Illinois PTA President’s Course: Developing Effective Leadership

Name _________________________ Date _____ Course Leader ___________________________ Course Leader Phone ____________________ Course Leader Email ____________________

Rev. 2/01/13

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Table of Contents Welcome and Additional Resources ...………………………………………2 Leadership Defining Leadership……..…………………………………………...........3 Identifying Leadership Styles……………………………………………...4-6 Role & Duties of the President………………………………………………7-8 Value of Training……………………………………………………….........9-10 Getting Started Steps to Consider…………………………………………………..……..11-14 Setting Goals…………………………………………………………..12-13 Progressing Through the Year Presiding at a Meeting…………………………………………………….15 Parliamentary Procedure………………………………………………16-17 Setting a Meeting Agenda……………………………………………..18-19 Overcoming Challenges Time Management………………………………………………………..20 Staying Organized………………………………………………………...21 Creating a Procedure Book…………………………………………....22 Conflict Resolution……………………………………………………….23 Staying On Track- Scheduling Suggestions………………………….……..24-28 Appendices……………………………………………………………………29-33

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Welcome….. to the Illinois PTA President’s Course. We hope you find the information you receive today helpful as you navigate your important role as leader of your PTA unit or council. Information in this course should be used as a guide based on the best practices brought forward from those who have gone before. As with any good training materials, this course is a fluid program and while we feel pretty confident we have created a broad stroke inclusive course, we also believe you are our best resource. If you feel there is any additional needed information which is not included here, we welcome your input as to how this course can better serve your needs. In addition, there are several other PTA resources which you will find beneficial. They include:  Illinois PTA Local Unit Packet (given out in August via orientation or mailed out from state office.)  Illinois PTA Leadership Resource Guide Disc (in LUP)  Your Road to Success: PTA 101 Course  Money Matters 101 Course  Money Matters 201 Course  Illinois PTA Bulletin  Illinois PTA Publications  Illinois PTA Legislative Platform  Illinois PTA State Board of Directors  Illinois PTA website: www.illinoispta.org  Illinois PTA State Office: 1800-877-9617  National PTA Resource Kits  National PTA E-Learning Courses  National PTA website: www.pta.org  National PTA Our Children (OC) Magazine  District Director: ________________________  Region Director: ________________________  Council President: _______________________

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Defining Leadership L is for Life Long Learners, understanding that we never stop developing and learning as leaders.

E is for Effective, working diligently to complete the many goals and tasks at hand while problem solving along the way.

A is for Active Listener, realizing that the person next to you or across from you also has much to contribute in terms of ideas and strategies.

D is for diverse, embracing the concept that including the faces and voices of all parents, is key to the success of our organization.

E is for Efficient, managing our time to minimize our frustration. R is for role model, acknowledging our responsibility to always be setting the best example in everything we do.

S is for supportive, responding to our fellow parents needs and praising their contribution as volunteers.

H is for Handing off, realizing that delegating is a valuable way to groom future leadership.

I is for Inspiring, believing that through our commitment and enthusiasm, others will be inspired to join in and participate.

P is for Passionate About Our Purpose, reminding ourselves that everything we do everyday within this organization is about helping kids reach their potential.

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Identifying Leadership Styles Four leadership styles have been indentified and figuring out which style best describes you will help you to work more effectively with those around you. The most effective leader will move from one leadership style to another, even when working with the same group, tailoring the style to the situation, the group’s needs and the leader’s needs. The four different styles include The Driver, The Expressive, The Amiable and The Analytical. Taking the test below will help you determine your particular style. Note: When working with other leaders such as your executive committee and executive board, it will be helpful to also figure out their individual styles so as to foster a strong partnership and ongoing positive working relationship. ****************************************************************** Select the adjective in each row which best describes you. Give it seven points; give the next most descriptive adjective five points, then three points, and the last one point. 1.__ stubborn 2.__ competitive 3. __adventurous 4.__ determined 5.__ assertive Totals: __ Driver

__ persuasive __ playful __ life of the party __ convincing __ optimistic

__ Expressive

__ gentle __ obliging __ moderate __ good natured __ lenient

__ Amiable

__ humble __ obedient __ precise __ cautious __ accurate

__ Analytical

******************************************************************************

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Identifying Leadership Styles (cont.)

