Creating and Keeping a Procedure Bookdownloads.capta.org/con/handouts/2014/DX-10_New... · (Follow...

2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 Email: [email protected] • www.capta.org

2014 California State PTA www.capta.org Workshop BX-10 & DX-10 New President

Creating and Keeping a Procedure Book

One of the most helpful tools for a PTA volunteer is the Procedure Book. Maintaining a procedure book will provide helpful and useful information for each officer and/or chairperson. This information can then be passed from volunteer to volunteer each year and provide an invaluable resource. If you are a new volunteer and there is not a procedure book for your position, now is the time to create one. The procedure book, which can be a three ring binder, should contain a record of work done and other helpful material that has been collected. Include the following:

A copy of the local, state, and national bylaws

Standing rules

The annual budget

Programs for the year

Materials from workshops and convention

Job descriptions that are updated regularly for easy reference

Agendas, minutes, financial reports and all other reports

A list of the officers and chairmen addresses, telephone numbers, and e-mail addresses

A list of resource people and organizations. Include addresses, phone numbers, and email addresses

Special information relating to officers or chairmen, including current work plans (including all flyers sent out for events)

Back program correspondence and files for at least two years so that each administration can look back on their predecessors work as needed. (Check legal requirements for some files, which must be kept for seven years. Minutes must be kept forever.)

Procedure books are created to help a PTA run smoothly and provide each chairman or officer with a record of what has been done in the past. Remember the procedure book, as with all PTA materials, belong to the organization. Once a chairman or officer has moved out of a position, the procedure book should be passed on to the next person filling the position.

2014 California State PTA www.capta.org Workshop BX-10 & DX-10

2327L Street,Sacramento,CA95816 916.440.1985FAX:916.440.1986

Email:[email protected]

Sample Agenda

August/September Meeting (Meeting Location/Time) I. Call to Order (on time, quorum met) The president stands, raps the gavel once and calls the meeting to order.

“The meeting will please come to order.” The president will review the meeting‟s ground rules.

II. Opening Ceremonies Pledge of Allegiance (if held in public facility).

“___________ will lead us in the Pledge of Allegiance. Will you please rise?” “Thank you, ____________.” Optional: Inspirational message, song, other. “___________will present an inspirational song.” III. Reading and Approval of Minutes – Action Items The secretary addresses the chairman and reads the minutes. (Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction, especially for the last association meeting.)

“The secretary will read the minutes of the __(date) meeting.” OR “The minutes are posted at the entrance/were distributed at the door.”

“Are there any corrections?” (Note corrections.) “The minutes stand approved as read/printed,” OR “The minutes stand approved as corrected.” IV. Financial Report. (Treasurer’s Report 5.3.3b; Treasurer’s Report Sample, Fig. 5-2; Forms, Chapter 9) No motion is needed for adoption of the reports. “___________ will present the Treasurer‟s Report.” “You have heard the report. Are there any questions?” “The report will be filed for the audit.” V. Audit Report (semi-annual) (Audit Report 5.3.3d, 5.8.5; Fig. 5-4 or Forms, Chapter 9) – Action Items A motion is needed for adoption of this report.

“It has been moved and seconded that the audit report be adopted” Vote. (Follow the steps of a motion, Parliamentary Procedure 2.1.6.)

Eight Steps to Making a Motion (2.1.7) A motion to take action is introduced by a member, seconded, discussed, and is voted upon. Only persons who have been

members for at least 30 days are legally qualified to make motions, discuss, and vote.

The steps are:

1. Member stands and waits to be recognized.

2. Chairman recognizes the member.

3. The member presents the motion by stating, “I move…”

4. The motion is seconded by another member. This shows that more than one person is interested in bringing the

business before the group for discussion.

5. The chairman restates the motion. This ensures all members understand what is to be discussed.

“The motion before you is to…_______________________ .Is there any discussion?”

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6. Discussion is held on the motion. During discussion, all members participate fully.

7. The chairman puts the motion to a vote by stating,

“All those in favor say „aye.‟” (Pause for vote.) “Those opposed say „no.‟”

8. The chairman announces the result of the vote to assure all members know whether the motion carried or failed.

“Motion is adopted.” or “Motion has failed.”

