Massapequa Council of PTAs

Job Descriptions and

Procedures

2020

everychild.onevoice. ®

Link to Google Doc

INTRODUCTION

The purpose of PTA Council is to inform, advise, guide, instruct and encourage the leaders of the local units and to be responsive to their needs for training and coordination of efforts of the member units.  PTA Council’s goal is to help units continue to grow stronger and be effective advocates for all of Massapequas students.  

Procedures (Standing Rules) are the rules an organization uses to administer its affairs under the provisions of its By-laws.  It is here that the PTA can give detailed instructions for carrying out each provision of the By-laws.  Procedures are presented to the Executive Board for approval by a majority vote of members present and voting with prior notice, and take effect at that time; otherwise, a 2/3 Board vote is needed.  Additional Procedures may be adopted by a Board majority vote and may be suspended for the duration of any session by a majority vote. (The quorum rule of Article X, Section 7 [Executive Board] of the NYS PTA By-laws is applicable.)

PTA COUNCIL CODE OF CONDUCT 

• Advocate for children

• Be respectful of others

• Remain accountable for my words and deeds

• Conduct myself in an ethical manner

• Work collaboratively in-house, with outside organizations and within the greater community in order to strengthen the PTA

• Be reliable and perform my duties to the best of my abilities in a cooperative and timely manner.

• Understand that any items purchased with PTA funds remain the property PTA.

• Be flexible and open to compromise.

Executive Board Duty of Care, Loyalty and Obedience and Conflict of Interest Policy

The Executive Board is defined in the Council by-laws Article XI, Section 2.  

The Duty of Care requires Executive Board members to be reasonably informed about what the PTA does, to participate in decision making and to act in good faith.  Executive Board Members are expected to use good business judgment when making decisions and protecting PTA’s assets.  The PTA’s primary asset is its name and reputation.

The Duty of Loyalty requires Executive Board members to act in the best interest of the association.  Executive Board members should not make decisions based on whether or not they or their family will benefit but, instead, on what is best for the PTA.  They should not share confidential information.

The Duty of Obedience requires Executive Board members to comply with all local, state and federal laws.  Since our PTA is a 501(c)(3) nonprofit, Executive Board members must follow IRS regulations and file proper annual IRS reports.  Executive Board members actions must also comply with PTA’s mission and purpose and Executive Board members must obey the PTA’s bylaws.  

Executive Board members shall conduct themselves with integrity and honesty and act in the best interests on this PTA.  Disclosure by an Executive Board members protection, Executive Board members individually, during their terms of office shall: 

• Abide by and represent our PTA bylaws, the NYS PTA policies, positions, procedures and National PTA purposes and mission statement.

• Discharge the duties and responsibilities of their individual offices with fidelity, integrity and honesty and declare any and all personal and/or extended family conflicts of interest when PTA issues, decisions and funds are involved.

• Not misuse this PTA’s federal tax-exempt status or exemption from sales tax for personal or unauthorized purposes nor disburse funds for any purpose other than authorized, budgeted PTA programs, projects and activities.

• Refrain from making slanderous or defamatory comments regarding any individual or organization.

• Follow the NYS PTA and insurance guidelines for fundraising.

• Abide by the following:

• Board members and/or their families shall not use their relation to this PTA for financial, professional, business, employment, personal and/or political gain.

• A conflict of interest exists when an Executive Board member would have to participate in the deliberation or decision of any issue of this PTA while, at the same time, the Executive Board member and/or his/her extended family has financial, professional, business, employment, personal and/or political interests outside the PTA that could predispose or bias the Executive Board member to a particular view, goal or decision.

• Executive Board members shall declare to the officers of this PTA conflicts of interest (stating the nature of the conflict and pertinent information as appropriate) between their duties of this PTA and/or their extended families financial, professional, business, employment, personal and/or political interests.

• When a conflict of interest is declared, the Executive Board member shall not use his/her personal influence of position to affect the outcome of this vote and shall leave the room during deliberations and the vote.

• The minutes of the meeting shall reflect that a conflict of interest was declared.

• Executive Board members shall not:

• Use PTA’s name, influence or resources for their personal benefit or personal gain.

• Directly or indirectly use their current PTA position, the PTA name or organization for or against any specific candidate for elected public office, which is contrary to federal tax laws and the guidance and policies of the PTA.

• The Executive Board shall:

• Attend unit meetings.

• Be prepared to report when appropriate.  If unable to attend a meeting, arrange for the report to be available at the meeting.

• Attend region and state PTA workshops and conferences for leadership training at PTA expense.

• Notify the President when unable to attend meetings.

• Appoint the following special committees: audit.

• Perform bank reconciliations when appropriate.

• A School Board member may not serve on a units Executive Board because it is perceived as a conflict of interest.

