pta transition dinner
DESCRIPTION
PTA Transition Dinner. PTA Overview. Three Bodies Executive Committee Executive Board General Membership. PTA Board Overview. Executive Board / Executive Committee Executive Committee(7): President 1 st VP – Programs 2 nd VP – Ways and Means 3 rd VP – Volunteers Treasurer - PowerPoint PPT PresentationTRANSCRIPT
PTA Transition Dinner
PTA OverviewThree 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
meetingsCreate standing and special committeesApprove plans of work of standing and special committeesPresent a report at monthly general membership meetingsSelect an auditing committee or professional auditor for
year-end auditPrepare and approve the proposed budget to be presented
to the General Membership for adoptionObtain 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 6/15Executive Committee will meet prior to Summer Executive
Board meeting to review budget requestsExecutive Board meets in July/August to review/vote on
budgetChanges 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
WorksheetVoucher FormDeposit Form
Officer or Committee Budget Itemization Form
Voucher Request Form
Deposit Request Form
Event and Program PlanningSetting 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 PlanningVoucher (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.orgRuchi Shrivastava is in charge
of websitePlease review webpage
content ASAPSend 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 MeetingsQuorum 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 & AgendaPresident 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
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