The Driver: This person takes action, loves making decisions, desires to control the situation, and loves winning. The Driver is highly task-oriented and assertive, but not particularly responsive. This person prefers information to be specific, not vague. The Driver will provide specific goals and closely supervises tasks. This person initiates problem solving and decision making. When working with a Driver:  Stick to business.  Don’t waste time with chit chat.  Provide alternatives but not unnecessary details.

The Expressive: This person needs to be liked, to be recognized, to be involved, to work with others, and to receive incentives. The Expressive is highly responsive to other’s ideas and will work with others to develop an action plan, set goals, and define problems. This person also will turn over responsibilities to others for implementation. When working with the Expressive:    

Take time for socializing. Ask for and listen to their opinions and ideas. Don’t be authoritative. Don’t dwell on facts.

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Identifying Leadership Styles (cont.)

The Amiable: This person is concerned about people and relationships. The Amiable dislikes conflict, and is low in assertiveness but high in responsiveness. As a leader, this person involves others in problem identification, goal setting, and decision making. This person needs security, trust, guarantees, and agreement. When working with the Amiable:  Show a sincere interest in them as a person.  Avoid threatening and bullying them.  Don’t force them to a quick decision.

The Analytical: This person appreciates detail, precision and accuracy, and needs time to make a decision based on detailed explanations. The Analytical avoids confrontation. This leader makes the final decision after hearing others’ ideas and opinions and is most swayed by evidence and service. This person is not assertive or responsive. When working with the Analytical:  Be prepared in advance.  Give them time to verify the facts.  Don’t be disorganized or rush the process.

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Role &Duties of the President The responsibilities of each president are defined in the individual association bylaws. Some commonly held duties are listed here. Administrator:  Chairs the meetings of the association - Presides utilizing the bylaws, standing rules, Roberts Rules of Order and parliamentary procedure. - Maintains neutrality as presiding officer  Chairs the meetings of the executive board - Ex-officio member of all committees except the nominating committee and the audit committee (if a signer on the account)  Chairs the meetings of the executive committee - Works with fellow officers to insure the objects and goals of the association are met.  Understands and accepts the fiduciary responsibility over the association (acts in the interest of the association rather than own personal interests) Facilitator:  Encourages idea sharing and teamwork within the organization.  Manages situations to avoid conflict. Representative:  Signs all legal documents on behalf of the organization.  Attends other PTA meetings such as council, (when applicable) district and region meetings and acts on the will of the local unit when required.  Attends outside organization meetings such as school board and cooperating agencies and relays information to and from such organizations when called upon to do so.  Acts as a link between school administration and the association and schedules regular meetings to maintain open lines of communication.

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Role and Duties of President (cont.) Communicator/Active Listener:  Communicates on a regular basis with the membership on current goals and programs being planned to continue to foster the value of PTA in the school community. Informs the school community of how that communication will take place whether via email, back pack mail, newsletter, social media, school sign, etc.  Shares and disseminates all information received to the appropriate person or group within the association.  Sends information and press releases to local media.  Participates in outside community events (exhibit, sell memberships, provide information.)  Implements active listening in all instances whether in face to face conversation or at public meetings giving the person or group your undivided attention.

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The Value of Training Illinois PTA realizes the value of training its’ leadership at all levels. With this in mind, PTA presidents should lead by example and make sure they have taken all necessary training to perform their job effectively. They should also encourage their fellow officers and committee chairs to take appropriate training for their individual position. School administrators may be invited to take courses or attend convention as well. Any member is also welcome to take courses if they are interested in possible future leadership or just to find out more about the organization. Courses can be delivered in a classroom setting by a certified trainer or online via webinar. Contact your district or region director to find out which options are available in your area. Courses available through Illinois PTA include:     

PTA 101: Your Road to Success Money Matters 101 Money Matters 201 Presidents Course: Developing Effective Leadership The Council Course

There are additional opportunities for leadership development including;  Illinois PTA Convention- held annually in the spring, this event offers a multitude of workshops on “Everything PTA.”  Topic driven conferences, whether generated at the state or region level on items of benefit or interest to local unit leaders. Example: “Value of PTA”  National PTA- offers webinars on various topics and e-learning programs on leadership development. These opportunities change periodically so it is best to reference the National PTA website at nationalpta.org, click on member’s box and then click on training and development drop down.  National PTA Convention- held annually in June, similar to Illinois convention only on a larger scale. Moves around the country so keep your ears open for when it may be near Illinois.