Additional Parliamentary Procedures

Amendments to Motions see Toolkit, 7 Section 2.1.8

There is no voting by proxy Check your bylaws for the minimum number of qualified voting members that must be present at a meeting to legally

conduct business.

VI. Presentation of Bills Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted upon. Bills should be itemized as to amount, whom to pay, and what payment covers. Any association bills authorized and paid by the executive board must be ratified and recorded in the association minutes. Ratified bills should be itemized as to amount, who was paid, and what the payment covers (Payment Authorization/Request for Reimbursement 5.3.3h; Fig. 5-9 or Forms, Chapter 9).

“The treasurer (or the person assigned) will read the bills.”

The Treasurer (or person assigned) reads the Treasurers report.

Follow Eight Steps to Making a Motion

Member stands and waits to be recognized.

2. Chairman recognizes the member.

3. The member presents the motion by stating,

“I move that we ratify check number_____ through_____ as presented/or attached in/with the

Treasurers report”.

4. The motion is seconded by another member. This shows that more than one person is interested in bringing the

business before the group for discussion.

5. The chairman restates the motion. This ensures all members understand what is to be discussed.

“It has been moved and seconded that we pay the bills. Is there discussion?”

or

“It has been moved and seconded that we ratify payment of bills since last meeting”

6. Discussion is held on the motion. During discussion, all members participate fully.

7. The chairman puts the motion to a vote by stating,

“All those in favor say „aye.‟” (Pause for vote.) “Those opposed say „no.‟”

8. The chairman announces the result of the vote to assure all members know whether the motion carried or failed.

“Motion is adopted.” or “Motion has failed.”

VII. Reading of Communications Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required.

“The (corresponding) secretary will read the communications.” VIII. Report of the Executive Board – Action Items At association meetings a summary report (not the minutes) is read for the information of the members. Recommendations should be voted on one at a time, the secretary moving the adoption of each one.

1. “The secretary will present the report of the executive board.”

2. “You have heard the recommendations such as a motion to approve proposed programs.” (Preliminary Planning, 7.3.1)



3. Approval of fundraising Activities (Standards for PTA Fundraising 5.5.8).” Follow Eight Steps to Making a Motion

4. Approval for the president and one additional elected officer to sign the following contract…” (Contracts 5.1.6).


“The Treasurer will now present the Budget to you for adoption” Follow Eight Steps to Making a Motion

5. Approval of the budget (Approving the Budget 5.5.4; Budget Sample, Fig. 5-1 or Forms, Chapter 9).”

A second is not required when a motion comes from a committee/board. IX. Reports of Committees (Officers and chairmen, including the principal, faculty representatives, and student representatives on the secondary level) Bylaw Committee, Library Committee – Action Item, Convention Committee, Fundraising Committee – Action Item. President calls for the report of the committee. The person making the report moves the adoption of any recommendations.

“__________ will present the report of the ___________committee.” “Are there any questions regarding the report?”

“If not, the report will be filed,” or “You have heard the recommendation such as a motion to release funds up to the budgeted amount for programs through the next meeting.” (Preliminary Planning, 7.3.1)

Follow Eight Steps to Making a Motion X. Unfinished Business The president presents each item of unfinished business as indicated in the minutes. He/she should not ask “Is there any unfinished business?”

“The first item of unfinished business is _________.”

XI. New Business A motion is necessary before discussion and vote on any new business. All proposed business to be considered at the meeting must have been properly noticed to be acted upon. (See bylaws.)

“The first item of new business is ________.” XII. Program (optional) The president introduces the chairman to present the program. “_________ will present the program.” “Madame/Mister President, this concludes the program.” XIII. Announcements Date of the next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced.

“The next meeting will be __________.” “Please join us for refreshments.” XIV. Adjournment No motion is necessary to adjourn. President raps the gavel once.

“The meeting is adjourned.” A newly elected president may want to write everything out in detail. Check off each item as it is completed and nothing will be forgotten. The presiding officer stands while conducting business and sits (unless unable to be seen by the audience) while others are participating.

