IDEA OF THE WEEK
All ideas are about the PTA/PTSA.  Ideas may come PTA literature and other PTA pages on the web. 

School Board Meetings & School District Budgets

PTA representatives should attend each and every board meeting in order to have a feel for how the school board thinks and votes.  If you are representing a PTA you may speak for the PTA if the PTA board has given you permission to speak on particular topic.  If you attend as an "individual" you may speak on whatever you choose.  Speaking for a PTA means you are representing the opinions of your entire Association.  Think about what you say and how if could affect your school.

School districts goes over it's budget several times a year.   Annually they make planning assumptions and the PTA can be a part of the budget process.  The budget meeting is held in public and PTA members are part of the public.  You can have an impact on the budget, just by being there.  You may speak on, and question any line item presented.  You may also offer suggestions for program enhancements, deletions or ask to fund a new project or program. 

Obviously your Board of Education has the final say and vote on your suggestions.  Be patient and willing to listen to their opinions as they have listened to yours. 

Time for Mid-Year Audits and Time to Look Over Your Budget

Time to do a mid-year audit - says it all.  Your PTA won't have too many surprises if your auditor goes over the books now (or in January).

Create a budget committee to revise your budget.  Enough time has gone by and you've made or would like to make changes to your budget.  Look at where you are and where the PTA would like to go.  The budget committee make recommendations to the Executive Board and then to the Association for approval.   Keep your budget up to date and realistic. 

Starting the New School Year

It's time to dust off all of the policies and procedures and READ them.  You don't have to re-create the wheel when it comes to leadership and performing your job.  Past volunteers in your position have left their legacy through the procedure manual (and if they didn't it's your job to make one). 
 
You are not obligated to do what the former person did, only understand why they did what they did.  You ARE obligated to follow the guidelines set forth by your bylaws, council, district, state and the National PTA, BUT, there is still flexibility to suit your personality and style. 

If you do need help doing your job, ask for help.  It is quite acceptable for you to form a committee.  NO ONE should go it alone and no one is expected to make a miracle (except your child!).

Go to   http://capta.org/leadership/WORKSHTS/worksheets.html and you can download copies of worksheets that describe many of the PTA job descriptions YOUR PTA fills.  Not every job is there, but many are and can be adjusted for new positions.

Summer Leadership Job

Ok, so it's summer.  You think you actually have the time to take off?  Well, maybe - but, aren't you...

• Meeting with your principal and setting up regular meetings for the entire school year.
• Having a preliminary budget meeting?
• Holding a calendar meeting?
• Filling positions on your board?
• Making sure your officers are getting trained BEFORE school starts?

Summer preparation makes the entire school year go smoothly and a lot more organized than waiting 1 week before school starts.  Your officers and chairmen will appreciate YOUR concern and support prior to doing their jobs.  Especially if you tell them what you'd like to accomplish before, not after they are supposed to do their job.

PTA Themes

One of the most difficult decisions that a new PTA President has to make is deciding on their theme for the year.  Once you get past making the decision, everything else is much easier.  This is one of the only decisions that is NOT made by the Executive Board or Association, or by committee.  The theme potentially reflects the personality of the president and can set the mood of the entire Association.  

MEMBERSHIP

Time to re-double efforts and get more members!  A 2nd membership drive directed to families who didn't join during your "Official" membership campaign should be launched.  If in elementary school, ask the Room Parents to direct a letter and envelope to those who didn't join, ONLY. Do not go back to your members a 2nd time.

Ask the membership chairman to give you 10 membership envelopes.  Go out into your community and ask 10 different people/businesses to join your PTA/PTSA. Make sure you ask people that DO NOT have children attending your school.

You'll be surprised to find that the first 10 you ask will probably join.  NO ONE has asked them before.

Now, go back to your membership chairman and suggest that she/he gives extra envelopes to other people to follow in your footsteps.

IMPORTANT: Add these people to your newsletter distribution list.  They are now members and deserve additional information about your school.

