Visit www.bit.ly/ncptalifelineforleaders Past Recording & Presentations Available

March 11, 2019 at 7:30 p.m.Duties of Officers/Standing Committees

Presenter: Donald BarringerNCPTA Board of Directors

Do you have questions about officer duties? Do you know who makes up your Board of Directors? Do you know the difference between a Standing Committee and a Special Committee? Join NCPTA as we review the duties of each officer, job descriptions for Board members, and committees.

April 22, 2019 at 7:30 p.m.Register: End of the year Financial Boot Camp & Responsibilities of the Audit Committee:

Presenter: Tony ProctorNCPTA Treasurer

Getting nervous about those end of year financials? Join NCPTA for a session focused on the end of year financial responsibilities of PTAs and PTA officers. We will also address what the Audit Committee duties are and how financial well-being is the responsibility of all.

May 13, 2019 at 7:30 p.m. Register: Planning for Your New PTA Year/Officer Transition:

Presenter: Donald BarringerNCPTA Board of Directors

It is that time of year when PTA leaders work tirelessly to finish the school year strong. What if finishing strong is really the key to next year’s success? How do outgoing and incoming officers work together for a seamless transition? Join us as we discuss financials, elections, board of director elections, membership, and more.

Nominations & ElectionsS.O.U.P. (2013) +

Updated Side Board & Committee Items (2019)PTA S.O.U.P. Created for 2013 NCTPA Leadership Conference by

Donald Barringer, NCPTA Board of Directors

Sarah Martin, NCPTA Advocay Committee

and Sarah Martin,

NCPTA Board of Directors

www.bit.ly/ncptasoup

Objectives – S.O.U.P.

•S ummary of roles and responsibilities

•O pportunities for everyone

•U nderstanding “the Process”

•P assing the Torch

Presentation and Resources

www.bit.ly/ncptasoup

How do I fit in?www.bit.ly/ncptasoup

S.OUP

Summary of Roles and Responsibilities

Understand the roles and responsibilities of every member of your team – your PTA Board

www.bit.ly/ncptasoup

READING IS FUNDAMENTAL

www.bit.ly/ncptasoup

PTA ResourcesPTA Membership KIT (P.L.A.N.)

• Local Leader Kit • English/Español • Online & Paper Available• http://www.ptakit.org/ • Dues Funded Project

NCPTA Back To School Kit(YEAR-ROUND USE)

www.bit.ly/ncptabacktoschoolkit

• NCPTA’s Back-to-School Kit is available whenever you need it!

• Members Only Password Protected Site – email office@ncpta.org if you do not have the password)

• www.bit.ly/ncptabacktoschoolkit

www.bit.ly/ncptabacktoschoolkit

Uniform Bylaws will guide you on Roles and Responsibilities

• You’d be shocked by what you can learn from reading your unit’s Uniform Bylaws

• All PTA units in the state use the same bylaws

• You should have a copy readily available from your current PTA president.

• NCPTA Uniform Bylaws - – http://ncpta.org/wp-content/uploads/2012/12/UNIFORM-BYLAWS-FINAL072410with-letter.pdf

• Got ByLaws Questions about Understanding, Compliance, or need Training?

• Contact office@ncpta.org for help

What Roles Do Nominating Committees Seek to Fill?

• President

• Vice President(s)

• Secretary

• Treasurer

Some units ask more of their Nominating Committee in helping to also secure Committee Chairs/other Board members.

See Standing Rules for information about your requirements.

http://online.fliphtml5.com/gofba/zpjs/

www.bit.ly/ncptabacktoschoolkit

www.bit.ly/ncptabacktoschoolkit www.bit.ly/ncptasoup

Article 6 OfficersSection 6.1 Officers

Section 6.2 Election

Section 6.3 Term

Section 6.4 Vacancies

Section 6.5 Removal from office

Section 6.6 General duties

Section 6.7 President

Section 6.8 Vice President(s)

Section 6.9 Secretary

Section 6.10 Treasurer

NCPTA VOLUNTEER Job Descriptions!

http://online.fliphtml5.com/gofba/zpjs/ http://online.fliphtml5.com/gofba/zpjs/

Section 7.3 Composition. The board of directors shall consist of the elected officers of this local PTA, the chairs of the standing committees, the school principal, one teacher elected by the board, and up to three at-large members elected by the board.