2014 California State PTA www.capta.org BX-10 & DX-10 New President

What every PTA president should know from the beginning……

Team Building YOU are not the TEAM YOUR job is to empower the TEAM and to build future leaders: Set goals and ground rules Everyone must buy-in Diversity Delegate with authority Have fun, and remember…

We are in it for the children!

Ground Rules (examples)

No rank in room Respect everyone’s comments Nothing goes out of the room Speak one at a time Discuss issues, not people Try not to repeat

Stick to a time frame Stay on task Don’t take anything personally There is no “turf” on the playing field Agree to disagree

Support Services

Councils and Districts

Training

Guidance and Assistance

Representation

Counterpart Workshops

Many councils and districts provide workshops for a variety of PTA positions. It is the president’s responsibility to encourage board members to attend so

they are well trained and are able to perform their duties to the fullest.

Resources

California State PTA Toolkit

Bylaws

PTA in California newsletter

Pocket Pals: Leadership, Financial, Education, Parent Involvement and Membership

Procedure books

Parents Empowering Parents (PEP) Guide

Insurance and Loss Prevention Guide: www.pta.bbt-knight.com, username: pta; password: member

www.capta.org and www.pta.org

National PTA - Quick Reference Guides

Our Children magazine

Building Successful Partnerships (BSP)

National

Power of the Organization

Customer Service for Members

Representation

State

Legislation Conference

Legislation alerts

Convention

Service Mailings

Representation

http://www.pta.bbt-knight.com/


http://www.pta.org/

2014 California State PTA www.capta.org BX-10 & DX-10 New President

PRESIDENT’S DUTIES

Coordinate work

Preside at all meetings

Make committee and chairmen appointments

Sign all authorizations and contracts

Understand financial procedures

Authorized check signer

Official representative of the association

Responsible for annual report

Official contact

Meet with school/site administrator

Perform other prescribed duties

EXECUTIVE BOARD DUTIES

Transact business as directed by the association and conduct business between association meetings

Pay bills

Create committees

Fill vacancies

Present reports to association

Receive financial reports

Protect assets of the association

PTA ASSOCIATION

Only group with authority to:

Elect the nominating committee

Elect officers

Approve/ratify all PTA expenditures

Approve all contracts for PTA programs, events, and projects

Adopt the budget

Adopt the audit reports

Elect convention delegates

Remember … All PTA activities must be approved by the association to comply with insurance requirements.

Types of Meetings

ASSOCIATION

Meetings are set in the bylaws Attendees: Members and guests Actions: Approves expenditures, adopts budget, and approves all other activities and programs. Elects nominating committee and officers.

EXECUTIVE BOARD

Meets monthly Attendees: Officers, principal, teacher representative, standing committee chairmen Actions: Review committee recommendations; handle assigned duties, recommend action to the association

COMMITTEE

Meetings as deemed necessary Attendees: Chairman, members, president Actions: Meets to handle preliminary work and recommends actions to the executive board

Effective PTA Meetings

Before meeting:

Verify meeting location

Review previous minutes

Review upcoming (and past) calendar

Prepare agenda

Contact those who should be presenting a report

During meeting:

Start on time

Agree on ground rules

Review agenda

Stick to the agenda

Use parliamentary procedures

Summarize

Give all a chance to participate

Restate decisions/ assignments

End on time

After the meeting:

Distribute minutes promptly

Follow up on assignments

Duties of Members


BYLAWS: Before you begin anything else, read your PTA’s bylaws! Go over them with the executive board so everyone understands responsibilities, quorums, meetings, elections, standing rules and basic policies of the organization. Review bylaws each year; submit updates for California State PTA approval at least every three years. CO-OFFICERS: Co-officers are not recognized by the California State PTA. A committee may be appointed to assist the position if needed. Only one vote per position is permitted. COMMITTEES: Committees are formed for a specific purpose; to plan, promote and implement the activities of the PTA. They function at the discretion of the membership and should be representative of the association. Individuals have the opportunity to learn about PTA, acquire leadership skills, discover resources and help develop creative solutions. Committees make recommendations; they do not make decisions. Programs must be presented to the executive board, with final approval given by the association. The president is an ex-officio member of every committee except the nominating committee. PROCEDURE BOOK: Due to ongoing changes in leadership, PTA leaders need guidance. Each officer/chairman must have a procedure book to ensure continuity and progress. A procedure book is NOT personal property and belongs to the office/chairman, not the individual. A procedure book should contain: materials needed to carry out the work of the office, job description, bylaws/standing rules, agendas/minutes, finance, calendar, reports and a directory.