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Value of Training (cont.) PTA UniversityThis program was developed to offer PTA leaders the ability to track their attendance at various leadership development courses and programs and to receive credit in the form of university degrees. Degrees in PTA can be earned at the Bachelor’s, Master’s and Doctorate level. Ask your trainer for a university transcript form and make sure to always bring this with you whenever you take a course or attend an event.

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Getting Started Once elected, a president should be prepared to hit the ground running. The following steps are a good guideline for how to prioritize and complete the various tasks at hand. STEP IMeet with the outgoing executive committee. A successful transition is key to the future success of the new officers. At this time, outgoing officers should share success stories from their time as leaders as well as challenges they faced and how they overcame those challenges. Procedure books and all relevant documents should be shared as well. Note: There is often overlap between the election of new officers and the completion of the outgoing officer’s term. While a meeting early on is key to getting going, some files will be turned over once the officer term is completed. This is particularly true for the treasurer who will not be able to turn over most files until the end of the current fiscal year and completion of the audit. STEP IIMeet with your newly elected Executive Committee. Work with them to set goals as a group. Define which chair positions are open for the following year and review procedures for filling those positions. Consider the following key principles when filling your board positions and building and maintaining your team:  Diversity- Be sure all genders, generations, cultures, abilities and work schedules are represented. Account for their needs as well as the needs of the PTA when setting goals and developing plans of work.  Communication- Identify ways you plan to communicate to your board as well as school administration whether via email, text messages, web sites, social media, newsletters or phone trees. Be sure to disseminate information and resources received from other sources to the appropriate person or group.  Delegate- Handing off responsibilities to others fosters a sense of involvement, allows chairs to chart their own course, grooms future leadership and sends the message of trust from a president who does not try do everything themselves.

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Getting Started (cont.)  Team building- By continually providing feedback and modeling characteristics you want to see in others, the board will become a cohesive group. STEP III Create a plan of work. A plan of work defines a set of goals and programming opportunities and identifies what resources will be used to complete them. All members of the executive board should contribute to the plan of work for the committee they oversee. ( A sample plan of work worksheet to be given out to executive board members appears here in the Appendix page 30 along with a sample of the resulting plan of work Appendix page 31 ).The president or secretary generally collects the worksheets and puts together the overall plan of work. When setting goals within your PTA, consider using the S.M.A.R.T goal method. This acronym stands for Specific, Measurable, Achievable, Relevant, and TimeSpecific. A blank goal worksheet is included in the Appendix page 32. Specific A goal is specific if it answers the following questions:      

Who is involved? What is to be accomplished? When will it be undertaken? Where will it take place? Which requirements must be met? Why is it being undertaken?

Measurable A measurable goal is one that can be quantified. Without the ability to measure a goal, you won’t know whether or not it has been achieved. A goal is measurable if it answers the following questions:  How many?  How much?  How will I know when I’m done?

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Setting Goals (cont.) Achievable An achievable goal is one that can be met given the skills, resources and knowledge available within the constraints imposed. To determine if a goal is achievable, answer the following questions:  

Can the goal be met? Do we have the knowledge, skills and resources necessary?

Relevant A relevant goal is one that is applicable and pertinent to your PTA. If a goal isn’t relevant, people won’t work to accomplish it. You should ask the following questions:  Is the goal useful?  Is it in line with the mission and objects of the PTA?

Time-Specific A time-specific goal includes a time frame in which the goal must be met. A difficult goal can be achieved if given enough time. As the association grows, knowledge and ability grow, helping to make the goals set more attainable. Some goals may not have a completion date if they are in fact an ongoing project. When setting the time frame, ask:  What is the starting date?  What is the completion date?

