PTA Transition Dinner

PTA Overview

Three Bodies

• Executive Committee• Executive Board• General

Membership

PTA Board Overview

Executive Board / Executive CommitteeExecutive Committee(7):

• President

• 1st VP – Programs

• 2nd VP – Ways and Means

• 3rd VP – Volunteers

• Treasurer

• Recording Secretary

• Principal

Executive Committee Duties:

• Develop goals for the PTA for presentation to the Board and General membership

• Appoint Standing and Special Committee Chairs and committee members

PTA Board OverviewExecutive Board (18 voting members)

Executive Committee MembersStanding Committee Chairs

Appreciation & Recognition Chair Education & Extracurricular Chair STEM Lab Chair Publication & Communication Chair Community Involvement Chair Business Partners/Sponsor Nights Chair Membership Administrative Coordinator Legislative Advisor/Parliamentarian County Council Delegate Faculty Representative

PTA Board OverviewExecutive Board Duties:

Transact necessary business between General Membership meetings

Create standing and special committees

Approve plans of work of standing and special committees

Present a report at monthly general membership meetings

Select an auditing committee or professional auditor for year-end audit

Prepare and approve the proposed budget to be presented to the General Membership for adoption

Obtain general membership approval for any changes to the adopted budget over $300.

PTA Reporting Structure

President:All members of the Exec. Committee (except

Principal)Publications & Communications Chair (Pipeline)

- Yearbook- PTA Webpage- Student Directory

Community Involvement Chair- Earth Savers- HEROES

Legislative Advisor/ParliamentarianCounty Council DelegateMarquee Volunteer

PTA Reporting Structure

VP Programs:Appreciation & Recognition Chair

- Fifth Grade Moving Up CeremonyEducation & Extracurricular Chair

- Reflections Program- After-School Enrichment- Running Program- Lego Robotics- Scholarship- Books for Bingo

• STEM Lab Chair

PTA Reporting Structure

VP Ways & Means:Business Partners/Sponsor Nights

ChairFall FestivalBox Tops/Store Incentives Spirit WearHoliday Shop

Membership Chair

PTA Reporting Structure

VP Volunteers:Homeroom Parent CoordinatorLibrary/Lunchroom/Art Coordinator

Administrative ChairSchool Supply Kits

PTA Budget ProcessBudget revenue and expense line item requests for

2014-2015 due to President by 6/15

Executive Committee will meet prior to Summer Executive Board meeting to review budget requests

Executive Board meets in July/August to review/vote on budget

Changes can be made to the budget without a vote anytime prior to approval by the General Membership at Back to School Night

All budget line item changes $300 or less can be approved by the Executive Board

Any budget line item changes over $300 must be approved by the General Membership

PTA Budget FormsThree main budget forms:

Officer or Committee Budget Itemization Worksheet

Voucher Form

Deposit Form

Officer or Committee Budget Itemization Form

Voucher Request Form

Deposit Request Form

Event and Program Planning

Setting the Date:

Contact the VP of Programs for available dates on PTA Program calendar.

Contact Lori Wood in the office to check the THES calendar.

When final event date is determined, contact VP of Programs and Lori to ensure date is on the PTA calendar and THES calendar.

Reserving Facilities:

Fill out a facility use form available in THES office.

Return to Courtney or Lori for approval by Mike and County.

Once County approval is received, President will email you.

Event and Program Planning

Vendor Contracts:All contracts for services must be signed by the President.

A copy of the signed contract and/or email acceptance should be attached to the Voucher Request Form when requesting payment for the vendor.

Volunteers:Request to the VP of Volunteers for nList at least 4 weeks prior

to the event date.

Request must include volunteer positions needed, number of volunteers required per position, as well as length of time for each position.

Don’t forget to include volunteers for set-up and clean-up.

Event and Program Planning

Publicity:

Pipeline – Start publicizing your event/program in the Pipeline at least two months prior to the event date. (Pipeline deadline)

Procedure for flyers in the purple folder:

- Email a copy of your flyer to the PTA President and Mr. D for approval at least two weeks prior to the date you want to

send it out.

- You must do your own copying and sorting of the flyer to go into the teachers’ mailboxes. A list of # of students in each class is on the bulletin board behind the copier. If you are unable to do your own copying, please find a friend or fellow Board member to help you. The PTA copy code is 1379.

- To be included in the Friday purple folder, all flyers must be in the teachers’ mailboxes by noon on Thursday.

Event and Program Planning

Voucher (Check) Requests/Deposits:

All voucher requests must be submitted to the Treasurer at least one week prior to the event.

Don’t forget about Petty Cash – Request one week prior to event.

If money is collected, all receipts must be counted and verified by at least 2 non-committee members.

Money and a deposit form must be turned over to the Treasurer the same day as event for immediate deposit.

Two cash boxes available in PTA cabinets in copy room.

PTA Webpagewww.twinhickorypta.org

Ruchi Shrivastava is in charge of website

Please review webpage content ASAP

Send updates to Ruchi by July 31st

PTA will increase usage of website/Pipeline/email blasts to push information to General Membership.

Binder DocumentsReview Binder Audit Form PTA Calendar (This will be created this summer) PTA Executive Board Contact List THES PTA Bylaws THES PTA Standing Rules Event/Program Planning Guide Officer/Committee Chair Calendar Checklist(created by each

officer/committee chair to track when tasks need to be completed)

Executive Board Monthly Committee Reports Current PTA Budget Officer/Committee Chair Budget Itemization Worksheet Voucher Request Form Deposit Request Form 501(c)(3)Determination Letter

All documents are available on the Twin Hickory PTA Website under the Executive Board Link.

General Membership Meetings

Minimum of 7 GM meetings are required.Quorum is 10.September 18, 2014, 7:00 p.m. (Back to School

Night)November 13, 2014, 7:00 p.m. (2nd Grade

Performance)December 11, 2014, 7:00 p.m. (5th Grade

Performance)February 19, 2015, 7:00 p.m. (3rd Grade

Performance)March 19, 2015, 7:00 p.m. (1st Grade

Performance)April (TBD), 2015 (Talent Show)May 21, 2015, 7:00 p.m. (4th Grade Performance)

Executive Board Meetings

Quorum is 9.Best to schedule before GM meetings in

case a GM vote is needed.All are at 7:00 p.m. in THES librarySeptember 16, 2014October 20, 2014 November 17, 2014 January 20, 2015February 17, 2015, 7:00 p.m. March 16, 2015, 7:00 p.m. April 21, 2015 May 19, 2015, 7:00 p.m.

EB Meeting Reports & Agenda

President will send out meeting reminder and request for committee reports 1 week before Executive Board meeting.All standing and special committees must

submit a report on the committee report form.If there is nothing to report, state “nothing to

report.”Committee report forms are sent up the chain

of command, not directly to the President.If you want a topic to be included on the

agenda for discussion or deliberation, you must express it.

All items not included on the agenda for specific discussion will be sent to all EB members prior to the meeting and will be attached to the minutes.

Current VacanciesExecutive Board Positions

Legislative Advisor/ParliamentarianCounty Council Delegate

Special Committee PositionsHEROESBooks for BingoHoliday Shop

WHAT’S YOUR WHY?