If you are a parent, school employee, or concerned citizen in a school without a PTA/PTSA, starting a new unit is easy to do. Whether there is no parent group activity at your school now, or your existing parent group wants to realize all the benefits of PTA/PTSA membership. |
Hawai'i State PTSA 765 Amana Street, Suite 308 Honolulu, HI 96814 Phone: (808) 943-2042 Fax: (808) 945-2042 Email: histateptsa@hawaii.rr.com |
HAWAII STATE PTSA NEW LOCAL UNIT CHECKLIST
Step 1 – Formation
Secure volunteers or appoint individuals to hold executive officer positions and assume the role of “organizing board”. The four required positions are: President, Vice-
President, Secretary, and Treasurer. Because this is a “parent group”, it is of utmost importance that parents play an active role. As such, though not required, we do
recommend that you look first to parents to secure these positions. However, positions may be held by any individual who is willing to commit their time and energy for the
good of our children and who supports the mission and purposes of PTA.
Note: Members of the initial organizing board volunteer or are appointed to assist in forming the organization. At the first general membership meeting (see Step 3
below), your membership may either affirm and ratify that appointment or elect new officers if nominations have been put forth. More often than not, the initial
organizing board remains in office for the first full term.
Decide on a new unit name and whether you’d like to form a PTA (Parent-Teacher Association) or a PTSA (Parent-Teacher-Student Association). If you decide on a
PTSA unit, a student representative (e.g. the student council president) shall be a voting member of your board and will represent the students, bringing their questions,
concerns, and issues to the board for consideration. It’s entirely up to you.
Decide on a membership dues structure. As a unit of the Hawaii State PTSA and National PTA, you are required to remit $9.25 for each and every member that joins
your PTA. Dues are payable to the Hawaii State PTSA monthly. Hawaii State PTSA will remit $1.75 per member to National PTA on your behalf each month. You may wish to
set your unit dues at a higher amount (e.g. $15.00 per member), the excess retained by your unit to help defray other costs you incur. This is optional. You may put this to
vote at your first general membership meeting.
Step 2 – Affiliation with Hawaii State PTSA and National PTA
To be chartered as an affiliate of the Hawaii State PTSA and National PTA and for purposes of registering your unit for charitable, exempt tax status with IRS, the following
must be provided:
Initial paperwork needed to be chartered as a unit of Hawaii State PTSA
Submit the following documents as soon as possible to:
Hawaii State PTSA
765 Amana Street, Suite 308
Honolulu, Hawaii 96814
A roster of new board members – names, position, mailing address, contact phone or cell numbers and email addresses
A roster of new members (15 minimum required to be chartered) – names, mailing addresses, contact phone or cell numbers and email addresses – and
membership dues equal to $9.25 per member. Upon receipt of your dues payment, we will send you an initial supply of membership cards. Important note: All board
members are required to be dues paying members in order to hold board positions.
$100 (Subject to change Annually) for group liability and bonding insurance premium covering a 1 year period – a first year pro-ration will occur in the 2nd year.
Federal identification number and copy of application – IRS Form SS-4 (you may apply online at www.irs.gov
Hawaii general excise number and copy of application – State Form BB-1 (you may apply online at www.state.hi.us/tax
CONGRATULATIONS!
You have just formed your new PTA unit. Your affiliation with Hawaii State PTSA and National PTA affords you many benefits, including but not limited to:
federal and state tax exempt status
group liability and bonding insurance at reduced premium rates
leadership training opportunities
support services provided by our state board and office manager
a lending library, chock full of resources and “ready-to-use” programs
“Our Children” magazine, a bi-monthly publication of National PTA
resource manuals and booklets to help guide your new board members
full access to National PTA’s website at www.pta.org
full access to Hawaii State PTSA’s website at www.hawaiistateptsa.com
and much, much more!
Additional paperwork needed to complete your charter with National PTA
Submit the following documents within 30 days of your State Charter to:
Hawaii State PTSA
765 Amana Street, Suite 308
Honolulu, Hawaii 96814
Copy of the minutes of your first board meeting (Step 3 below)
Copy of your fiscal budget
Copy of application for exemption from general excise tax – State Form G-6
By-Laws (using the “Model Local Unit Bylaws” provided by the State Office) for approval by our State Bylaws committee
Step 3 – First Meeting of Your Board
Once you have your officers in place, hold your first executive committee meeting to appoint individuals to fill other board positions you may wish to have. The following
positions are common to most PTA / PTSA units: vice-president for membership, vice-president for programs, vice-president for ways & means, student representatives (if
this will be a PTSA unit), and faculty liaison. The principal may also be a member of your board. However, we do not recommend he/she have voting rights.
Be certain your secretary takes minutes of this first meeting, noting especially, your new officers and those individuals who will be authorized to sign checks and make
disbursements.
At this meeting, you will also discuss your goals and objectives for the ensuing year. Some things you may wish to consider --
Are you interested in programs to increase parent, family and community involvement in the school?
Are you interested in promoting arts education at the school?
Do you want to expand your technology department?
Are you big on literacy?
