Welcome Vice Presidents PTA University 2020 Anita Hagins

Welcome Vice Presidents PTA University 2020 Anita Hagins Jones 2 nd Vice President, Georgia PTA

Today’s Discussion • Role of the PTA Vice President • Committees, committees • An overview of Project Management

Local Unit Bylaws Say… ARTICLE VII: DUTIES OF OFFICERS Section 2. The vice president(s) shall: • Act as aide(s) to the president; • In their designated order perform the duties of the president in the president’s absence or inability to serve; and • Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the Board of Directors, or the Executive Committee.

The Role of the Vice President Be the president’s “right hand, ” acting as an aide and assuming assigned responsibilities. • Presides at meetings in the absence of the president or upon his/her inability to serve • Performs other duties of the president in the absence of the president or upon their inability to act • Acts as an assistant to the president • Performs any other specific duties that may be provided for in the bylaws • Attends training opportunities offered by the council, district and Georgia PTA Oversight Officer - Specific committees can be assigned under a Vice President Titles: “Vice President of Communications” or “Vice President of Programs” to delineate roles NOTE: Check your LU bylaws to see if there is anything specific regarding the VP role.

Committees, Committees And…. more Committees • • • • Membership Fundraising (might include movie night, bingo, dances, silent auctions, etc) Book Fair – Box Tops or other “soft reward” programs (Target, Kroger) Spirit Wear Reflections Honoring Our Heroes Communications – Newsletter, web site, announcements International Night (or similar) “x” Grade Dance “x” Grade Picnic Field Day Yearbook Student Directory Hospitality • • • • Health & Wellness Family Engagement Community Outreach Male Involvement Volunteer Coordinator Student Store Science Lab/Robotics/STEM Recycling/School beautification Staff Appreciation Student Enrichment Legislation and Advocacy Exceptional Child Diversity Plus others unique to a specific school

Your Role With Committees • In most cases, the VP is either a major committee chair or has one or more committee chairs reporting to them • Which ones are your responsibility? • Are all areas covered by a VP? • Ultimately, you are responsible even if you are not the committee chair

Project Management Introduction

What is a project? A project is a specific, finite task to be accomplished Examples: Reflections, yearbook, membership drive, Fun Run, etc.

Attributes of a “project” • • • Purpose Life cycle Interdependencies Uniqueness Conflict Policies (PTA, local school)

Why Manage Projects? • • • Focus on end objective & how to achieve Determine resources & tasks Identify critical points Monitor during project execution Communicate more easily with board Note: A project plan is no good if it is not written

Key Variables for a Project • Scope – What end product encompasses – Quality of end product – What’s included • Time – Start date, end date, duration, critical dates • Resources – People, money, things – what’s available vs. what you want/need You CANNOT change 1 of the 3

Steps in Effective Project Management 1. Determine purpose & objective 2. Determine 3 key variables 3. Lay out steps to be performed, assign responsibilities, & make financial plan 4. Sanity check 5. Identify critical checkpoints 6. Document your plan – GA PTA Plan of Work 7. Communicate your plan & get PTA & school approval 8. Execute your plan 9. Modify plan as appropriate 10. Evaluate & document end result

Document Your Plan of Work • Typically documents who, what, why, how, when and what is needed • Outlines goals, responsibilities, time required • Estimated cost & revenue • Facilities & other resources • Staff involvement (administrator – teacher volunteer) • Sponsor/partner participation Note: GA PTA Plan of Work form available in Leadership Resource Guide and at www. georgiapta. org under “Forms”

Committee Plan of Work

Silver City ES PTA Committee Plan of Work Tailored to Silver City environment Prompts Committee Chair to remember key local tasks to be considered Your school can tailor Po. W to your environment

EVENT REPORT An “after-action” report of what happened Highlights key things that were done Recommendations for next year Document provides guidance to committee chair of what to include Event Report EVENT: Bus Round Up DATE: 7/28/11 TIME: 9 am – 10 am LOCATION: School Cafeteria ATTENDANCE: 250+ Coordinator: Natalie Ferber and Stephanie Moulton Officers present: Natalie Ferber, Stephanie Moulton. Lynn Barnett and Rhiannon Ludlow were actual bus riders and helped on arrival. GOALS: Meet and greet new parents riding the busses to Silver City EXECUTION: 1 week before: • Arranged with Publix to receive 240 sugar cookies • Purchased Lemonade mix and 4 -5 gallons of spring water. • Prepared signs and asked for donations. • Organized/purchased trays, napkins, and borrowed beverage container. Morning of: • Meet about 8: 15 to set up table and cover with table cloths and decorate • Put cookies on trays and made 2 gallons of lemonade and water to drink • Buses arrive about 9 am. • Faculty and staff meet parents/children and escort them to the cafeteria. • Greet and welcome parents & kids coming in back doors to cafeteria • Works refreshments table and talk with parents. • Principal welcomes families and then introduces PTA. • Board members introduce themselves and speak very briefly (see attached speech). • Forsyth Co. Transportation Coordinator does a presentation about bus safety. • Faculty and staff give families a short school tour • Families ride the busses home. • PTA cleans up tables, but not floor. Other Items needed: paper towels, stirring spoon, and wipes to clean up. NOTES: It went as planned. Next year get 300 cookies and 3 gallons of beverage, because we ran out. It was the largest round up they had in recent years. We chose to focus more on meeting & greeting and having a ‘presence’ than membership sign up. We felt it was a good choice due to the brevity of the event, but maybe offer PTA brochures or print postcards to hand out next year.

Summary & Recommendations • All committee chairs MUST submit Plan of Work for each project • Executive Committee MUST approve prior to any work beginning – especially budget • Require project documentation – before & at end • Evaluate project success/failure & what you would do differently next time • Document, document …. .

Questions and Answers • Questions, Questions