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Frequently Asked Questions
How do we
know which officers our unit should have? What are their responsibilities?
Check your bylaws. Certain elected officers are essential: president, vice
president, secretary, and treasurer. Your bylaws specify what their
responsibilities are. You can refer to the National PTA Annual Resources for
more guidance on what each officer is expected to do.
What is the officers’ term of office?
Check your bylaws for the length of the term and during which month that you
need to conduct elections. The term will be one or two years.
What is the difference between the executive
committee and executive board/board of directors?
The executive committee is composed of the elected officers of the PTA, the
principal, or another administrator identified to represent the principal, and a
member appointed to serve as parliamentarian.
The board of directors/executive board is composed of the elected officers,
principal, chairs of standing committees, teacher representatives, and perhaps a
student representative.
Can the principal be an officer?
Yes. However all officers have term limits and must be elected. It is suggested
that the principal not be an officer so he/she will be able to continually serve
on the executive committee/board and not be subject to election.
What is a Parliamentarian and what does she/he
do?
The Parliamentarian is an individual whose primary duty is to advise the
presiding officer on questions of parliamentary procedure. The president should
appoint a parliamentarian. It is recommended that the president select someone
knowledgeable about the association and familiar with rules of order. The
parliamentarian should sit near the presiding officer for convenient
consultation. The presiding officer may call on the parliamentarian at any time
for advice. The parliamentarian does not speak unless given permission by the
presiding officer.
When can a Parliamentarian vote?
The parliamentarian does not vote on any question except in the case of a ballot
(written or paper) vote.
What types of meetings should our PTA have and
how often should they each meet?
There are three types of meetings: executive committee, board of
directors/executive board, and general PTA meetings. Your bylaws will specify
the frequency of general PTA meetings, whereas the president and executive
committee/board of directors will set their meeting schedules. The executive
committee meets most frequently, often on a monthly basis.
Who schedules meetings for the local PTA? The
executive committee/board of directors?
The president! However, consult with the principal, officers and board to
identify mutually convenient dates and times for meetings.
How often should we meet?
The PTA's board or executive committee may meet as often as once a month. On the
other hand, the entire PTA membership may only meet a few times a year, to elect
officers or adopt the budget. Consult your bylaws to find out if there is a
specified schedule. If not, determine what works best for your PTA. Meetings can
be an efficient way to get the word out about what's going on in your unit and
what issues you face. Meetings also provide opportunities for advocacy training,
parent education, and family fun.
What is the difference between standing
committees and special committees?
Standing committees are permanent committees created to perform continuing
functions. Special committees are appointed or elected as the need arises to
perform a specific task (i.e., nominating committee).
What committees should our PTA have?
Standing committee chairs necessary to carry out the work of PTA include
membership, parent involvement, publicity/communications, budget and finance,
legislative, newsletter, and Reflections. Other committees are determined by the
needs and plans of the local unit. The names of committees may vary slightly
from unit to unit.
Who selects the chairs of committees?
Chairpersons of committees are appointed by the president in consultation with
the executive committee.
When should the transition of (current to the
upcoming school year) officers begin?
Ideally, immediately after the new officers are elected. It may be necessary to
schedule one or more meetings between the outgoing and incoming officers to turn
over procedure handbooks, manuals and records, and discuss what worked and
didn’t work. The outgoing team should share ideas for the future. Committee
chairs should do the same.
What should we do if the outgoing officers
aren’t cooperating or turning over the books?
It is unfortunate that occasionally outgoing officers may not be completely
cooperative in the transfer of leadership. Request a meeting with the outgoing
leaders. Work with the principal, council or region director to see if he or she
can assist, and contact your council president for support. Be resourceful and
quickly try to locate copies of as many of the records as you can. The important
thing is to start setting your goals, make plans and prepare for the new school
year.
What’s the difference between region, council
and local unit PTAs?
A local unit is a self-governing PTA unit that
plans programs and activities to meet the needs of children and their specific
school community.
A council is a group of local unit
PTAs organized by Nevada PTA for the purposes of training and coordination of
the efforts of local PTAs. Your PTA may or may not be part of a council; it will
depend on where you are located.
A region is a geographic division of the state PTA
established for convenience in administering programs and projects, and
providing representation on Nevada PTA Board of Managers. Nevada has six
regions.
What is the PTA logo and tagline?
National PTA adopted the tagline “everychild.onevoice.” to create a stronger
unity among constituent PTA units nationwide. This tagline should be used by all
PTAs as frequently as possible on all materials such as newsletters, flyers,
programs, and correspondence. Refer to the National PTA website or Annual
Resources for instructions on how to customize the logo for your local PTA.
Contact Nevada PTA office if you have difficulty customizing it for your unit.
What is a local unit (LU) identification number?
How can I find out what our LU# is?
A LU# is assigned by National PTA when a unit is chartered. This number is used
for record keeping purposes by Nevada PTA and National PTA and is listed on
address labels on correspondence from National PTA. This number also needs to be
written on membership cards issued to your members. If you cannot find your LU#
number, call the Nevada PTA office.
What is a plan of work?
