“GPS for PTA” Direction or Detour

1. “GPS for PTA”Direction or Detour 95th Maryland PTA Fall Convention November 12-13, 2010

2. Planning for a Successful Year • In this session you will: • Learn qualities of a successful leader • Planning and Goal setting • Bylaws

3. Group activity • Brainstorm ideas on what you believe are the qualities needed for a successful leader.

4. 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

5. Aggression Blocking Self-confessing Competing Recognition seeking Special pleading Clowning Seeking sympathy Withdrawn Degrading Non-Productive Behavior Remember- you are part of a Board and your actions impact the entire group. As well as the reputation of the PTA

6. 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

7. 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

8. PART III The Key is Planning

9. 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

10. 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!

11. 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.

12. 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.

13. 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

14. 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.

15. 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.

16. 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)

17. 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

18. Action itemSurvey PTA members to help you set your goals. Keep goals simple and obtainable.Post the goals for members to see

19. 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.

20. 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

21. Bylaws Info con’t • Board of directors • Executive committee • Committees • General Membership meetings • Council membership • Amendments • MD PTA convention

22. 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

23. 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.

24. 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

25. Organizing Internal Structure • Learn about committees, purpose and structure • Increase involvement

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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

32. 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.

33. Plan of Work • Includes an estimated budget. • Approved by Board of Directors. • Can be updated and amended as necessary by Board of Directors.

34. 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.

35. 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: A copy of the unit’s bylaws. The procedure book (past records) for the office or committee.

36. 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.

37. 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.

38. 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

39. 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

40. Research proves Students 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.

41. 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

42. Standard 4: Speaking up for every child • Standard 5: Sharing Power • Standard 6: Collaborating with community

43. School Quality • Improve teacher moral • Higher ratings of teacher by parents • School have better reputation in community • Greater gains on state test

44. How to get someone involved • Define what it is you want • Volunteer • Assistance with planning event • Chairperson • Give clear information • Amount of time involved • What their duties will be • Responsibilities

45. 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”

46. 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

47. Conflict Management • Assume that both parties want to come together • Keep an open mind • Resolve difference as win – win • See the other person’s point of view • Talk about issues – not people • Keep the lines of communication open

48. 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?

49. Celebrate! • Recognize and reward achievement • Say thank you • Show you appreciate everyone’s contributions • Give a Life Membership in Maryland Parent Teacher Association

50. What would you do?