President Tips

1. Become informed by reading the materials in this packet. You will need to share many of the packet items with your officers and chairmen. Hopefully you will be fortunate enough to attend a packet conference where the contents will be discussed. (If not, you may request that a state board member come to a meeting of your Executive Board to explain the packet.) After you have studied the materials, call a meeting of your Executive Board to distribute and discussthe materials with them. These materials are tools that do no one any good unless they are used.

2. Be realistic as you plan for the year ahead. One or two projects well researched and carried out to successful conclusions are worth more than a multitude of hit-or-miss efforts. Use the President’s Report as a guide for activities.

3. Do not try to do everything yourself. Every person in your PTA has something to contribute. Delegating responsibilities not only builds leadership but also saves you time and energy. Remember -- there is a difference between delegating and assigning. So don't "assign" a job to someone that doesn't want to do that particular thing but do "delegate" by "entrusting" responsibilities to others.

4. Direct your unit's activities to important community issues. It's fun to have festivals and carnivals and easy to have the choir perform for a meeting but personal involvement and commitment to those "sticky" issues that we all face today is sometimes difficult but absolutely necessary. These issues are PTA business and we are there doing what is in the best interest of children and their future.

5. Become informed by reading the Our Children.

6. Become informed by attending your school board meetings. Speak with your board members, your superintendent, and other administrators in your community about school and education issues.

7. Become informed by meeting and talking with your own legislators. Provide opportunities for them to speak to your group and let them know how your membership feels about specific issues concerning the children in your community. Just keep in mind that PTA is concerned with principles and issues and NOT political parties or candidates.

8. Become informed by attending all opportunities for leadership development offered by the State PTA i.e. - Leadership Conferences, Legislative Conferences, Region Conferences and State Convention. The future strength of your unit/council depends greatly on well trained leaders.

9. Remember -- you are not alone. Help is as near as your telephone. Look at the Board of Managers Directory and find the name of your Regional Vice President, or anyone else on the board that you might feel comfortable with, and put a check beside that name. Call them at the first opportunity and get acquainted. Any board member would be happy to speak with you and assist you in any way possible, now or in the future. Board of Managers personnel will be calling you during the year to see how things are going.

Does he have special talents or skills (such as typing, or bookkeeping or a thorough knowledge of parliamentary procedures), which would especially qualify him for a certain office?

Does he have the personal qualities, which will present and represent the association well in the community?

8. When to call a candidate: A prospective candidate should be contacted only after the committee has approved doing so. Generally the chairman asks the member if the committee may place his name in nomination. Another committee member may do so if agreed upon in committee.

9. Office to be discussed first: Practically speaking, the nominee for the office of president should be agreed upon first, with vice president(s), secretary (or secretaries), and treasurer secured in that order.

10. Agreeing on a candidate: Selection of a candidate should be by a majority vote. Each committee member should be urged to express his views before a vote is taken. No deliberations of the committee should be discussed outside the committee meeting. When agreement is reached the prospective candidates should be contacted by telephone if this can be done, preferably while the committee is together.

11. Discussion with a prospective candidate: The prospect should be informed about the duties, obligations and responsibilities of the office, and be approached in such a way that he will regard being asked an honor. He should be given time to consider and should agree to serve if elected. He should be asked not to divulge the information that he has been contacted.

12. Number of nominees: The number of nominees for each office depends upon provisions in the bylaws. If the provision calls for "at least" one name for each office, the committee may list more if it so decides. Association members will have an opportunity to nominate from the floor at the proper time.

13. Selection of committee members as nominees: The question is frequently asked about the propriety of having members of the Nominating Committee named by that committee for office. Robert's Rules of Order, Newly Revised, page 364, states: "Members of the Nominating Committee are not barred from becoming nominees for office. To make such a requirement would mean, first, that service on the Nominating Committee carried a penalty by depriving its members of one of their privileges, and second, that appointment to the Nominating Committee could be used to prevent a member from becoming a nominee."