• Relatives/spouses can serve together as officers of a units PTA, but caution must be taken to ensure there is no conflict and that financial internal controls are followed.  For example, if one spouse is President and the other is Treasure, both cannot be signatories on the PTA banking accounts.  Someone unrelated to the Treasurer must co-sign checks and approve expenditures.

• Make recommendations to Executive Board for programs, calendar and other actions deemed necessary.

PTA Council JOB DESCRIPTIONS

COUNCIL MEMBERS

                                                       EXECUTIVE COMMITTEE

PRESIDENT (Check Bylaws Article IX Section 1)

1. Presides at all Council meetings.

1. Is ex-officio member of all committees except the nominating and audit committees.

1. Appoints, along with the Executive Committee, the chairmen of the standing and liaison committees.

1. Appoints, along with the Executive Committee, the chairmen and members of special committees.

1. May vote when voting is by ballot or to break a tie.

1. Has a copy of the bylaws with him/her at every meeting.

1. Gives special committee chairmen necessary information regarding their responsibilities upon their appointment (e.g. nominating committee); collects information upon completion of task.

1. Appoints Council Vice Presidents to represent Council on community advisory committees such MTAC.

1. Assign chairmen to Council Vice Presidents for coordination of committee activities.

1. Sign all checks jointly with the treasurer.

1. Work closely with the treasurer at all times and have a complete understanding of all financial matters. 

1. Arrange and attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

1. Contact Executive Committee to institute communication chain.

1. Along with Executive Committee, review committees’ plans of work and present motion for approval at Council Meeting. Copies of committee’s plans of work will be e-mailed to all members of the Executive Board for information purposes.

1. Attend Nassau Region’s Officers Roundtable held in June and all workshops that pertain to this position.

1. Along with Executive Committee prepare Orientation to be held for new Council board.

1. At end of term, returns all PTA materials and save all computer files to flash drive/shared drive to be passed along to next officer.

1. Prepare agenda for Superintendent’s meeting.

1. Coordinate the district calendar with presidents and administration, and setup hospitality schedule for Council meetings.

1. Notify Executive Committee when unable to attend meeting.  

1. Meet at the call of a majority of committee members.  

1ST VICE PRESIDENT (Check Bylaws Article IX Section 2)

1. Coordinates and submits PTA/PTSA dates and information for school district calendar.

1. Represents Council at meetings for preparation and planning of annual installation.

1. Receives subscriptions to PTA periodicals and distributes pertinent articles to committee chairmen at Council meetings.

1. Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

1. Attend Nassau Region’s Officers Roundtable held in June, and all other workshops that pertain to this position.

1. Along with Executive Committee prepare Orientation to be held for new Council board.

1. At end of term, returns all PTA materials and saves all computer files to flash drive/shared drive to be passed along to next officer.

1. Help the President with district calendar to coordinate dates from unit presidents.

1. Oversee: Art in Education, Legislation and Parenting & Family Life committees.

1. Stands in for the president when President is absent and have an intent to become President when term is up.  

1. Notify President when unable to attend meeting.  

1. Meet at the call of the President or a majority of committee members.  

2ND VICE PRESIDENT (Check Bylaws Article IX Section 2)

1. Collects, collates and distributes unit rosters.  (See unit roster distribution.)

1. Informs Unit Presidents/Co-Presidents of Council hospitality schedule.

1. Responsible for planning and organization of “Meet the Candidates Night”,  (See Meet the Candidates Night.) and keep the binder up to date.

1. Receives subscriptions to PTA periodicals and distributes pertinent articles to committee chairmen at Council meetings.

1. Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings

1. Attend Nassau Region’s Officers Roundtable held in June, and all other workshops that pertain to this position.

1. Along with Executive Committee prepare Orientation to be held for new Council board.

1. At end of term, returns all PTA materials and saves all computer files to flash drive/shared drive to be passed along to next officer.

1. Oversee BOE, Curriculum, PARP and Reflections.

1. Notify President when unable to attend meeting.

1. Meet at the call of the President or a majority of committee members.

RECORDING SECRETARY (Check Bylaws Article IX Section 3)

1. Follows “What Belongs in a Set of Minutes”.  

1. Submits rough draft of minutes checked by the president before typing final draft for publication.  Final draft due at least one week before each meeting.

1. Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

1. Attend Nassau Region’s Officers Roundtable held in June, and all other workshops that pertain to this position.

1. At end of term, returns all PTA materials and saves all computer files to flash drive/shared drive to be passed along to next officer.

