DCCPTA Presidents’ Training

1. DCCPTA Presidents’ Training www.dccpta.org president@dccpta.org Margaret Godke 518-8755

2. PTA Mission “To make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.”

3. PTA Values and Historical Goals • Collaboration • Commitment • Accountability • Respect • Inclusivity • Integrity • To promote the welfare of the children and youth… • To raise the standards of home life… • To secure adequate laws • To bring into closer relation the home and the school … • To develop united efforts between educators and the general public …

4. Building a Strong Local Unit “Good Standing” FPTA • Transfer dues monthly to Florida PTA. • Pay Duval County Council Dues by Nov. 1 • Bylaws: Every 3 years reviewed by board; approved at General Meeting, and submitted for approval - date in the right hand corner of you bylaws. Why we do things the way we do … • National PTA • Florida PTA • Duval County Council of PTAs • Duval County Public Schools

5. Theanswer can be found in the Bylaws. Please read them. • …are the playbook for your local unit • …give each board member a copy and post on your unit’s website • …dictate number of board meetings and general meetings • …govern board vacancies and elections

6. st stands for President • Organize: plan and set priorities. • Recruit, manage, motivate and retain volunteers. • Welcome a diverse and inclusive group of members, volunteers and leaders. • Run effective programs. • Manage money and raise funds. • Support membership growth and retention. • Run effective meetings. • Ensure all voices are heard through effective use of parliamentary procedure. • Advocate on behalf of students. • Transition to the next leadership team by nurturing potential leaders and preparing the incoming team.

7. stands for people = membership growth plan • # of students in the school = 1000 • # of families in the school = 800 • How did we do - 325? • 90% = 720 • 80% = 640 • 70% = 560 • 60% = 480 • New Membership Growth Goal = 500? • Orientation – preview • Welcome Back • Open House • January • How? • Thank you for joining • Information • Empowered

8. stands for people = FPTA 2014-2015 New or Returning Officers • Complete with Florida PTA at www.floridapta.org • Why? Get membership cards and info • required to have on file for IRS requirements. • Register with National PTA’s to receive kit of materials. • Complete DCC Delegate and alternate request coming with August Highlightse-newsletter • Attend training at FLW, monthly DCC meetings, SLW, FPTA Convention • www.pta.org – search e-learning

9. stands for profit [$] =requirements & best practices • PTA is a nonprofit and reporting to the IRS is a requirement. • PTAs do not pay taxesbut must file. • File NOW Outgoing Treasurer – deadline Nov. 15 • Need EIN • Manage money and raise funds. • Rule of “2” – counters, signers, deposits • Every meeting • Monthly treasurer’s report in print • Bank statement • YTD – how much do I have left?

10. stands for Program =What makes a great PTA program? • Survey your parents, students and teachers • Let the survey results guide your programming • Host a Program for Parents, Students & Teachers • iadvocateforkids training modules • Remember PTA’s mission…. Advocacy

11. stands for Program =Committee Chairs Make it Happen • Programs – including Reflections • Advocacy • Legislation • Health and Safety • Parent Education • Technology/Communication • Volunteers • Others?

12. August means Membership or People • Only local units with Presidents on file with Florida PTA will receive cards. • Membership cards will be sent from Florida PTA in July or as soon as Officer form is received. • Cards will be sent to the President’s home or address submitted. The local unit ID is on the outside of the envelope. Add it to each card.

13. Why PTA? • Other Parent Groups Operate alone Come and go Many must purchase training resources • Powerful network of almost 5 million people who advocate on behalf of children • 115‐year‐old brand • Free PTA resources

14. SeptemberGeneral Meeting #1On the agenda…Vote on the Budget PTA funds raised by PTA members… • Belongs to the General Membership; post on your unit’s website • Can only be spent once a budget has been presented and voted on by the General Membership • That budget guides spending after it’s approved

15. October & November • Board Meetings • Participate in Duval County Council General Meetings (4th Tuesday of the month 2014-15) • Send in National/Florida PTA Dues • Pay Duval County Council Dues by Nov. 1 • Apply for Right Foot Award Nov. 1 postmark

16. PTA…Fundraising • PTA raises funds to support its educational programs for parents, students and teachers. • PTA must have all fundraisers approved by their principal, Fundraising Activity Request, (7/2002). • Best practices indicate that, every fundraising effort requires 3 PTA programs.

17. PTAs can not solve our school system’s financial needs with fundraising, but with advocacy efforts!every child. one voice.

18. Advocacy Training Units • Strategy: Goals vs Tactics • Coalition Building • Recruitment and Organizational Building • Media as a Tactic • Meeting with Decision-makers • Common Core now = Florida State Standards

19. MeetingsMake them count! Parliamentary Procedure: This course will teach you how rules of conduct positively affect PTA decision-making, while ensuring fair and orderly unit operations. (30 min.) www.pta.org >PTA leaders>e-learning library

20. Executive Board Meetings • Elected officers plus Committee Chairs • Meet monthly and closed to public • Consistent and respectful of board members time. • Agenda – says prepared • Minutes – say we did important work • Robert’s Rules of Order -- your friend • Financial reports – missing Red Flag - call • School bookkeepers have been educated to contact DCCPTA if a monthly Outside School Related Organization Monthly Report form from the treasurer has not been submitted by the PTA.

21. What’s said in PTA board meetings – stays in PTA Parking Lot Talk and FaceBook posts

22. January - February General Meeting • General membership elects Nominating Committee • Bylaws dictate the number of nominating committee members • Mid-Year Budget Review – approve changes, if any, and post amended budget on your unit’s website The Nominating Committee has the most important job… It insures the future of your PTA

23. March/April • Fill out Duval County PTA Award Applications – accepted anytime; due April General meeting. • May 1, 2015 new deadline for final payment to Florida PTA for dues collected and return unused membership cards. • Fill out Florida Award Applications; all [membership & programs]are due by May 1.

24. May • Last General Meeting – Elect your officers • Teacher Appreciation Week - Celebrate your teachers. • DCCPTA’s Presidents’ and Principals’ Luncheon

25. End of the year Housekeeping … • Transition the team • Evaluate Did you … • reach your desired participation numbers? • do what you said you were going to do? • make a difference?

26. End of the Fiscal Year Duties • Appoint the Audit Committee of 3 (any PTA member who were not check signers) • End of Year Audit done after June 30. Signed End of Year Outside Organization Audit Form turned into your school bookkeeper. Keep a copy. Send to ginger@floridapta.com and DCCPTA. • Appropriate IRS Filings can be done any time after June 30. The treasurer who served for the fiscal year reporting to the IRS is responsible. Deadline is November 15. Send copy of accept memo to ginger@floridapta.com and DCCPTA.

27. st stands for President • Organize: plan and set priorities. • Recruit, manage, motivate and retain volunteers. • Welcome a diverse and inclusive group of members, volunteers and leaders. • Run effective programs. • Manage money and raise funds. • Support membership growth and retention. • Run effective meetings. • Ensure all voices are heard through effective use of parliamentary procedure. • Advocate on behalf of students. • Transition to the next leadership team by nurturing potential leaders and preparing the incoming team.

28. Resources • Duval County Council General Meetings • 4th Tuesday of August, September, October, November, January, February, March, April • Fall Leadership Workshop • Monthly Highlights – from DCCPTA • Spring Leadership Workshop – May 2015 • DCCPTA.org • FloridaPTA.org • PTA.org including www.ptakit.org

29. Meet another President…. • Please complete and return your evaluation form

30. DCCPTA Presidents’ Training www.dccpta.org president@dccpta.org Margaret Godke 518-8755