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Getting Started- Steps (cont.) STEP IV Create a proposed budget. Once the goals and plan of work are in place, develop a budget to support them. A budget committee should be formed. Refer to your bylaws or standing rules as to who serves on this committee. A general rule of thumb is to have the executive committee, the ways & means or fundraising chair and any other key executive board members serve on the committee. Information from last year’s budget, including actual expenses, should act as a working template for the upcoming year. A sample budget request form is attached here in the Appendix page 33 and can be used as a means to receive necessary input from chairman as to their committee’s budget needs. Once the board has reviewed and adopted plans of work and the proposed budget, the budget is presented to the general membership for adoption at the first meeting of the school year. Any changes to the budget must be presented in the form of an amended budget and approved by the PTA members at a general membership meeting, prior notification having been given.

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Progressing Through the Year Presiding at a Meeting A key duty for the president is to preside at all meetings of the general membership, executive board and executive committee. When presiding, a president should always utilize parliamentary procedure. Parliamentary procedure is designed to maintain order, ensure the democratic process and expedite business. The parliamentary authority of the PTA is Roberts Rules of Order, Newly Revised. A copy of this can be purchased at any bookstore or found online by googling Roberts Rules of Order abridged. The presiding officer is responsible for making sure that everyone has an opportunity to provide input. The presiding officer may not vote except to break a tie and in the case of a ballot vote. The presiding officer cannot voice an opinion when presiding and must relinquish the chair in order to participate in debate.

Note: It is important to take time to understand and review the next two pages so you are more familiar and comfortable with utilizing parliamentary procedure when presiding. It is also important to remember that we are a volunteer organization. If you make a mistake or do not follow procedure to the letter, no one is going to banish you from the PTA. Just revisit the issue later in the meeting or in the next PTA meeting. You’re awesome; just do the best you can.

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Parliamentary Procedure Steps to a Motion Only members of a PTA are eligible to make motions, discuss, and vote. The person presiding may not make a motion.  Obtain the floor: Member addresses the chair and asks to be recognized.  Assign the floor: President recognizes the member.  Make the motion: Member says, “I move that….”  Motion is seconded: A different member says, “I second the motion.” If there is no second, the chair asks for a second; if none is given, chair announces the motion is dead.  If motion comes from a committee, it needs no second: “Comes from a committee, it requires no second…”  Chair states the motion: “It is moved and seconded…”  Debate: The maker of the motion is asked to speak to the motion.  Debate: Chair opens the floor to discuss the motion.  Vote: Chair asks, “All in favor say ‘aye’; all opposed, say ‘nay.’ ”  Chair announces the result: “The ayes have it, and the motion is adopted,” or “The nays have it, and the motion is defeated.” Before the vote is taken, a motion may be amended by:  Inserting a word, words, or paragraph;  Striking a word or consecutive words;  Striking and inserting; and  Substituting one paragraph for another.

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Parliamentary Rules at a Glance To Do This

You Say This

May you Must be interrupt speaker? seconded?

Is motion debatable?

Vote required

Adjourn the meeting

I move that we adjourn

No

Yes

No

Majority

Recess the meeting

I move that we recess until…

No

Yes

No

Majority

Complain about noise, room temp, etc.

Question of privilege

Yes

No

No

No vote

Suspend further consideration

I move that the motion be laid on the table

No

Yes

No

Majority

End Debate

I move the previous question

No

Yes

No

2/3 vote

Postpone consideration

I move we postpone this matter until..

No

Yes

Yes

Majority

Have something studied further

I move to refer the motion to the committee

No

Yes

Yes

Majority

Amend a motion

I move to amend….

No

Yes

Yes

Majority

Introduce business (a primary motion)

I move that…

No

Yes

Yes

Majority

Object to procedure or to a personal affront Request Information

Point of Order

Yes

No

No

Chair decides

Point of Information

Yes

No

No

No vote

Ask for vote by count to verify voice vote Object to the consideration of an undiplomatic matter Take up a matter previously tabled

I call for division

No

No

No

No vote

I object to consideration of the question

Yes

No

No

2/3 vote

I move to take from the table

No

Yes

No

Majority

Reconsider something already disposed of

I move to reconsider….