1. Along with Executive Committee, prepare Orientation to be held for new Council board.

1. Notify President when unable to attend meeting.

1. Meet at the call of the President or a majority of committee members.  

CORRESPONDING SECRETARY (Check Bylaws Article IX Section 4)

1. Sends e-mails of minutes to the Presidents prior to the start of each Council meeting.

1. After approval by Council, e-mails minutes to school board members, Superintendent, Assistant Superintendents and Principals.

1. Keep membership informed of all correspondence received.  Maintain an up to date file of all correspondence.  

1. Supplies Nassau Region with names and addresses of Council Chairmen.

1. Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

1. Attend Nassau Region’s Officers Roundtable held in June, and all other workshops that pertain to this position.

1. Update the honorary life membership master list at the end of every year.

1. Along with Executive Committee prepare Orientation to be held for new Council board.

1. At end of term, returns all PTA materials and saves all computer files to flash drive/shared drive to be passed along to next officer.

1. Send notice of all meetings and communications to appropriate Council members.

1. Create name placards for all council members and bring to all council meetings.

1. Notify President when unable to attend meeting.

1. Updates social media accounts (Facebook, Instagram, Twitter, etc.) with content agreed upon by Executive Committee and/or Executive Board, making sure to follow Social Media policy.  

TREASURER (Check Bylaws Article IX Section 5)

1. Become familiar with and follow National PTA and NYS PTA treasury guidelines.

1. Jointly signs all checks with President.

1. Distributes copies of treasurer’s report for each meeting on shared drive.  Included in this report should be opening balance, total receipts, total disbursements and total balance on hand.  

1. Sees that books are audited annually in accordance with bylaws.

1. Chairs budget committee and prepares Council budget along with committee.

1. Orders Honorary Life Membership Award.

1. Orders Past President pin when appropriate.

1. Sends Council dues reminder statements to unit treasurers in October.

1. Legally responsible, authorized custodian, elected by the members, to have charge of the funds of the PTA. 

1. Files all forms as required by the Internal Revenue Service and New York State Agencies.

1. Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

1. Attend Nassau Region’s Officers Roundtable held in June, and all other workshops that pertain to this position.

1. Along with Executive Committee prepare Orientation to be held for new Council board.

1. At end of term, returns all PTA materials and saves all computer files to flash drive/shared drive to be passed along to next officer.

1. Work with treasurers of each unit to go over budgets, planning and ensure they are following NYS PTA Treasury guidelines.

IMMEDIATE PAST PRESIDENT

The role of the Immediate Past President is an advisory one.  The individual is not a member of the executive committee as indicated in the bylaws.  The participation of the Past President should be helpful but should not interfere with the new President’s methods. The Past President should not impose his/her personal philosophy on the new administration.

The Immediate Past President shall:

1.   Serve in an advisory capacity giving advice based upon experience when called upon.

2.   Act in a helpful manner.

3.   Assume an active role on the board at the request of a new President.

UNIT PRESIDENTS

1. Attends all Council meetings and encourages delegates or alternates to attend.

1. Sees that the unit is represented at Council committee meetings.

3.   Lets Council President know if unable to attend Superintendent/Presidents meeting. Sends

a representative (a Council member if possible) if unable to attend.

4.   Passes an interest sheet to their executive board members regarding openings for Council Chairmen positions.

5.   Attend Unit Presidents, Superintendent and Unit Presidents/Board of Education meetings.

6.   Responsible for hospitality at the Council and Superintendent’s meeting as indicated on the schedule distributed with the roster.  This will also be the meeting attended by unit’s Principal.

8.   Attend Nassau Region’s Officers Roundtable held in June.

9.   Inform incoming President/Co-Presidents about attendance at May and/or June Superintendent and Council meetings.

10. Fills in for council delegates if they are unable to attend council meetings.  

COUNCIL DELEGATES

Council delegates are the connecting link between the local unit and the Council.  Delegates are chosen according to unit and Council bylaws (two from each member unit, with the exception that Jr/Sr shall be represented by vice president from each of the secondary schools). All delegates must be members of their local unit.

1.   Is familiar with unit and Council bylaws and procedures.

2.   Attends Council meetings (or sees that alternate attends).  Is the representative for the

unit. One delegate from each unit should take notes for reporting to unit.  

3.   Represents unit in voting body of Council.  (One vote per delegate)

4.   Checks with unit President before bringing concern to Council’s attention.

5.   Makes motions, discusses motions, votes.

6.   Reports to unit any action requiring an instructed vote.

7.   Keep unit informed of Council projects and programs.

8.   Keep a procedure book of their activities as a guide for future delegates.

COUNCIL DELEGATE REPORT FORM

(To be filled out by local delegates in reporting Council activities)

Please report this information at a meeting of your PTA Executive Board and/or general membership.  Then give the filled-out form to your President and/or Recording Secretary for their file.

