Anaheim Hills Elementary PTA President Procedure Book

1. Anaheim Hills Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

2. Cambridge Street Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

3. Canyon High School PTSA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

4. Canyon Rim Elementary School PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

5. Chapman Hills Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

6. Crescent Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

7. El Modena High School PTSA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

8. El Rancho Charter School PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

9. Esplanade Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

10. Fairhaven Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

11. Fletcher Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

12. Imperial Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

13. Jordan Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

14. La Veta Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

15. Lampson Elementary PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

16. Linda Vista Elementary PTAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

17. McPherson PTSAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

18. Orange High PTSAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

19. Palmyra Elementary PTAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

20. Panorama Elementary PTAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

21. Portola Middle School PTSAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

22. Prospect Elementary PTAPresident Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

23. Running Springs PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

24. Santiago Charter Middle School PTSA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

25. Sycamore Elementary School PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

26. Taft Elementary School PTA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

27. Yorba Middle PTSA President Procedure Book Orange Community Council “THIS BOOK BELONGS TO THE COUNCIL. IT IS NOT PERSONAL PROPERTY.”

28. Committee Budget Write the approved amount for your committee’s expenditures. Then write in the funds used for projects and/or events that you are in charge. It will give your successor an idea of the expenses of your committee. At the same time it will help with the committee’s planning and continuity.

29. My Contacts Each officer or committee chair should have a contact list. The list should include school administrators, vendors, fundraiser representatives, PTA leaders, etc. Identify each contact with their phone number and email address. Feel free to add notations on the best time and way to get a hold of your contact. As well as how far in advance you’ll need to get in touch with your contact before an event or project.

30. My Resources Every officer and committee chair must maintain a list of resources that can be referred to obtain information necessary to perform its responsibilities accordingly in learning on how to become a stronger leader for its commcouncily.

31. Conflict-Resolution in Conflict - (Del lat. conflictus) fight, battle, war 2. competitive or opposing action of incompatibles : antagonistic state or action (as of divergent ideas, interests, or persons); mental struggle resulting from incompatible or opposing needs, drives, wishes, or external or internal demands 3. the opposition of persons or forces that gives rise to the dramatic action in a drama or fiction There is conflict everywhere you go, so don’t be afraid of it. The question is, how do we deal with our differences? The answer is not easy but its surprisingly simple. The secret to peace and to find a resolution or perhaps even better a reconciliation is ourselves. However, if you encounter conflict that quickly escalates into a communication break-down, as a PTA member you should immediately take steps to resolve it. It is an agreed process of all parties involved to come up with a steadfast resolution. Do not take sides, it is of upmost importance to be impartial as a leader. Face the problem and NOT the people and their personalities. Try to listen actively, meaning; do not interrupt the speaker. There is no “right” or “wrong” way of fixing concerns; I believe there is a “practical” or “feasible” way. Communication Promise To: _______________________ From: ______________________ Tell it me first and privately. Tell it to me in a way I can understand. Tell it to me as soon as if concerns you. Give me time to think about it before we come to a resolution. The following pages have some practical suggestions that hopefully can help you manage difficult situations with other volunteers.

32. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution. Communication Promise To: _______________________ From: ______________________ • Tell it me first and privately. • Tell it to me in a way I can understand. • Tell it to me as soon as if concerns you. • Give me time to think about it before we come to a resolution.

33. Conflict-Resolution & Decision-Making Strategies • Five-Step System on Conflict-Resolution & Decision Making • Identify the problem. • Gather information. • List the possible choices. (Alternatives) • Consider the good and bad sides of each choice. (Think about what is important to you) • Make a choice. (Pick from the alternatives) • Four-Step Problem Solving Model (Dr. Robert Myrick) • The following problem-solving model complements the PAL listening-skills lessons, as the basis for this approach is the use of open-ended questions. Notice all four questions begin with “What” and require more than a one-word response. • What is the problem or situation? • What have you tried to solve the problem? • What else could you do to solve the problem? • What is the next step? When? • The IDEAL System on Conflict-Resolution & Decision Making • IDEAL is a strategy that allows a peer helper to organize and outline the necessary steps for effective decision-making. The strategy is called IDEAL because an easy way to remember it is to think of the IDEAL situation or outcome. • Identify the problem or situation • Develop an action plan. • Evaluate the action plan. (Positive and negative consequences) • Act. (Put the plan into action) • Learn from your plan. (Mistakes) • Nine-Step System on Conflict-Resolution & Decision Making • Identify the problem or decision. • Gather information. • Brainstorm alternatives. • Predict consequences. • Check the “forgotten factors.” • attitudes, values • feelings, emotions • pressures: peer, advertising, family • risk levels • habits • Choose an alternative. • Identify an action plan. • Act. • Evaluate. • It is important to realize that no matter the strategy you choose the important step is to “Identify the problem or situation.” The key message is: If we don’t know what our goal is, we’ll never get there! Note: Upon studying the four aforementioned systems, we recommend you choose one to use during your training. That way you can avoid further confusion and it will help you maintain focus.

