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

2. Sharing the Road

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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.

14. 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

15. 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

16. Questions?
Contact information
Leslie Kahler and Becky Gordon
Co-Presidents, Issaquah PTSA Council
Moriah Banasick
Controller, Issaquah School District