1. Date of Council Meeting:__________________________________________________

2. Issue voted on and results of vote: _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________

_____________________________________________________________________________

3. Items referred to your local units for their consideration.  (Be sure your information is accurate and specific:______________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________

4.   Instructed vote necessary by _________________________ on ____________________

_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________

5.   Announcements re: meetings, school board, Council, workshops, conferences:_________
   _____________________________________________________________________________
   _____________________________________________________________________________

6. Brief resume of information presented by:

a.) Administrator:___________________________________________________

_________________________________________________________________

_________________________________________________________________

b.) Others:________________________________________________________
_________________________________________________________________

_________________________________________________________________

7.   Miscellaneous dates and/or notes:____________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________
   _____________________________________________________________________________

_______________________________

Delegate

VISITORS

1.   Prior to meeting, if possible, Council/unit member should inform Council President of a 

visitor’s request to attend the meeting and state business prior to meeting.

2.   A courtesy seat must be extended before presenting business to Council.

JOB DESCRIPTIONS OF STANDING & LIAISON COMMITTEES

These are basic guidelines to provide direction and should not at all limit you in your committee’s work. Always refer to the Policies and Procedures for Chairmen for specific do’s and don’ts.

Arts in Education

1.  To share information regarding programs and ideas among units

1. To maintain and update Arts in Education directory of shows.

1. To attend the annual Nassau Region Arts in Education Showcase and report to Council.

1. To report activities of committee to Council.

1. Maintain records and coordinate with Administration for the use of the BOCES aidable

account for each unit.

 Board of Education Representative

1. 1.   To attend all public Board of Education meeting.

2.   To report discussions and decisions of the Board of Education at Council meetings.

Curriculum

1. To research and study area of curriculum, including State guidelines and innovative 

programs in other districts.

1. To study future curriculum trends.

1. To submit findings and recommendations to Council and to the District.

1. To keep appraised of curriculum updates from state and federal levels.

1. To meet with representatives from each PTA unit curriculum committee chair to gather findings and recommendations from each unit. Consolidate findings and recommendations and bring recommendations to district meeting with committee chairs (or representatives) from each unit.

Health, Wellness and Safety

1.   To generate information and to create public awareness regarding issues related to health, wellness, safety and substance abuse; included but not limited to AIDS and Environment.

2.   To work along with the School District regarding policies, curriculum, and committees 

            covering issues related to health, wellness, safety and substance abuse.

3.   To work with other PTA committees for the purpose of joint programming and advocacy.

4.   To maintain a calendar of health, wellness, safety and substance abuse related events, including, but not limited to:

1. • I Walk October
   • Breast Cancer Walk: October
   • Red Ribbon Week 
   • Great American Smoke Out 3rd Thursday in Nov.
   • March: Substance Abuse Awareness Month
   • March: National Nutrition Month
   • Kick Butts Day: (Date changes annually. Go to www.kickbuttsday.org)
   • April: Alcohol Awareness Month
   • May: Berner “A Whole New World”
   • December: AIDS Awareness Week

5.   To build support and membership for this committee within each unit.

Legislation

1. To generate an awareness of the importance, significance and effectiveness of legislation to PTA concerns.

2. To make available to committee members, units and Council, information on current issues at Federal, State and Local levels.

3.   To encourage all committee members to attend Legislation workshops, seminars, rap sessions, State convention and PTA Day in Albany.

4.   To review and study current State PTA resolutions.  Committee members should present these resolutions to their units, tally the votes and have results submitted to the Council Legislation Chairman.

5.   To encourage Council members to write to legislators concerning timely issues and to encourage committee members to motivate units to write letters.  Letters can be written at meetings with paper, envelopes, postage, sample letters and addresses provided.

6.   To encourage all committee members to personally meet with our local Legislators
   

Parenting & Family Life  

1. Coordinate with the school district and organizations to facilitate parent/student programs on topics of concern and interest.  For example: Parent University.

1. To share with parents and/or administrators news as well as current information pertaining to parenting and family life education as obtained by the committee.