What role will other support groups / personnel play (SCC, PCNC, Title1).
Once your board has developed its goals and objectives, determine how you will accomplish these. How much money will it take to accomplish these? What fundraising
programs should you consider to secure funding to support those goals? That will automatically lead you into developing a budget for the year.
Step 4 – General Meeting and Membership Recruitment
Now that you are officially a PTA/PTSA unit and have a full, organizing board in place, established goals and objectives, and developed a fiscal budget, it’s time to take this to
your parents, teachers, and community.
A. Host a general membership meeting. Things to consider:
hold your meeting at a time that’s convenient for parents & families
personal face-to-face invitations yield far-reaching benefits
send out a flyer at least 15 days in advance when possible
consider providing childcare
offer light refreshments
personally invite all faculty members and ask for support from teachers (they may want to offer some sort of incentive to students who attend with their
parents/guardians)
invite key members of your community
respect other peoples time by preparing an agenda beforehand and sticking to it
B. Set up a membership recruitment table at your first meeting
Your membership chair should be prepared to solicit memberships at each and every event your PTA hosts, sponsors or supports. Provide your membership chair with all
the tools they need to carry out a successful membership drive. The Hawaii State PTSA has brochures, pamphlets, etc. that you may copy and distribute. If we have a
sufficient supply on hand, we will provide you with full color brochures. Call to submit a request as soon as possible.
At this meeting, the president will present the organizations plan for programs, activities, and fundraising. Those individuals who have signed on as new members will have
the opportunity vote on decisions brought forth by your organizing board and may voice their comments and/or concerns.
Use this venue as an opportunity to solicit volunteers for upcoming programs and activities that your PTA unit sponsors. Be prepared to share what volunteers will be
expected to do, the time commitment you’re asking them to make, what form of support they’ll receive from you. Also, find out what is of interest to them. Most often, parents
have so many wonderful skills and talents to share but they are never asked.
Before adjourning your meeting, designate a date and time for your next general membership meeting and ask for suggestions from your new members. Would they be
interested in an ice cream social? What about a guest speaker on a topic of interest to everyone? What about having student performances.
Most importantly, involve your members, parents, teachers and community leaders as much as possible in all aspects of your PTA. You are now well on your way!!!
DO NOT HESITATE TO CONTACT US
Should you require assistance during this initial process! Please contact Shin Mon Ko, Office Manager Hawaii State PTSA at (808) 943-2042 or via email at
histateptsa@hawaii.rr.com.
Step 1 – Formation
Secure volunteers or appoint individuals to hold executive officer positions and assume the role of “organizing board”. The four required positions are: President, Vice-
President, Secretary, and Treasurer. Because this is a “parent group”, it is of utmost importance that parents play an active role. As such, though not required, we do
recommend that you look first to parents to secure these positions. However, positions may be held by any individual who is willing to commit their time and energy for the
good of our children and who supports the mission and purposes of PTA.
Note: Members of the initial organizing board volunteer or are appointed to assist in forming the organization. At the first general membership meeting (see Step 3
below), your membership may either affirm and ratify that appointment or elect new officers if nominations have been put forth. More often than not, the initial
organizing board remains in office for the first full term.
Decide on a new unit name and whether you’d like to form a PTA (Parent-Teacher Association) or a PTSA (Parent-Teacher-Student Association). If you decide on a
PTSA unit, a student representative (e.g. the student council president) shall be a voting member of your board and will represent the students, bringing their questions,
concerns, and issues to the board for consideration. It’s entirely up to you.
Decide on a membership dues structure. As a unit of the Hawaii State PTSA and National PTA, you are required to remit $9.25 for each and every member that joins
your PTA. Dues are payable to the Hawaii State PTSA monthly. Hawaii State PTSA will remit $1.75 per member to National PTA on your behalf each month. You may wish to
set your unit dues at a higher amount (e.g. $15.00 per member), the excess retained by your unit to help defray other costs you incur. This is optional. You may put this to
vote at your first general membership meeting.
Step 2 – Affiliation with Hawaii State PTSA and National PTA
To be chartered as an affiliate of the Hawaii State PTSA and National PTA and for purposes of registering your unit for charitable, exempt tax status with IRS, the following
must be provided:
Initial paperwork needed to be chartered as a unit of Hawaii State PTSA
Submit the following documents as soon as possible to:
Hawaii State PTSA
765 Amana Street, Suite 308
Honolulu, Hawaii 96814
A roster of new board members – names, position, mailing address, contact phone or cell numbers and email addresses
A roster of new members (15 minimum required to be chartered) – names, mailing addresses, contact phone or cell numbers and email addresses – and
membership dues equal to $9.25 per member. Upon receipt of your dues payment, we will send you an initial supply of membership cards. Important note: All board
members are required to be dues paying members in order to hold board positions.
$100 (Subject to change Annually) for group liability and bonding insurance premium covering a 1 year period – a first year pro-ration will occur in the 2nd year.
Federal identification number and copy of application – IRS Form SS-4 (you may apply online at www.irs.gov
Hawaii general excise number and copy of application – State Form BB-1 (you may apply online at www.state.hi.us/tax
CONGRATULATIONS!