Yes

Yes

Yes

Majority

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Presiding at a Meeting (cont.) Setting a Meeting Agenda An agenda should be prepared prior to every meeting. The president may seek advice from fellow officers when preparing the agenda. Some PTA’s assign the duty of creating the agenda to the secretary. Refer to your bylaws or standing rules to ascertain who is responsible for completion of this task. Items to consider when creating an agenda include:  Who should be reporting this month? - To minimize committee reports, ask that only committees with a newly completed event or upcoming event share a report. Specific requests by a committee chair to report at other times may be considered based on the needs of the committee and the availability of time in the agenda.  What is going to bring in more attendees to the meeting? - Guest Speaker - Parent Education roundtable discussion on key hot topic - Student performance group such as school choir - Presentation by the school principal on a topic of interest.  How can we as a PTA be more efficient when running our meetings? - Send out the agenda, minutes, financial documents and any other meeting documents 24-48 hours ahead of time for review. - Let everyone know that you are going completely paperless at PTA meetings and save all documents to a flash drive. The flash drive can then be used to project all key meeting documents through an LCD projector. It is always a good idea to have hard copies of the minutes available for those in attendance that were not able to review ahead of time. - Times allotted for each agenda item may be listed next to the item in cases where meetings tend to run long or agenda’s are fairly full. - Make sure to always start your meetings on time. Respect the time of those who arrived on time.

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Presiding at a Meeting (cont.) - If you have trouble with meetings getting sidetracked with parents nonPTA related concerns, you may wish to add an agenda item labeled “public comment.” This allows those concerns to be voiced, the parent to be directed to the correct venue for those concerns and the meeting to move forward. If you do include public comment, make sure you create specific guidelines for time allotted for each person to speak as well as appropriate commentary etiquette. Sample Agenda ABC PTA General Membership Meeting Monday, March 4th, 2013 7:00 pm I.

Call to Order 7:00

II.

Public Comment (3 minutes allowed for those wishing to address the body)

III.

Approval of minutes from the Feb. 11th, 2013 meeting 7:01-7:05

IV.

Treasurers Report 7:05-7:10 (not adopted but filed for audit)

V.

Executive Committee Reports 7:10-7:20 President’s report (other officers as needed) (Exec. committee recommendations for action may be made)

VI.

Principals Report 7:20-7:35

VII. Faculty Liaison Report 7:35-7:40 VIII. Standing/Special Committee Reports 7:40- 8:00 IX.

Unfinished Business (refers to pending business)

X.

New Business (refers to new projects and proposals)

XI.

Adjournment

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Overcoming Challenges Time Management No matter what we would like, there are only 24 hours in a day. Sometimes, being PTA president makes one feel the need for more time to do everything. The key is learning how to manage the time we have. Here are some time-saving tips: Do It! Mail & Email  Open immediately.  Respond in a timely fashion.  File if important to keep. Telephone  Establish best times to call and be called.  Return calls promptly.  Keep to the purpose of the call. Lists  Make daily lists.  Prioritize.  Reduce to manageable task.  Set completion schedule. Delegate It! Materials  Review first to become familiar with it.  Determine who should receive it and distribute to them.  Follow up to be sure they read it. Assignments  Explain thoroughly.  Give authority to get the job done.  Allow necessary decisions to be made.

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Overcoming Challenges (cont.)

Staying Organized File  Invest in file folders, three ring binders, notebooks and file boxes.  If it is current, file it.  If necessary to keep in accordance with accepted records retention schedule, file it.  Save documents to a flash drive which can be passed on to another chair or officer.  Be sure to back up electronic documents.  If it is unnecessary, dispose of it. Remember to shred any documents which may contain information of a private or secure nature.

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Overcoming Challenges (cont.)

Creating a Procedure Book An important part of staying organized is the creation of a procedure book. Each officer, as well as all committee chairs, should have a procedure book which they maintain and pass on to their successors as part of the incoming leadership transition. The procedure book is best created using a three ring binder with separate tabs and containing a record of all the work which has been done as well as other materials collected. The three ring binder should also have an inside front pocket in which a flash drive record of all work contained therein can be maintained. PTA’s may wish to create procedure book guidelines which they give out to all new leaders. Some PTA’s will host a procedure book workshop to help chairs and officers familiarize themselves with their procedure book and emphasize the importance of utilizing this great tool. At this time, remind everyone of the importance of turning in this book at the end of their term of office or chairmanship. A procedure book should include:          

A copy of the signed ethical conduct agreement. A copy of the current board list with contact information. A copy of the current adopted budget. A copy of the current board goals and plan of work. A copy of the current bylaws. A copy of the current standing rules. Current year agendas and minutes. Reports for the given position. Resources and materials from Illinois PTA. Resources and materials from National PTA.