Committees

Links To Committee Resources http://online.fliphtml5.com/gofba/zpjs/#p=11

Local Advocacy Committeehttps://ncpta.org/index.php/advocacy/local-pta-advocacy-committee/

Membership http://www.ptakit.org/Membership/index.aspx

https://www.pta.org/docs/default-source/files/training/local-leader-kit/2018-qrgs/2018-lptalk-membership-qrg-final.pdf

Audithttp://www.ptakit.org/Finance/Conducting-an-Audit/Overview.aspx

Budget & FinanceTreasurer Guidelines https://ncpta.org/wp-content/uploads/2018/09/Duties-of-the-Treasurer-9.10.18.pdf

Nominating Committee Toolkithttps://ncpta.org/index.php/leaders/nominating-committee/

Section 6.7 - President• Shall preside at all meetings of the general membership

and the board of directors at which he/she may be present, and shall designate another officer to preside when he/she will not be present (in the absence of such designation, the board may elect any board member to preside at any meeting);

• Shall coordinate the work of the officers, the board and the committees of this local PTA;

• Shall perform such other duties as may be provided for by these bylaws or assigned to him/her by this local PTA or by the board of directors;

• Shall sign all contracts of this local PTA that have been approved by the board; and

• Shall be an ex officio voting member of all committees except the nominating committee.

Section 6.8 – Vice President(s)The vice president(s) shall perform

duties requested by the president and the board of directors. In the event of a vacancy in the office of president, the vice president, or the vice presidents acting together if there is more than one, shall assume the duties of the president until a new president is

elected pursuant to Section 6.4 of these bylaws.

Section 6.9 - SecretaryThe secretary shall record the minutes of all meetings of the general membership and the board of directors and shall perform such other delegated duties as may be assigned by the board of directors, and shall maintain a file of important documents related to that local PTA, including but not limited to:

• articles of incorporation of this local PTA;

• the current uniform local bylaws approved by NCPTA and adopted by this local PTA,

• the current standing rules of this local PTA, if standing rules have been adopted by the board;

• minutes of past meetings of the general membership and board of directors;

• a copy of the official membership roster provided for in Section 5.3 of these bylaws;

• a current roster of board members;

• a current roster of all committee members and chairs;

• legal documents, including but not limited to insurance policies and contracts;

• current and past tax returns; and

• current and past audit reports;

At the end of his/her term, the secretary shall transfer this file of important documents to his/her successor as secretary.

Section 6.10 - TreasurerThe Treasurer shall: • Collect, deposit and maintain all funds of this local PTA in approved depositories (including,

but not limited to, all monies collected as local dues, raised in PTA activities, received as contributions, or otherwise acquired);

• Disburse funds in accordance with the annual budget adopted by this local PTA, and maintain records identifying the purpose and payee of all disbursements;

• Maintain a current record of income, expenditures, assets and liabilities of this local PTA, and make all financial records available for inspection and review by the audit committee;

• Present a financial report of income and expenses at each meeting of the general membership and the board of directors, which report shall compare current income and expenditures to the approved budget;

• Remit dues to NCPTA in accordance with Article 5 of these bylaws and the current NCPTA good standing requirements;

• Prepare a year-end financial report by June 30 showing the total income and expenditures for the fiscal year, comparing those figures with the budget approved at the beginning of the fiscal year, and the assets and liabilities of the local PTA, and submit that report to the incoming president, treasurer and audit committee;

• File all required tax forms and reports in a timely manner, including but not limited to tax returns for the previous fiscal year, and submit copies of all such filings to the secretary of this local PTA;

• At the end of his/her term, transfer all financial records to the audit committee by July 1; and provide assistance to the audit committee upon request.

It’s Ok When People Leave..Move Forward

SO.UP

PTA CREATED EASY TO USE GUIDES &

TEMPLATES

Member Protected: http://www.ptakit.org/pta-leaders/leader-templates-and-tools.aspx

Opportunity for Everyone

Offer leadership experiences to future leaders so that they want to get involved and understand what this means

Tip from a Parent Leader

“If parents are to feel valued and respected, the culture of the organization must allow their ideas to be seriously considered. Without this, they will know parent leadership is not a genuine opportunity for them and they will lose interest. It can sometimes seem like parents come up with “off the wall” ideas, or in strengths-based language, they think “out of the box.”

