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Council leadership and you

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Learn about the unique relationship, roles and responsibility of the Guilford County Council of PTAs and local units.

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Council leadership and you

  1. 1. What the Council does for the local units and what are the local responsibilities
  2. 2. What is a Council?  Purpose:  The purposes of the council PTA are to:  Assist local PTAs within its boundaries to comply with the Standards of Affiliation  Unify and strengthen local PTAs within its boundaries.  Provide for the conference, leadership training and coordination of efforts of the local PTAs within the council boundaries in order to create a public opinion favorable to the interest of children.  Encourage programs and projects in the various local PTAs which will carry out the mission and purpose of the PTA.  Inform, advise, guide, instruct, provide customer assistance and encourage the leaders of local units.  Be responsive to the needs of the local unit for leadership training.  Promote the interest of the National PTA and the NCPTA.
  3. 3. What Does a Council Do? The council is a key link in the line of communication between the local unit, NCPTA and National PTA. It contributes to a stronger, more effective association by providing information, inspiration and instruction for its member units.  The following is the responsibility of the council:  Strengthen local PTAs  Develop leadership  Promote membership  Give service to the local school community
  4. 4. What does a Council Do? (cont) The council does the following:  Coordinates the efforts of local units within its boundaries.  Spearheads community projects.  Develops and strengthens PTA leadership by providing workshops and programs.  Alerts NC PTA when new schools are going to be built or when a parent or school group shows interest in becoming a PTA  Serves as a catalyst to make people aware of the need for action through the united strength of local PTAs.
  5. 5. What does a Council Do? (cont)  Provides in-depth background information on current issues related to the lives and education of children and youth.  Makes the National and the NC PTAs programs and projects known and available to locals.  Builds local unit and public support for National and NC PTA conventions.  Translates into action resolutions adopted at NC PTA convention and National PTA convention.  Interprets the basic policies of the National PTA and promotes the use of NC PTA and National PTA publications.
  6. 6. Scope of Work of Council  Inform, instruct, and inspire local units and be responsive to their needs.  Unify PTA activities in a community or school district with the consent of a majority of the units.  Provide a way for local units to act together on projects that a single PTA could not accomplish alone.  Undertake council projects only after a majority of the local units vote to support them.  Each unit makes its own decisions about joining in a council project. Dissenting units may decide to go along with the majority or simply refrain from participation. Once the local units have adopted a project, the council is responsible for its completion.
  7. 7. Authority of Council The council shall not do the following:  Dictate to local PTAs;  Legislate for the local PTAs, including taking action involving member PTAs and should not be setting up the rules for them without their consent;  Duplicate the work or program of the local PTAs;  Compete with local PTAs;  Compel local PTAs to enter into council projects; or  Assess local PTAs for funds without their consent.
  8. 8. Council/State/National Relationships  NC PTA – Support to all County Councils and all Local PTA Units given in the form of information, training, resources, and advocacy at the North Carolina State level  National PTA - Support to all State (55 Congresses), County Councils and all Local PTA Units given in the form of information, training, resources, and advocacy at the National Government level
  9. 9. Roberts Rules of Order Parliamentary Procedure- essential and valuable for the following reasons:  PTA business must be handled efficiently and logically allowing for organized discussion and respectful debate.  The majority wins but should be properly sought in open transparent discussion.  The rights of the minority are protected and respected by allowing for open discussion and expression with respect and thoughtfulness to opposing views.
  10. 10. Goals An optimistic and positive view of what could be A statement containing things that are easily measured A demand for action and planning A clear straightforward statement in simple language.
  11. 11. Meeting Agenda  The agenda is the President’s responsibility to create but all must review and approve as the work of the board. The President should send this to board members prior to the meeting.  Start on time and End on time! This is the responsibility of the entire board. All should stay on task and stay relevant to the work at hand.  Leave your own personal agenda at the door.
  12. 12. Meeting Agenda Continued  Review the agenda and all material pertinent to the work outlined on the agenda before you go to the meeting if they are available to you. This way the board can do the work without needing to review the material at the time of the meeting.  All PTA meetings must have quorum as stipulated in the bylaws to conduct business. No action can occur without the appropriate number of voting members required.
  13. 13. Financial Responsibilities  The PTA budget should support the PTA goals established.  Financial handbook is a great reference for help. All board members should familiarize themselves with it in order to be a resource to locals. (www.ncpta.org)
  14. 14. Financial Responsibilities Continued The Treasurer has primary responsibility for filing forms but all Board Members should review or at least be aware of:  Financial Review findings  New bank signature cards updated  IRS Form 990/990EZ/990N
  15. 15. Advocacy  National PTA Legislative Platform  NC PTA Legislative Agenda  Guilford County Council of PTAs Advocacy efforts  Local focused advocacy
  16. 16. Board Meeting Norms “Agree to Norms prior to meeting”  Start on time  Take Notes  Give the agenda in advance and agree to length of time set per topic Have a time keeper  Agree on a decision  Silence mean consent  Team members hold each other accountable
  17. 17. Board Meeting Norms- Don’ts  Talking out of turn  Talking over each other  Aggressive behavior  Lack of preparation  Using mobile device during meeting  Having a meeting after the meeting
  18. 18. WORKING TOGETHER A cohesive Board
