PTA Leaders

 

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Translated PTA Membership Form Templates

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Courtesy of National PTA & Emerson PTA.
These forms are also available in Givebacks.

 

Mission Focused Advocacy and Fundraising

As the school year ramps up, new and returning PTA leaders will be officially approving their 2026–27 budgets and setting the stage for a successful school year. School districts around the state are experiencing shortfalls and school administrators have to make some very difficult decisions. Losing a favorite teacher or meaningful school program can be heartbreaking for families and staff, and some look to the local PTA to come to the rescue.

When a PTA is asked to fundraise to protect a program or staff position, a PTA should ask themselves if the fundraising fulfills the PTA mission. National PTA provides guidance on.Mission-Driven Fundraising. “Every PTA activity, including fundraising, should be focused on our mission: to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.” Local PTAs are encouraged to “begin each year with specific, mission-driven goals in mind.” The key word in our mission is “ALL”. Is it fair or equitable for some schools to be bailed out of a financial crisis by families with deep pockets? In other words, “some” children get resources to reach their potential.

Dos and Don’ts of Partnering with Administrators

National PTA provides additional guidance with Dos and Don’ts of Partnering with Administrators. It is important for all PTA boards to build a respectful relationship with school administrators, a relationship with boundaries. Regular meetings with a principal can support understanding of the school administrator’s role and the PTA role in meeting our respective goals. There are times when PTA may shift to align with an administrator’s goal. If a principal has a goal of raising math scores, the PTA may add a fun math community engagement event. A PTA Board wants to build trust and show the value of the PTA, which can be accomplished by listening and then asking what programs would be most valuable to the current cohort of students.

Washington State PTA also provides information in Washington State PTA’s Position on Funding for Staff and WSPTA Resolution 4.15-Mission Focused Fundraising, “Washington State PTA strongly advises its local PTAs and councils not to fund certificated and classified staff, school operations, and programs that are included in the definition of basic education.” This is because the state constitution clearly says that it is the state’s responsibility to fund basic education. PTAs should not “let the state off the hook” by funding those gaps but should use its power and resources to advocate for the state to fulfill its constitutional duty.

There also can be the dilemma of school administration having unrealistic or inappropriate expectations of the PTA. Colorado PTA addressed this concern in the article “Is Your PTA an ATM for Your School?”. It is important for PTAs to operate within the boundaries of our mission. It is ok, even imperative, for PTAs to say “No” when asked to fund something that is the school district or state/federal government’s responsibility. We do not want to enable a broken funding model or inefficient allocation of those funds.

If local PTAs need suggestions or support in realigning towards our mission: to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.”, please reach out to president@scptsa.org with any questions. We are here to help.

Originally published June 15, 2026 on the Washington State PTA Blog

 

Remember to review the 2026–27 Standards of Affiliation Agreement (SOA) for local PTA’s at every board meeting. In addition to the items listed on the SOA tracking sheet, local PTAs shall uphold the ethics, policies, and principles of PTA and shall not take positions in conflict with adopted WSPTA or National PTA positions, resolutions, or issues, or the values, mission, vision, and purposes of PTA. For assistance with this checklist or help understanding any of the requirements, please contact president@scptsa.org or secretary@scptsa.org.

 

Remember to regularly check the WSPTA calendar for upcoming trainings and events. PTA and the Law, a required class for at least one officer (and recommended for the whole Board), will be offered at least once a month throughout the year.

Additional Resources

  • National PTA has partnered with Nonprofit VOTE to produce several resources around elections for our members. Visit the National PTA Election Guides page for permissible activities checklist, voter engagement timelines, hosting a candidate forum, and much more. 

    In addition, Washington State PTA has developed the following resources: 


    The Public Disclosure Commission (PDC) is a government agency created, and empowered by Initiative of the People, to ensure compliance with and equitable enforcement of Washington’s disclosure and campaign finance laws. Guidelines for School Districts in Election Campaigns is a resource that is intended to provide guidance regarding the Commission’s approach and interpretation of how the statutory prohibition on the use of public school facilities for campaigns impacts activities that may be contemplated by district personnel and other persons who may seek to utilize those public facilities. 

  • About the new Sales Tax
    Seattle Times, Education Lab
    School districts are worried the state’s new expanded sales tax could take an unexpected bite out of their already tight budgets. The late-session law went into effect Oct. 1, 2025 and expands the retail sales tax to services like temporary staff, information technology services and live presentations. The expanded sales tax is expected to generate about $1.1 billion from 2025 to 2027, according to the bill’s fiscal note.
    Read the full article

    You can find a list of the services newly covered by the tax on the Washington State Department of Revenue (DOR) website.