You have just formed your new PTA unit. Your affiliation with Hawaii State PTSA and National PTA affords you many benefits, including but not limited to:
federal and state tax exempt status
group liability and bonding insurance at reduced premium rates
leadership training opportunities
support services provided by our state board and office manager
a lending library, chock full of resources and “ready-to-use” programs
“Our Children” magazine, a bi-monthly publication of National PTA
resource manuals and booklets to help guide your new board members
full access to National PTA’s website at www.pta.org
full access to Hawaii State PTSA’s website at www.hawaiistateptsa.com
and much, much more!
Additional paperwork needed to complete your charter with National PTA
Submit the following documents within 30 days of your State Charter to:
Hawaii State PTSA
765 Amana Street, Suite 308
Honolulu, Hawaii 96814
Copy of the minutes of your first board meeting (Step 3 below)
Copy of your fiscal budget
Copy of application for exemption from general excise tax – State Form G-6
By-Laws (using the “Model Local Unit Bylaws” provided by the State Office) for approval by our State Bylaws committee
Step 3 – First Meeting of Your Board
Once you have your officers in place, hold your first executive committee meeting to appoint individuals to fill other board positions you may wish to have. The following
positions are common to most PTA / PTSA units: vice-president for membership, vice-president for programs, vice-president for ways & means, student representatives (if
this will be a PTSA unit), and faculty liaison. The principal may also be a member of your board. However, we do not recommend he/she have voting rights.
Be certain your secretary takes minutes of this first meeting, noting especially, your new officers and those individuals who will be authorized to sign checks and make
disbursements.
At this meeting, you will also discuss your goals and objectives for the ensuing year. Some things you may wish to consider --
Are you interested in programs to increase parent, family and community involvement in the school?
Are you interested in promoting arts education at the school?
Do you want to expand your technology department?
Are you big on literacy?
What role will other support groups / personnel play (SCC, PCNC, Title1).
Once your board has developed its goals and objectives, determine how you will accomplish these. How much money will it take to accomplish these? What fundraising
programs should you consider to secure funding to support those goals? That will automatically lead you into developing a budget for the year.
Step 4 – General Meeting and Membership Recruitment
Now that you are officially a PTA/PTSA unit and have a full, organizing board in place, established goals and objectives, and developed a fiscal budget, it’s time to take this to
your parents, teachers, and community.
A. Host a general membership meeting. Things to consider:
hold your meeting at a time that’s convenient for parents & families
personal face-to-face invitations yield far-reaching benefits
send out a flyer at least 15 days in advance when possible
consider providing childcare
offer light refreshments
personally invite all faculty members and ask for support from teachers (they may want to offer some sort of incentive to students who attend with their
parents/guardians)
invite key members of your community
respect other peoples time by preparing an agenda beforehand and sticking to it
B. Set up a membership recruitment table at your first meeting
Your membership chair should be prepared to solicit memberships at each and every event your PTA hosts, sponsors or supports. Provide your membership chair with all
the tools they need to carry out a successful membership drive. The Hawaii State PTSA has brochures, pamphlets, etc. that you may copy and distribute. If we have a
sufficient supply on hand, we will provide you with full color brochures. Call to submit a request as soon as possible.
At this meeting, the president will present the organizations plan for programs, activities, and fundraising. Those individuals who have signed on as new members will have
the opportunity vote on decisions brought forth by your organizing board and may voice their comments and/or concerns.
Use this venue as an opportunity to solicit volunteers for upcoming programs and activities that your PTA unit sponsors. Be prepared to share what volunteers will be
expected to do, the time commitment you’re asking them to make, what form of support they’ll receive from you. Also, find out what is of interest to them. Most often, parents
have so many wonderful skills and talents to share but they are never asked.
Before adjourning your meeting, designate a date and time for your next general membership meeting and ask for suggestions from your new members. Would they be
interested in an ice cream social? What about a guest speaker on a topic of interest to everyone? What about having student performances.
Most importantly, involve your members, parents, teachers and community leaders as much as possible in all aspects of your PTA. You are now well on your way!!!
DO NOT HESITATE TO CONTACT US
Should you require assistance during this initial process! Please contact Shin Mon Ko, Office Manager Hawaii State PTSA at (808) 943-2042 or via email at
histateptsa@hawaii.rr.com.
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| If you are not affiliated with a local school and want to support the mission of the Hawaii State PTSA click here to Aloha State PTSA Aloha State application |
Benefits
- Federal and state tax
exempt status. - Group liability and
bonding insurance at
reduced premium rates. - Leadership training
opportunities. - Support services
provided by our state
board and office staff. - “Our Children”
magazine, a bi-monthly
publication of National
PTA. - Resource manuals and
booklets to help guide
your new board
members. - And much, much more!
| Students Student involvement is the commitment by a local unit to actively involve students in the work of the organization. Parents, teachers, and students are dedicated to work together as a team to train youth to be our future advocates, community leaders, and parents. The Hawaii State PTSA has student representatives on our board and we encourage and support student participation in PTA leadership, events, and programs statewide. |
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