Can PTA hold in-person activities?
We all must adhere to current guidelines regarding in-person activities. Our focus should always be children first & their safety. If the school sites are not allowing in person activities, PTA should align & not hold in person activities/events/programs. “WE ARE ALL IN THIS TOGETHER”
Can PTA members come on campus?
Please work directly with your principal, there is a COVID screening process & appointments are required to be on campus/school sites. It is reasonable for PTA to make an appointment to come pickup mail/utilize the copy machine. Again, appointments must be made ahead of time (call/email your school office). Please try to limit how many times you need to be on campus (2 times a month seemed reasonable at this time).
Can the Executive Board begin having meetings in-person?
From 4th District PTA President - That is totally acceptable, as long as they are following all of our local and state guidelines. However, as an aside, I would probably want to make sure that all board members are comfortable with that option. If someone is not comfortable, I would either consider remaining virtual or at least provide an option for that board member to call into the meeting instead. Also, if they are planning to meet anywhere on a school campus, make sure that the principal is OK with it.
From SVUSD - Any meeting would need to be held off campus. We are not having any in person group meetings at sites even when we return to hybrid due to a number of factors.
From SVPTA President – I understand the want/need for in person interaction. If your PTA decides to hold in person board meetings, you must adhere to social distancing guidelines (masks, 6ft apart, bring all their own items (chairs/etc). At this time, I think executive board meetings are reasonable (typically a smaller group of people), I would recommend continuing with ZOOM/Google Meet/Virtual for general association meetings at this time due to the number of participants that may attend. Please reach out directly if you have additional questions about this.
Can we hold meetings virtually?
Executive Board/Committee Meetings
CAPTA bylaws allow for Executive Board/Committee meetings to be held via telephone or video conferencing if all of the members are able to hear each other. California State PTA (CAPTA) normally requires that units, council and districts obtain approval from the State Parliamentarian for this section of the bylaws prior to using this method of meeting. However, given the sudden rise in coronavirus throughout the state, CAPTA will temporarily waive the approval process for this section of the bylaws and will allow all units, councils and districts to use telephone or video conferencing for their Executive Board/Committee Meetings. This waiver will remain in effect until September 30, 2020.
For those PTAs that do not have approval for telephone or video conferencing Executive Board/Committee meetings, we suggest that at the beginning of the telephone or video conference you present and vote on a motion to ‘Suspend the Rules’ to allow virtual meetings (with a 2/3 vote needed to approve).
Association/General Meetings and Events
While CAPTA bylaws do not directly prohibit meetings via teleconference, they do not specifically allow for them either. However, we looked at the non profit corporate code and it does allow for meeting by teleconference and video conference. Also if there is a health emergency (which COVID 19 is), it supersedes any rule or regulation that would require in person meetings if they pose a risk to a person’s health. California State PTA rules do not allow proxy votes but teleconferencing and videoconferencing still allows for voting.
How much notice of virtual Association meetings do I need to give?
General Association meetings need a minimum of 10 days’ notice before hosting the actual meeting. Standard notice is 30 days. No meeting can be held with less than 10 days’ notice.
How do we give notice of meetings?
Use the PTA’s social media platforms as well as the website to announce details of the meeting
See if your principal can place notice of the meeting on the school website and social media platforms
Email your membership list directly announcing the meeting and agenda
Board members should also share information about the meeting on their personal pages. This may notify people who are not following the PTA.
Is it OK to post the documents for the meeting on our website and social media?
Yes, as long as you make sure they are non-editable documents. Also make sure that there is nothing controversial or confidential in the documents. Example: you can list that there are bounced checks from your last fundraiser but do not list the names of the people who bounced the checks.
AIM is telling us that we do not have Pandemic Insurance, which basically means if someone gets COVID from a PTA event, the PTA is liable & won’t be covered. Is this correct?
It is true that PTAs would not be covered against a lawsuit. That said, it doesn’t necessarily mean that PTA would be liable. Any litigant would have to prove not only that they contracted COVID at a PTA event, but also that PTA was negligent in its practices. Although I am not an attorney, this question has come up with other organizations I serve on, and the general consensus is that if organizations are following the recommended protocols, it is unlikely that the courts would award anyone damages.
Are PTAs allowed to have contactless events? Drive-thru events?
Our understanding is that yes, we are able to hold any events that comply with current health orders (i.e. socially distant, outside, face coverings…) But you must work with your principal/school site for permission and procedures. If the school sites are not allowing in person activities, PTA should align & not hold in person activities/events/programs. “WE ARE ALL IN THIS TOGETHER”
Will there be an online waivers/digital signing options for Parents through CAPTA? Or AIM?
At this time, no, but stay tuned for more info.
Who do I contact when questions come up?
When asked questions you don’t know the answer, please bring them to SVPTA President, Michele Sparks, & she will make sure to get the answers for you. SVPTA will also continue to help communicate information to the community. Please make sure & share our posts/messaging.
Can PTA create resource lists for parents & distribute them (ex/babysitters, tutors, etc)?
Neither the PTA or school sites should be collecting and/or recommending these kind of resources. This becomes an endorsement/promotion of such businesses, which neither SVUSD or PTA should be doing for many reasons, liability being one of them. There are current resources that are provided through SVUSD, including TLC & the community services group/catalog. Those resources can be shared. Regarding resources, parents can always start their own FB group. However, it should be separate from your PTA Facebook group/platforms.
Can our PTA buy gift cards for our school staff members or volunteers?
No. Giving a gift card is the same as giving someone cash. In addition, giving a volunteer cash or a cash equivalent like a gift card on behalf of the organization may cause them to be considered an employee or an independent contractor by government agencies. And the IRS considers cash gifts (including gift cards) as reportable income on the recipient’s tax filings. For these reasons, our policies and procedures expressly forbid giving gift cards purchased with PTA funds: “PTA funds cannot be used to purchase personal gifts for staff or volunteers, such as gift cards.”