  19. 19. 10 Responsibilities of Board Members o Follow the PTA Mission and Purpose o Elect and support the President o Ensure Adequate Resources o Manage Resources Effectively o Ensure Effective Planning o Determine Board Effectiveness o Understand your job and responsibilities o Membership o Accountability o Continued Board Development
  20. 20. # 1  The reason why PTA exists  Understand the mission and purpose  Work toward common goals in a team effort Follow the PTA Mission and Purpose:
  21. 21. # 2  Make sure there are guidelines in place to elect the best possible candidate for the office of President.  President’s do not try to do it all, they should assign jobs and look for others to help.  Regular attendance at meetings- If you are unable to attend let your President know in advance – it is common respect and courtesy.  You do not need to be friends, but it is important to demonstrate respect and understanding for the authority of this office. How would you want to be treated? Elect and Support the President:
  22. 22. # 3  Financial - support appropriate fundraising, review the year end financial report and annual budget.  Review budget requests from Committee Chairs and other requests.  Volunteers – make sure that they have the training and resources required to do the task.  Make sure that there are adequate volunteers to meet the goals of the organization. Ensure Adequate Resources:
  23. 23. # 4  Financial review of the budget use for efficiency and adequacy prior to meetings and with each report filed by the Treasurer.  Volunteer review reports from committee chairs and the plan of work filed in the beginning of the year for accuracy and ability to attain the goals set.  Re-evaluate financial and volunteer requirements in order to meet goals.  Delegate as needed. Manage Resources Effectively:
  24. 24. # 5  Program oversight but Do not micromanage!  Approve Committee Plans of Work and monthly reports.  Determine, Monitor, and strengthen programs and services. Ensure Effective Planning:
  25. 25. # 6  Does the board resemble the community it serves? Is it culturally representative? Are there men and women represented?  Is its goals appropriate? Goals need to be desired and attainable.  Does the community support the PTA? If “no” evaluate. Why?  Is the PTA transparent and relevant to the purpose, mission, and goals of the PTA in conjunction with the community. “What’s In It For Me”? Determine Board Effectiveness:
  26. 26. # 7  Look at your job description if there is one.  Read and familiarize yourself with the PTA Bylaws for a basic understanding of your job as well as other board members.  Have an exit interview with the person you are taking over for or with the person taking your position.  Get the existing binder or notes – ask for it.  If it is a new position or there is nothing given to you talk with the President and Board of Directors to get a list of expectations for your position. Understand Your Job and Responsibilities:
  27. 27. # 8  Membership is everyone's business. Assist your locals!  PTA is a membership based association not a clique or a private club. Everyone is welcome to join!  Enhance PTA public image. As a board member model appropriate behavior in person, in writing, in email, and in all social media. Membership:
  28. 28. # 9  Make sure that all Board Members are held accountable for their behavior.  Discuss concerns with the individual first.  If there continues to be a concern discuss with the President and Executive Committee.  It is imperative to maintain privacy and confidentiality of individuals and the board as it pertains to legal and ethical concerns. Accountability:  Ensure legal behavior  Ensure ethical behavior  Maintain moral behavior
  29. 29. # 10  Recruit New Board Members  Orient new board members  Assess board performance  Participate in training  Evaluate the needs of the Board  Re-Evaluate… Continued Board Development:
  30. 30. Effective Board Characteristics  The leadership is appropriate  Members have confidence in their leader  Growth and welfare of all members are considered  Goals are clear and shared by all  Group goals are compatible with individual goals  Communication is open, frank and non- threatening
  31. 31. Effective Board Characteristics Continued  There is a sense of agreed priorities  Resources of members are used satisfactorily  Goals are high but achievable  Decision-making procedures and authority are appropriate  Conflict is dealt with openly
  32. 32. Team Player  Come prepared  Arrive on time and stay till the end of the meeting  Be attentive  Be perceptive  Help facilitate the discussion by taking an appropriate role in it.
  33. 33. Team Player Continued  Be a contributor by:  Offer relevant discussion at the appropriate time.  Make your point in a clear and concise manner  Open to evaluation and constructive criticism  Be informative and proactive  Don’t be afraid to disagree  Don’t be afraid to be creative or innovative  Give other board members the same respect you expect
  34. 34. Non-Productive Behavior  Aggression – Bullying, working for status by criticizing or blaming others, showing hostility, deflating the ego or status of others  Blocking - Interfering with the progress of the group by intentionally deviating from the subject of discussion, citing personal experiences unrelated to the problem, rejecting ideas without consideration or arguing excessively.  Clowning-Joking mimicking, disrupting the work of the group
  35. 35. Non-Productive Behavior Continued  Competing - Vying with others to produce the best ideas, to talk the most, to play the most roles, to gain the leaders favor.  Degrading- acting in a manner that criticizes others  Special pleading - Introducing or supporting suggestions related to personal concerns or philosophies, lobbying  Self Confessing - Expressing inappropriate personal feelings or points of view.
  36. 36. Non-Productive Behavior Continued  Sympathy Seeker- trying to gain group members sympathy for one’s problems or misfortunes, deploring one’s own ideas to gain support  Withdrawn - acting indifferently or passively, resorting to excessive formality, daydreaming, doodling whispering to others, wandering from the subject  Recognition seeking - Attempting to call attention to one’s self by loud or excessive talking, extreme ideas or unusual behavior
  37. 37. Volunteerism  All PTA Members are Volunteers.  By virtue of your position as a board member, you chose to be actively involved  Welcome and be open to all members that chose to become actively involved.  Celebrate your success!  PTA mission & purpose = work for children  Keep members = Have fun!
  38. 38. Contact Information: Kristi Bryson, President of GCC of PTAs  Email: president@guilfordcountypta.org

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