Executive Board Meeting – July 21, 2014

Executive Board Meeting Agenda

Monday, July 21, 2014

25300 Via Artina Valencia, CA 91355

Executive Board meeting reminder May 29

Hello fellow board members and distinguished leadership team!

Just a reminder that this Thursday, May 29, 10am is an executive board meetig at my home, 25300 Via Artina.

Looking forward to seeing you! Everyone is on the agenda!

A Message from our SCV PTA President

And So It Goes….

The 2013-2014 school year is coming to an end! Wow! What a year it has been! Every PTA/PTSA worked hard to provide educational opportunities for their students which included enrichment classes, field trips, community outreach projects, family events, fundraising for libraries, technology, science labs, teacher support, and the list goes on.
During these very busy times, some PTAs faced critical internal challenges which sometimes included leadership changes midyear, working with a new principal, or even facing the question as to whether or not to remain a PTA. School districts also began implementing Common Core Standards and asked PTAs for their help to communicate this very significant change in the way instruction will be delivered and how students will learn.

The amazing aspect of all of this is that not one PTA/PTSA ever faltered on its commitment to their students, families and educators! It is definitely tough to keep everything moving in a coherent, collaborative way with the possibility that things can change on a dime. However, what I saw this year in everyone’s leadership is courage, resolve, and passion to do what’s right for the children and their school communities. Each of you should be proud of yourselves and your PTA leadership team for everything that has been accomplished this year. Your SCV Council Leadership team is quite proud of each of you!

At this time, I want to say thank you for making my first year as your SCV Council president most pleasurable, educational, entertaining and fun! Getting to know all of you was delightful! It has been my pleasure to serve you and support you in your PTA endeavors. I look forward to doing it all again next year! I have said this many times, “Of all the positions I have held at every level of PTA, serving as SCV Council PTA president is my favorite and absolutely remains my favorite role!” A special thank goes to the PTA/PTSA presidents who served this year and who are either moving to a different position or retiring from PTA altogether.

I would be remiss if I did not also acknowledge the support for PTA from your site administrators, and school district officials. Without their support PTAs are tougher to operate. Let’s not forget that site principal is part of the PTA team as is the teacher.

New presidents and all officers coming in…no worries! The SCV Council PTA Leadership team is here for you as is your outgoing president and other officers to help you with transition. Don’t hesitate to ask for help. You certainly aren’t expected to know everything in the first five minutes. There will be trainings! You will shortly receive the new calendar for next year that will tell when and where the Council association meetings are held which include trainings, and what’s due when.

At this time the board – elect should have begun planning meetings where you draft a budget, calendar, set goals and meeting protocols. Approval for the budget and calendar can happen at your last association meeting of this school year, and again at your first association meeting in the new school year. Certainly planning the membership campaign takes place now and/or during summer.

The SCV Council PTA Leadership team wishes that each of you enjoy your summer.
Be healthy! Be safe! Have fun, and make sure you have time for yourself, so that you can be ready to work when duty calls. If you maintain balance between your mind and your heart, you can handle anything with ease.

Stay cool!
Sue Solomon
President
SCV Council PTA

SCV Council Executive Board Meeting May 29: 10am

25300 Via Artina, Santa Clarita 91355

SCV Council Asociation Meeting/SCV Training tonight at Oak Hills

Our SCV Council Leadership Team will begin helping you TONIGHT by offering you training for your position beginning at 6:15PM with check-in at Oak Hills ES, 26730 Old Rock Road, Valencia 91381. The SCV Council Association will begin promptly at 6:30PM, followed by Diversity training from 6:50PM-7:10PM with workshops for your positions to begin at7:15PM and conclude by 8:30PM. Dinner is provided. Thank you Oak Hills PTA!!
The workshops include:
President
Secretary
Treasurer training by 34th District Treasurer, Bridgett Amis
Auditor training by 34th District Auditor, Dashema Coleman
Membership
Programs & Fundraising
Parliamentarian
Historian
Communications/Media
Training is extremely important to gain knowledge about your role, responsibilities, and learning to work collaboratively with others. Knowledge of process and procedure, along with effective communication skills iarekey to achieving your PTA’s goals, and to minimizing conflict. You know the saying….”The More You Know….”
One of the most immediate things I need from you as president is your 2014-15 rosters. I have 21 of 37 PTA’s. The rosters need to be entered on PTAEZ, and a hard copy needs to be turned in as well. I have forwarded the directions on how to access PTAEZ, but if you need them again, please let me know.