Note: In order to keep your procedure book organized over time, it will be necessary to archive documents on a regular basis. A good rule of thumb is to keep documents in the book from the two people who previously held this position and then to create a secondary archive file where all previous work can be held. A waterproof container in the form of a file box or Rubbermaid container is a great way to keep these archives. It is also ok to purge files of outdated items over time.

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Overcoming Challenges (cont.)

Conflict Resolution A successful PTA depends on its members working well with others both in the PTA and in outside organizations. At times, conflicts may arise and the PTA president may need to deal with those who are not working well together. Such conflicts have the potential to disrupt the operation of the PTA. One of the best ways to prevent conflicts is to foster a better understanding of others on the board. Plan activities that will help board members get to know each other better. If conflicts do arise, stay focused on the issues, not on the individuals involved. The Council President, District Director and Region Director are resources that are available if conflict cannot be resolved in house. An “outside” mediator is often the key to the resolution. The following are basic thoughts about conflict resolution:  Assume that both parties want to come together.  Go into problem solving/conflict resolution with an open mind; be as ready to change as you would like others to be.  Unresolved conflict makes everyone a loser.  Seek solutions where everyone wins; resolved differences are always “winwin.”  Try to see the problem from the other’s point of view.  Try to understand the intentions behind each person’s actions and determine what they are trying to accomplish through them.  Talk about issues, not individuals: use “I” statements.  Think about the desired result, not about rigid positions.  Keep talking, keep the dialogue open.  Remember that conflict can lead to knowledge.

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STAYING ON TRACK

Scheduling Suggestions

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SCHOOL BREAK Must Do

Should Do

Would Like to Do

Audit Committee Meeting*

Attend District Packet Orientation

Plan a Summer Event

Meet with Executive Committee

Share Information from the local unit packet with members of the board and the membership Become familiar with Bylaws

Attend National PTA Convention Prepare Convention Reports

Meet with administration to share goals, various costs and compare and set calendars. Ask the secretary to compile a board roster complete with addresses, phone numbers and email addresses. Turn over materials to your successor or receive materials from your predecessor. Set Up Membership Table at School Registration** (Have Volunteer Forms Available)

Introduce yourself to the Board of Education

Attend Leadership Training

Final Dues Payment to the State Office by June 25th

Thank Volunteers

Check the Illinois PTA website for new information www.illinoispta.org

*Refer to local unit bylaws **Check School District Calendar

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WHEN SCHOOL STARTS Must Do

Should Do

Appoint a Bylaws Committee

Membership Tables at Open House (Have Volunteer Forms Available) Attend PTA District Annual Meeting

Plan an Association Meeting*/** Association adopts the budget at a General Membership Meeting

Disseminate Reflections Information to the Students

Check to make sure everyone has a procedure book First dues payment is due October 1st. Additional payments are due monthly thereafter. Make sure the treasurer is working on tax forms- or engage an accounting firm with tax exempt experience Extend thank you to volunteers

Attend a State Sponsored Event

Verify board has taken PTA 101: Your Road to Success

Check the Illinois PTA website for new information www.illinoispta.org

Attend workshops given by the Council, PTA District or Region.

Start thinking about nominating committee

Attend School Board Meetings- Delegate

*Refer to local unit bylaws for specifics **Check school district calendar

Would Like to Do

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AS TIME GOES ON Must Do

Should Do

Send dues to the state office monthly.

Keep track of expenditures and income. Review the Budget.

Appoint or elect Audit committee. *

Share information received from the State and National PTA.

Plan an Association Meeting.*/**

Send Reflections entries advancing to district to the District Reflections Chair

Elect a nominating Committee at the Association Meeting (General Membership Invited) Give notice of the slate at least 30 days in advance and include information regarding the election. Check the Illinois PTA Website for new information www.illinoispta.org

Register for State Convention (Deadlines and information can be found in the Illinois PTA Bulletin and: www.illinoispta.org

Attend PTA Council Meetings

Acknowledge and thank volunteers.