1. Coordinate with unit chairpersons to prepare the Berner 6th Grade Parent Directory.

Procedures for Berner 6th Grade Parent Directory

1. In the beginning of May send out permission flier to 5th grade parents. Obtain approval from the Assistant Superintendent for Elementary Instruction.
2. Council chairperson should e-mail unit chairpersons the spreadsheet with a sample line to set the style. This is to ensure consistency is used by all six units. For example, initial caps – not all caps, phone # without zip code, etc.
3. Unit chairpersons must send reminders until the middle of June.
4. Unit chairpersons must check their PTA mailbox until the end of the last day of school.
5. Unit chairpersons must send their completed spreadsheets to the Council chairperson by mid-July.
6. Unit chairpersons must send the signed permission slips to the Council chairperson, which should be retained for at least one year.
7. Council chairperson consolidates the information from all six units in time for review at the Berner orientation in August.
8. For each Berner orientation, request 2 small monitor tables and 2 chairs.  Usually there are 4-6 sessions, each session will need at least 2 people to man the tables.
9. Have 4 copies of the directory (can be made at Berner) and pens on hand. Have 50 blank interest sheets for families not listed in directory and who now wish to be added. Parents need to initial one of the copies and make corrections, if needed.
10. Make corrections and additions on a timely basis and bring to printer. Order extra for those who claim they never received it and keep a copy for your records.
11. Purchase envelopes (11×13) and a package of rubber bands.
12. Request labels for 6th grade students by name and homeroom.
13. Sort through labels – only students in directory get a copy.
14. Prepare letter to homeroom teacher.
15. Unit chairpersons help stuff envelopes and sort by homeroom. Request a room at Berner.  Deliver envelopes to homerooms after school.
16. Prepare a bill for the units. Take the cost of the directory and supplies and divide by the number of directories ordered. This is the cost per directory. Each unit pays for the number of copies that were distributed to their alumni.  Multiply the cost by each school’s number of listings. This is obtained by adding the entries in excel (or spreadsheet application) and the additional listings received at orientation by each school.
17. Give this information to the treasurer to distribute the invoices. Fill out an expense voucher for payment to printer with a copy of directory and bill attached. Fill out another voucher to be reimbursed for supplies, attach receipts.
18. The unit committee chairs must have a majority vote for format and cost of directory.

NOTE: YOU WILL RECEIVE PHONE CALLS FROM PARENTS WHO DID NOT GET A COPY. CHECK TO SEE IF THEY ARE LISTED. IF THEY ARE, HAVE THEM ASK THEIR CHILD FOR THE DIRECTORY. IF STILL DON’T HAVE, YOU CAN GIVE THEM ANOTHER COPY.  IF THEY ARE NOT LISTED, CHECK THE SIGNED PERMISSION SLIPS TO SEE IF AN ERROR WAS MADE.  IF YOU DO NOT HAVE A SIGNED PERMISSION SLIP YOU MAY NOT GIVE THEM A COPY

PARP

PARP is implemented through a partnership involving the combined efforts of administration, teachers union, PTA and public library.  Its purpose is to encourage reading by planning a program each year which includes reading activities between the child and a partner.

1. To meet with PTA committee to discuss ideas and plans for PARP program which chairman will bring back to partnership committee.

1. To work with the partnership committee to decide time frame for program and to plan theme and incentives.

1. To cooperate with the partnership committee to promote the program through parent letters, local newspapers, PTA unit newsletters, posters, poster contests, etc.

1. To discuss the overall program after its completion with the PTA committee and offer any comments and suggestions to the partnership committee.

Reflections

The reflections program is a national cultural arts competition with 7 divisions: literature, music composition, photography, visual arts, dance, and film production.  Each year the program has a different theme chosen by National PTA.

Each local PTA unit (even if it represents more than one school) may submit a maximum of 12 entries to the district level competition, three from each category.

1. To read and review all material given by the National PTA so that committee members will be able to answer questions directed to them. 

2.   To instruct each member to contact and confer with school principal and teachers about starting a program or about presenting the new goals of the committee.

3.   To encourage the representatives of each school to present the information to the parents about        the program on websites and special flyers.

4.   To meet regularly with committee to explain the rules and deadlines and to discuss ideas that     would promote the project in the district.

5.   To set-up a calendar listing dates for distribution of information, deadlines for entries, judging, deadline for submitting entries to the PTA district for judging and coordinating delivery and pick-up of entries at district level.

Website Administrator 

1. Maintain information on the website with up-to-date information of upcoming Council, Unit and Nassau Region meetings, events and any other pertinent information Council wishes to share.

SPECIAL COMMITTEES

Audit

1. Audit committee is selected according to the bylaws with a chairman appointed by the president.  It is preferable that the treasurer be present at the audit.

1. One person matches the checks and deposits with the bank statements: one person matches the checks and deposits with the checkbook; one person matches the checks and deposits with the ledger.

1. Books are reconciled as of the last bank statement received.

1. All committee members should sign checkbook and ledger in ink on the last line audited.

1. Audit committee prepares and signs a statement that the books have been checked and found to be in order (use form found in PTA Money Matters).

1. Chairman of committee presents statement to Council at the September meeting.

Council Budget

1. Committee of three or more members selected at the May meeting and Council treasurer to prepare the budget.  Chairman is appointed by the president.

