“GPS for PTA”Direction or Detour

95th Maryland PTA Fall Convention

November 12-13, 2010

Planning for a Successful Year

In this session you will:Learn qualities of a successful leaderPlanning and Goal settingBylaws

Group activity

Brainstorm ideas on what you believe are the qualities needed for a successful leader.

Successful Leaders…..

Open minded Allows others to bring forward ideas Encourages all to participate in the

business of PTA Recognize and respect others leadership

styles

Non-Productive Behavior

Aggression Blocking Self-confessing Competing Recognition seeking

Special pleading Clowning Seeking sympathy Withdrawn Degrading

Remember- you are part of a Board and your actions impact the entire group.

As well as the reputation of the PTA

How to be a Better Team Participant

Come to meetings prepared Arrive on time and stay until the end of the

meeting Be attentive to the discussion Help facilitate the discussion by taking an

appropriate role in it

How to be a Better Team Participant

Be a contributor by: Offering relevant discussion at the appropriate time Speak long enough to make your point but short enough to

sustain the team’s interest and attention Be clear and easily understood Be open to evaluation and criticism Be informative and provocative

Don’t be afraid to disagree Don’t be afraid to be creative or innovative Give other creative ideas a fair shake

PART III

The Key is Planning

What should the new Board of Directors do first?

PLAN – goals Membership Increasing Involvement in the PTA Advocacy/Education

PLAN – committee structure based on goals PLAN – programs and activities (plans of work) PLAN – budget to support the goals PLAN – calendar for the year

Plan PTA Goals

Align the unit’s goals with the school’s goals – SCHOOL IMPROVEMENT PLAN, ask the principal

Does the unit have ENOUGH help and volunteers?

Can you run your programs with the help you have? Don’t bite off more than you can chew!

Plan PTA Goals

Every unit should have a membership goal Every board member completes a Plan of Work.

Plans of Work are approved by the entire Board, that is how we jointly plan the direction of the unit.

Plans of Work are only changed with Board approval.

Plan Goals: Membership

PTA is a member organization - open to anyone who believes in the Mission and Purposes of the PTA.

Membership is renewed annually. You must be a member of a local unit to serve in

a leadership position. Post your goals for all to see.

Plan Goals: Membership

As the board plans for the year ahead, ask “why should someone join our PTA” – if you don’t have an answer, that is a problem!

You will increase membership if you offer: PTA Communications to members Benefits for members only Let your members know what the PTA does

Membership Cards

Every member should be given a membership card. Username and password printed on the back Discounts and benefits There are no FAMILY memberships

Membership cards come in the summer (usually in August) to the address on file.

Unit receives membership cards based on their end of year totals.

Membership Cards

When the cards come, count them and verify. If different than the statement contact MDPTA Immediately

You will be billed for all cards, so make sure you save any damaged or incorrect cards to send back to MD PTA with the final payment.

Dues payments should be made monthly. Your first payment should be made by October

30th.

More on Membership

Only members can participate in the business of the organization.

If you need additional cards, you must pay for the original batch first – then order more from MD PTA.

Membership totals must be reported by March 31st. (Payments should be paid monthly)

Plan Goals: Increasing PTA Involvement Volunteerism is down across the nation. People only work with an organization if they see

value in giving of their time. Committees of 1 = a lack of skilled future leaders Every person in the PTA should be teaching the

next person how to do their job. That is how we grow. Start on day one to find your replacement!

Survey members

Action item

Survey PTA members to help you set your goals.

Keep goals simple and obtainable.Post the goals for members to see

Plan Goals: Advocacy/Education Find your PTA’s niche – what can your PTA do that

no one else in the school can do? Parent programs – make them worthwhile. Every meeting should teach something new about

the school to your membership. Plan programs at the beginning of the year for the

entire year – stick with the schedule. Develop a calendar and publicize it! If you decide to work on an advocacy campaign, let

your membership know – have the membership adopt goals.

Your bylaws will provide:

Information and governance Mission and Purpose Good Standing Basic Policies Relationship with NPTA and MDPTA Officer and Elections Duties of officers

Bylaws Info con’t

Board of directors Executive committee Committees General Membership meetings Council membership Amendments MD PTA convention

What is a unit in Good Standing?

Adheres to the purpose and basic policies of the PTA

Remits the national and state dues by March 31 (payments due monthly)

Has bylaws approved every 3 years Has a minimum of 25 members

Good Standing Con’t

Submits the name and contact info for president to MD PTA

Remits insurance premiums by Oct. 1 Has and EIN Maintains its status as a corporation Files the appropriate tax forms with the

IRS (Copies must be on file at MDPTA office.

What does it mean if we are not in Good Standing?

Students are not eligible to participate in Reflections Program

Student not eligible to receive a scholarship from MD PTA

Unit not able to apply for any awards or grants Members unable to participate in the business of

MD PTA

Organizing Internal Structure

Learn about committees, purpose and structure

Increase involvement

Plan: Committee Structure

Decide which committees are needed to support the goals.

PTA work is done through committee structure. All committees should be formed for a specific

purpose. Committees function at the discretion of the

membership.

Plan: Committee Structure

Opportunity to work on what suits the individual. Being part of a committee is training for leaders. Committees permit membership participation. President serves as ex-officio member of all

committees except the nominating committee - check bylaws.