Who Runs Your PTA?

General Membership -- The Association:

The most important component of your PTA is the membership. The members are your organization.

Members should approve the budget, all expenditures of funds, programs and activities.

Executive board meetings do not replace the necessity of reporting and obtaining approval of PTA business.

All association meetings and proposed action items must be publicized at least 10 days in advance and provide members an opportunity to speak at meetings, no matter how many attend. General meetings are held in the months stated in your bylaws.

Executive Board:

Must be members of the PTA.

Meets monthly during the school year.

Plans and carries out activities, programs and expenditures, with final approval from the membership.

The president sets the agenda for each meeting, with input from the executive board members.

All board members may make motions and suggestions, including the principal and teacher representative.

Follows PTA protocol at all times.

Principal:

Serves as an advisor to the nominating committee and the executive board.

Has prior approval of PTA information sent home with students.

Works with the president and board on unit programs and activities.

Is a full voting member of the executive board.

Has no control over the PTA’s money.

2/18/2014

2014 California State PTA Convention 1

1

I am the New Unit President, What Now?

Workshop Agenda

• Welcome

• Introductions

• Goal

• Handouts

• Index Cards

Alone we can do so little;Together we can do so much.

Helen Keller

2/18/2014


California State PTA Resources

• California State PTA Toolkit

• Bylaws for Local PTA/PTSA Units

• PTA in California

• The Communicator

• Leadership, Financial, Parent Involvement, Education, and Membership Pocket Pals

• Insurance and Loss Prevention Guide

• PEP (Parents Empowering Parents) Guide

• www.capta.org

National PTA Resources

• Quick Reference Guides> PTA Presidents> PTA Money Matters> PTA Membership> PTA Programs

• Our Children• PTA Fundraising Essentials• Building Successful Partnerships (BSP)• www.pta.org

Human Resources

• Councils> Training> Assistance> Representation

• Districts> Training> Assistance> Representation

2/18/2014


Human Resources

California State PTAConventionService MailingLegislation AlertsLegislation ConferenceRepresentation

National PTAPower of AssociationCustomer Service for membersRepresentation

The Purposes of PTA

• To promote the welfare of children and youth in home, school, community and place of worship.

• To raise the standards of home life.

• To secure adequate laws for the care and protection of children and youth.

The Purposes of PTA

• To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.

• To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social and spiritual education.

2/18/2014


Mission Statement of the California State PTA

• The mission of the California State PTA is to positively impact the lives of all children and families.

Adopted August 2013

California State PTA Board of Managers

PTA Basic Policies

• Noncommercial

• Nonsectarian

• Nonpartisan

12

PTA Channels

• Unit - Also referred to as the association

• Council - A group of local units• District - One or more counties or part of a

county shared by another PTA district• California State PTA• National PTA

National State District CouncilUnit (In Council)

Unit (Out of Council)

2/18/2014


PTA Bylaws

• Official name• Basic policies of the association• Membership and dues• Officers and election• Duties of officers

PTA Bylaws

• Meetings required - including quorums

• Required actions• Charter procedures• Requirements for amending

bylaws

Coming together is a beginningKeeping together is progressWorking together is success

Henry Ford

2/18/2014


ABCs of PTA Meetings

• Association Meetings> Month and day set in the bylaws

> Open to members and guests

> Approve expenditures, adopt audits, adopt budget, elect nominating committee and elect officers


• Executive Board Meetings> Meets monthly> Open to officers, standing committee

chairmen, principal and teacher representative(s) and others as stated in the bylaws

> Review committee recommendations, handle assigned duties, recommend action to the association


• Committee Meetings> Members appointed by the president and

ratified by the executive board> Open to chairman, committee members

and president, ex-officio member for all committees except nominating committee

> Handle preliminary work and recommends action to the executive board

2/18/2014


PTA President’s Duties

• Coordinate work; approve all materials prior to distribution

• Preside at all meetings• Make chairmen and committee member

appointments• Sign all payment authorizations and

contracts• Be familiar with financial procedures• Be an authorized check signer


• Be the official representative of the association at council/district meetings

• Be responsible for the annual report

• Be the official contact

• Meet with the site administrator

• Perform other duties assigned by the association

Executive Board Duties

• Transact business as directed by the association and business between association meetings

• Pay bills• Create committees• Fill vacancies• Present reports to the association

2/18/2014



• Review and understand financial reports

• Protect assets of the association

• Understand the organization

• Attend all PTA meetings

Questions?

