President’s Presentation - 101 September 4 th , 2013

1. North Fulton Council PTA® everychild.onevoice.® President’s Presentation - 101 September 4th, 2013

2. The PTA Organization National • Board of Directors • National Council of States Georgia • Board of Directors Districts • Board of Directors – District 10 Councils – NFC PTA, SFC PTA, APSC PTA Local PTA Units – Board & members

3. PTA Purpose PTA History • Founded in 1897 by Alice McLellan Birney & Phoebe Apperson Hearst • Fought for creation of Kindergarten classes, child labor laws, hot lunch program, Parent & Family Legislation; • Locally - Georgia PTA = Collective PTA voice at state level PTA Mission To make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. NFC PTA Mission – Engage, Educate & Collaborate To engage, educate and collaborate with local PTAs, school administrators & community leaders in developing best practices, strong relationships and essential resources to support the education of our students.

4. Basic Policies of PTA Noncommercial, Nonsectarian, Nonpartisan Work with schools and communities Promote health and welfare of children and youth Net earnings not a benefit of being a volunteer Activities inline with 501(c)(3) of the Internal Revenue Code Shall not participate or intervene in a political campaign on behalf of or in opposition to any candidate

5. Your PTA Organization Executive Committee • Officers – Vice Presidents, Secretary, Treasurer • Principal or Designee • Parliamentarian Board • Officers • Principal or Designee • Standing Committee Chairs • Parliamentarian

6. Your Board’s Responsibility • Legal responsibility; • Duty of Care, Loyalty & Obedience; • Be an advocate; • Three major roles in the life of your PTA • To establish mission and direction; • To ensure the necessary resources of funds and leadership; and; • Provide legal, fiduciary oversight on behalf of the people served, members and the public.

7. Being an Advocate Passive Advocacy • Sign-up for legislative updates – Capitol Watch at … • Respond to action alerts • Publish legislative articles in your newsletter • Know what you can and cannot do in an election year about ballot issues and candidates • Recap critical legislative issues for your PTA community Active Advocacy • Attend the Advocacy Conference- Sept. 28 • Attend the PTA Day at the Capital – • Bring a friend to PTA Day at the Capital • Promote PTSA Youth Day at the Capitol, Feb. 13

8. Board Member’s Job Description • Attend board andcommitteemeetings; • Read board materials before each meeting; • Stay informed about the issues; • Participate in board discussion and decisions; • Develop a plan of work and submit it; • Submit reports; • Inform and seek permission from the president; • Communicate on a regular basis with chairpersons & committee members.

9. Your PTA Committees • How many committees do you need? • Is the event or program a priority? • Do you have the capacity (i.e. volunteer, financial, school support)? • Standing vs. Special Committees – What’s the difference?

10. Types of Committees Standing Committee • Works in a certain area • Continuous service (e.g., Membership, Legislation, Bylaws, Parent Involvement) Special Committee • Formed for a specific purpose • When work is done, automatically goes out of existence (e.g., Nominating, SPLOST, 10th Anniversary)

11. What does a committee do? • Committees should draft a “Plan of Work” (POW); • Vice President’s review committee POW & associated budget; • Committee POW’s & budget should be approved by executive committee; • Pass along or develop Committee Procedure Book; • Throughout the year, review and modify the procedure book, as needed.

12. Your PTA Organization The PTA Board is in charge of running a business!

13. Managing a Non Profit Board • Develop a Mission Statement and overall goals • Create a Strategic Plan • Insure proper financial oversight • Create legal and ethical oversight • Establish Individual roles of board members • Document board member’s job description

14. What does that mean? Strategic planning – developing a business plan or the annual operating plan and budget Financial oversight – keeping track of the association’s financial health and initiating corrective action when necessary Legal and ethical oversight – using policies and procedures to ensure that legal boundaries are not breached Individual roles of board members – to be part of a group vested with the authority to make decisions on behalf of the association and accountable for the effects of decisions made.

15. Build a Solid Foundation • Create a PTA Mission Statement and overall strategic goals’; • Understand the principal’s vision, goals and priorities (not just “wish list”); • Form mutual goals and action with the PTA, Principal & Foundation (if applicable); • Develop relationships with your Leadership Team, the Principal & staff, the LSAC and the community; • Make time to plan; • Assess your population and community to insure that your programs are reflective. • Think “sustainability”!

16. Leadership vs. Management Leadership and management must go hand in hand. They are not the same thing. But they are necessarily linked, and complementary. Adapted from “The Wall Street Journal Guide to Management” by Alan Murray, published by Harper Business.

17. Leadership Must-Do’s • Attend training; • Connect with your Council and District; • Use and share resources regularly; • Follow policies, procedures, and the law; • Develop a full calendar of events – PTA & School, Council, District, State & National events; • Be fiscally responsible • Focus on your Mission and goals • Be a team leader and role model (set an example) • Take time & evaluate programs/events • Be patient & determined

18. The PTA President = Team Leader and Manager Protects Assets…. Volunteer, Financial and Good Name Achieves Goals…. Benefit children and increase family engagement.

19. Vice President Duties • Services in absence of president; • Assists president & performs duties assigned by president; • Attends council, district and state functions; • Strengthens team to achieve goals; • Financial oversight of committees; • What if you have multiple vice presidents, who’s 1st VP?

20. Secretary Duties • Takes minutes at all meetings (executive committee & general meetings); • Sends meeting notices; • Prepares agendas with the President; • Submits board contacts online to Georgia PTA; • Maintains membership lists; • Emergency check signer (optional); • Custodian of records (e.g. minutes, board listing, bylaws); • Copies bylaws for board; • Establishes quorum and counts rising vote; • Attends council, district and state functions.

21. Financial Responsibilities • Maintain proper incorporation; • Insure that approved bylaws on file at the state office • Purchase appropriate insurance; • Develop, document & explain standard operating procedures especially related to financial activity (e.g. prompt bank reconciliation with sign-offs); • Maintain accurate documentation & records; • Insure appropriate uses of PTA funds in accordance with the budget & minutes of the executive committee & board. • Achieve “In Good Standing” with GA PTA.

22. Financial Guidelines • Know the Employer Identification Number (EIN) • Know the Local Unit Number (LU#) • Insure 2 signatures on all checks; • Insure 3 signers on file at bank; • Don’t sign blank checks; • Make no cash payments; • Secure cash and checks; • Obtain prior approval for all expenditures; • Only President can signs contracts

23. Financial Reporting • Remit membership dues monthly to GA PTA; • Present the Treasurer’s Monthly Reports at every executive committee meeting; • Vote to approve the annual budget by the general membership; • Complete annual audit and submit Audit Report to GPTA by September 30th; • Complete Form 990 and file timely with the IRS.

24. Promote Your PTA PTA is more than a meeting…. It is like a small business! • Use logo everywhere • Brand everything (fliers, letters, banners, posters); • Give credit to your PTA • Thanks to the PTA • Hosted by the PTA • Provided by the PTA

25. Preparing Students; Improving Schools! Remember to stay connected and focused on the goals; to create and strengthen a foundation of support for parents, families, teachers, and administrators so that all students ready for school, k-12, graduation and college and career ready! Thank You for all you do for all students!

26. Resources • National PTA at PTA.org • Georgia PTA at GeorgiaPTA.com • Georgia PTA Leadership Resource Guide • Pages – 15-18; 61-76; 87; 112-114; 139 - 141