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What to have prepared for September.
New Presidents or Recording Secretaries should set up
their outlook e-mail account immediately. If one was set up by a
previous board member, please change the password. Many important documents
and time sensitive information is sent to parents through this medium
D21
Outlook Email Account
Instructions
A list of Executive Board Meeting dates for the
year. It is most effective for officers to meet at a minimum of
once a month. Sometimes it is necessary to meet more than that and most PA's
meet every morning or several times during the week, especially when there
is an upcoming event, however, one official meeting with roll call, minutes
and structured discussion is good practice. It helps to keep everyone
on the same page and discuss upcoming events and plans as well as what will
be reported or discussed at the next general meeting. Gives the board an
update on committees, special projects and general information. Use
your Executive Board meetings as an organizational tool.
A list of General Meeting dates for the year.
You should have scheduled meetings set for the year so that
parents can plan to attend. You should schedule them at a time when it is
most convenient for all parents to attend (not just board members) With the
increasing number of parents working, it is beneficial to have night
meetings at least every other month if not every month.
Insure your bylaws reflect the correct day time and frequency of your
executive board and general meetings.
It will be helpful to prepare a survey to be sent out
at the beginning of each year to ask your membership :
What is the most convenient time for them to attend meetings
Important issues they feel should be discussed at meetings, ie; new
curriculum, testing etc.
Topics they would like training on/ guest speakers for... at meetings
ie; homework help, saving for college, health & nutrition for
children etc.
Fund Raisers they would enjoy or help with/donate to.
Giving your membership an opportunity to voice their opinions and let you
know what their needs are helps them to realize that the PA/PTA board is not
an entity of itself and is there to represent its members. This helps
to increase participation and build attendance at meetings and fund
raisers.
You should also be prepared with:
Dates
for your picture sale, candy sale and any other fund-raisers that are held
in the first quarter of the term. (Remember that all fund
raisers are to be approved by both membership and the principal)
Have your committee list set and available at your first
meeting and encourage participation. Committees are an important part of each
Parent Association. It helps to increase participation from general
membership. It also helps so that a small number of people are not doing a
large number of tasks. It is not effective for the executive board to do
everything. This creates burn out.
Progress of these committees should be reported at each meeting.
Remember that you will most likely have the largest number of attendance
at your first meeting. This is the time to reach out, discuss ideas and be
welcoming. Especially encourage new parents to get involved. Let them know how
important they are to the organization and that their involvement is important
in their child's education.
Remember to introduce the Executive Board
It is best to introduce the board at every meeting and also have a list of their
names and positions available at all times. If at all possible your
meeting notices / letterhead should include the names of all board members and
committee chairs where necessary. Also insure that a list of board members
with addresses and phone numbers is on file with Presidents' Council and Parent
Support and most importantly with each Officer of the PA/PTA.
Title 1 Sub Committee / PAC
Consultation Information Sharing
During the September meeting your Title 1 parent population should review the
previous years decision to be a Subcommittee or PAC and decide to stay as is or
change for the current year
"This decision to have Title I consultation occur through the school’s PA/PTA will be reviewed every year by the Title I parent population.
Copies of minutes, meeting agendas and attendance sheets where these decisions are discussed and voted on must be maintained on file in the
principal’s office."
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