PTA Planning

• Attend California State PTA Convention

• Attend District Leadership Trainings

• Set goals for the upcoming term

• Review bylaws and Insurance and Loss Prevention Guide

• Establish ground rules

2/18/2014


PTA Planning

• Program Committee> Determine what the school community

needs/wants

> Be alert for holidays and observances as well as school calendar

> Complete facility use permit

> Set timelines for committee assignments and speaker contacts

PTA Planning

• Budget Committee> Chaired by treasurer> Invite board members to submit

requirements/suggestions> Program committee and goals determine

budget—it is only a plan and can be modified

> Estimate probable income from all sources> Balance income with expenses

PTA Planning

• Membership Committee> Establish membership goals

> Design year-long campaign

> Develop and implement a plan to attract new members and retain current members

2/18/2014


PTA Planning

• Fundraising (Ways and Means) Committee> Realize fundraising should not be the primary focus

of the PTA> Design methods of raising money to finance PTA

programs and projects> Only raise enough funds to fund programs> Remember the 3-to-1 rule

PTA Planning

The PTA program, budget, membership plan and fundraising plan must be

approved by the association at the first meeting of the year and before any

plans are implemented.

Effective Meetings

• Before the meeting> Facility use permit> Advertise/ Ask people to attend

meeting > Review minutes of previous meeting> Prepare and distribute agenda with

advance notice as stated in the bylaws> Contact those who need to report

2/18/2014


Effective Meetings

• During the meeting

Start on time

Follow agreed ground rules

Stay on the agenda

Use parliamentary procedure

Give everyone an opportunity to participate

End on time

• After the meeting



PTA Meeting Agenda

• Call to order• Pledge of Allegiance• Approval of minutes• Financial reports• Report of executive board• Committee reports• Unfinished business• New business• Principal’s report• Program• Announcements• Adjourn

Questions ?

2/18/2014


I am thankful for all those difficult people in my life, they have shown me exactly who I do not want to be.

PTAs must be fiscally responsible to

members and need to ensure that all financial procedures are followed.

This is the responsibility of all

members of the executive board.

Fiduciary Responsibility

PTA President and Financial Responsibilities

• Never sign a blank check• Forward per capita monies through channels

monthly• Make sure funds are counted by two PTA

members, one of whom is a financial officer or chairman, and deposited immediately

• Never deposit association funds in a personal account or in a school account

• Ensure record keeping is complete and accurate

2/18/2014



• Make sure books are audited twice a year in accordance with bylaws

• Make sure all payment authorizations signed by president and secretary

• Make sure your:– California State and Federal taxes are filed

annually.– RRF1 filed annually.

• Assign a non-check signer to open and review bank statement

• Assure transparency

Financial Mismanagement

• Report any suspected mismanagement to PTA District ASAP

• Red Flags> Officer or chairman stops taking calls, coming to

meetings> Only one signature on checks> Checks issued which were not approved by the

membership or board> Treasurer doesn’t have report for meetings> Revenues less than chairmen’s counts

PTA Management

• Ground Rules

• Goal Setting

• Team Building

• Communication

• Conflict Resolution

2/18/2014


Ground Rules

• Examples> Respect everyone’s comments

> Respect confidentiality of the meeting

> One speaker at a time

> Stay on task

> Agree to disagree

> Cell phone on vibrate/silent mode

> Email response/ etiquette

Goal Setting

• Should> Reflect the group’s mission

> Give common focus

> Ensure ownership

> Be written

> Be easily understood

> Contain positive statements and action verbs

> Should be reviewed/modified as needed

Goal Setting

• Steps> Define role of group> Evaluate current situation and resources> Assess needs> Seek input from largest group possible> Brainstorm> Determine priorities and objectives> Set activities> Set method for evaluation and monitoring

2/18/2014


Unity is strength …. when there is teamwork and collaboration, wonderful things can be achieved.