 

Executive Board Meeting – Monday, April 28 at 10am

Location: Sue’s home

The Board Elect Meeting will follow immediately.

SCV Council Workshops & Training: May 15, 2014 at 6:30pm

Just a reminder that SCV Council Workshops & Training take place on Thursday, May 15, 2014, 6:30pm, at Pico Canyon ES located at 25255 Pico Canyon Road, Stevenson Ranch, 91381.

All of your board members who are new and returning are invited to attend.

Workshops offered as of now:
President/EVP
Secretary
Treasurer
Auditor
Parliamentarian
Historian
Programs & Fundraising (Ways & Means) & PTA Partners
Membership
Advocacy & Legislation
Reflections
Communications

If there are requests, please let me know by this Monday, April 28 at 9:00am, so our executive board can entertain the ideas at our meeting. As a result we may add or change workshops a bit.

Please respond to me as to how many of your officers will attend, so we can prepare handouts. Let me know by Monday 5 prior to convention. Thank you!

Remember, the more information and training everyone has, the smoother the PTA operation!

Have a good evening!
Sue

Association Meeting & Vendor’s Faire – April 17

April 17, 2014
All PTA Board Members Welcome
All 2014-2015 Unit PTA Rosters Due
Convention Orientation
6:30pm
Rosedell ES
27853 Urbandale Ave, Santa Clarita, 91350

President’s Message

Has Spring Sprung in Your PTA?

It’s that time of year in PTA where the roller coaster ride of staging your spring events, such as carnivals, 6th grade promotion activities, Family Fun Nights, Book Fair, the spring fundraiser, remaining field trips and assemblies, AND planning for the next school year coincide. Your PTA is in full swing implementing the current calendar while the board-elect is wondering when they need to begin planning next year’s PTA calendar of events and meetings. The SCV Council is exactly in the same place.

With elections now completed, the board-elect can begin to meet. These meetings are legitimate planning meetings to discuss goals for next year, themes for the membership campaign, themes for assemblies, appointment for parliamentarian, what committees will be formed and what they’ll look like. It is time to plan the PTA’s budget and calendar of meetings for both the executive board and association, as well as programs and activities. Referring to your PTA’s bylaws will provide guidance on when meetings take place, officers on your board, officers who are to be the check-signers, and what the responsibilities are for your officers. The standing rules located at the back of the bylaws should list all other chairmen and committees, as well as various practices and protocols, and property belonging to the PTA.

Question: If most of the current board is continuing, and there is only a couple of newly elected officers, do we have to have a separate planning meeting or can planning be rolled into one of the regularly scheduled executive board meetings?

Answer: It is recommended that separate meetings be scheduled to discuss and plan for the new-year, so that the focus is 100% on the new year, so the new and returning officers can begin to know each other and form their own bonds and working relationships. Icebreakers can be very helpful with this. Having a separate planning meeting allows new board members the comfort to express ideas and ask questions lessening the possibility of feeling intimidated or insecure in a new setting. It is important to remember that as human beings we need to FEEL welcome, that we need recognition and validation for who we are and the contributions we attempt to make in life, including PTA meetings. NO JUDGMENT! “Please share your ideas with us. We’d love to hear your thoughts. There is no judgment here.”

If it is desirable to schedule a board-elect planning meeting on the heels of a regularly scheduled executive board meeting of the current board, then the regularly scheduled meeting must be adjourned, and the board-elect’s meeting opened separately. Separate sets of minutes are taken at both meetings.

Question: If the board-elect is mostly made up of new members, including the president how do they go about scheduling planning meetings?

Answer: Once the elections are over, the president-elect can begin scheduling planning meetings. First, get the contact information for all members of the board-elect. Send an E-mail with suggested dates and times to meet. Calculate the responses and determine the meeting time, date and place. Doodle.com is a helpful tool here.