14. Report of the committee: The committee report is signed by all members who concur with it. The report of the Nominating Committee is made at a meeting as stipulated in your unit/council bylaws. Nominations from the floor are in order as provided for in the bylaws. If the Nominating Committee is unable to fill position, it reports this fact and then nominations from the floor take effect.

15. Withdrawal of a nominee: If a nominee withdraws before the election is held, the committee is revived unless the bylaws or standing rules provide other wise.

16. Completion of obligations: The committee's work is completed when its report has been presented to the association's membership and the election has been held. If an officer is not elected at the election meeting or a vacancy occurs after election, check your bylaws. Most will say it is the responsibility of the Executive Committee to fill the vacancy.

More for the President

1. You have a Regional Vice President who is listed in the Indiana State Board of Managers
Directory. You may call them for help at any time.

2. If possible, meet with all elected officers to go through packet materials, which you will receive,
from the State Office.

3. Ask your secretary to mail you a copy of minutes of each meeting as soon as possible.

4. Make out an agenda for every meeting. If minutes are correctly written, they are helpful in
making out an agenda. Previous year's agenda are very helpful. If you do not have previous year's
agenda, use sample Order of Business.

5. Motions need a second unless they come from a committee. The Executive Board is considered
a committee.

6. Some due dates to check with chairmen: Budgeted items sent to proper places on time (by
treasurer). Membership dues postmarked by November 15 and March 15.

7. Have state reports in promptly and before due date. (Check calendar)

8. Be sure the Nominating Committee is informed of requirements for holding office. Refer to your
bylaws. A brochure entitled "Leadership Starts with the Nominating Committee" is available from
the State Office.

9. If your unit belongs to a council, you have a vote at council meetings. ATTEND or send your
alternate.

10. If you are a member of a council, ask for a report from your council delegate at your board and
association 11. Executive Board meetings are important. Have regular meeting of your PTA
Board. (The Executive Board is usually all the elected officers, all chairmen of standing
committees and the principal or his representative.) Allow plenty of time for committee reports,
discussion and planning. This cannot be done satisfactorily in 30 minutes before a regular PTA
meeting.

12. Listen attentively to all problems but if the problem is of an individual nature, not related to
PTA, refer the person to the principal.

13. If you need reports from particular chairmen for an association meeting, call them prior to the
meeting and arrange it according to your agenda.

14. Use the calendar and set up month-by-month what must be done.

15. Above all -- KEEP YOUR COOL AND RETAIN YOUR SENSE OF HUMOR!

Meeting Guidelines

Parliamentary law is an accepted set of rules by which deliberative assemblies arrive at the majority opinion of those present -- accurately, impartially, and in the minimum amount of time. They should be observed in every meeting of the PTA. It is designed to maintain order, to ensure justice and equality, to expedite business and to enable an organization to accomplish the objectives for which it was formed.

Robert's Rules of Order Newly Revised is the parliamentary authority adopted by the National PTA. Its use by units and councils is required. It is essential that every president be familiar with its basic rules.

1. Power of the organization is vested in its members.

2. All members have equal rights and privileges: to introduce business, participate in discussion, vote, etc.

3. The presiding officer must be fair and impartial, versed in parliamentary procedure, tactful and courteous.

4. The vote of the majority decides except where the basic rights of members are involved, in which case a 2/3 vote is required.

5. Every member is entitled to speak once on a debatable motion unless the pending motion is un-debatable or unless the body has voted to terminate debate.

6. Only one main motion or question may be considered at a time. It must be disposed of in some fashion before another main motion may be entertained.

7. The member who makes the motion is entitled to speak first and may not speak against the motion.

8. One who spoke on a motion may also speak on amendments and other motions that may be moved since the question is in a different stage.

9. Only one person at a time may have the floor.

10. Debate should be confined to the merits of the pending question.

11. When speaking in debate, personalities should be avoided. The motion can be denounced or attacked, but never the person.

12. Speakers must address their remarks to the chair.

13. No one may speak a second time in debate until everyone choosing to speak has had an opportunity to address the issue.

14. A member has the right to know what question (motion) is before the assembly at all times and what its effect would be.

