PTA & the PRINCIPAL “Sharing the Road” Issaquah PTSA Council November 16, 2017 Becky Gordon, Leslie Kahler, Jodi Bongard

Sharing the Road

Sharing the Road A Perfect Analogy Imagine two automobiles on the same road in separate lanes traveling in the same direction towards a common destination Drivers do not attempt to control one another’s vehicles but honor the other’s course PTA presidents and school principals do not oversee equal territory but “share the road” and establish partnerships which are equal in respect

PTA & Schools Rules of the Road PTA is a private non-profit association 501 c (3) Funded by PTA members Accountable to PTA members PTA activities are regulated by state and federal law pertaining to a private association Laws regulating public schools are different from those that bind PTA

Communication The Key to Avoid Crashing The role of the PTA president Establish regular/monthly meetings with the principal Schedule meetings at the end of the year for the upcoming school year Avoid frequent pop-ins Share calendar, policies and concerns Keep each other updated on programs and activities Establish means for PTA committee chair contact

Establish PTA connection with school staff Establish agreed upon schedule of staff meetings PTA will attend early in the year October (ask staff to join PTA) Spring (Staff Appreciation/ Recognition) Involve staff in setting goals for PTA Conduct staff surveys Inform principal about new events and activities under consideration Establish ongoing connections with school staff Staff communications Solicit grant and funding requests

Model safety, respect and confidentiality PTA activities are kept from impeding the school day PTA activities should not interrupt classroom learning Honor staff time in office and workroom Avoid busy times such as before and after school or lunch Honor and model building and classroom rules Check in with school office and sign in Wear appropriate name or identification badge Follow all driving and parking rules Don’t drop in on staff unexpectedly to conduct PTA business Direct or bring “concerns” to principal for clarification Clarify facts, control rumors

Ensure parent and community volunteers have been screened prior to event or activity Recognize that not all volunteer activity is PTA related It is common for PTA to organize volunteers for school events as well as PTA events and activities All volunteers need to be cleared to volunteer before arriving on campus Follow District regulations and procedures Issaquah School District Volunteer training is part of the approval process Procedures in each school reflect current regulations related to volunteers working with students and with student records Communicate procedures to PTA board, members and other school volunteers

The Role of the School Principal Attend PTA meetings as appropriate Provide report of current school items of interest Address questions and provide information as needed Establish staff Liaisons to PTA Staff representatives attend PTA meetings Report on programs and activities with input from staff Participate in discussions, providing staff perspective Follow up by sharing information with staff

Encourage staff to join PTA PTA can offer staff memberships at a reduced rate Memberships cannot to be tied to staff grant allocation Shows support and sets an important example to entire school community that they value the PTA Support and attend appropriate PTA activities and encourage staff participation PTA can allow discounts for events with a special fee for staff members PTA can adjust event times for staff convenience whenever possible

Finance and Funds Budgeting, raising and spending money PTA budget process Created by a Budget Committee Presented to membership for approval in spring Without a budget the PTA cannot spend funds in the summer Reauthorized in the fall by the membership Only then can new line items be introduced PTAs are only allowed to reallocate funds on budgeted items approved by the membership Does your budget include Paraprofessional support? Make sure you are only paying for hours (including benefits) – not a specific job

What we cannot do with PTA funds Raising Funds Set goals for PTA Fundraising PTA monies should not be handled by school personnel PTAs must provide a locking mailbox to avoid this Follow PTA and the Law for complete regulations and guidelines Establish policies and procedures through the PTA treasurer What we cannot do with PTA funds Collect funds for a family in crisis (we can share links) Raise funds for natural disaster relief Gift funds strictly for transportation

Expenditure of funds PTA and School Funding Guidelines Understand three ways to distribute PTA monies Financial support directly to school through ongoing PTA programs Funds granted to school through District gifting process with District established procedures and forms Grant funds to the Issaquah Schools Foundation Grants Establish PTA guidelines, decision making process and procedures – each PTA is unique All grants should meet the PTA’s mission and have the approval of the principal before the application goes to the PTA Clearly communicate to PTA board and school staff PTAs must have principal approval before purchasing gifted items for the school. Then, Principal gets appropriate department approval.

Auctions Recommend Auction committee sets up a meeting with the principal once they have a plan PTAs may not auction school property which includes reserved parking spots and concert or graduation seats Classroom auction projects Principal approval and need teacher buy in Remind chairs of the access to classroom time regulation Raise the Paddle live auction – designated line items Silent Auction community donations Create a policy that reflects your PTA’s and school community values before soliciting sponsors and donations Auction catalogs If you plan to share your catalog with families before the event it must be pre-approved by the administration at your school If mailing via post office – while approval not required, always good to review contents with principal prior to printing

Enrichment PTAs are discouraged from establishing programs that depend on hiring individuals with PTA funds They should only hire independent contractors and understand the process in full before contracting for a service PTA Activity Be sure the PTA directs and supervises, creates, plans and implements the program Clearly advertised as a PTA Event/Activity Be sure the PTA handles all money All contracts negotiated and signed (by 2 elected officers) by the PTA Follow guidelines for hiring, including contract, insurance, and IRS rules and forms

Questions? Contact information Leslie Kahler and Becky Gordon Co-Presidents, Issaquah PTSA Council president@issaquahptsa.org Moriah Banasick Controller, Issaquah School District banasicka@issaquah.wednet.edu