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Basics: Presidents Workshop
Presidents WorkshopPresidents Workshopor
W h a t d o I d o n ow ?
or
W h a t d o I d o n ow ?
A Texas PTA Basic Training Series Presentation
Every childs potential
National PTA VisionNational PTA Vision
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is a reality.
July 2011
To make every childs potential a
National PTA MissionNational PTA Mission
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reality by engaging and empoweringfamilies and communities to advocate
for all children.
July 2011
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PoliciesPolicies
Nonpartisan
Nonsectarian
4July 2011
Local Officer
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InformationForm
July 2011
Presidents DutiesPresidents Duties
ARTICLE VIII: Duties of Officers
Section 1. The president shall:
a. coordinate the work of the officers and
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committees of the association in order that thePurposes may be promoted;
b. confirm that a quorum is present beforeconducting any business at any meeting of theassociation;
c. preside at all meetings of the association;
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Presidents DutiesPresidents Duties
d. appoint chairs of special committees subject to
approval of executive board;
e. be authorized to sign on bank accounts as oneof two re uired si natures on all checks;
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f. be authorized to sign contracts that have beenapproved by the executive board;
g. be listed as the principal officer and beauthorized to sign tax documents;
July 2011
Presidents DutiesPresidents Duties
h. confirm the executive board has reviewed andthe membership has adopted the TexasPTA/PTSA Records Retention Policy annually;
i. a oint a member sub e ct to the a roval of the
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. ,executive board, who is not authorized to signon the bank account to open, review, initial anddate each bank statement;
j. represent the Local PTA as a delegate toCouncil PTA (when the Local PTA is inmembership with Council PTA);
July 2011
Presidents DutiesPresidents Duties
k. file with the Council PTA secretary the names ofdelegates and alternates from this Local PTA bythe first regular Council PTA meeting and no
later than October 1. A Local PTA joining or
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making changes after October 1 shall submitany changes in writing prior to any regularmeeting in order to be eligible to vote;
l. confirm that all executive board members aregraduates of the current Texas PTA LeaderOrientation or have completed the course byOctober 15 after the election;
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Presidents DutiesPresidents Duties
m.send the names and addresses of the officers
and chairs to the Texas PTA Office by May 1each year;
n. appoint the financial reconciliation committee
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subject to the approval of the executive board;and
o. serve as an ex-officio member of all committeesexcept the nominating and financialreconciliation committees.
July 2011
Presidents DutiesPresidents Duties
Section 2. Newly-Elected President
The newly-elected president, within thirty (30) daysafter the election meeting, shall call a meeting ofthe newl -elected officers to:
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a. appoint (a historian and) a parliamentariansubject to the approval of the executive board;
b. appoint standing committee chairs subject to theapproval of the executive board; and
c. conduct any other business as shall becomenecessary.
July 2011
The A in PTAThe A in PTA
Association
The presidents job is easy, because you are
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one mem er o a eam.
You never have to work alone!
Ask for help, because it is always there!!!
July 2011
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Bylaws and Standing Rules
Roberts Rules of Order Newly Revised
Past Presidents Procedure Book
Paper/ Electronic ResourcesPaper/ Electronic Resources
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July 2011
Paper/ Electronic ResourcesPaper/ Electronic Resources
National PTA www.pta.org National Standards for
Family-School Partnerships
Quick-Reference Guides
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res en
Money Matters
Membership
Programs
Big Box of Possibilities
Our Children (OC)
E-Newsletters
E-Learning
July 2011
Paper/ Electronic ResourcesPaper/ Electronic Resources
Texas PTAwww.txpta.org
Handbook
(print and online)
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Resource Guides(print and online)
Quick-Start Guides
The Voice(online only)
E-Newsletters
July 2011
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Council PTA President
Area PTA President
Texas PTA Board
People ResourcesPeople Resources
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Texas PTA Staff
Principal
July 2011
Council PTA Officers & Chairs Training (Falland/or Spring)
Area PTA Fall Workshop (if held)
TrainingTraining
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Area PTA Annual Meeting (April)
Texas PTA Summer Leadership Seminar (July)
Texas PTA Leader Orientation (by October 15)
Texas PTA Convention (February)
National PTA Convention (June)
July 2011
Call a meeting of newly-elected officerswithin 30 days
Appoint officers and chairs with skill sets to
First StepsFirst Steps
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match responsibilities
Distribute procedure books
Approve all Plans of Work before work iscarried out
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Form
July 2011
Team BuildingTeam Building
Know your teammembers
Work with others
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Types of committees
Standing
Special
July 2011
Recognize talent and potential
Respect all opinions
Reward success
Building LeadershipBuilding Leadership
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Organizational skills
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Plan Your YearPlan Your Year
Understand the PTAs relationship with the
school Responsibilities
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Communications
Build the relationship between principal andPTA president
Consult regularly
Partnership
July 2011
Plan Your YearPlan Your Year
Schedule a summer planning meeting
Set SMART goals
Specific
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Measurable
Attainable
Realistic
Timely
Delegate
July 2011
Plan Your YearPlan Your Year
Boardsmanship Support the mission through parent education,
parent involvement, and advocacy.
