Thirty-Third District PTA Summer 2020 Officer’s Training 1 Thirty-Third District PTA Summer Training 2020 Cindy Ellenberg Thirty-Third District PTA President [email protected]Julie France Thirty-Third District PTA First Vice President [email protected]} What Can We Do During COVID-19 } PTA President Roles } PTA Planning Process } Managing Your PTA } Effective Meetings } Executive Board – Working Together } Finance – Executive Board } Unit President’s Calendar – July-December } Parliamentary Points/Motions } Managing Conflict
} Provide support and training to councils and units
} Expand membership to reflect our diverse communities
} Provide effective communications} Develop and strengthen district leadership } Increase informed advocacy efforts
} Continue to meet via teleconference} Hold elections} Stay on top of financials} Run membership drive} Communicate with school administration} Communicate with your members} Determine PTA programs needed} Determine how to support your families} Stay informed
Thirty-Third District PTA
Summer 2020 Officer’s Training 3
CAPTA COVID-19 Resources for PTA Leaders:https://capta.org/news-publications/covid-19/covid-19-resources-for-pta-leaders/
There are valuable sections on:§ Guidelines for PTA meetings and events§ Teleconferencing guidelines§ Frequently asked questions§ Meetings via teleconference§ Elections via teleconference§ Financial transactions, audits and taxes§ Teleconferencing and video conferencing tools
Communicator§ Link families, school & community together§ Coordinate work of officers/chairmen§ Run meetings, prepare agenda§ Approve all materials (with principal)
Collaborator§ Meet with principal regularly§ Attend council/district meetings§ Work with all board members
require 2 signatures)§ Ensure reports done & sent to council/district:
Budgets, Audits, Annual Financial Reports, Copies of all tax returns (990, 199, RRF-1,CT-TR-1)
• Be Available
• Show Respect• Be Confident
• Have Knowledge• Be Supportive
• Listen Well
• Show Concern• Be Flexible
• Be Sensitive• Have Patience
PTA President
• Remember what PTA is all about
• Attend all council meetings and observe all deadlines/due dates
• Have FUN!
Questions?
Thirty-Third District PTA
Summer 2020 Officer’s Training 5
Goals
Programs
Budget
Membership
Family Engagement
and Fundraising
Approval
Goals
Programs
Budget
Membership
Family Engagement
and Fundraising
Approval
Goals
Programs
Budget
Membership
Family Engagement
and Fundraising
Approval
Thirty-Third District PTA
Summer 2020 Officer’s Training 6
Goals
Programs
Budget
MembershipFamily
Engagement and
Fundraising
Approval
Goals
Programs
Budget
Membership
Family Engagement
and Fundraising
Approval
Goals
Programs
Budget
Membership
Family Engagement
and Fundraising
Approval
Thirty-Third District PTA
Summer 2020 Officer’s Training 7
How to Work Smarter• Ground Rules• Goal Setting• Communication• Conflict Management• Team Building
Managing Your PTA
Team Building
• Empower � mentor for today and tomorrow
• Recognize � appreciate different work styles
• Delegate early and often
• Be thankful � give a shout out to volunteers
• Have FUN!
• Together Everyone Achieves More!
Did you know … You are not the Team?
Managing Your PTA
Communication Matters• Regular • Meaningful• Two-Way• Keep everyone in the loop• Remember to �Walk the Talk�• Conflict Management – 3 R�s• Recognize • Referee• Resolve
Managing Your PTA
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Summer 2020 Officer’s Training 8
} 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
Questions?
Before the meeting• Complete the facility use permit
• Advertise/Ask people to attend meeting
• Send out meeting information
• Review minutes of previous meeting
• Prepare and distribute agenda with advance notice as stated in the bylaws
• Contact those who need to report
Thirty-Third District PTA
Summer 2020 Officer’s Training 9
During the meeting• Start on time• Review agenda, add items if needed• Stay on agenda• Use parliamentary procedures• Summarize• Give everyone a chance to participate• Restate questions/decisions/assignments• End on time
After the meeting• Distribute minutes promptly• Follow up on assignments
• Call to Order• Attendance• Approval of minutes• Reports
Report any suspected mismanagement to Council and District PTA as soon as possible
Early Warning SignsWhat ‘red flags’ might
you see?
Finance – Executive Board
Financial �Red Flags�} Officer/chairman
• Stops taking calls, coming to meetings• No treasurer’s report for meetings
} Check handling process skipped• Only 1 signature on checks• Checks issued but not approved
} Revenue is less than chairman’s counts
Finance – Executive Board
Questions?
Thirty-Third District PTA
Summer 2020 Officer’s Training 13
July/August} Work with your Executive Board planning for
the upcoming year} Begin your membership campaign} Plan your budget} Complete and sign “Conflict of
Interest/Whistleblower” form} Attend summer officer trainings} Meet with your principal} Attend Council PTA meetings} Remit membership per capita to council
September/October
} Prepare for first association meeting (including budget approval)
} Appoint Bylaws Review Committee} Attend Council meetings} Attend District Legislative Conference –
October 8
} Attend District Association Meeting - October 17
} Attend District Fall Officer Training} Remit membership per capita to council
November/December
} Appoint HSA committee} Plan for Founders Day} Attend the Presidents/Administrators
Conference – November 12} Remit membership money, insurance
premiums and Workers Comp form to council
} Election of Nominating Committee
Thirty-Third District PTA
Summer 2020 Officer’s Training 14
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
1. Raise hand to make motion2. Recognition by the chair3. Make the motion4. The motion is seconded5. Chair restates the motion6. Debate or discussion7. Call the motion – then the vote8. Results announced
} Recognize conflict
} Understand the cause
} Understand the facts
} Open, honest communications
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} Listen Objectively
} Be neutral
} Avoid �Us� versus �Them�
} Keep in mind that conflict can be a good thing…
} Your Unit Bylaws
} Thirty-Third District PTA Handbook for Unit Presidents