15. Care must be exercised to prevent abuse of such motions as point of order, point of personal privilege, point of information.

16. The use of general (unanimous) consent is a great time-saver where everyone seems to be in agreement.

17. If there is no quorum and action cannot wait until the next meeting, a vote can be taken and ratified at the next meeting. Otherwise, wait until there is a quorum before voting.

18. Refer complex questions to committees for further information.

19. Limit debate on the pending question (the number of speakers, the amount of time or call the question) if necessary.

20. Be sure a motion is made before discussion starts on an issue. This is after someone brings up an issue, which you feel will require action. As presiding officer you can ask someone to make the issue into a motion.

21. Silence implies consent or at least acquiescence.

Procedure Book

If each council and local officer and chairman would compile a Procedure Book, the work of our associations would continue in a more efficient manner than ever before. One valid criticism that has been made of PTAs is that they close up shop every spring and the new owners come in the fall to open shop and know nothing of the stock on the shelves and very little about how to manage the store. Procedure Books help keep the store open from year to year.

What is one?
A loose-leaf notebook makes a serviceable and convenient cover to which pages can be easily added. Since some of your most valuable materials don't fit in a notebook, an expandable cardboard file the size of the binder may be attached to the back of the book with staples and rubber cement. Add a healthy rubber band to hold them securely together when not in use. Remember that a Procedure Book is the property of the association, and not the person who is using it this year.

What do you put in it?
Name, address, telephone number and period covered, Your Plan of Work and calendar, All information from State and National PTA, Directory of board members, faculty, committee and other contacts, Association bylaws, standing rules, current budget, newsletters and bulletins, All correspondence pertaining to your office or chairmanship, Copy of any reports sent to council, State Office or National PTA, Notes from workshops, conferences, and conventions you have attended, Any guidelines pertaining to your office or chairmanship, If you subscribe to Our Children, keep all issues for one year together, Any other resource material you have found to be helpful, Evaluation of the year's work with specific suggestions for improvements, National PTA Handbook, National publications pertaining to your job and other valuable documents you've
acquired.

A Procedure Book, one of the most important basic tools in PTA work, is often the least used. Since the majority of the new recruits have little or no experience in the job, they need a Procedure Book in identifying the work and continuity of an office or chairmanship and to chart a course of action to be followed. Association background, contributions from others, successes and failures -- such a record gives a foundation on which to build.

IF YOU DIDN'T RECEIVE ONE, NOW IS THE TIME TO START ONE!!!!

Nominating Committee Guidelines

The election of officers is one of the most important duties of the association because effective work depends in large measure on good leadership. Officers should be chosen for their abilities and their willingness to serve the interests of the association.

The Nominating Committee is one of the most important special committees a local unit can have. In fact, it is so important that it is elected in accordance with local unit bylaws. That is why it is so essential that committee members be elected with careful consideration.

Immediately before the Nominating Committee is elected, bylaws sections pertaining to the Nominating Committee should be read.

1. Selection of members: Members of the Nominating Committee should never be appointed by the president, and the president should not be a member of the committee even in an ex-officio capacity. Association bylaws should prescribe the method of selection. Most common methods of selection include; election by the association; election by the executive board; and the election of part of the committee by the association and part by the executive board.

2. Number of members: The number of members of the committee is, of course, determined by provision contained in the bylaws. An odd, rather than an even number, is recommended to avoid the possibility of a tie vote on the selection of a prospective nominee. The National PTA has 9 members and the Indiana PTA has 5 members. Unless there is a rule to the contrary, a majority vote of the committee becomes the decision of the committee.

3. Qualification for members: Only members in good standing should be selected to serve. They should be well acquainted with the membership, be informed of the duties of the offices to be filled, understand the purposes and mission of the association, and be willing to plan open-mindedly for its future progress by seeking out the best possible nominees for each and every office. No one serves on the committee by virtue of his position in the school or association. Members should have an understanding of the Nominating committee procedure in PTA.

