Illinois PTA Launches PTA Essentials Video Series

illinoispta-logoIllinois PTA offers free training, both in person and online, but realizes that not everyone’s schedule aligns with training opportunities. Today, Illinois PTA launches its PTA Essentials video series with two financial help videos on its YouTube channel:

PTA Essentials is a series of short videos that provide critical information on running a PTA. They are not intended to replace the Illinois PTA’s PTA University training courses. These videos offer a quick refresher for those who have already taken training and cover the basics for those who may be just starting a position and haven’t had the opportunity to take training yet.

The first two videos focus on key financial issues for PTAs. Failing to complete an audit, mishandling PTA funds, and not using deposit and expense vouchers are three of the most common ways PTAs run into financial problems. Future videos in the series will cover topics such as:

  • Running a PTA Meeting
  • How to Update Your PTA’s Bylaws
  • Maintaining Good Standing
  • Creating and Using Procedure Books

Click the subscribe button on any video to ensure that you don’t miss these future videos from Illinois PTA.

In addition to the PTA Essentials video series, the Illinois PTA YouTube channel has a recording of the first 2016 Illinois PTA Advocacy Day webinar on Illinois PTA Legislative Priorities for those who were unable to attend. Illinois PTA has also fixed an error in the sign-up form for the webinar series, so if you were unable to sign up to attend the Legislative Priorities webinar or want to sign up for these future webinars:

  • How to Meet with Legislators (October 13, 7:30pm)
  • Advocate the PTA Way (October 27, 7:30pm)
  • Hot Topics Briefing (November 10, 7:30pm)

head over to the revised sign-up form now.

Turn Your PTA into a Social Media Powerhouse

aa9076cd-banner2-300dpi_0qo0ae0qo0ae000000Social media is the place for PTAs and other organizations to engage their members. Whether it is Facebook, Twitter, Pinterest, or some other platform, social media lets PTAs keep their members informed about events, share information, and connect in ways that printed newsletters in backpacks never could. Now, Skills Platform and several nonprofit social media experts have collaborated to create The Charity Social Media Toolkit.

The toolkit is a free online resource to provide not just the fundamentals and tactics for social media use but also inspirational case studies from across the nonprofit sector. The toolkit will help your PTA develop a social media strategy, determine what platforms to use, and leverage those tools to benefit your PTA. Chapters include:

Each section or chapter concludes with three top tips and three links to further reading on the subject. Check out the full toolkit and turn your PTA into a social media powerhouse.

New PTA Election Guides Help PTA’s One Voice Be Heard—Add Yours

takesactionheader_final_1050px-crop-2Election Day is November 8th, and given the state’s budget crisis, your school district may have a referendum on the ballot. Your PTA may also want to ask candidates about their positions on education or other issues affecting children. Illinois PTA has covered the do’s and don’ts of elections for PTAs, and now National PTA has teamed with Nonprofit VOTE to create election guides and other materials to help PTAs navigate the legal ins and outs of nonprofit election laws.

These new resources include a timeline to help your PTA organize itself for its election-related community engagement activities, as well as:

Nonprofit VOTE has also created a series of webinars and a wealth of election-related resources to help explain the details of nonprofit election activities.

For over a century, PTA advocates have changed the world for children, from child labor laws, to the juvenile justice system, the school lunch program, and more. Add your voice to those who have raised theirs before. Advocate for local issues with your PTA, join the Illinois PTA Takes Action Network to stay up to date on Illinois issues, and plan to attend Illinois PTA Advocacy Day in Springfield on Tuesday, November 15, 2016.

Master the Art of the PTA Meeting

no-boring-2We’ve all attended them—PTA meetings that seem to drag on forever, don’t get anything done, and leave you dreading the next meeting. Poorly-run meetings can drive away potential PTA volunteers and leaders. If you’re a new PTA president, or even an experienced one, here are some tips to help you master the art of the PTA meeting.