34. Four-Step System on Conflict-Resolution & Decision Making What is the problem or situation? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What have you tried to solve the problem? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What else could you do to solve the problem? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What is the next step? When? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

35. Five-Step System on Conflict-Resolution & Decision Making Identify the problem. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Gather information. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ List the possible choices. (Alternatives) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Consider the good and bad sides of each choice. (Think about what is important to you) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Make a choice. (Pick from the alternatives) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

36. The IDEAL System on Conflict-Resolution & Decision Making IDEAL Identify the problem or situation. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Develop an action plan. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Evaluate the action plan. (Positive and negative consequences) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Act. (Put the plan into action) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Learn from your plan. (Mistakes) ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

37. 9-Step System on Conflict-Resolution & Decision Making Identify the problem or decision. Gather information Brainstorm alternatives. Predict consequences. Check the forgotten “factors” such as attitudes and emotions. Are there pressures coming from: peer, advertising, work, family? What are the risks levels? What are the habits? Choose an alternative. Identify an action plan Act. Evaluate.

38. Common Sense Mistakes Volunteers Make in • Impose your personal standards of “right and wrong on others; • and believe that everybody will accept them as such. • Judge others happiness based on your own happiness. • Expecting a consensus only on your opinions. • Seeking experience and common sense from youth. • Seeking perfection in our own actions. • Worrying yourself and others for things that cannot be solved. • Unacknowledged everybody's weaknesses ..as well as our own. • Consider impossible what we cannot achieve. • Live this moment, this day, this time as if it was so important, • that it will last forever. • Judging people only by their external qualities when in reality its their • internal qualities that define them. Remember: don’t judge • a book by its cover.

39. Diplomacy Helps Everyone Grow • PTA is a professional association advocating on behalf of children. As we speak for every child, it is important to be tactful, sensitive, politically correct and cautious when speaking or writing as a representative of PTA. Diplomacy is a skill that can be acquired with practice and thought. Leaders are those we want to follow, so how we speak to and in front of others is important. Think about the following: It is all in the delivery of the message-be aware of your body language and tone of voice. Both are indicative of showing respect. • Think before you speak and plan your words ahead of time, especially if you anticipate a problem during a discussion. • What is the intention of your message? Select your words and consider the consequences of your statements. • How will your message be interpreted by attendees or readers? • Who is your audience? Anticipate the situation and how it should be handled. • Do you need to rephrase your thoughts? • Try this valuable exercise with your board members. Rephrase statements you’ve heard and situations you’ve encountered. • Examples • I’m in charge now, so here’s how things are going to be. • Diplomatic version: “I believe in teamwork and cooperation and I will be expecting that from you as well.” • You need to let go of this, move on, and let me do it my way. This is my job now. • Diplomatic version: “This is awkward for both of us. How do you see us working together as a team?” • When there is a problem or conflict situation that is causing problems: • Diplomatic version: “We have an issue that we need to solve quickly, I know we can do that with everyone’s thoughts, input and energy.” • When discussion gets off-track and meetings get too long. “Let’s table that discussion and get back on track. We’re beginning to loose sight of the main point.” • Reference: Perfect Phrases for Managers and Supervisors by Meryl Runion

40. Responsibilities Of Officers & Chairmen • The following expectations must be met by all executive board members and chairmen: • Accept office or position only when willing to uphold the policies and procedures • Of California PTA and National PTA; • Accept office only when willing to prepare to fulfill the responsibilities of the office; • Study and follow council bylaws and standing rules; • Attend and actively participate in meetings; • Review and maintain the procedure book and files for the position; • Abide by the will of the majority; • Respect the privacy of the business of the executive board; • Protect the privacy of all members by not allowing distribution of membership lists to outside interests; • Meet deadlines and fulfill assignments promptly; • Give accurate and detailed account of all monies entrusted to them; • Delegate instead of doing it all yourself; • Develop and strengthen leadership; • Attend conferences, workshops and conventions; • Ensure a good transition by passing on all resources and records; and • Resign if unable to perform the required duties of the office.

41. How To Create A Board From Hell • YES! You too, can build your own “Board from Hell.” It’s easy. Just follow these simple steps and within months (or even weeks) you will get results! • Never explain the job thoroughly to anyone joining your board. • Don’t encourage board members to participate in training or orientation. • Be sure to schedule board meetings and association meetings at different times each month so that no one will start to count on them; or schedule them one at a time at the end of each meeting. Better yet, don’t schedule them at all, just wait until you have a big meeting. • Never have a quorum, just go ahead and meet anyway. • Always elect someone to chair a committee or your board who is absent from the meeting. • Don’t enforce office terms. • Diversity be damned. Elect all your friends so that no one will question what you do. • By all means, never ever, let the school staff get to know your board. • Among board members, do NOT encourage: • Openness • Respect for others and their opinions • Haring of new ideas • Never provide social opportcouncilies for your board. Don’t even THINK about thanking them. • Don’t share information with board members before the meetings. • Don’t bother with committees, just do it all yourself, never delegate. • Don’t have a written agenda, let the whole board discuss everything to death. • When board members, committee chairs, parents and principal question issues of policy or financial matters just tell them “It’s under control and not to worry”. • Never put anything in writing, your board members, committee chairs, parents and school staff may think you mean it. • Don’t give your board, committee chairs and the principal a copy of the bylaws. Also make sure not to give them a procedure book for their job.

42. Helping My Successor Be Effective! Thank you for accepting the responsibility of this PTA position. I have worked hard to put together a this Procedure Book that will help you to be an effective leader. The main purpose is that it will be a useful tool by helping you to have a successful job performance within your PTA The following short survey is to enhance this document therefore helping future PTA officers with their efficient performance of their responsibilities. What do you wish you have done differently? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What piece of advice would you give your successor? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ What made possible your successful job performance? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ The one thing I wish I had know…. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________