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PTA & the PRINCIPAL “Sharing the Road”

PTA & the PRINCIPAL “Sharing the Road”. Issaquah PTSA Council November 16, 2017 Becky Gordon, Leslie Kahler, Jodi Bongard. Sharing the Road. Sharing the Road A Perfect Analogy.

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PTA & the PRINCIPAL “Sharing the Road”

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  1. PTA & the PRINCIPAL“Sharing the Road” Issaquah PTSA Council November 16, 2017 Becky Gordon, Leslie Kahler, Jodi Bongard

  2. Sharing the Road

  3. Sharing the RoadA Perfect Analogy • Imagine two automobiles on the same road in separate lanes traveling in the same direction towards a common destination • Drivers do not attempt to control one another’s vehicles but honor the other’s course • PTA presidents and school principals do not oversee equal territory but “share the road” and establish partnerships which are equal in respect

  4. PTA & SchoolsRules of the Road • PTA is a private non-profit association • 501 c (3) • Funded by PTA members • Accountable to PTA members • PTA activities are regulated by state and federal law pertaining to a private association • Laws regulating public schools are different from those that bind PTA

  5. CommunicationThe Key to Avoid Crashing • The role of the PTA president • Establish regular/monthly meetings with the principal • Schedule meetings at the end of the year for the upcoming school year • Avoid frequent pop-ins • Share calendar, policies and concerns • Keep each other updated on programs and activities • Establish means for PTA committee chair contact

  6. Establish PTA connection with school staff • Establish agreed upon schedule of staff meetings PTA will attend early in the year • October (ask staff to join PTA) • Spring (Staff Appreciation/ Recognition) • Involve staff in setting goals for PTA • Conduct staff surveys • Inform principal about new events and activities under consideration • Establish ongoing connections with school staff • Staff communications • Solicit grant and funding requests

  7. Model safety, respect and confidentiality • PTA activities are kept from impeding the school day • PTA activities should not interrupt classroom learning • Honor staff time in office and workroom • Avoid busy times such as before and after school or lunch • Honor and model building and classroom rules • Check in with school office and sign in • Wear appropriate name or identification badge • Follow all driving and parking rules • Don’t drop in on staff unexpectedly to conduct PTA business • Direct or bring “concerns” to principal for clarification • Clarify facts, control rumors

  8. Ensure parent and community volunteers have been screened prior to event or activity • Recognize that not all volunteer activity is PTA related • It is common for PTA to organize volunteers for school events as well as PTA events and activities • All volunteers need to be cleared to volunteer before arriving on campus • Follow District regulations and procedures • Issaquah School District Volunteer training is part of the approval process • Procedures in each school reflect current regulations related to volunteers working with students and with student records • Communicate procedures to PTA board, members and other school volunteers

  9. The Role of the School Principal • Attend PTA meetings as appropriate • Provide report of current school items of interest • Address questions and provide information as needed • Establish staff Liaisons to PTA • Staff representatives attend PTA meetings • Report on programs and activities with input from staff • Participate in discussions, providing staff perspective • Follow up by sharing information with staff

  10. Encourage staff to join PTA • PTA can offer staff memberships at a reduced rate • Memberships cannot to be tied to staff grant allocation • Shows support and sets an important example to entire school community that they value the PTA • Support and attend appropriate PTA activities and encourage staff participation • PTA can allow discounts for events with a special fee for staff members • PTA can adjust event times for staff convenience whenever possible

  11. Finance and FundsBudgeting, raising and spending money • PTA budget process • Created by a Budget Committee • Presented to membership for approval in spring • Without a budget the PTA cannot spend funds in the summer • Reauthorized in the fall by the membership • Only then can new line items be introduced • PTAs are only allowed to reallocate funds on budgeted items approved by the membership • Does your budget include Paraprofessional support? • Make sure you are only paying for hours (including benefits) – not a specific job

  12. Raising Funds • Set goals for PTA Fundraising • PTA monies should not be handled by school personnel • PTAs must provide a locking mailbox to avoid this • Follow PTA and the Law for complete regulations and guidelines • Establish policies and procedures through the PTA treasurer • What we cannot do with PTA funds • Collect funds for a family in crisis (we can share links) • Raise funds for natural disaster relief • Gift funds strictly for transportation

  13. Expenditure of funds • PTA and School Funding Guidelines • Understand three ways to distribute PTA monies • Financial support directly to school through ongoing PTA programs • Funds granted to school through District gifting process with District established procedures and forms • Grant funds to the Issaquah Schools Foundation • Grants • Establish PTA guidelines, decision making process and procedures – each PTA is unique • All grants should meet the PTA’s mission and have the approval of the principal before the application goes to the PTA • Clearly communicate to PTA board and school staff • PTAs must have principal approval before purchasing gifted items for the school. Then, Principal gets appropriate department approval.

  14. Auctions • Recommend Auction committee sets up a meeting with the principal once they have a plan • PTAs may not auction school property which includes reserved parking spots and concert or graduation seats • Classroom auction projects • Principal approval and need teacher buy in • Remind chairs of the access to classroom time regulation • Raise the Paddle live auction – designated line items • Silent Auction community donations • Create a policy that reflects your PTA’s and school community values before soliciting sponsors and donations • Auction catalogs • If you plan to share your catalog with families before the event it must be pre-approved by the administration at your school • If mailing via post office – while approval not required, always good to review contents with principal prior to printing

  15. Enrichment • PTAs are discouraged from establishing programs that depend on hiring individuals with PTA funds • They should only hire independent contractors and understand the process in full before contracting for a service • PTA Activity • Be sure the PTA directs and supervises, creates, plans and implements the program • Clearly advertised as a PTA Event/Activity • Be sure the PTA handles all money • All contracts negotiated and signed (by 2 elected officers) by the PTA • Follow guidelines for hiring, including contract, insurance, and IRS rules and forms

  16. Questions? Contact information Leslie Kahler and Becky Gordon Co-Presidents, Issaquah PTSA Council president@issaquahptsa.org Moriah Banasick Controller, Issaquah School District banasicka@issaquah.wednet.edu

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