Basics President Slide Handout

8/3/2019 Basics President Slide Handout

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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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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


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


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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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


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


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


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


Schedule a summer planning meeting

Set SMART goals

Specific

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Measurable

Attainable

Realistic

Timely

Delegate

July 2011


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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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


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


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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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


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


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


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


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


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


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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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

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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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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


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


Sample

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Budget

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Itemized Receipt

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Reimbursementvoucher

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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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Tax Exempt Forms:

Texas Sales and UseTax ExemptionCertification

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Tax Exempt Forms:

Texas Sales and UseTax Resale Certificate

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Tax Exempt Forms:

Texas HotelOccupancy Tax

Exemption Certificate

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IRS Determination

Letter

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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


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

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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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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


Awards

Scholarships

Grants

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Member Benefits

July 2011

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Documents

Basics President Slide Handout