President’s Workshop

Welcome Some of you may have been elected.. Some of you may have been strong armed… Some of you may have been duped but welcome to PTA/PTO Presidency!

PTA Structure Local Units Councils Districts Georgia PTA National PTA YOUR LEADERSHIP TEAM: Executive Committee Elected Officers Principal or his/her designee Parliamentarian Board of Directors Standing Committee Chairs Your Board of Directors (not your EC) is the legal entity of your association and acts on behalf of your membership.

PTO Structure Your School Principal Forsyth County Schools YOUR LEADERSHIP TEAM: May vary depending on your bylaws Executive Committee Elected Officers Principal or his/her designee Parliamentarian Board of Directors Standing Committee Chairs Your Board of Directors (not your EC) is the legal entity of your association and acts on behalf of your membership.

Basic PTA Information: Employer Identification Number (EIN) Local Unit Number (LU#) Are you “In Good Standing”? Requirements to be “In Good Standing” Pays state and national dues on a monthly basis and annually and has a minimum of 25 members Has approved bylaws on file at the state office Submits an annual audit report to the state office by the last business day in September Submits annually to the Internal Revenue Service (IRS) the appropriate 990 by applicable IRS due date Pays Council dues

Basic PTO Information: Employer Identification Number (EIN) Tax Exempt Status Conflict of Interest Clause Insured Requirements Dues as determined in the bylaws Submits Treasurer’s Reports to Forsyth County Schools after each PTO Board meeting. Submits an annual audit report to the Forsyth County Schools office. Submits annually to the Internal Revenue Service (IRS) the appropriate 990 by applicable IRS due date

Protect your tax exempt status! What does it mean to be a nonprofit 501(c)(3)? You can earn a profit but the money needs to be spent on your mission & goals and not paid to stakeholders. Protect your tax exempt status!

Must do now! Submit your officers to Georgia PTA Meet with your Principal Get familiar with your PTA/PTO’s documents Bylaws Budget/Financials/Audit Meeting with your principal: Map out the calendar for the year Talk about the goals of the school Discuss what PTA/PTO programs can be implemented to support the school’s goals

The President & Treasurer You will be spending a lot of time with your treasurer! Signing Checks (must have 2 signers on every check) Reviewing bank statements Preparing the budget Presidents need to be aware of your PTA/PTO’s financial situation at all times.

Things to do over the summer: Prepare for Open House Print calendars Develop Membership campaign Recruit Committee Chairs/Volunteers Order Spirit wear Develop the budget

PTA/PTO President = Team Leader and Manager Protect Assets… Volunteer, Financial and Good Name Achieves Goals… Benefit children and increase family engagement Presidents – set goals for the year for your Board, make sure everyone is trained for their job and make sure expectations are clear.

Your Leadership Style Involve others Establish atmosphere of cooperation Build consensus Show respect and appreciation for ALL Ask for help You are a role model

Parliamentary Procedure Robert’s Rules/ Parliamentary Procedure Process by which you can effectively run a meeting Your bylaws require that you follow Robert’s Rules of Order Newly Revised (RONR) when conducting all meetings. The Role of Parliamentarian: Presidents can and should appoint a parliamentarian. A parliamentarian is not elected but is an important member of the executive committee, as this person works to ensure that the President (or presiding chair) follows proper Parliamentary Procedure. Although the Parliamentarian is a member of the Executive Committee, the parliamentarian does not speak to issues unless permitted by the President and may only vote when there is a ballot vote.

HOW TO CONDUCT A MEETING Agenda Call to Order Inspiration (nonsectarian) Pledge of Allegiance Minutes Treasurer’s Report Correspondence EC or BOD Report Standing Committee Reports Unfinished Business New Business News from NPTA, GA PTA and council Program Announcements Adjournment Hints Don’t call unnecessary meetings Have a purpose and communicate it Provide printed agenda Keep time to a minimum Start and end on time Know which committees need to report

The PTA/PTO & Principal Relationship Is a member of your PTA/PTO team. They sit on your board. It’s in your bylaws. Wants/needs to connect her/his goals – based on the School Improvement Plan – to your PTA/PTO work to benefit all students, all families, the entire local school community. Does not run or manage PTA funds. You are a guest in their school. Always respect that.

BASIC FINANCIAL MANAGEMENT Membership approved budget Appropriate uses of PTA/PTO funds Explain procedures to others Follow procedures yourself 2 signatures on all checks Don’t ever sign a blank check No cash payments Accurate documentation Prior approval for all expenditures Only President signs contracts Prompt bank reconciliations, 2 sign-offs Purchase insurance Maintain incorporation Remit dues monthly Protect Your PTA/PTO Assets The team is in charge of running a business.

www.ptakit.org Resources Available to You: Georgia PTA Leadership Resource Guide Your local unit bylaws Your council and district officers www.georgiapta.org National PTA E-learning Opportunities Back to School Kit Money Matters Guide www.ptakit.org

Resources Available to You: PTO Today Leadership Guide Online Your bylaws Your council officers www.ptotoday.com

Just a few reminders…. You cannot please everyone. If you try, everyone will end up being frustrated and no one wins. To delegate is to succeed. Jumping out of the “I can do it since no one else will” mindset not only keeps you (ME!) from an early burnout, but lets other people actually volunteer. You have to learn diplomacy.. 4. It is considered unacceptable behavior to tackle people waiting in line after school to pick up their children to try to gain more volunteers. It is frowned upon. They say it is a bit aggressive. I say do what works. Just kidding..maybe

However it is one of the most rewarding volunteer positions out there… Just a few MORE reminders…. Remember what it was like when you were trying to get your foot in the door to volunteer and make sure everyone is welcome. Take everyone you can and find a place for them. Finally, you are now “owned” by the PTA/PTO. You will receive more emails and phone calls than you ever have before. And? People actually want a response. Imagine that. Suggestion: get a separate email address just for the PTA and check it about eleventy-hundred times a day. It will save you grief in the long run. However it is one of the most rewarding volunteer positions out there…

If you are PTA or PTO we are moving forward as a team!