Mattie Stepanek

Team Building

You are not the team• Empower your team • Mentor and empower future leaders• Recognize different work styles• Delegate with authority• Thank those who volunteer • Have fun

Communication

• With members, board members, principal> Regular

> Meaningful

> Two-way

• Internal and external

• Multiple methods assure members’ access

2/18/2014


Communications Pledge

• Tell me• Tell me first• Tell me privately• Tell me in language I can

understand• Tell me as soon as it is a concern• Give me time to think before we

conclude

Conflict Management

• Recognizing Conflict> Personality differences

> Complaining about objectives and activities

> Understand the cause of the conflict

> Understand the facts of the conflict

> Open communication with the parties

> Be neutral

> Avoid becoming part of “Us vs. Them”

Handling Disagreements

• Do not take sides. Leader neutrality is crucial.

• Focus on the problem, not on people or personalities.

• Practice active listening.

• No “right” or “wrong” way to handle a concern; but may be more practical/feasible way.

• Understand that not all will be happy with decisions. Group learns to accept without always approving.

2/18/2014


Conflict - Conclusion

• Conflict is everywhere—do not fear it.

• Conflict can be healthy.

• If becomes destructive, must act.

• Resolving conflict is an agreed to process.

• Be aware of perceptions, avoid assumptions.

• Communicate openly and with neutrality.

• Contact council or district for assistance if needed.

Questions?

51

Presenters

Christy Brown – [email protected]

Mary Galuska – [email protected]

Tom Horn – [email protected]

Linda Ross – [email protected]

Sandy Ramirez – [email protected]

Thank you for all you do for children!

2/18/2014


1

I am the New Unit President, What Now?

Workshop Agenda

• Welcome

• Introductions

• Goal

• Handouts

• Index Cards

Alone we can do so little;Together we can do so much.

Helen Keller

2/18/2014


California State PTA Resources

• California State PTA Toolkit

• Bylaws for Local PTA/PTSA Units

• PTA in California

• The Communicator

• Leadership, Financial, Parent Involvement, Education, and Membership Pocket Pals

• Insurance and Loss Prevention Guide

• PEP (Parents Empowering Parents) Guide

• www.capta.org

National PTA Resources

• Quick Reference Guides> PTA Presidents> PTA Money Matters> PTA Membership> PTA Programs

• Our Children• PTA Fundraising Essentials• Building Successful Partnerships (BSP)• www.pta.org

Human Resources

• Councils> Training> Assistance> Representation

• Districts> Training> Assistance> Representation

2/18/2014


Human Resources

California State PTAConventionService MailingLegislation AlertsLegislation ConferenceRepresentation

National PTAPower of AssociationCustomer Service for membersRepresentation

The Purposes of PTA

• To promote the welfare of children and youth in home, school, community and place of worship.

• To raise the standards of home life.

• To secure adequate laws for the care and protection of children and youth.

The Purposes of PTA

• To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.

• To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social and spiritual education.

2/18/2014


Mission Statement of the California State PTA

• The mission of the California State PTA is to positively impact the lives of all children and families.

Adopted August 2013

California State PTA Board of Managers

PTA Basic Policies

• Noncommercial

• Nonsectarian

• Nonpartisan

12

PTA Channels

• Unit - Also referred to as the association

• Council - A group of local units• District - One or more counties or part of a

county shared by another PTA district• California State PTA• National PTA

National State District CouncilUnit (In Council)

Unit (Out of Council)

2/18/2014


PTA Bylaws

• Official name• Basic policies of the association• Membership and dues• Officers and election• Duties of officers

PTA Bylaws

• Meetings required - including quorums

• Required actions• Charter procedures• Requirements for amending

bylaws

Coming together is a beginningKeeping together is progressWorking together is success

Henry Ford

2/18/2014



• Association Meetings> Month and day set in the bylaws

> Open to members and guests

> Approve expenditures, adopt audits, adopt budget, elect nominating committee and elect officers