Types of Committees

Standing --- Basically permanent, conduct business year-round. Standing committee chairpersons are members of the

Board of Directors, vote, and share in the responsibility of the organization.

Chairpersons are voted into the position by the Executive Committee.

Special (Ad Hoc) --- Formed for a specific task Approved by the Board of Directors Do not vote on the Board of Directors.

Responsibility of a Committee

Formed to deal with project or activity. Ideally, committees consist of more than 1

person. Committee members decide who will serve as

the chairperson. Committees make recommendations, not

decisions – the Board of Directors makes the decisions.

Responsibility of a Committee

Must do a Plan of Work – and follow it! Must do an estimate of expenses and

income generated (budget). Must report regularly to the Board of

Directors about the activities of the committee.

Some Suggested Committees

Standing Committees Family Involvement Health and Safety Hospitality Legislation/Advocacy Membership Newsletter/Communications Programs Public Relations Reflections Ways and Means Council Representative

Ad Hoc Committees Bylaws Nominating Budget Audit

Plan of Work

Action item – Guides the unit’s activities for any given

fiscal year. Lists the goals of the unit PTA and the

goals of the committee or officer. Explains in detail how the goals will be

accomplished.

Plan of Work

Includes an estimated budget. Approved by Board of Directors. Can be updated and amended as

necessary by Board of Directors.

Plan: The PTA Calendar Publish a calendar of all PTA events and meetings to

promote the organization to the general membership. Read your bylaws to find out how many meetings are

required and when. Set meeting dates in advance - 2 types

Board of Directors: the day to day business is conducted by the BOD

General Membership: defined by the bylaws, typically short but EXTREMELY important

Ask the BOD for the best time to have the meetings – you need to have quorum.

The calendar is approved by the BOD.

1st Board of Directors Meeting

Basic Information: Best to have it in July or August before school

starts. Before the meeting - the Executive Committee

(officers) votes to confirm the committee chairs - now have a Board of Directors!

Check to make sure each member has materials needed to do his/her job:

1. A copy of the unit’s bylaws.

2. The procedure book (past records) for the office or committee.

1st Board of Directors Meeting Must have at all meetings:

Agenda- created by the President, with input from all Minutes- taken and typed by the Secretary from the past

meeting Treasurer’s Report- created by the Treasurer and includes the

monthly financial statement and reconciliation statement. The Board of Directors approves the goals of the PTA for

the year. The Board of Directors approves Plans of Work, which

form the basis for the budget. The Board of Directors works on and approves the

proposed budget.

1st General Meeting

Sometimes held during “Open House” or Back to School Night.

Must be a face to face meeting- not via video or announcements. Must be able to verify the vote.

Good idea to sell memberships before the meeting, but once meeting starts NO selling until the meeting adjourns.

Must approve the budget by a vote of the general membership – read bylaws.

Keep it brief.

Why is parental involvement important?

The evidence is consistent, positive and convincing

Families have a major influence on their children’s achievement in school and through life

When schools, families and communities groups work together to support learning.

Children tend to do better in school Stay in school longer and Like school more

Henderson, Anne. T. and Mapp, Karen L., A New Wave of Evidence: The Impact of School, Family, and Community Connections on Student Achievement, 2002, p.7

Research provesStudents with involved parents

Earn high grades and test scores Enroll in higher-level programs Pass their classes, earn credits and be

promoted Attend school regularly and Graduate and go to postsecondary ed.

PTA National Standards for Family-School partnerships

Standard 1: Welcoming all families into the school community

Standard 2: Communicating Effectively

Standard 3: Supporting Student Success

Standard 4: Speaking up for every child

Standard 5: Sharing Power

Standard 6: Collaborating with community

School Quality

Improve teacher moral Higher ratings of teacher by parents School have better reputation in

community Greater gains on state test

How to get someone involved

Define what it is you wantVolunteerAssistance with planning eventChairperson

Give clear informationAmount of time involvedWhat their duties will beResponsibilities

Diversify your board

Make sure that your board is reflective of your community – reach out to the hard to reach parents

By including others – you will break the perception of a “clique”

Communication is critical

Use multiple forms of communication – don’t just rely on the kids’ backpack

Make sure that you are in constant communication with your board

Keep your message consistent and in line with PTA

Remember to evaluate programs to make sure programs are still relevant

Conflict Management

o Assume that both parties want to come togethero Keep an open mindo Resolve difference as win – wino See the other person’s point of viewo Talk about issues – not peopleo Keep the lines of communication open

Evaluate at the end of the Year

Did you meet your goals? What were your successes? In what areas could you be more effective? Did you involve lots of different parents?

Celebrate! Recognize and reward achievement Say thank you Show you appreciate everyone’s

contributions Give a Life Membership in Maryland Parent

Teacher Association

What would you do?

Who handles this issue?

The treasurer has been attending the meetings, however they do not have a report.

What would you do?

The chair person for hospitality has not turned in a plan of work for Grandparents day.

They have turned in receipts for materials bought for the event for a total of $175.00

How would you deal with this?

The president only has an agenda ready for the meetings some of the time, they never ask for the input of the board members regarding any action items that they may have.

Who should control the meeting?

One person is dominating the meetings they always talk over others and are intimidating with their opinion.

What do you do?

During the transition meeting with the outgoing president you receive a box filled with papers.

Don’t wait to ask for help

Contact Maryland PTA when you have a question or concern.

president@mdpta.org 410-760-6221 800-707-7972