The plan of work lists the goals of your PTA and the expected means by which
those goals will be reached. They include a calendar of activities, budget and
membership plan. The plan of work guides the unit's activities for any given
fiscal year. Committee chairs also prepare a plan of work for their committees,
which must be approved by the Executive Committee.
How is a plan of work put together?
In the spring, over the summer or as school begins, survey members as to their
perceptions of their children's and the school's most urgent needs and how the
PTA can help them best meet those needs. Once identified, these needs should be
grouped and prioritized. The highest priorities should guide you in setting the
PTA goals for the year. Your goals will drive your projects, programs, meetings,
and other activities, and will determine your calendar of activities. To make
your plans a reality, estimate how much money your PTA will need to reach its
goals. Working with these plans, identify sources of funds and create a budget.
What is a procedure book?
A procedure book is a set of materials reflecting the work of a particular
office or committee. The book is compiled by each officer and committee chair
for their own use during their terms and passed on to their successors.
Procedure books contain records of events, programs, and projects, and include
details of arrangements, evaluations of results, and lists of available
resources. They are a good way for each officer and committee chair to build
upon the success of his or her predecessor.
How do I get ideas for programs and projects?
One of the advantages of PTA is the many “idea” resources that are available to
your unit. Read past editions of National PTA’s Our Children magazine online on
the National PTA website. Call your
council and network with PTAs in
your area. Attend Nevada PTA Convention and
Leadership Trainings. The great thing about PTA is you don’t have to “reinvent
the wheel.”
How do I make a motion?
Only current PTA members are qualified to make motions, discuss, and vote.
Follow these eight easy steps and you will be right on target.
1. Obtain the floor. Member rises and addresses the chair. "Madam/Mister
President."
2. Assign the floor. The chair recognizes the member by nodding or stating their
name.
3. Make the motion. "I move that..."
4. The motion is seconded. "I second the motion." If there is no second after
the chair asks for one, the chair says, "Motion fails for lack of a second."
5. Chair states the motion. "It has been moved and seconded that..."
6. Debate or discussion. "Is there any discussion?"
7. Vote. "All in favor say 'aye.’" "All those opposed say 'nay.’"
8. Chair announces result. "The 'ayes' have it and the motion is carried, and we
will..." or "The 'nays' have it and the motion is lost.
What are bylaws?
The bylaws are your PTA’s most important document containing the specific rules
for governing the organization. They are adopted and amended by a vote of your
unit’s members at a general meeting. If you can’t find a copy of your unit’s
bylaws, contact Nevada PTA office. You need to have one on hand.
What's in the bylaws?
Bylaws contain the most important things you need to know: the name of the
association; purpose of the organization; basic policies; qualifications for
membership; rules for officers, executive board, meetings, committees, and
running the PTA. If you cannot find an answer in your bylaws, you should refer
to Roberts Rules of Order.
How are changes made in the bylaws?
To consider changes to the bylaws, a small committee should be appointed to
study the proposed changes and to make recommendations to the board for their
approval. Then, advance notice of the proposed changes must be given to all
members. A bylaws change requires a two-thirds vote of the members present at
the general meeting.
Who should have copies of the bylaws?
The entire Board of Directors should have a copy of your current bylaws.
What is a quorum and how do I know what our
unit’s quorum is?
The quorum for your unit is set by your bylaws and is the minimum number of
members who must be present to conduct business at a PTA or Board meeting. If a
quorum is not met at a meeting, then a vote cannot be taken
Who can attend the Nevada PTA Annual Convention
in the spring of every year?
Any member is welcome to register. However, a local PTA is entitled to be
represented at Nevada PTA convention by its president, or alternate, and by one
delegate for every twenty-five (25) members or major fraction thereof, as shown
by the records of Nevada PTA treasurer as of March 15 preceding Nevada PTA
convention. A local PTA having twenty-five (25) members shall be entitled to
send one delegate in addition to the President. Refer to your bylaws to
determine how delegates are chosen. Outgoing and incoming officers, as well as
school administrators, are encouraged to be part of this annual meeting by
attending the general sessions, workshops, and celebratory events throughout the
weekend. Registration forms are mailed to presidents and posted on the website
by February.
What is Parent Involvement Week?
Parent Involvement week is a week designated to specifically celebrate parent
and family involvement. Your PTA can plan activities that will encourage
parents/families to come to school and be a part of the day with the students.
Usually the Thursday of this week is put aside to encourage the involvement of
fathers. Plan activities to encourage participation. Activities can include:
Mom’s and Muffins, Dad’s and Doughnuts, Family Movie Night, Grand Parents Day,
etc.
What is Reflections?
Reflections is an arts recognition
program of the National PTA that begins at the local unit level and progresses
to the state PTA onto National PTA. Reflections provides children in preschool
through grade 12 with an opportunity to express themselves in four areas: visual
arts, musical composition, photography and literature. The Reflections theme is
suggested by students in an annual theme search and changes each year.
How can our PTA become an award winning PTA?
Nevada PTA and National PTA recognizes PTAs for Outstanding achievement. Check
out the different awards available and how to apply,
here.
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