TRASH

Summertime, a lull for many of us, can be put to great use (if you're looking for something to do) by going though old PTA papers and tossing them out.  Most of the items received from State and National PTA will be sent again, our councils will give you another copy of whatever it is that you want and your unit has new plans anyway! 

Give your family some extra living space.  Go ahead, it's ok, I give you permission to throw those old, dated, papers away.   
Important Idea

Don't forget to pay your own personal bills.  You spend a lot of time volunteering and may have overlooked your own personal life.  It is important to remember that no matter how much time you spend volunteering, bill collectors aren't interested in your goodness and selfless lifestyle.  They want to be paid.

TRAINING NEW LEADERS

Many of you have already held elections and know who your new leaders will be.  Depending on your bylaws, they start functioning as the new board at different times.  What they MAY do once elected is hold "their" own preliminary (new board-elect) executive board meetings to map out ideas, set goals and learn together.   You may help them by creating, preparing and updating ALL procedure books (which you SHOULD pass on at Installation time,or, as soon as the book is prepared - before the summer, or, whenever your term is completed).

If you had a bad experience with your own transition, don't assume that's the way it's supposed to be.  Chairman should meet with the new chairmen, officers meet with the new officers.  Talk to one another and share ideas of what worked and what didn't work.  Share your ideas about what you WOULD have liked to have accomplished, but there wasn't enough time (not because there was no support for your idea!).

Take advantage of every training opportunity.  Conventions, district workshops and council workshops.  If courses aren't offered or publicized, REQUEST what you need. Ask what materials are available.  Ask for printed literature that already exists.  There are very few NEW ideas out there (except for the one you come up with), so there ought to be information available for you.

LEARNING ABOUT LEGISLATION

Probably the most important thing that we PTAers can do is learn and DO legislative activities.  Everything else is just gravy.   So, if your PTA does everything but legislation, think about the fact that you don't have any meat to put the gravy on!  Refer back to the 3rd Object of the PTA.  

Legislation is truly not difficult, especially in view of the fact that you are online and have tremendous resources right at your fingertips.  You are able to look up any legislation pending before your assembly, senate, and in congress.   The National PTA has links to look up National issues and your local state can direct you to state issues.  If you are from California, you can look up ALL current legislation through my page, or the California State PTAs page.  CA State has instructions about the "how to's" and my legislation page lets you select topics of your choice, keywords or the numbered bills.  Each piece of legislation is given a bill number and you can follow it as it changes.

Your PTA President should have an official PTA book about legislation, borrow it.  Ask your PTA to follow your states and national recommendations about bills to SUPPORT or OPPOSE.  Encourage your board to take a stand by voting and publicize your stand in the newspapers and in your newsletters.

Take the legislation workshops offered at your conventions.   Become powerful, as knowledge is power and using it benefits the children and youth that we are supporting through out efforts in the PTA.

Read #47 below.