4. Selecting a chairman: The committee should meet right after the association meeting in which the members were elected. If a chairman has not been appointed or elected, the committee elects, by majority vote, one of its members to serve as chairman. Then an agreement should be reached on the time and place for its first meeting and this information announced immediately.

5. Securing names: Members of the association should be invited, and urged, well in advance of the first committee meeting to share their ideas on prospective nominees with the committee. Any member may make suggestions to the committee. These are advisory and not mandatory, and are confidential. The consent of the person is not needed for a suggestion to the committee. Regardless of the number of suggestions received the committee's major responsibility is to secure the best qualified person for each office whether that person was recommended or not.

6. Guidelines: In order that the committee may know exactly what it can and cannot do, at the first meeting the bylaws and standing rules of the association which are pertinent to the nominations should be studied. Tools necessary for the committee should be available, such as the PTA Handbook, membership list (including phone numbers), telephone, paper and pencil. Committee members should know who is eligible to hold office and the duties of each officer to be nominated as well as specific duties and obligations of each individual office to be filled. (Refer to PTA Handbook and bylaws for information concerning the duties of the officers.)

7. Qualifications for nominees: Each committee member should feel responsible for presenting names for consideration, selecting them from his own recommendations and from the suggestion submitted by other members. Then all such names should be considered thoughtfully and discussed freely. Do not discuss the work of the committee outside of the committee group.
Questions such as the following might be reviewed:

Does he have the ability and the commitment to promote the interests of the association?

What is his past experience?

What is his past performance?

What is his record of attendance at meetings?

Has he had any special preparation for leadership?

Does he have knowledge of the association's purposes and programs?

Can he work well with others?

Can he work in harmony with other prospective officers on the slate?

Is he dependable - and available?

Does he have special talents or skills (such as typing, or bookkeeping or a thorough knowledge of parliamentary procedures), which would especially qualify him for a certain office?

Does he have the personal qualities, which will present and represent the association well in the community?

8. When to call a candidate: A prospective candidate should be contacted only after the committee has approved doing so. Generally the chairman asks the member if the committee may place his name in nomination. Another committee member may do so if agreed upon in committee.

9. Office to be discussed first: Practically speaking, the nominee for the office of president should be agreed upon first, with vice president(s), secretary (or secretaries), and treasurer secured in that order.

10. Agreeing on a candidate: Selection of a candidate should be by a majority vote. Each
committee member should be urged to express his views before a vote is taken. No deliberations of the committee should be discussed outside the committee meeting. When agreement is reached the prospective candidates should be contacted by telephone if this can be done, preferably while the committee is together.

11. Discussion with a prospective candidate: The prospect should be informed about the duties, obligations and responsibilities of the office, and be approached in such a way that he will regard being asked an honor. He should be given time to consider and should agree to serve if elected. He should be asked not to divulge the information that he has been contacted.

12. Number of nominees: The number of nominees for each office depends upon provisions in the bylaws. If the provision calls for "at least" one name for each office, the committee may list more if it so decides. Association members will have an opportunity to nominate from the floor at the proper time.

13. Selection of committee members as nominees: The question is frequently asked about the propriety of having members of the Nominating Committee named by that committee for office. Robert's Rules of Order, Newly Revised, page 364, states: "Members of the Nominating Committee are not barred from becoming nominees for office. To make such a requirement would mean, first, that service on the Nominating Committee carried a penalty by depriving its members of one of their privileges, and second, that appointment to the Nominating Committee could be used to prevent a member from becoming a nominee."

14. Report of the committee: The committee report is signed by all members who concur with it. The report of the Nominating Committee is made at a meeting as stipulated in your unit/council bylaws. Nominations from the floor are in order as provided for in the bylaws. If the Nominating Committee is unable to fill position, it reports this fact and then nominations from the floor take effect.

15. Withdrawal of a nominee: If a nominee withdraws before the election is held, the committee is revived unless the bylaws or standing rules provide other wise.

16. Completion of obligations: The committee's work is completed when its report has been presented to the association's membership and the election has been held. If an officer is not elected at the election meeting or a vacancy occurs after election, check your bylaws. Most will say it is the responsibility of the Executive Committee to fill the vacancy.