Everyone’s careful consideration of new and fresh ideas creates a positive flow of energy and may lead to changes in an original idea that satisfy everyone. The atmosphere of the conversation must be

supportive for all members of the partnership.”

• Source: Meaningful Parent Leadership: A Guide for Success FRIENDS National Resource Center for CBCAP

What Does Your PTA Leadership

Business Card Say?

How Are ALL Voices

Included In Your PTA?

Learn How to Be Inclusive and Welcome Everyone to PTA, Developed by Florida PTA https://youtu.be/xMzzw-DRDuk

Signs that Parents Want to Be involved

How to Recruit Parent Leaders?

Some parents may take the first step in seeking a leadership role in your organization.

For others, you may need to initiate the relationship by recruiting them into

partnering with you. Once you have identified individuals who demonstrate qualities that set them apart as potential parent leaders.

Strategies to Encourage Parent Participation:

• Give parents compelling reasons to become involved and to believe their involvement will be effective and personally rewarding.

• Provide a written job description or explanation to give parents an idea of what is expected of parent leaders in your organization.

• Prepare parents in advance of the first meeting by briefing them on who will be there, what will happen at the meeting, and what their role will be.

• Give parents a written explanation of acronyms and plain language definitions of words used at the meetings or within the system.

Strategies Continued

• Spend one-on-one time with parents to define their individual interests. Ask what drives them to want to become more deeply involved. Understand what they are passionate about.

• Whenever possible, approach parent leaders at the initiation of a project or as a new policy or procedure is being considered. Avoid recruiting parents to simply “rubber stamp” decisions already made.

• Provide parents with information about the culture of the organization and discuss openly with them the similarities to and differences in their own family culture.

• Provide a mentor who can provide an informal orientation and training about the process of meeting and tasks to be accomplished by the group.

• Invite at least two parents to become parent leaders in any setting or group to avoid a lone parent feeling outnumbered or being perceived as the “token” parent.

Something to Think About?

• What do my members/officers think of my leadership abilities?

• What do my kids think of my parenting abilities?

• What overlapping areas of leadership and parenting have I not previously recognized?

• What areas do I need to work on?

• What do I need to do to make my skills more transferable?

Source: The Columbia Consultancy: Integrated Leadership http://www.columbiaconsult.com/v34_jun03.html

LEADERSHIP AND PARENTING: THE SAME SKILL SET

• Both parenting and leadership require vision.• Both parenting and leadership require passion, determination and

commitment. • Both parenting and leadership require the ability to motivate and

inspire children and employees to accomplish their goals.• Both parenting and leadership require being directive and

collaborative• Both parenting and leadership require trust and integrity. • Both parenting and leadership require clear, consistent, two-way

communication. • Both parenting and leadership require emotional intelligence.• Both parenting and leadership require a positive attitude as well as

flexibility. • Both parenting and leadership require authenticity.

Source: The Columbia Consultancy: Integrated Leadership http://www.columbiaconsult.com/v34_jun03.html

What Does Your Board Look Like?

Do They See An Image Of Themselves Parents

Educators

Students

This is Where The Work HappensCOMMITTEES!!!!

www.bit.ly/ditoolkit

Personality AssessmentsGoogle Name Plus Free For Free Similar Or Actual Assessment

16 Personalities Test

“It’s so incredible to finally be understood.”

Take our Personality Test and get a 'freakishly accurate' description of who you are and why you do

things the way you do.

Free. No registration required.

A Little About Donald

DB Strengths

This is Your PTA Potential Member

Staples Did The Research for You!

PTA is your

Volunteer Workplace• Use this to plan opportunities

to engage • INVITE each generation to the

table• Begin With Defining Your PTA

Community Norms: – respect– active listening– active participation– technology/cell

phone/tablet use (as a engagement tool)

USE CHART PAPER

TAKE PHOTOS FOR FUTURE USEUSE EVERY TIME YOU’RE TOGETHER

Leadership Tips From NCPTA Board of Directors & Local PTA Leader Rob Elliot

Hey Donald,

Here are my top ten concepts for leadership:

1. Socialize the PTA Mission of “Every Child One Voice”

2. Be Welcoming – let people know their skills and help are welcome and needed

3. Be Intentionally Inclusive – does your board fully represent the diversity in the school

4. Celebrate Diversity – recognize when diversity positively impacts your school community

5. Be Orderly and Efficient with Meetings – be consistent with meeting format and respect time commitments

6. Stay Positive – be a source of encouragement for those dealing with the day-to-day challenges in the school

7. Delegate and Ask for Help – it’s important to let others know how they can help

8. Encourage Collaboration – help build and maintain a sense of community by encouraging people to work together toward a goal

9. Avoid Petty Politics – reward and recognize positive collaboration not political power struggles

10. Be Open to New Ideas and Resources – validate and recognize the value of people who bring new ideas or resources

SOU.P

Understand the Process

• When do you begin the process?