Some selected TIPS from the Kansas State PTA's page

1. Ask to speak for 5 or 10 min at a teacher or faculty meeting. Stay within the time allotted to publicize the years activities and encourage their partnership and membership.
2. Request a PTA bulletin board or showcase, then use it wisely and keep it up to date.
3. Develop an information sheet to distribute to members telling what dues do, local, state, and National.
4. Honorary Life Memberships can be given to any visitor, speaker or friend of your PTA. Publicize!
5. A letter of Welcome, PTA material, and an invitation to join could be in the Principal's office for distribution when a new family comes to register their children.
6. Pictures from children's coloring books make excellent patterns for use on posters, flyer and name tags; You don't' have to be an artist!
7. Meet early with your membership committee to set a goal. Make it realistic and don't give up until you have passed the set goal.
8. Either mail or send home with students an invitational letter with a return membership envelope attached. Follow up is vital.
9. Important! Tell your PTA story in terms of definite goals, and achievement rather than in a bland general statement.
10. For a real attention getter use costumes when selling memberships.
11. On the first day of school place a flower or small plant and an invitation to join PTA on each teacher's desk. Don't forget other staff members too.
12. Offer baby-sitting services at PTA meetings. (Girl Scouts like to perform this duty as a way to assist them in earning a badge.)
13. Arrange for a PTA float if your community has a seasonal parade.
14. Establish a telephone committee to remind parents about PTA meetings and other functions. (Senior Citizens may perform this service.)
15. Award teachers with a party for having 100 percent teacher membership.
16.Challenge another school of similar size to a membership increase contest.
17. Send Sunshine Grams to students who join PTSA. Have lower dues for students than for parents.
18. Have a tear off application to join PTA in all of your newsletter with return information.
19. Make a telephone directory of staff and parents with a star by PTA member names. Helpful also in forming committees.
20. Try this headline on your next recruiting letter; "More than 7 million can't be wrong!" Go on to tell that the National PTA is the largest association in America working exclusively for children and youth.
21. Use colored paper for your PTA meeting notices, newsletters, etc., that people will come to recognize and associate with the PTA.
22. Ask your school Principal to be part of your newsletter by contributing an article.
23. When having a guest speaker for a meeting, be sure and call them a day or two before the event. Send written reminders home with students, this will help increase attendance.
24. When dealing with vendors (fund-raisers), make sure everything you agree on is in writing.
25. Be alert to school staff members and community members talents and resources, and draw on them for the benefit of the entire school.
26.Learn about school programs, curriculum, regulation, and procedures. Share your knowledge with other parents.
27. Pay all bills by check, not cash. Attach the receipt to the canceled check for easier auditing.
28. Never use an individual's Social Security Number on a PTA Bank account. Use the Unit's EIN number.
29. Your Unit bylaws state when an audit of the treasurer's book should take place. They also should state who is to conduct the audit.
30. The Kansas PTA is not exempt from paying sales tax. We are exempt from Federal Income Tax.
31 Feature a different cultural group at each meeting. Ask parents from the group to help plan and participate in those meeting.
32. Develop a close working relationship with administrators and other school personnel. Encourage them to attend PTA meetings, and attend their meetings when possible.
33. When faced with a challenge, seek assistance from the Council, District or State PTA. They have the resource people and information and are prepared and willing to help you.
34. Always be looking for potential leaders. Training of others--and yourself--should be on-going.
35. As President, delegate responsibility! Then give those delegated the opportunity to do the job, offering help only if needed.
36. Minutes should be kept as the permanent record of the association. The minutes can be used as legal documents in cases of litigation, so it is important that the information be accurate and approved by the association's voting body.
37. Keep your sense of humor. Working hard for important goals does not preclude enjoying that work. PTA should be fun as well as work.
38. At executive board meeting, guests may not vote or make motions. They may speak with the approval of the president or the executive board.
39. If contacted by reporters, request the person's name, newspaper and the reason for the call.
Make sure your answers are accurate and are according to PTA POLICY, NOT YOUR OPINION.
40. Share all information you receive from the State and National PTA with your fellow officers.
41. Books should be audited before a new treasurer assumes duties. Additional audits can be done at any time.
42. Remember, PTA sells individual memberships only.
43. Promote informal activities at which parents, staff, and community members can interact.
Example, a school carnival.
44. Show appreciation for parents' participation, and value their diverse contributions. Make sure that volunteer activities are meaningful and built on volunteer interests and abilities.
45. The inspirational message can, and does, set the mood for a meeting. The State Inspirational handbook contains many examples.
46. A member may enroll in more than one local PTA unit by paying dues to each local unit. A membership card will be issued from each unit.
47. Share monthly articles from the district and state PTA bulletins and the National PTA's Our Children with committee members. The PTA has always been committed to providing up-to-date training materials and guides for Presidents and Chairman alike. The Membership, Legislative, and Inspirational Handbooks contain a wealth of information designed to assist the President or chairman in effectively carrying out the duties of his or her office. The Legislative Handbook Offers PTA leaders step-by-step guidelines on how bills become laws. Methods of communicating with legislators and other elected officials. IRS rules on PTA lobbying and legislative activity. The Membership Handbook contains descriptions of the duties of the chairman. Campaign ideas and themes. Information on awards and Honorary Life memberships; and copy ready clip art for membership drive flyers. The Inspirational Handbook supplies appropriate thoughts for every occasions, including Patriotic, Teacher and Volunteer Appreciation, and Love of Children. Both first-time presidents and chairman, or experienced leaders will discover these guidebooks make their job much easier.