1. Budget is submitted at the September meeting and approved by Council.

Service Awards

The New York State Honorary Life Membership Award is given in recognition of an individual’s contribution to the welfare of children and youth.  The recipient of the award receives a pin and a presentation card as symbols of honor.  A donation in the amount of $40.00 is made in the honoree’s name to the Jenkins Memorial Scholarship or the Teacher Fellowship or split and given to both.

• The Jenkins Memorial Scholarship assists outstanding students in preparing for the teaching profession – $3,000.00 given over a four year period.

• The Teacher Fellowship assists teachers by providing a $1,000.00 grant for graduate study.

The New York State Distinguished Service Award is given in recognition of outstanding contributions to the welfare of children.  The recipient must previously have been awarded a State Honorary Life Membership.  The recipient must be a PTA member.  The fee for this award is $50 made payable to NYS PTA.

The National PTA Lifetime Achievement Award is to recognize individuals who have given outstanding service to children – people who have promoted children’s well-being by serving as an advocate for children.  This is the highest honor that a PTA can bestow.  Applications may be obtained through the National PTA office, the National PTA Annual Resources for PTAs 2004-2005, or by downloading it from the National PTA website. The completed form should be accompanied by a payment of $100 to the National PTA.  

On the recommendation of the Awards committee and/or at the discretion of the Executive Committee an Award of Appreciation may be given by the Massapequa Council of PTAs to an individual for their many years of dedication to PTA apart from of any New York State or National PTA awards.

A plaque will be presented to the recipient with the following or similar to the following wording:

The Massapequa Council of PTAs

AWARD OF APPRECIATION

Is presented to

(_____________________)

For continued and 

outstanding dedication

to PTA 

and the students of the 

 Massapequa School District.

(year)

Guidelines:

1.  Council president appoints committee and chairman (usually in March)
   

1.  Committee meets and chooses recipient.  The award need not be presented if a worthy recipient cannot be recommended.

1.  Treasurer sends the appropriate form with a check for $40.00 to the New York State PTA.

1.  Chairman informs recipient of award and invites him/her to PTA Council Installation for the presentation of the award.  In addition, a letter of congratulations and invitation to the Installation may be sent by the Council corresponding secretary.

1.  Award is presented at the PTA Council Installation in June.

PROCEDURES FOR COUNCIL CHAIRMEN

1. Study predecessor’s procedure book and meet with him/her if available.

1. Study National, State and Region PTA handbooks and publications that have to do with your committee. Contact the Nassau Region Chairman for information when needed.  Be familiar with State resolutions and generate interest in legislative issues pertaining to your committee.

1. Attend Council meetings.  If you have a report for the Council meeting, it should be written in triplicate (one copy for the coordinator, one copy for the Recording Secretary, one copy for your files).  If you cannot attend the meeting, your report will be presented by coordinator.

1. Attend Region PTA workshops and community meetings pertaining to your chairmanship.  Inform committee members and invite them to attend. Report on workshops to Council.

1. Maintain a procedure book for your committee’s activities. Include in it bylaws, roster, names/addresses/phone numbers of all committee members and Region PTA counterparts, plan of work for the year, reports of all committee meetings and any other meetings you attend, copies of any correspondence, copies of any publicity your committee distributes, a copy of your final year-end report.

1. Council standing committees are limited to two representatives from each unit with the exception of Jr/Sr who may have four representatives.  Meeting dates should be agreeable to the majority of the committee members. Confirm the date with committee members, not the Unit President. Develop a communication chain in the event of a meeting cancellation or for the dissemination of important information.

1. Meet with your committee and develop a written plan of work for the year to be reviewed by the Executive Committee and approved by Council before any action may be undertaken. Three copies shall be made (one for your files, one for the Coordinator, one for Recording Secretary). This plan of work should be realistic so that all work is completed by May.

1. Keep Council Coordinator informed of all committee activities and meeting dates.  Contact coordinator prior to scheduling a meeting with administrators.  Bring to the Coordinator’s attention prior to Council meeting any committee business to be transacted at the next Council meeting (e.g., approval of letters or reports, district-wide functions, money allocations).

1.  Letters requesting information can be sent out from Council committees without prior approval.  Letters in which a Council committee takes a stand or expresses an opinion must be approved by Council.  Letters should have been approved by the committee with a rough draft presented at the Council meeting.  After Council approval, the letter cannot be changed.  Copies of these letters should be given to the Coordinator and the Corresponding Secretary as well as committee files. Inform Coordinator and Council of any answers received.  All official correspondence must be on Council stationery.

1.   Do not send out flyers, notices, publicity, etc., without the consent of the Coordinator and the approval of Council and Administration, if needed. Retain a copy for your procedure book.

1.   Before you undertake any work, you should, as chairman follow certain channels:
   1. Get your committee’s approval.
   2. Get Council’s approval.
   3. Get Administration’s approval when necessary.

