Fourth District PTA, California State PTA

A: There are three types of meetings:

Association meetings — All PTA members at your school are invited to your association meetings. The PTA association is the only voting body that can elect the nominating committee, elect officers, approve/ratify all PTA expenditures, approve contracts and expenditures for PTA programs, events and projects, adopt the budget and audit, authorize a position to be taken on an issue, adopt bylaws, and elect convention delegates.
Board meetings — The PTA executive board consists of the elected and appointed officers, the principal, the teacher representative and the committee chairmen. The executive board meets monthly to handle the transaction of necessary and detailed business between meetings of the association. The executive board is responsible for accepting and studying recommendations to be presented to the association for approval. The bylaws provide details about the executive board’s responsibilities.
Guests may be invited to attend am executive board meeting as well as a meeting of the membership. A courtesy seat is granted by the president to the guests present. A guest may bring information to be shared with group. However, guests do not participate in discussion or voting and should leave after their information is relayed.
Committee meetings — A committee may be a standing committee with regular, ongoing responsibilities during the PTA year or it may be a committee organized for a short term activity only. Committees are both elected and appointed, and are formed to plan, promote and implement activities of the PTA. A committee ceases to exist when its final report is submitted, or the program or event is finished. A guest may be invited to a committee meeting to present information
PTA bylaws specify the frequency of executive board and association meetings, how special meetings may be called, and the quorum requirements.
The meetings of each PTA group should be preserved through the recording of minutes. Each group’s meeting is different and different minutes are required. The board meeting cannot be combined with the association meeting.

A: The PTA president should arrange for the members or the board to be notified about the meeting in advance. He/she should prepare an agenda and arrange to have enough copies for all present at the meeting. She may wish to arrive early so that she can make sure the meeting room is prepared. She will call the meeting to order and make sure that the business of the organization is conducted. She should make sure that current financial reports are given and minutes from the last meetings are available. She should give members the opportunity to fully participate in the decision making.

Q: As a PTA president, how can I make sure that our meetings aren't too lengthy?

A: If your PTA meetings are becoming too lengthy, try these tips:

Set a beginning and an ending time. Then, begin and end on time!
Make sure that committee work is done in committee, not during the association or board meetings.
Have chairmen provide written reports rather than oral reports, unless action is required by the association. These reports may be sent to members via email before the meeting.
Streamline minutes and financial reports by providing copies, rather than giving oral reports.
Use parliamentary procedure! Agree to limit discussion of agenda items to a predetermined number of minutes.

A: Yes! A motion is necessary whenever a PTA wants to take action. A motion will become part of your legal records--your minutes. Motions give your officers and chairmen the authority to purchase, plan, and implement actions for your PTA. Only persons who have been members for 30 days may make a motion.

The eight steps to a motion are:

Member raises hand or stands.
The president calls upon the member.
The member states a motion, beginning "I move...."
The motion is seconded by another member.
The president restates or rereads the motion.
The president asks if there is discussion, and a full discussion about the motion is held.
The president asks for a vote on the motion, saying "All in favor say 'aye'. Those opposed say 'no'."
The president announces the result of the vote, with the motion either being adopted or the motion failing.

As published in the "Orange Leaves" newsletter . For subscription information, click here.

One of the most helpful tools for a PTA volunteer is the procedure book, which describes in detail how a particular job is done. Maintaining a procedure book provides helpful and useful information for each officer and/or chairperson.

This information should be passed from volunteer to volunteer each year. If you are a new volunteer and there is no procedure book for your position, now is the time to create one.

The procedure book should be kept in a three ring binder so that it can be continually updated. It should contain a record of work done, problems encountered and suggested improvements, and other helpful material that has been collected. Include the following:

Save program correspondence and files for at least two years so that each administration can look back on their predecessor’s work as needed. (Check legal requirements for some files which must be kept for seven years.)

As published in the "Orange Leaves" newsletter . For subscription information, click here.

In the workplace, in the home, and in volunteer situations, everyone experiences conflict when they interact with others. Conflict resolution is a creative process which most often results in positive change and growth for individuals and the organization. The key to successful conflict resolution is keeping the focus on the process, not the personalities. Do not fear conflict. Conflict can be healthy. How you deal with conflict is what matters.

Conflict usually begins as some form of miscommunication or misunderstanding. Reality and perceptions may not coincide. Misperception is the result of failed communication. Potential sources of conflict include:

Differences of opinions, goals, styles and values. Assumptions or misunderstandings. Personality differences and personality clashes. Gossip.

All of the above can feed the cycle of miscommunication and misperception and lead to conflicts. Constructive behaviors can nip conflicts before they grow. To help resolve conflicts:

Talk directly to the source of the misunderstanding. No “parking lot discussions” with others in the group. Be clear, direct, respectful and honest. Being “nice” will not resolve a conflict. Stay in control of your emotions. An argument requires two and will die if you do not participate. Assume the other person means well. Avoid negative assumptions about intentions and focus on the actions. Be solution oriented. Active listening will promote positive dialogue.

Working together towards a solution can be a positive learning experience that will strengthen both the organization and the individuals involved. Once you have reached a fair solution or compromise that everyone can agree upon you will be ready to move forward with respect and a renewed spirit of accomplishment.

Have you ever heard someone say, “I’m just a mom”, or “I just volunteer at my child’s school?”
As members of PTA, we are part of the nation’s largest organization of advocates for children. In every sense of the word we are professional volunteers.

How you perform the duties assigned to your PTA position is far more important than your job title. Each position, large or small, is important. Each of us has an obligation both to ourselves and to each other to fulfill the duties of our office or chairmanship to the best of our ability.

Arrive at meetings on time and prepared. Contribute and be an active listener. Your professional behavior will create respect for you and your PTA.

Trust is the result of understanding and respect, not necessarily agreement. Healthy and honest discussions are more likely to lead to solutions. Your ideas and opinions are important, but make sure you are taking the time to listen to everyone on your board. The behavior that is modeled by the leadership profoundly shapes the culture of the organization.

As published in the "Orange Leaves" newsletter . For subscription information, click here.

PTA Leadership Tips