• Who is eligible?

• How do you conduct the annual election?

Section 8.3Nominating Committee

Composition of the Nominating Committee:

• The nominating committee shall be comprised of an odd number and no fewer than three members;

• at least two of the committee members shall be board members and at least one committee member shall be a member of the local PTA who does not serve on the board.

• Neither the president nor the principal shall be a member of the nominating committee.

Section 8.3Nominating Committee

When Should the Nominating Committee Start Its Work?

• “Throughout the year, the nominating committee is tasked with identifying talented, motivated, and responsible individuals to serve as officers of this local PTA.”

• Waiting until the second semester will handicap you in adequately offering training opportunities to folks seeking to learn about the jobs available.

Section 8.3Nominating Committee

Prior to the last general membership meeting each fiscal year:

• The nominating committee shall prepare a slate of nominees for officers of this local PTA for the coming year,

• The president shall include that slate in the notice for the last general membership meeting

• The chair of the nominating committee shall place such names in nomination at that meeting.

Section 6.2 Election.

• Officers who will serve for the coming fiscal year shall be elected at the last general membership meeting of the fiscal year;

• These officers will assume office on July 1 and serve until the following June 30.

Section 6.2 Election.

• The president shall give notice of the election of officers to the general membership at least ten (10) days before the last general membership meeting of the fiscal year, and the notice will include the nominating committee’s slate of nominees.

Section 6.2 Election.

• In addition to the individuals nominated by the nominating committee, nominations from the floor will be allowed.

• When there is only one nominee for an office, that election may be held by voice vote. If there is more than one nominee for any office, election for that office must be by ballot.

Section 6.2 Election.

Only those individuals who are PTA members and who have signified their consent to serve if elected may be nominated by the nominating committee or by floor nomination or elected to such office.

SOUP.

Passing the Torch

How to prepare for a successful transition of officers from one year to the next.

What’s Next!

• You were just elected to your new role (President, Vice President, Secretary, or Treasurer)

• What are the first five things you will do in your new role? – (make a list of the five)

FISH Philosophy

Fish Philosophy

Preparing For A Successful Transition

• Maintain organizational momentum, continuity, and credibility through the transition.– Build Trust

– Get To Know One Another

– Provide bios of the new leaders with some neat facts about people that they can see that relate to them. (Make a list of things you would like to know about your PTA leaders in your school that would help you to connect to them)

– Host a meet and greet session

• Avoid fighting, rumors, accusations, and the common mistakes that derail nonprofit leadership transitions– Never shoot down the previous administration

– Focus on the positives

– Have a confidant outside of the PTA that you trust that you can release tension or your thoughts

– The meeting after a meeting in the parking lot – take them somewhere else. They are bad business even if the conversations are good. Perception is everything.

Preparing For A Successful Transition Continued

• Build a sturdy bridge between departing and incoming leaders.

– Have a sharing retreat with the old officers and the new officers

• Focus on the Good things and how they can become great

• Reflect on the positive things and things that could be changed (with solutions)

• Set short term and long term goals using the SMART System for your organization.

– Encourage or require committees to adopt the same SMART Goals system.

– Have a mid-year retreat to evaluate where you are and what you have left

– Have an end of year reflection

• Set appropriate expectations for both boards and leaders, and guide them to complement each other successfully.

– Create a guide (or use training from PTA e learning or NC State Office Staff)

Does Your Board Include People Who Exhibit….

•Ability to inspire

•Ability to listen

•Ability to think analytically

•Acceptance

•Caring

•Commitment to excellence

•Competence

•Confidence

•Enthusiasm

•Willingness to help others

Leadership Resources

Use These Books For:Self DevelopmentBook Discussions

Leadership Retreat

STATE NCPTA OFFICE CONTACT:office@ncpta.orgPresentation and Resources

From 2013 & 2019www.bit.ly/ncptasoup

Donald Barringer | donaldbarringerpta@gmail.com