Put the Business in the Right Meeting

Your PTA’s bylaws state what business items the general membership must vote on, and the list is a lot shorter than you think. Your membership votes:

  1. To approve the audit
  2. To adopt or amend the budget
  3. To amend the bylaws
  4. To elect the nominating committee
  5. To elect the officers

Approval of the audit and adopting the budget are done at your first general membership meeting of your fiscal year. Electing officers is usually done at your last meeting of the year, and the nominating committee should be elected a couple of months in advance of your election. Your PTA bylaws should be updated every two years, but that can be done at any general membership meeting.

This means that your PTA can manage with a minimum of three general membership business meetings each year. If the budget needs to be amended, a short general membership meeting can be held just before a PTA program or event to handle just that piece of business. All of the other business of the PTA can be handled in PTA board meetings.

If your PTA meetings are usually only attended by your board anyway, consider how changing your PTA meetings from a business focus to a program focus would affect how families engage with your PTA. If families knew that the PTA meeting that night was not a long series of committee reports and other business, but a celebration of student Reflections entries, a presentation from the school administration on how student discipline is handled, or a Family Reading Experience program, would more people show up? Would families that experience the PTA through programs rather than meetings be more likely to volunteer in the future?

Make Your Meeting a Welcoming One

PTAs and schools have turnover built in, as students and their families move on to higher grades and new families come into the school. Make sure that those new families feel welcome by your PTA by:

  • Creating a welcome packet for new families.
  • Greeting people at the door.
  • Providing name tags at your first few meetings.
  • Encouraging your board members to sit throughout your meeting area rather than in one clump.
  • Having a pre- or post-meeting social time with refreshments to connect with new members.
  • Use ice breaker introductions (name plus what grades your kids are in, your favorite part of school as a kid, what your kids like about your school, etc.).
  • Define your terms, including acronyms and jargon.
  • Avoid inside jokes, referencing people by first name only (e.g., “The previous chair always…” rather than “Jane always…”—especially if “Jane” isn’t at the school anymore), and other socializing during the meeting.
  • Consider sitting in a circle or around one big table rather than a table of officers at the front.

Have an Agenda

An agenda is the road your PTA meeting will travel. Without one, your meeting’s path may end up looking more like the path of a bumper car at the fair. As president, an agenda is a tool to help keep discussions focused on the topic at hand, as a gentle, “Let’s focus on our current agenda item” can help curb a tangential discussion. Providing your meeting agenda ahead of time can also help to set expectations for what will be accomplished at the meeting. An agenda should have:

  • A call to order
  • Welcome and introductions
  • Reports (from the principal, teacher’s representative, student representative, secretary (minutes), treasurer, or committees—but keep them short)
  • Unfinished business from previous meetings
  • New business
  • Adjourn

Make sure your unfinished and new business items focus on reaching decisions. If the discussion on an item doesn’t seem to be coming to consensus, entertain a motion to create a committee to make recommendations at your next meeting.

Use Parliamentary Procedure to Your Advantage

As a PTA president, you don’t need to know all 800+ pages of Robert’s Rules of Order, but you should be familiar with the basics. Use parliamentary procedure by:

  • Making sure you have a quorum (see your bylaws) when voting on business items.
  • Always having speakers wait to be recognized by the president before speaking.
  • Always having speakers address the president rather than each other.
  • Ensuring that motions (other than from a committee) have a second before being discussed.
  • A second motion amends the motion currently being discussed.
  • “Calling the question” or “moving the previous question” by a member of the audience requires a 2/3 vote to end debate, followed (if successful) by an immediate (majority) vote on the motion on the floor.
  • Knowing that the president does not vote other than by ballot.

Remember that Robert’s Rules of Order was written to ensure the voice of the minority is heard, but that the will of the majority prevails. While the smaller details of Robert’s Rules are essential when conducting meetings with a large voting body, those details are less essential in the friendly confines of a small PTA meeting. Knowing the key points above is sufficient for most situations that PTA presidents will find themselves in.

Share It

Publicize when and where your next meeting occurs in as many ways as possible: newsletters, e-mail, flyers, social media, school announcements, bulletin board, posters, school sign, etc. In channels where you have room, share why a family would want to attend (e.g., program or speaker, free babysitting, social event, etc.). After the meeting, be sure to also share what happened, thank those involved, and publicize the next PTA event.