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Thirty-Third District PTA
PTA PRESIDENT Thirty-Third District PTA Fall Officers Training 2015 Fall Officers Training October 2015
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Thirty-Third District PTA
Presenters Michael Morgan Thirty-Third District PTA First Vice President Martha Deutsch Thirty-Third District PTA Director of Leadership Fall Officers Training October 2015
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Thirty-Third District PTA
PTA Structure UNIT COUNCIL THIRTY-THIRD DISTRICT PTA CALIFORNIA STATE PTA NATIONAL PTA Fall Officers Training October 2015
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Thirty-Third District PTA
The Mission of the PTA The mission of the California State PTA is to positively impact the lives of all children and families. Fall Officers Training October 2015
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Thirty-Third District PTA
The Purposes of the 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. 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. Fall Officers Training October 2015
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Bylaws & Standing Rules
Thirty-Third District PTA Bylaws & Standing Rules PTA Basic Policies What’s in your Bylaws? Why you must follow them Fall Officers Training October 2015
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Thirty-Third District PTA
PTA Basic Policies NON COMMERCIAL Prevents the name PTA or the names of PTA officers from being used in commercial promotions. Does allow for the assistance of commercial enterprises that sponsor educational or charitable programs. No endorsements. NON SECTARIAN Recognizes the right and importance of every person to their own spiritual belief. Does not support the advancement of any single belief. NON PARTISAN Allows PTA to support principles and issues, but not individual candidates or political parties. Promotes unit membership to take action by becoming informed on the issues, communicating PTA positions, meeting with elected and appointed officials, writing letters and exercising the individual’s right to vote. Fall Officers Training October 2015
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Thirty-Third District PTA
PTA Bylaws Contain: Official Name Basic policies of the organization [501(c)(3) qualifications] Membership qualifications and dues Officers and how elected Officer duties Meetings required - including quorums necessary to conduct business Required actions (audits, elections, etc.) Requirements for amending bylaws Reporting Requirements (budgets, annual reports, governmental filings, etc.) TAKE THE TIME TO READ and UNDERSTAND THEM Fall Officers Training October 2015
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Thirty-Third District PTA
Legal Documents Charter: Issued by the California State PTA at the time the PTA was organized. Minutes: Permanent legal record of all business and financial reports. Bylaws: Rules of your organization, as approved and signed by the California State PTA parliamentarian and voted by your members. Books of Account: All financial records should be kept for seven years, which include the current year. Ledger books are kept permanently. Fall Officers Training October 2015
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PTA President’s Duties
Thirty-Third District PTA PTA President’s Duties Coordinate all work Meet with principal or school site administrator regularly Preside at association and executive board meetings Develop agendas Make committee and chairman appointments Understand financial procedures and requirements Sign all authorized requests for payment Be an authorized check signer Sign all contracts with one other elected officer Complete a facility use permit Represent the association – attend all council and district meetings including workshops and conferences Attend Annual California State PTA Convention Prepare written reports each month and turn-in monthly Treasurers Reports and Meeting Minutes to council Make sure your unit’s annual historian’s report is written Fall Officers Training October 2015
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Thirty-Third District PTA
President’s Calendar September/October Work with officers and chairmen regarding plans for the year Prepare for first association meeting Begin membership campaign Attend District Legislative Conference – Oct. 1 Attend District Meeting and Training - Oct. 10 Remit membership per capita to council Plan and Kick Off Reflections Program November/December Appoint HSA committee Plan for Founders Day Attend the Presidents/Administrators Conference – Nov. 12 Remit membership money, insurance premiums and Workers Comp form to council Sacramento Safari Registration – select delegate – Mar. 15 – 17 Fall Officers Training October 2015
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Thirty-Third District PTA
President’s Calendar January/February Conduct election of nominating committee Do a budget update December 31Audit State Convention Registration Attend Mid-Winter Conference - Feb. 11 Attend “Teen Scene” Middle/High School Conference - Feb. 25 Attend Reflections Recognition & Reception Tea - Feb. 28 March February 28th/29th Audit Conduct elections of new officers Elect delegates for State PTA Convention Historian’s Annual Report Share materials and information with president- elect Attend Diversity & Inclusion Conference-March 5 Send delegates to Sacramento Safari-March Fall Officers Training October 2015
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Thirty-Third District PTA
President’s Calendar April/May/June Send officers names and addresses to council Attend Convention Orientation – April 14 Attend District Annual Meeting – April 21 Attend California State PTA Convention – May 4 – May 7 Attend Spring Training Leadership Workshops – June 4 Transition of outgoing and incoming boards Invite incoming board to events Work with president-elect to plan the installation activity Make sure that all expenditures are authorized until next meeting Turn in all membership per capita by deadline through council Work on procedure books / USB flash drives June 30th Audit Outgoing president should stay involved, but not in charge! Ask questions! Fall Officers Training October 2015
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Executive Board Duties:
Thirty-Third District PTA Executive Board Duties: Meet monthly - There must be at least 14 days between the Executive Board and Association meetings Who attends: Principal, Teacher Reps., Student Reps., Officers and Chairmen (or as specified in the bylaws) Transact business between association meetings Handle business as directed by association Pay bills Create committees and review recommendations Recommend actions to association Fill any vacancies Present reports to association Receive financial reports Fall Officers Training October 2015
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PTA Association Duties
Thirty-Third District PTA PTA Association Duties Meet on dates set in bylaws Who attends: - Members and guests Elect nominating committee Elect officers Approve/Ratify all PTA expenditures Approve all contracts for PTA programs, events and projects Approve all programs Adopt the budget Adopt all audit reports Elect convention delegates Fall Officers Training October 2015
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Thirty-Third District PTA
PTA Committees Committees are formed to: Plan Promote Implement Appointed or elected, according to bylaws The president appoints committees subject to ratification except for the nominating committee which is elected Make recommendations to the executive board – they do not act on their own The president is an ex-officio member of all committees except the nominating committee Fall Officers Training October 2015
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Thirty-Third District PTA
Nominating Committee Elected by the association at least 60 days prior to the annual election meeting Number of members/alternates – see bylaws Who can be a committee member? Chairman is elected by the committee Conducts meetings Contacts potential nominees Presents report at least 30 days prior to the annual election meeting Work is concluded at time of elections Fall Officers Training October 2015
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Annual Election Meeting
Thirty-Third District PTA Annual Election Meeting Date is specified in the bylaws Script: Parliamentarian’s role Nominating Committee Chairman’s role President’s role Nominations must be open to the floor Voice Vote Ballot Vote Record results in minutes Motion to destroy ballots Fall Officers Training October 2015
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Thirty-Third District PTA
Effective Meetings Before the meeting Complete the 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 Fall Officers Training October 2015
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Thirty-Third District PTA
Effective Meetings During the meeting Start on time Review agenda, add items if needed Stay on agenda Use parliamentary procedures Summarize Give all a chance to participate Restate decisions/assignments End on time Fall Officers Training October 2015
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Thirty-Third District PTA
Effective Meetings After the meeting Distribute minutes promptly Follow up on assignments Fall Officers Training October 2015
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Thirty-Third District PTA
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 Adjournment Fall Officers Training October 2015
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Tips to Increase Attendance:
Thirty-Third District PTA Tips to Increase Attendance: Send out the agenda Start and end on time Offer hospitality Provide translation services Advertise Publish calendar and don’t change dates Consider fewer association meetings Personal touch Student program/entertainment Parent Ed workshops or exciting speakers Provide childcare with activities Fall Officers Training October 2015
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Thirty-Third District PTA
Parliamentary Points Parliamentary procedure is an orderly set of rules for conducting meetings of organized groups and includes the following principles: Justice and courtesy to all Rights of the minority Rule of the majority Partiality to none (one member – one vote) Consideration of one subject at a time Fall Officers Training October 2015
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Thirty-Third District PTA
Eight Steps To a Motion Obtain the floor Recognition by the chair Make the motion The motion is seconded Chair restates the motion Debate or discussion Call the question – then the vote Chair announces result Fall Officers Training October 2015
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Thirty-Third District PTA
TEAM Building Empower the team Recognize work styles Analytical – data driven Driver – bottom line Amiable – relationship person Expressive - visionary Delegate with authority Thank Mentor Together Everyone Achieves More! Fall Officers Training October 2015
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Thirty-Third District PTA
Communication Members, board members & principal Regular Meaningful Two-way Internal and External Multiple Methods Fall Officers Training October 2015
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Communications Pledge
Thirty-Third District PTA Communications Pledge Tell me Tell me first Tell me privately Tell me in a language I can understand Tell me as soon as it is a concern Give me time to think before we conclude Fall Officers Training October 2015
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Thirty-Third District PTA
Conflict Recognize conflict Understand the cause Understand the facts Open, honest communications Fall Officers Training October 2015
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Thirty-Third District PTA
Managing Conflict Listen Objectively Be neutral Avoid “Us” versus “Them” Keep in mind that conflict can be a good thing… Fall Officers Training October 2015
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Thirty-Third District PTA
PTA President Plan to do a good job Remember what PTA is all about Attend all council meetings and observe all deadlines/due dates Have FUN! Fall Officers Training October 2015
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Thirty-Third District PTA
Thirty-Third District PTA Website California State PTA Website National PTA Website Fall Officers Training October 2015
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