sure every section is completed. Unfortunately, there isn’t an “N/A” column for all of the items in sections A and B. In those cases, you can write notes in the margins as needed.  
4. Some of the items on the form can feel overwhelming or onerous, especially for those who are new to the process. It’s important to keep in mind that this is an exercise to ensure your PTA is making good use of your membership dollars. If you have to answer “no” or find another issue during the review, there is no need to worry unless it’s a significant issue such as missing funds or fraudulent activity.

After the Review is Complete

1. The form must be signed by all three reviewers, as well as the outgoing and incoming Treasurer in the designated spaces. It is then emailed or mailed to Florida PTA using the contact information on the form. The deadline to submit the audit to remain in compliance is August 31.
2. If the committee finds significant issues, ACCPTA can be of assistance with best practices for the next year.  

If you have any questions or need assistance, feel free to reach out to ACCPTA: president@accpta.org

PTA stands for Parent Teacher Association (or in the case of some middle and high schools, PTSA also includes students). PTA’s mission is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. PTAs are self-governing local units of Florida PTA and National PTA, which is the oldest and largest child advocacy association in the United States. Download this “Why PTA” handout for more details about the benefits of becoming a PTA. This site provides a good explanation of the difference between a PTA and an unaffiliated group.

Part of the benefit of being a PTA includes the structure that helps ensure consistency and sustainability. To help maintain that, PTAs must, at a minimum, follow five main areas of compliance as established by Florida PTA, which are described here and outlined briefly below:

1. Elect a minimum of three officers each year, and complete an online form to register them with Florida PTA. Completing this form ensures your contact information is up to date and that you can receive important information that will assist your PTA. Officer duties vary for each PTA, but their overall responsibilities are as follows:
   • President
     • Chair PTA board meetings (typically once per month) and general membership meetings (typically three times per year).
     • Approve expenses and sign checks, along with the Treasurer.
     • Maintain communication with the PTA officers and committee chairs to provide support and ensure the PTA is making progress.
     • Maintain a positive relationship with school administration to make sure PTA is helping them meet their goals.
     • Represent PTA at internal and external functions.
   • Treasurer
     • Maintain transparency and accountability for organizational funds.
     • Serve as a signer for the checking account.
     • Ensure the audit/financial review is completed and taxes are filed on an annual basis.
     • Work with the Budget Committee to create and maintain a yearly budget.
     • Prepare a report for the board each month and for the membership each general meeting that compares actual revenue and expenses to the budget and explains discrepancies.
   • Secretary
     • Take minutes during PTA board and general meetings and distribute for action/approval after the meeting.
     • Maintain PTA records, including meeting minutes, attendance, etc.
2. Collect member dues and submit the state and national portion of those dues to Florida PTA on a monthly basis. See the “What your Florida PTA Dues Pay for” handout for more information.
3. Complete an annual audit/financial review of your PTA’s financial records. This ensures PTA membership dollars and funds raised are being spent as planned and that there is transparency and accountability for PTA expenditures. Florida PTA provides a two-page form to complete the review, as well as instructions and assistance as needed.
4. File taxes with the IRS each year. If your PTA brings in less than $50,000 each year, the process is a simple e-postcard that should take no more than 15 minutes.
5. Update your unit’s by-laws every three years. By-laws help ensure there is consistency and transparency in how PTA decisions are made.

There are many factors that contribute to a PTA’s success, but the most important thing is buy-in and support from the people who support your school. Before chartering or re-activating a PTA, the school should make sure there is enough support to help the group succeed.

1. Support from the school principal and other administrators. Although PTA is a separate entity from the school, the PTA should operate in close cooperation with the school and make sure all projects and activities are helping the school reach its goals. Regular communication with and support from the principal is key to ensuring this happens.
2. Support from teachers/staff. Teachers and staff will also help ensure PTA is helping the school reach its goals, as well as promote PTA to parents/guardians. Teachers and staff can also help make sure PTA’s programs are relevant to the school because they have the most knowledge about what the students need.
3. Support from parents/guardians at the school. A majority of PTA’s membership will likely consist of parents or guardians, so their support is critical to success. They will help PTA through attending meetings, sharing ideas, helping advocate, and volunteering for PTA activities.

Once your school has the support it needs and is ready to move forward with a new PTA charter or reactivation, ACCPTA will host an organizational meeting. The following is needed for that meeting:

1. A minimum of 10 people who will join PTA during the meeting. This is required per PTA by-laws to help ensure PTA is representative of the school and has enough people involved to make well-informed decisions. 
2. Three people who are willing to serve as officers as described in the “What is Needed to be a PTA” section above. Ideally there would be enough people who have expressed interest in advance of the meeting because the organizational meeting cannot be completed without officer elections.