There are several options to help in a smooth transition between PTA administrations.

1. The president-elect and outgoing president consult to schedule an informal transition meeting of officers to exchange information and procedure books. This is helpful for all incoming officers to understand how things are planned, why certain programs happen(ed), and what their role is in planning and implementing the PTA. This is a form of unit training.

2. Incoming officers can meet with their outgoing counterparts at any time during the
planning season. The sooner the better! This is a form of unit training.

3. The president-elect should invite both the outgoing president and treasurer to the
budget and calendar planning meeting, so the board-elect can draw from
experience and have things explained to them as questions arise.
This is a form of unit training.

COMMUNICATION AND THE EXCHANGE OF INFORMATION ARE KEYS TO A SUCCESSFUL TRANSITION!!!

Question: Once the board-elect has planned its budget, appointed its officers, determined it’s calendar, how do they go about getting approval for these items, so they can immediately begin work on July 1?

Answer: Once the board-elect has approved these items, they may be brought to the next association meeting (April, May, or June) for approval.

THE BUDGET AND THE CALENDAR ARE LIVING DOCUMENTS. THEY DO CHANGE THROUGHOUT THE YEAR TO ACCOMMODATE THE NEEDS OF YOUR PTA.

**Please note that your spring approval for the budget and calendar may not include all assemblies or other programs that are being planned for the next school year because not all information for approval is available. That’s okay. Additional programs and activities can be brought forward at upcoming executive board and association meetings. Hence, THE LIVING DOCUMENT.

Question: What is the principal’s role in planning next year’s activities, budget and calendar for the PTA?

Answer: As the educational leader for the school and school district, the principal needs to be consulted when planning activities, budget, and calendar, so that the goals, work, and vision of the PTA are aligned to the goals of the school. It is recommended to meet with the principal prior to beginning board-elect planning meetings in order to gain a sense of direction and expectations by the principal regarding the school’s goals and objectives. Once that has taken place, begin your planning meetings.

There are multiple options you can choose from to consult with the principal. I recommend doing what’s best that promotes both a positive partnership with the principal and what enables your executive to work comfortably.

1. As your board-elect is planning the calendar, the budget, activities, and programs,
schedule meetings with the principal for input and approval;

2. Once your executive board has come to consensus on budget, activities, and
programs, prior to an executive board motion for approval, schedule a meeting to present them to the principal for input and approval for activities and programs as appropriate.

3. Once your board moves to approve the budget, calendar, activities and programs,
schedule a meeting with the principal for input and approval for activities and programs as appropriate.

4. Invite the principal to attend planning meetings.

Remember to encourage sharing information between incoming and outgoing officers. Your PTA’s most valuable resources are the knowledge, wisdom, and experience of its members.

Question: Are there PTA trainings in the near future for new and returning officers?

Answer: But of course!! The California State PTA Convention, May 7-10, 2014 offers a variety of extensive workshops. If you are unable to attend full time, consider attending part time to attend the workshop(s) relative your position and interests.

The SCV Council PTA officer’s training is on May 15, 2014 at Oak Hills ES, 26730 Old Rock Road, Stevenson Ranch, CA, at 6:30pm.

There will also be an additional Council training for presidents in the summer, either the end of June or the third week of July. There will be another Council training for all officers at our August association meeting. (TBA)

The 34th District PTA will also offer PTA officer’s training in August at their association meeting as well.

Sharing your heart inspires. Sharing your mind connects.

Thank for volunteering in the PTA! Your service to your community is to be commended, and your work is deeply appreciated by your students, educators, citizens of your community, as well as both the California and National PTAs. You have no idea how many lives you will touch.

Contact me, or any member of the Santa Clarita Valley Council PTA Leadership Team for assistance in addressing any questions you may have.

Be well, do good deeds, and keep in touch,
Sue Solomon
President
Santa Clarita Valley Council of PTAs

Association Meeting – March 20, 2014

All PTA Board Members Welcome
Register for State PTA Convention
7:00pm
Mitchell ES ,16821 Goodvale Dr., Santa Clarita, 91387