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.
Be open to all suggestions.
Listen to all sides and remember you may beagainst the idea but you are not against the personbehind the idea.
Recognize and celebrate differences.
Make decisions for the association and not for anindividual.
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Plan Your YearPlan Your Year
Boardsmanship Attend meetings.
Teach others your job.
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.questions!
Listen when others are talking and keep an openmind.
Stand up to talk and for what you believe in.
Smile! It takes fewer muscles than to frown.
Remember There is no I in team.
July 2011
Plan Your YearPlan Your Year
Duties of the executive board
transact necessary business between associationmeetings and such other business as may bereferred to it b the association
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present a report at the regular meetings of theassociation
approve the Plans of Work of all officers andcommittee chairs
create standing and special committees
July 2011
Plan Your YearPlan Your Year
Duties of the executive board adopt the Texas PTA Ethics/Conflict of Interest
annually
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prepare an annual budget for the upcoming fiscalyear and submit to the association for adoption atthe annual meeting
approve routine bills within the limits of the budget
fill vacancies of officers and chairs
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Plan Your YearPlan Your Year
Duties of each executive board member
be a graduate of the Texas PTA LeaderOrientation or complete the course by October 15
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submit a written Plan of Work to the executiveboard for approval
have a current copy of the Local PTA bylaws
July 2011
Plan Your YearPlan Your Year
Duties of each executive board member
attend all meetings of the association
sign the adopted ethics/conflict of interest policy
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a e y e po ces an proce ures as se or by Texas PTA
perform the duties outlined in the bylaws andassigned by the president or membership
July 2011
Plan Your YearPlan Your Year
Maintain status as a Local PTA in good standing adhere to the Purposes and basic policies of the PTA;
have a minimum of 20 members to retain membership
in the Texas PTA;
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remit the national and state portions of dues for alldues received to the Texas PTA Office postmarked onor before October 15;
have bylaws approved according to the procedures ofthe Texas PTA; and
meet other criteria as may be prescribed by the TexasPTA.
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Membership and DuesMembership and Dues
PTA membership year: October 15 - October 14
Join PTA on:Join PTA on: Member until:Member until:
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March 16, 2011 October 14, 2012
October 4 , 2011 October 14, 2012
January 20, 2012 October 14, 2013
March 16, 2012 October 14, 2013
Membership and DuesMembership and Dues
Important dates toremember:
October 15 = Local PTA in
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goo s an ng
December 1 = Number ofdelegates to convention
March 15 = IRS non-profitstatus/spring membershipaward eligibility
July 2011
Membership and DuesMembership and Dues
Do submit names of members and dues asreceived
Do not hold dues until October 15
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o con nue o su m names o newmembers with dues as they are received
Individuals may expect their dues to be receivedin the Texas PTA Office five days after beingreceived by the Local PTA
Dues shall be received by the Texas PTA Officebefore an individual is a PTA member
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Set the AgendaSet the Agenda
Determine the business
Write the script
Be familiar with parliamentary procedure
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Parliamentary ProcedureParliamentary Procedure
Protects the rights of all members
Promotes fairness and equality
Provides basic rules that govern all
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The authority of the association lies in the bylaws andany other adopted rules and Roberts Rules of Order
Newly Revised.