48. Encourage student and adult participation in contests that are available. Example; Reflections, Citizenship, Phoebe Appperson Hearst, Honor Unit.
49. Be aware of contest deadlines. Follow directions exactly.
50. Recognize everyone who participates along with the winners of these contests. Publicize within the school and in community newspapers, etc.
51. Be open-minded and listen to everyone. You might be pleasantly surprised.
52. Focus on your goals.
53. Always thank people for helping. Praise others for a job well done.
54. Include everyone who wants to be included.
55. If providing refreshments for a meeting., consider "healthy" snacks. This could include information on healthy eating, recipes, and tips on safe handling, preparation and storage of food.
56. To build support for PTA programs, every means of publicity including information in newspapers, PTA and school newsletters, and on radio and TV should be used.
57. No PTA should release the names of leaders or members to any agency or organization, business, or foundation.
58. When entering into a contract, the person responsible for the agreement should clearly identify that it is the unit which is entering into the contract and NOT the individual.
59. PTA FUNDS SHOULD ALWAYS BE USED FOR PTA WORK. PTA does not raise money for PTA activities and then allow that money to be diverted into other channels - for example, donations to other organizations.
60. At the end of a meeting, restate the decisions reached and the assignments made. Make sure everyone knows what was decided and who is to do what, by what time.
61. See that the minutes of your meeting are sent out promptly. Minutes are a blueprint for actions that need to be taken before the next meeting.
62. Make sure you are prepared for your PTA meeting. Make your agenda, and check that you have everything you need for the meeting.
63. As President, you should always stand while addressing the general body. You may remain seated while reports are being given, minutes read, etc.
64. Presidents should check with the recording secretary before the meeting to see if there is any unfinished business from the last meeting. Do not ask for unfinished business during the meeting--the chair should already know the answer.
65. Make all parents feel the PTA welcomes and accepts them. Ask for their help in contacting other parents by serving on an "outreach" committee.
66. There should be two signatures required on all PTA checks. Do not sign blank checks.
67. The PTA budget is a financial guide. It is a statement showing a plan for obtaining funds and for allocating those funds to meet the needs and commitments of the PTA's annual activities.
68. Make sure there is a purpose for your meeting and that it meets the needs of your members. Shorten the business part of your meeting to no more than 10 minutes, and get right to the speaker or workshop.
69. Have a written up-to-date financial report at every meeting. Members need to stay informed, and it takes less time than an oral report.
70. PTA funds are private moneys and MUST be kept SEPARATE from school funds. PTA funds should only be deposited into the PTA account.
71. If a PTA sponsors a project or program in cooperation with the school, all funds should be accounted for and separated prior to the immediate deposit of the PTA portion into the PTA bank account.
72. Complete and pass on a procedure book. Do not expect the successor of your PTA position to know how to fulfill the duties without some guidelines.
73. Keep things seen or heard at school confidential. Encourage every volunteer to honor the ethical considerations and legal responsibilities regarding the privacy of students and their records.
74. Utilize the National PTA kits and programs and brochures. Contact the state office for an up-to-date list of what is available.
74a. Present PTA concerns and issues to the Principal of your school. Encourage the principal to speak openly of his or her goals and concerns. Work together for the benefit of the students.
75. Attend your district's School Board Meetings. Keep informed about changes being made in your schools.
76. Contact your local American Heart Association, American Lung Association, American Cancer Society, etc., for programs and presenters for a PTA meeting, or Health Fair.
77. Put up a bulletin board of baby pictures of the teachers and administrators. Let the students guess who is who during Teacher Appreciation Week.
78. As a member of your local PTA, you will have the opportunity to know that you can make a difference for your child and all children, just by joining!
79. Give students the opportunity to participate in the planning and execution of PTA programs. Young people's viewpoints and ideas are essential because all PTA programs focus on youth.
80. People join organizations for personal growth. Parents might join so that they can keep in touch with the school, meet other parents to discuss parenting issues etc.
81. Set up a PTA display in the town library and in the school lobby. Showcase PTA programs and materials.
82. Contact nursery schools and preschools in the spring to share information with parents of incoming kindergartner.
83. Ask your school librarian or technology supervisor to have a "Internet Open House". Invite parents up to the library and share with them the wealth of information available through the use of a computer on the Internet.
84. Contact your school board and encourage them to have a School Board Meeting at you school. Have some students perform and send out flyers encouraging parents to attend.
85. Attend Leadership Workshops, State and National Conventions and other training sessions whenever possible. You will receive valuable training, and network with other PTA members from across the State and the Nation.
86. PTA members who choose to seek public office may not request or receive PTA endorsement at any time, but may list their PTA service as part of their qualifications.
87. Work with the school administration to ensure that PTA representatives serve on advisory committees and task forces addressing such topics as school restructuring; technology; textbook/materials selection, etc.
88. Remember- money may NOT be spent before the general body votes on a budget.