Election Guidelines

PRES: "The next business before the assembly is the election of officers. The secretary will please read that section of the bylaws pertaining to the election of officers." (Be sure to have checked with the secretary to insure proper sections being read.)

PRES: "We will now hear the report of the Nominating Committee."

CHAIRMAN OF THE NOMINATING COMMITTEE: "Madam President (pauses for
recognition by chair) the Nominating Committee places in nomination the following names:

For President ____________________

For Vice president ____________________

For Secretary ____________________

For Treasurer ____________________

Signed, ____________________

(The chairman then hands the president a copy of the Nominating Committee report.)

PRES: "The Nominating Committee has named the following persons as nominees for officers of
the ___________________________ PTA for the coming year:

For President ____________________

For Vice president ____________________

Etc.

PRES: "____________________'s name has been placed in nomination for the office of president.

Are there any further nominations?" (Always allow plenty of time for nominations from the floor.)
(Continue through each office in the same manner) "Are there further nominations for any of these offices?"

If after waiting a reasonable length of time, no further nominations are forthcoming, the president may close them by a common consent motion: "Hearing no further nominations and if there are no objections, the chair declares nominations closed."

There can also be a motion from the floor to close nominations. It takes a 2/3 vote to close.

PRES: "_________________________ has been nominated for president

_________________________ has been nominated for vice president.

_________________________ has been nominated for secretary.

_________________________ has been nominated for treasurer.

As many as are in favor of electing this slate of officers say 'Aye'. As many as are opposed say 'No'. The 'Ayes' have it and you have elected your officers for the coming year." (Most bylaws provide that where there is but one nominee for each office the election may be by voice, but in the event that someone is nominated from the floor, the president appoints four tellers who distribute, collect and count ballots and report to the assembly the result of the vote. The president rereads the tellers' report and declares who is elected.)

NOTE: Where there is but one nominee for each office, a member may move "That the
nominating slate become the elective ballot".

Bylaws

The bylaws of the Parent Teacher Association determine its structure and provide specific
regulations by which its affairs are governed. They supersede any general parliamentary rule with which they may be in conflict, but they may not conflict with the bylaws of the National PTA or the State PTA. Bylaws may not be suspended, even by unanimous vote. It is the responsibility of every member to abide by the bylaws. It is the duty of the executive board of each association to be certain that the bylaws outline the procedures by which they wish their association to be operated.

1. Be sure bylaws are always available for reference. File at least three copies -- one with the secretary, one with the president, and one with the school principal.

2. Bylaws of the association should be an integral part of the procedure book of every officer and chairman and should be available to the entire membership.

3. Review bylaws for updating every three years and if revised or amended, submit one copy to the state office. One copy will be returned to the local unit with an approval slip attached. Be sure the secretary's copy bears the most recent date of Indiana PTA approval. After receiving state approval, have new copies made.

4. New units must have bylaws approved before they can receive a charter.

5. Two copies of Suggested Local Unit Bylaws are included in the local unit packet. Articles marked with (# symbol) must be included in unit and council bylaws.

6. When changes occur in the # symbol articles or sections, such as dues increases, the change is automatic and requires no action at the local unit or council level.

7. Before amending or revising bylaws, refer to the Article on Amendments in the Suggested Bylaws contained in the unit or council packet.

Order of Business

1. Chair: (Rise and rap the gavel once.) The meeting will come to order.

2. Chair: (Opening exercise optional.) We will open the meeting with _________________.

3. Chair: The secretary will read the minutes of the previous meeting. (Secretary reads)

4. Chair: Are there any corrections to the minutes? (Pause) There being no corrections, The secretary will make the correction. Are there other corrections? The minutes

5. Chair: The next business in order is hearing reports of officers:

a. Has the corresponding secretary a report to make or any communications NOT

b. The treasurer will now report. (Pause) The report will be filed for audit.

c. Do any other officers wish to report?