*Refer to local unit bylaws for specifics **Check school district for specific time table

Would Like to Do

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WINDING DOWN Must Do

Should Do

Check the Illinois PTA Website for new information. www.illinoispta.org Plan an Association Meeting* Elect Officers at an Association General Membership Meeting*

Attend State Convention

Send Local Unit Registration form to the State Office by deadline. Registration is available as well through Volunteer Spot. Elect an Audit Committee to perform end if the fiscal year audit.

Schedule a PTA 101: Your Road to Success course*

Update procedure books.

Speak at Orientations for Kindergarten, Middle School, Junior High or High School. Schedule a Staff Appreciation Event or Activities

Start working on PTA Calendar of Events for next school year. Thank Volunteers

Present Report of Illinois PTA convention to PTA Board Install Officers

Introduce yourself to the school administration (incoming board)

Schedule time and day for meetings for next year.

*Check local unit bylaws for specifics. **Check school calendar.

Would Like to Do

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Appendices

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PTA President’s Course Appendix

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PTA - Plan of Work Worksheet- 2013-14 Committee ___________________________________________________________________ Chair/Co-Chairs ________________________________________________________________ Phone ______________________ Email _________________________________ Budget Request (if applicable) ______________________ Please describe the goals of your committee as it relates to the services, projects or tasks of your committee. Include what resources you will utilize in order to successfully complete your committees work. Review last year’s plan and ideas which were implemented as a starting point. Keep one copy in your procedure book and submit one to the president. The companion piece to this page is the Budget Request form which needs to be completed and submitted to the treasurer to be used in preparation of the budget. Please email to PTSA President Jane Doe at [email protected] Due by Friday, June 25, 2013. PLAN OF WORK:

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Sample Plan of Work A plan of work should contain plans and goals from all officers and chairman for the upcoming school year and all executive board members should receive a copy to place in their procedure book. Knowledge of the each other’s goals will help to foster collaboration and an understanding of the important role all committees play within your PTA.

President  Perform all tasks as required by the association’s bylaws and standing rules.  Work with the building leadership team to make sure the PTA’s work and financial input is supporting the current School Improvement Plan.  Attend school board meeting once a month and relay information back to the membership as necessitated.  Work with volunteer coordinator to set up Constant Contact account and work to have it fully functional and our community educated on utilizing it by the end of November.  Work with membership chair to create awareness of the value of PTA to help increase membership by 10% by the end of the current membership year. Family Fun  Host three on site and two off site events during the school year.  Off site events will include family bowling night & roller skating party.  Onsite events will include ice cream social, school dance and one new event TBD.  Survey community on what new event they might like to see the committee host.  Offer all events except one at cost as service to families.  Increase participation in events by publicizing them earlier and utilizing all forms of communication including e-blasts, back pack mail, website and facebook page. Volunteer Coordinator  Coordinate all aspects of implementation of Constant Contact account for managing of all volunteer opportunities by the end of November.  Work with president to create awareness within the PTA community of this new program, its benefits and how to fully take advantage of all it has to offer.  Continue to encourage involvement from parents and staff and utilize existing communication tools to reach out to parents who may not have volunteered in the past.  Continue to support “Three for Me” program and offer incentives to parents to participate. Example: Class with the most parent volunteers gets a pizza party at the end of the year.

PTA President’s Course Appendix

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S.M.A.R.T Goal Worksheet Specific: Who? What? When? Where? Which? Why?

Measurable: How many? How much? How will I know when I’m done?

Achievable: Can goal be met? Do I have the knowledge, skills and resources to meet the goal?

Relevant: Is the goal useful? Does it meet the mission and purpose of PTA?

Time-Specific: Starting Date? Completion Date?

S.M.A.R.T Goal:

PTA President’s Course Appendix

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PTA Budget Request Form - 2013-14 Committee ______________________________________ Chairperson(s) __________________________________________ Please turn this form in with your Plan of Work and keep a copy for yourself. Only persons who collect monies at events have an amount in the "Income Estimate" column. Most chairpersons will be filling out the budget request column only. Give as much detail as possible. Use the reverse side of this form if necessary.

Activity

Income Estimate

Budget Request

Comments

TOTALS

Please email to PTA treasurer Jane Doe at [email protected] by June 25, 2013