1.   Committee chairmen may attend, at the invitation of the Council President, the Presidents/Superintendent meeting when a topic pertaining to that chairmanship is on the agenda.

1.   Prepare a written year-end report and present it at the May Council meeting in triplicate (one copy for the Coordinator, one copy for the Recording Secretary, one for your files).  This report should include a summary of what your committee has accomplished during the year.

1.   REMEMBER:  Pass on your file and procedure book when you give up the chairmanship along with any suggestions you may have that will be of help to your successor in carrying out the duties of that chairmanship. Remind unit representatives to do same.

1.   NOTE:  Committee recommendations requiring an instructed vote from each unit should be presented in sufficient time to allow at least 2 months for units to respond.

1.   At the end of term, return all PTA materials and saves all computer files to flash drive to be passed along to the next chairman.

EXAMPLES OF INFORMATION FOR PLAN OF WORK

Each committee is unique, as well as each committee chairman.  Listed below are some of the informational items that can be helpful to include in a plan of work.  Not all committees will need all this information.  Remember; the plan of work can be presented orally or written as a brief general summary of what you are planning to do.  The chairman and the committee can use a more detailed version of the plan internally.  Some Unit Presidents have developed plan of work forms to be filled out and other units let their chairmen use their own system.  There is no PTA sanctioned form but a presentation of some type of plan of work is still required by the PTA bylaws.

General Information:

1. Goal of the committee.
2. Strategy of the committee (for example: number of volunteers needed, subcommittees needed, division of responsibilities, etc.)
3. Timeline (for example: what jobs need to be done at what times, schedule of the day’s event, etc.)

Detailed Information:

Correspondence: (This could include the following: copies of building use forms, flyers to be distributed, informational packets, databases of volunteers, publicity forms, copies of receipts, PTA national or state handbook information, copies of “thank you” notes, etc.)

Financial Information:

1. Type of expense (educational or administrative)
2. Budgeted amount
3. Estimate of cost
4. Is this committee expense educational or administrative?
5. Are there special circumstances that make the cost higher or lower than previous or future years?  (For example: large expenditure for equipment or donated goods?)
6. Actual costs
7. Comments (For example: comparison pricing at stores, cooperative companies, etc.)

As you look over this information, by the end of the event or program, the chairman may have a very complete folder filled with all the information regarding the committee.  The only additional information needed, would be and “end of year” critique.  This would give the chairman a chance to explain how well the committee performed or what things they would change for the upcoming year.

GENERAL INFORMATION

1. Use and be familiar with the following publications:

National PTA Handbook What’s happening in Washington

NYS PTA Resource Guide What’s happening in Albany

NY PT Periodical Nassau Region PTA LEADER

Massapequa PTA Council Handbook Massapequa PTA Council Bylaws

Legislative Bulletins

1. The procedures for committee reports to be presented to the Board of Education are as follows:
   1. Research and write the report
   2. Obtain committee approval
   3. Obtain Council approval
   4. Present the report to the Board of Education with a copy for the Superintendent.

1. When presenting an idea for a district-wide program for Council’s approval, have all pertinent facts and information available.

1. Files are property of PTA, not personal property.  They must be returned at the end of your term.

1. When representing Council, remember to present Council’s position and not your personal opinion.

1. If contacted by reporters, request the person’s name, newspaper and reason for the call.  Be sure your answers are accurate and are according to PTA policy, not your opinion.  Do not speak on behalf of Council without approval of Council President or executive board.  

1. Do not spend money without obtaining permission from Council.

1. Membership lists, names, addresses, etc., and class lists are to be used strictly for PTA business.  They are not to be released to other groups or used for any other purpose.

NOMINATING COMMITTEE

The Nominating Committee is the most responsible and sensitive deliberative body of the PTA.  The members of the Committee should be people with knowledge of the talents and interests of the membership, an ability to assess the jobs to be done and to give objective consideration to finding the best qualified candidates to fill those jobs.  It is essential that the members of this Committee be carefully chosen to include experienced ongoing leadership as well as newer members.

1. As per Council bylaws, the Committee shall be elected by the Council body at least sixty (60) days prior to the election meeting in April.

1. The Nominating Committee shall consist of nine (9) members, elected from the voting body of the Council at a regular meeting.  (0) members who shall not be members of the executive board.          (Each unit should have a respective member of the (9)).  The chairman shall be elected at same meeting by elected members of Nominating Committee.

1. Nominating Committee members should have knowledge of potential nominees qualifications and abilities and give objective consideration of potential nominees.  Nominating Committee members should also be able to express ideas and defend their own convictions, use sound judgment in evaluating nominees, be tactful, have integrity and use discretion.  