6. Chair: The next business in order is hearing reports of the Executive Board and Standing Committees:

a. Has the Executive Board a report or any recommendations to make to the

b. Has the _________________ committee a report to make? (list the

c. Do any other standing committees wish to report?

7. Chair: The next business in order is hearing reports of special committees:

a. Is the committee appointed to _______________ prepared to report?

b. Madam Secretary, are there any other special committees to report?

8. Chair: The next business in order is unfinished business:

a. Under this heading, we have the consideration of ________________________.

b. Madam Secretary, is there any other unfinished business?

9. Chair: The next business in order is new business:

a. Has the corresponding secretary any communications requiring action?

b. Are there any bills to be presented? (Receipts should be required)

c. Is there any other new business?

10. Chair: The Program Committee will now present the program. (At the close of the program, the one who presented the program says: "Mr. President, this concludes the program.")

11. Chair: Is there any further business to come before the assembly?

12. Chair: Are there any announcements?

13. Chair: A motion to adjourn is in order.

ADJOURNMENT

Budgets

What is a budget?
It's a guide of what money your PTA hopes to earn and how you plan to spend it.

Why prepare a budget?
To meet the needs of the year's activities as planned by your PTA.

Who prepares the budget?
The budget committee is appointed by the president or president-elect. If the unit does not have a budget chairman, the treasurer is often designated as the committee chairman. It should include ways and means chairman, the president (ex officio), the treasurer and others.

The committee: Meets early in the year and reviews past budgets, income and expenditures; Estimates needs of the association and their probable cost; Estimates probable income from all sources; Balances probable income with probable expenses; Allows a contingent fund to cover unbudgeted items and emergencies.

What expenditures should the budget cover?

The primary priority in any budget is to finance PTA activities, including, but not limited to: Organizational Expenses Workshops, Leadership Training Programs for parents/children, Officers & Chairmen Expenses Newsletter Expenses, Purchases of IPT, Our Children and Postage, other PTA publications Flyer Expenses, Attendance at council & region functions, Attendance at Indiana PTA Convention, Attendance at Indiana Legislative Conference, Attendance at National PTA Convention,

Why should our unit spend all that money to send someone to convention?
A primary priority in any PTA budget is for organizational expenses and leadership development. Through attendance at State Convention, your unit is building a good foundation of knowledgeable and trained PTA leaders. If the president or president-elect is unable to attend, an alternate should be elected by the association. Your unit should be represented at convention in order to vote on important State PTA business, such as the Legislative Program, bylaw amendments, resolutions and election of officers and to attend important workshops.

PTA is a volunteer organization, but do any PTA officers get paid?
All PTA officers on local, state and national level are VOLUNTEERS and do not get paid.

How should funds be raised to meet budget requirements?
Frequent solicitations of contributions from members are unwise; they are not only irritating to many but may embarrass and drive away those who cannot afford them. National PTA’s “Money Matters” provides ideas for fund-raising projects. Funding PTA Activities, an Indiana PTA brochure, is also a good resource.All fund-raising projects must be approved by a vote of the board and that vote must be recorded in the minutes, which should include: A description of projects to be undertaken, Person(s) responsible for the project, Purpose for which the project's income will be spent.

Who approves the budget?
The year's budget committee should present the budget to the board for its consideration and recommendation. The budget is then presented to the association for adoption at the first meeting.

How do we allow for additional expenditures which arise after the budget is approved?
The budget may be amended by a vote of the association.

How are bills paid?
Pay everything by check; NEVER use cash. Sign only those checks that have been filled out completely.

What is a check request form?
It is an authorization form for the payment of a bill used by some units.
Click Here to download a copy of a Sample Check Request Form.

How much money do we have to leave in the treasury for the next administration?
The amount you feel is needed to begin the operation of the organization. How much did YOU need at the beginning of the year?

What is an audit?
An audit of the books (treasurer's ledger and bank statements) ensures that receip ts have been properly accounted for and expenditures made as authorized and in conformity with unit bylaws and budget limitations.

How often should an audit be made?
An audit should be conducted annually and must be done whenever a treasurer resigns.