• Executive Board Meetings> Meets monthly> Open to officers, standing committee

chairmen, principal and teacher representative(s) and others as stated in the bylaws

> Review committee recommendations, handle assigned duties, recommend action to the association


• Committee Meetings> Members appointed by the president and

ratified by the executive board> Open to chairman, committee members

and president, ex-officio member for all committees except nominating committee

> Handle preliminary work and recommends action to the executive board

2/18/2014



• Coordinate work; approve all materials prior to distribution

• Preside at all meetings• Make chairmen and committee member

appointments• Sign all payment authorizations and

contracts• Be familiar with financial procedures• Be an authorized check signer


• Be the official representative of the association at council/district meetings

• Be responsible for the annual report

• Be the official contact

• Meet with the site administrator

• Perform other duties assigned by the association


• Transact business as directed by the association and business between association meetings

• Pay bills• Create committees• Fill vacancies• Present reports to the association

2/18/2014



• Review and understand financial reports

• Protect assets of the association

• Understand the organization

• Attend all PTA meetings

Questions?

PTA Planning

• Attend California State PTA Convention

• Attend District Leadership Trainings

• Set goals for the upcoming term

• Review bylaws and Insurance and Loss Prevention Guide

• Establish ground rules

2/18/2014


PTA Planning

• Program Committee> Determine what the school community

needs/wants

> Be alert for holidays and observances as well as school calendar

> Complete facility use permit

> Set timelines for committee assignments and speaker contacts

PTA Planning

• Budget Committee> Chaired by treasurer> Invite board members to submit

requirements/suggestions> Program committee and goals determine

budget—it is only a plan and can be modified

> Estimate probable income from all sources> Balance income with expenses

PTA Planning

• Membership Committee> Establish membership goals

> Design year-long campaign

> Develop and implement a plan to attract new members and retain current members

2/18/2014


PTA Planning

• Fundraising (Ways and Means) Committee> Realize fundraising should not be the primary focus

of the PTA> Design methods of raising money to finance PTA

programs and projects> Only raise enough funds to fund programs> Remember the 3-to-1 rule

PTA Planning

The PTA program, budget, membership plan and fundraising plan must be

approved by the association at the first meeting of the year and before any

plans are implemented.

Effective Meetings

• Before the meeting> Facility use permit> Advertise/ Ask people to attend

meeting > Review minutes of previous meeting> Prepare and distribute agenda with

advance notice as stated in the bylaws> Contact those who need to report

2/18/2014


Effective Meetings

• During the meeting

Start on time

Follow agreed ground rules

Stay on the agenda

Use parliamentary procedure

Give everyone an opportunity to participate

End on time

• After the meeting



PTA Meeting Agenda

• Call to order• Pledge of Allegiance• Approval of minutes• Financial reports• Report of executive board• Committee reports• Unfinished business• New business• Principal’s report• Program• Announcements• Adjourn

Questions ?

2/18/2014


I am thankful for all those difficult people in my life, they have shown me exactly who I do not want to be.

PTAs must be fiscally responsible to

members and need to ensure that all financial procedures are followed.

This is the responsibility of all

members of the executive board.

Fiduciary Responsibility


• Never sign a blank check• Forward per capita monies through channels

monthly• Make sure funds are counted by two PTA

members, one of whom is a financial officer or chairman, and deposited immediately

• Never deposit association funds in a personal account or in a school account

• Ensure record keeping is complete and accurate

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• Make sure books are audited twice a year in accordance with bylaws

• Make sure all payment authorizations signed by president and secretary

• Make sure your:– California State and Federal taxes are filed

annually.– RRF1 filed annually.