    The one most likely to be relevant to PTAs is the inclusion of “live presentations.” The new law defines “live presentations” as “including, but not limited to, lectures, seminars, workshops, or courses where participants attend either in person or via internet or telecommunications equipment that allows audience members and the presenter or instructor to give, receive, and discuss information with each other in real time.” This may have implications for those of you who run after school enrichment programs or classes, invite paid speakers to your events, or have paid events with speakers or workshops (note that this is not an exhaustive list of PTA programs or events that may be subject to sales tax). The DOR website has created interim guidance specific to live presentations as they work through the implications of the law.

    As you read through this DOR guidance, you may have questions. Local PTAs need to reach out individually to the DOR for guidance and tax rulings. You can contact the DOR at rulings@dor.wa.gov.Please note that it can take several weeks to hear back with an official ruling. When you are emailing the DOR, be clear and specific with your questions. If you get answers that you feel aren’t clear enough, you can respond to the DOR’s reply with additional questions, and they will get back to you with more clarification. 

    In cases where PTAs work with vendors or contractors but are not themselves involved in collecting or disbursing payments, it is the vendor’s or contractor’s responsibility to determine how or whether this new legislation applies to them and to get their own tax rulings. PTAs should not be contacting the DOR on anyone else’s behalf. 

  • Washington State PTA
    A frequent question is whether it is acceptable for PTAs to collect and distribute gift cards for families in need, or to accept donations of gift cards to purchase necessities for children or families in need. Although it is common for PTAs to involve themselves with activities in their community that help families meet basic needs, there are some important considerations before a PTA embarks on such a program. Here are some things PTAs should know:

    PTA funds must be spent on PTA purposes
    Check to make sure that new activities are aligned with the PTA’s purposes. Each PTA submitted an IRS Form 1023 or an IRS Form 1024 when they applied for nonprofit status (501 c 3 or 501 c 4).  On that form, the PTA told the IRS everything they would be doing.  Review these forms to ensure new programs are in alignment.  A PTA’s standing rules state who the PTA serves.  For example, “ABC PTA serves the students, staff, and families of ABC School.”

    PTA funds must serve a “class” or group of people, not individuals.
    Nonprofits are organized for the benefit of the public, not individuals, and they must serve a charitable class.  Giving funds to individuals endangers a PTA’s nonprofit status. For example, PTA funds may not be spent to help a family after a job loss, fire, or other emergency.  If a PTA were to notice that a family was going without warm winter coats, they could not give that family gift cards to purchase coats. However, if a PTA were to note that many students needed new coats, they could set up a program through which any student at the school could obtain a new coat or a gift card for a new coat, regardless of whether or not they or their family are members of the PTA.

    Respect Privacy
    A PTA should avoid getting involved with directly identifying families in need. Anonymity is crucial; the confidentiality of families in the community is paramount.  For this reason, it is often preferable for a PTA to work with a school counselor or nurse, or to donate funds or gift cards to another charity or nonprofit that serves local families in need. A cause may be very important, but PTA may not be best positioned to do the work.

    Know District Policy
    Some school districts have policies that prevent school staff from handling donated gift cards, and without staff participation, the PTA may be left with no way to determine who the families in need are. Make sure that you are aware of all district policies before embarking on a program of this nature.

    Gift Cards are Cash
    It is not recommended that PTAs purchase gift cards for this type of program with PTA funds; it is preferable to receive gift cards that are used or passed on as needs arise.  This is because the board is responsible to ensure that PTA funds are spent on PTA purposes, and there is no way to ensure that gift cards are used for their intended purpose once they’ve been given out.

    Final Considerations
    PTAs must also create a clear, written process for handling gift cards. Include the process for receiving and logging a gift card, where gift cards are stored, who has access to the cards, and the process for distributing cards or checking out a card and submitting receipts.

    Gift card donations should be handled like cash donations. The PTA should give the donor a cash receipt, must keep a record of each donation, and track the funds as donation income in bookkeeping.  Best practice would be to track gift cards as a separate, restricted fund, and to include this report in the monthly financial reports.

    Likewise, when cards are distributed, those funds must also appear in the PTA bookkeeping.  If the PTA is using donated gift cards to purchase items that are then distributed, there should also be a system in place to ensure that all items purchased are accounted for; for example, ten coats purchased and ten coats distributed to families in need.

    Published by Washington State PTA.
    originally posted April 21, 2020; edited November 16, 2021.

  • Seattle Council PTSA
    Local PTA’s should be aware of the risks associated for people with disabilities in accepting certain monetary gifts. Federal benefits that have income and asset limits such as Medicaid, SSI, housing, and other programs can be affected by receiving certain gifts. Best practice is always to ask what a person can receive before giving.

    A resource to point families with questions to:
    National Association of Councils on Developmental Disabilities (NACCD) Protecting Your Benefits: What to Know About Accepting Gifts