USING RESOURCES

It is better to get back to someone with the correct answer than making one up. PTA has an answer for everything relating to PTA. Use your State Guidebook, the National PTA's Annual Resources for PTAS, your Guidelines Notebook and whatever other books have been passed on to you.

Other resources are available by calling your council president, district office, or state PTA office. Leave nothing to chance.

Another really great source of information is Robert's Rules of Newly Revised Order. It is truly amazing what can be accomplished at a meeting if a few people have access to this book.

WISH LISTS

Use your newsletters to include "Wish Lists" for items needed at your school.  For example, ask the teachers which books they'd like to include in their classroom libraries. Include a few classes each month, and watch the libraries grow. You don't have to wait for a book sale, or a holiday.   Sometimes your school needs something very simple. Chances are that one of your parents can help out if they knew what the needs were.

EDUCATING THE BOARD OF EDUCATION

Make a point of attending school board meetings. Many school board members have no idea what the PTA does. This is not their fault. Just as we try to educate our own PTA Boards and staffs at each school, we should also inform the school board. Ask to be placed on the agenda and make a report about your school's PTA. Invite the board members to visit your school, attend "happenings" and share your newsletters with the school board members.

If you cannot get someone to attend on a regular basis, ask for the agenda and minutes so you can be kept abreast of the district decisions and policies being made.

Get to know your superintendent and share the information with him/her as well.

Volunteer Hours

Annually we are required to report our volunteer hours. Consider making an interim report and publishing it in your newsletter. Set a goal for your PTA, show your current accumulated hours and let your PTA know where you'd like to end up.

For example: "The Sunshine PTA has volunteered 2,073 hours for the first 3 month of this school year. Our PTA's goal is to volunteer a total of 10,650 hours, an additional 50 hours over last year, for the 1997-98 school year. Upcoming opportunities for you to help us reach our goal are; helping in the classroom, field trip chaperones, the arts & craft fair, being in the PTA library, helping with the after-school mentoring program, being a mentor, being on the Jog-A-Thon crew, setting up and tearing down the winter musical sets, and more. Please contact Jeffrey Kay to volunteer."

Another example would be to make a thermometer and place it in front of your school. The top number would be where you want to end up and the markers show where you are.