• Assign a non-check signer to open and review bank statement

• Assure transparency

Financial Mismanagement

• Report any suspected mismanagement to PTA District ASAP

• Red Flags> Officer or chairman stops taking calls, coming to

meetings> Only one signature on checks> Checks issued which were not approved by the

membership or board> Treasurer doesn’t have report for meetings> Revenues less than chairmen’s counts

PTA Management

• Ground Rules

• Goal Setting

• Team Building

• Communication

• Conflict Resolution

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Ground Rules

• Examples> Respect everyone’s comments

> Respect confidentiality of the meeting

> One speaker at a time

> Stay on task

> Agree to disagree

> Cell phone on vibrate/silent mode

> Email response/ etiquette

Goal Setting

• Should> Reflect the group’s mission

> Give common focus

> Ensure ownership

> Be written

> Be easily understood

> Contain positive statements and action verbs

> Should be reviewed/modified as needed

Goal Setting

• Steps> Define role of group> Evaluate current situation and resources> Assess needs> Seek input from largest group possible> Brainstorm> Determine priorities and objectives> Set activities> Set method for evaluation and monitoring

2/18/2014


Unity is strength …. when there is teamwork and collaboration, wonderful things can be achieved.

Mattie Stepanek

Team Building

You are not the team• Empower your team • Mentor and empower future leaders• Recognize different work styles• Delegate with authority• Thank those who volunteer • Have fun

Communication

• With members, board members, principal> Regular

> Meaningful

> Two-way

• Internal and external

• Multiple methods assure members’ access

2/18/2014


Communications Pledge

• Tell me• Tell me first• Tell me privately• Tell me in language I can

understand• Tell me as soon as it is a concern• Give me time to think before we

conclude

Conflict Management

• Recognizing Conflict> Personality differences

> Complaining about objectives and activities

> Understand the cause of the conflict

> Understand the facts of the conflict

> Open communication with the parties

> Be neutral

> Avoid becoming part of “Us vs. Them”

Handling Disagreements

• Do not take sides. Leader neutrality is crucial.

• Focus on the problem, not on people or personalities.

• Practice active listening.

• No “right” or “wrong” way to handle a concern; but may be more practical/feasible way.

• Understand that not all will be happy with decisions. Group learns to accept without always approving.

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Conflict - Conclusion

• Conflict is everywhere—do not fear it.

• Conflict can be healthy.

• If becomes destructive, must act.

• Resolving conflict is an agreed to process.

• Be aware of perceptions, avoid assumptions.

• Communicate openly and with neutrality.

• Contact council or district for assistance if needed.

Questions?

51

Presenters

Christy Brown – [email protected]

Mary Galuska – [email protected]

Tom Horn – [email protected]

Linda Ross – [email protected]

Sandy Ramirez – [email protected]

Thank you for all you do for children!


2327L Street,Sacramento,CA95816 916.440.1985FAX:916.440.1986

Email:[email protected]

Annual Checklist

Upon Election/Summer

Officers/Chairmen attend training opportunities

provided by state, district and council PTA. Work with

predecessor to understand job responsibilities.

Preliminary budget prepared, get authorization for summer expenditures

Distribute PTA materials to the appropriate officer/chairman

Be sure officers/chairmen receive procedure books

Prepare for back to school activities

Begin preparing taxes for November filing

Check with council/district for meeting schedules and training opportunities

September/October

Prepare for the first association meeting; remind officers of their roles in the meeting. Secretary needs to have minutes from prior association meeting for approval, treasurer needs to present budget and treasurer report, auditor needs to present audit of the preceding fiscal year.

Continue preparing taxes for November filing

Remind treasurer to remit per capita monthly with proper paperwork

November/December

Forward proposed resolutions in time for action by council/district

Remind treasurer to remit per capita, insurance and Workers Comp forms

File all taxes by 11/15, no exceptions depending on fiscal year end.

Financial officers should be preparing for the

audit

January/February

Conduct election of nominating committee at an association meeting

Prepare for Founders Day program; may include Honorary Service Award presentations

Remind treasurer to remit final per capita through channels to meet the membership year-end

Begin planning for convention representation

March/April

Conduct the election of officers at the annual meeting

Work with the historian on the unit’s Annual Report

Begin transition with president-elect

COMPLETE THE JOB

May/June

Prepare for the final association meeting o Motions for executive board to pay

summer bills and appoint committee to read and approve minutes of last meeting

Present procedure book to president-elect; follow up with officers/chairmen for same

Work with the president-elect to plan an installation.

Be available for advice - when asked

mailto:[email protected]


Creating and Keeping a Procedure Bookdownloads.capta.org/con/handouts/2014/DX-10_New... · (Follow...

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