The following things will be accomplished during the organizational meeting:

1. ACCPTA will provide an overview of what PTA is, how it’s structured, and the benefits of being a PTA.
2. The group will vote on the price of member dues. Most PTAs charge $5, $3.50 of which is sent to Florida PTA and National PTA.
3. Once the price of dues is determined, people in attendance at the meeting will have the opportunity join the PTA. A minimum of 10 people must join during the meeting. ACCPTA will manage the initial process of collecting member dues, either through an online link (for a virtual meeting), or through cash/check (for an in-person meeting).
4. At least three officers will be elected (see descriptions above). Additional officers may be elected if desired.
5. The group will vote on the first set of by-laws. ACCPTA will walk through the process using this template provided by Florida PTA. The items that can be changed are noted in the document and will be voted on by the group.

If your PTA is a new charter, your newly elected Treasurer will need to apply for an EIN and tax exempt certificate. See the separate instructions in the “Additional Resources” section below for how to do that. These are needed before the next steps can take place.

ACCPTA will do the following to complete the process for both new charters and reactivations:

1. Register your newly elected officers with Florida PTA.
2. Submit your by-laws to Florida PTA.
3. For re-activations, submit your completed audit from the last time your PTA was active to Florida PTA (if needed, if an audit wasn’t complete during the last year of activation).
4. Send the state and national portion of your member dues to Florida PTA and provide the local unit portion to you.

Once these steps are complete and the items have been processed by Florida PTA, your PTA will be active!

Your officers will receive the Kit of Materials from Florida PTA, which is a comprehensive resource to help you with next steps, including tips for how to run a PTA meeting, suggested committees, compliance forms, etc. ACCPTA will also continue to assist you with ideas and best practices. You will also receive access to MemberHub, which is an online system for collecting and paying your member dues online.

The following additional resources and links will assist you with next steps once your PTA is activated.

New Charters

• Suggested steps for new charters – from FL PTA
• How to apply for an EIN number
• Applying for a Certificate for Sales Tax Exemption
• Steps to opening a bank account
• MemberHub information – this will be helpful for accessing your MemberHub account once it’s activated by Florida PTA.
• Obtaining Insurance for your PTA

Reactivated PTAs

• Your EIN number already exists and can be obtained from ACCPTA.
• You can request your Certificate for Sales Tax Exemption from FL PTA using this form.
• You may be able to re-activate your previous bank account, depending on how long it’s been since it was active. If not, you can follow these steps to opening a bank account.
• MemberHub information – this will be helpful for accessing your MemberHub account once it’s re-activated by Florida PTA.
• Obtaining insurance for your PTA

Training Opportunities
There are many resources available for your officers and other board members to participate in training, including:

• National PTA: Run Your PTA | National PTA
• Florida PTA: Training – Florida PTA
  Live training is offered on a monthly basis. You will receive notifications from FL PTA once your officer form is submitted. 
• ACCPTA: Training is offered as needed based on local needs. Contact president@accpta.org for more information.

Now that your PTA is active, you can get started with doing the important work to support your school and your students! Following are some tips to help with your first meeting.

• Scheduling the Meeting
  Work with your officers and principal to find the best date and time for your first board meeting, which should include your recently elected officers as well as anyone else who is interested in taking on a leadership role as a committee chair, etc. It’s a good idea to schedule your monthly board meetings at the same date/time each month for consistency.
  
  During your first board meeting, you should also think about scheduling your first General Membership Meeting, which will include all families at your school (both PTA members and non-members). This is a great way to introduce your new PTA to your school, share your plans for the year, and get people involved. Sample meeting agendas can be provided to assist with this if needed.
• Establish Goals for the Year
  Your PTA’s goals should be based on priorities for your school and administration, feedback from teachers and staff about what students need, and input from your school’s families. You might start out small for your first year so you can establish a process and get to know your school.
• Create Committees
  Based on what’s important to your school and your PTA, create committees that you can utilize to get the work done. The FL PTA Kit of Materials includes sample committees, but the most popular ones include:
  • Membership – promote membership to school families, staff, the community, etc. and manage membership paperwork.Programs – design and implement programs to benefit students such as science nights, reading nights, mental health support, etc.Specific event committees – depending on the significance of the event, some events have their own separate committees. This might include carnivals or large fundraisers such as fun runs.
  • Programs – design and implement programs to benefit students such as science nights, reading nights, mental health support, etc.
  • Fundraising – while PTA’s main purpose is not fundraising, sometimes funds are needed to be able to create programs. Fundraisers might include spirit nights at local restaurants, fun runs, catalog sales, etc.
  • Specific event committees – depending on the significance of the event, some events have their own separate committees. This might include carnivals or large fundraisers such as fun runs.
• Establish an Annual Budget
  Create a budget committee to establish an annual budget for your PTA. The Kit of Materials explains this process in detail, and sample budgets can also be provided if needed.
• Discuss Next Steps
  Once your goals and committees are established, it’s a good idea to establish a timeline and action items, and assign each item to a person or committee.