July 2011
Eight Essential Steps to a Main MotionEight Essential Steps to a Main Motion
Action from the Floor Action by the Chair
1. Obtaining the Floor
2. Assigning the Floor
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. a ng t e ot on
4. Seconding the Motion
5. Stating the Motion
6. Discussion (debate)
7. Putting the Question
8. Announcing the Vote
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Conduct the MeetingConduct the Meeting
Types of meetings
Executive Board
Regular determined by the board at the first
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mee ng o e year
Special called by the president or by a majority of the members
of the board
at least three (3) days notice provided
July 2011
Conduct the MeetingConduct the Meeting
Types of meetings
Membership
Regular
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at east t ree meetngs per year
months specified in the bylaws
schedule publicized after first executive board meeting
five (5) days notice for a change of date
Special called by the president or by a majority of the executive
board
at least three (3) days notice provided
July 2011
Conduct the MeetingConduct the Meeting
Call to Order
Opening Ceremonies (optional)
Introduction of Guest(s) (optional)
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Reading and Approval of the Minutes
Reports of Officers
Report of Executive Board
Reports of Standing Committees
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Conduct the MeetingConduct the Meeting
Reports of Special Committees
Special Orders
Unfinished Business and General Orders
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New Business
Program
Announcements
Adjournment
July 2011
QuorumQuorum
Quorum
Minimum number of members required to bepresent before action can be taken
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Two types of quorum
Executive Board Meeting
A majority of the filled positions
Regular (Membership) Meeting
The number stated in your bylaws
July 2011
MinutesMinutes
Taken at every meeting
Approved at the following meeting
or
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Approved by committee
Contain actions, not discussion
Retained permanently
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ProgramsPrograms
Support the Mission and Purposes of PTA
Provide content and value to the meetings
Provide a service
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Fulfill the responsibility to the IRS (3-to-1rule)
July 2011
ProgramsPrograms
40 Developmental Assets
Food & Fitness Matter;Raising Healthy, Active
Free programs available for presentation:*Free programs available for presentation:*
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s
NetSmartz
Party 101: Consequencesto Underage Drinking
Profession: Parent
Road Rules
Stop Bullying Now!
* CEU credit available
July 2011
Money MattersMoney Matters
Money Management = Board Responsibility
Set up the account
Signers: president, treasurer, and at least one
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additional board member (not the secretary)
Minutes: designate officers elected
Standing Rules: may designate additionalsigner(s)
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Money MattersMoney Matters
Bank statements
Opened by a member who is not a signer andappointed by the president
Reviewed and checked for the following -
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Checks made out to cash
Checks written to non-approved vendors Checks written for non-approved expenses Missing check numbers ATM/Electronic banking debits
Checks written for an even dollar amount
Initialed, dated and submitted to the treasurer
July 2011
Money MattersMoney Matters
Budget process
Developed by a committee
Based on Plans of Work and goals
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board
Presented to and approved by the membership
Amended as needed
Required before any expenditures ordisbursements
July 2011
Money MattersMoney Matters
Sample
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Budget
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Money MattersMoney Matters
Itemized Receipt
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Money MattersMoney Matters
Reimbursementvoucher
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Money MattersMoney Matters
Treasurers Report
Beginning balance
=
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Ending balance from theprevious meeting
There are different reports forthe executive board and the
membership meetings.
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Money MattersMoney Matters
Tax Exempt Forms:
Texas Sales and UseTax ExemptionCertification
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Money MattersMoney Matters
Tax Exempt Forms:
Texas Sales and UseTax Resale Certificate
53July 2011
Money MattersMoney Matters
Tax Exempt Forms:
Texas HotelOccupancy Tax
Exemption Certificate
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Money MattersMoney Matters
IRS Determination
Letter
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Money MattersMoney Matters
Fundraising 3-to-1 rule Not performed by children
Sales Tax - -
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Brochure/Catalog SalesThe Texas Comptrollers office has ruled thatbrochure/catalog sales are not eligible for tax-freedeclaration by the PTA because, for these sales, the PTA isacting as an agent for the vendor, who is the determinedseller. The PTA should collect sales tax on the sales priceand remit it to the vendor to remit to the Comptrollers office.
July 2011
Money MattersMoney Matters
2010 Tax Year and later2010 Tax Year and later
(Filed in 2011 and later)(Filed in 2011 and later)
FormForm to Fileto File
Gross receipts normally $50,000 990-N
IRS Form 990 Requirements
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Note: Organizations eligible to file the e-
Postcard may choose to file a full return.
Gross receipts< $200,000, and
Total assets < $500,000
990-EZ
or 990
Gross receipts $200,000, or
Total assets $500,000
990
July 2011
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Money MattersMoney Matters
Contracts
Insurance Fidelity Bonding
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Professional Liability
Property
Accident Medical Endorsement
Financial reconciliation
Annual report
July 2011
CommunicationsCommunications
Parent/Community
Website
Newsletter
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Board
Awards
Public Relations
July 2011
Recognition/ AssistanceRecognition/ Assistance
Railroad Commission ($15.7 millionin grant funds) to purchase propane
and natural as-fueled buses
Funding through Grant Programs
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Texas PTA(Supplemental EnvironmentalProject) to reimburse districts fordiesel engine retrofits and thepurchase of alternative-fuel buses
July 2011
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Recognition/ AssistanceRecognition/ Assistance
Emergency Needs Relief forexpenses such ashospital bills, medicines,
Funding Assistance
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etc.
Disaster Relief forvictims of hurricanes,floods, tornadoes,catastrophic illness andaccidents
July 2011
Recognition/ AssistanceRecognition/ Assistance
Awards
Scholarships
Grants
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Member Benefits
July 2011
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