1. The President (or their delegate) should give the Chairman and all nominating committee members a copy of the bylaws and nominating committee guidelines.

1. Members of the Nominating Committee should NEVER ask a possible candidate if he is willing to hold office before the committee meets.

1. Current Council officers should put in writing their interest in office to the Nominating Committee.

1. Ask the President and other Executive Board members for input as to the performance of present board members.

1. Contact the potential nominees only when agreed upon by the committee and inform them of specific responsibilities of the office.

1. Council members (and unit members) should use “Suggestion Ballots” to make recommendations 

to the Nominating Committee.  The Committee is not in any way bound by such recommendations, they are advisory only.  These “Suggestion Ballots” remain sealed until the Nominating Committee meeting.  Once the meeting is over, all notes and “Suggestion Ballots” should be destroyed.

1. The date of the meeting of the Nominating Committee should not be made known.  Only Committee Members should attend the meeting.  Every effort should be made to have the meeting at a time/location that every member can attend, but if that is not feasible, a majority of the Nominating Committee is needed.  Meeting dates and times should be known to all members of the Nominating Committee.  Do not meet over the telephone.  Have the meeting at a private location.

1. Should a member of the Committee find it necessary to resign before the Committee has completed its work, the member need not be replaced unless the bylaws or procedures make provision for such replacement.

1. The Chairman discusses the procedures and guidelines and the need for confidentiality.  In order to ensure confidentiality, there will be no taking photos or use of cell phones during nominating committee meeting(s). Cell phones may only be used to contact nominees to offer them the nomination.  

1.  All deliberations of the Committee must remain completely confidential and no information on the names of persons considered for office or those who declined to accept nominations should ever be made public.  It is unfair to the organization and to the member who accepts the nomination to discover that others who were unable to serve received prior invitations.

1.  Study the bylaws.  They tell you how to operate and outline the specific duties of the offices to be filled.  Committee members should familiarize themselves with the duties of the offices to be filled before discussing any candidate.  The president can also give you an accurate picture of the specific duties of each officer before the Nominating Committee meets.

1.  Review the aims and purposes of your PTA.  What kind of leadership can best achieve these goals?  Think carefully about possible candidates.  Are they familiar with and pledged to further the aims and purposes of the PTA?  Do they work well with others and will they have the time to do the job? Are they fair and objective?  Have they done a good job carrying out responsibilities?  Do they have knowledge of the organization and its role in the school and community?  

1.  Candidates should be considered solely for their abilities and willingness to serve.  They should not be chosen for popularity or an obligation to ask them or because they “expect” to be asked.

1. Ascertain eligibility according to bylaws.  Consider attendance and past performance of possible candidates. 

1.  A member of the Committee may become a candidate for office without resigning from the Committee unless bylaws state otherwise.  Those persons should be asked to leave the room so that the committee may discuss their qualifications and to allow for additional names to be submitted for consideration without having hurt feelings.  They may however, return for the voting.

1.  Try to avoid reshuffling the elected officers.  This gives the impression that the organization is a “closed shop”.  

1.  Avoid putting a Past President into a Vice Presidency.  This is a place where one can learn about being President.  Past Presidents can give needed advice while holding other positions on the board.

1.  The Committee should also be cognizant when creating the slate of officers that it is ideal to have officers that represent as many units as possible and to try to avoid multiple officers from any one unit.

1. The Committee should make every effort to not put a Unit President on the slate as they would lose their vote as a Council member and deprive one member of voting rights.  Each person has one vote at a meeting of the association.  No association structure should be in place to deprive someone of his or her rights.  

1. The Committee should develop a tentative slate of officers with possible alternates for each office to be filled. Unanimous consent is desirable but only a majority is needed for someone to be a nominee.

1.  After the committee has reached a decision, candidates should be contacted by the Chairman and informed of the specific responsibilities of the office.  Never say, “It’s not a very big job” in order to fill a slate of officers.

1.  The Chairman of the committee is responsible for contacting each nominee for formal consent to place his/her name in nomination.  This should be done, if possible, while the committee is in session.  If this cannot be accomplished, the Chairman should inform the members of the committee of the results of the contacts before presenting the slate to Council. 

1. The slate of officers is presented at the March Council meeting.  Election to office does not require an instructed vote.  Council delegates, or Unit Presidents report back to their units the slate of proposed officers with their regular Council report.  

1. The slate of officers report must also be published either two weeks or one month prior to the April election meeting. The slate can be published on the Council Facebook page, Council PTA webpage or sent via Council email to Council members.   

1. Complete written report signed by all committee members.  Send acceptance letter to nominees for their signatures.

1. Chair lets the President know of the completion of the slate.

1. Advise nominees to attend the election meeting and the installation of officers.   

1.  If a nominee withdraws before the election, the committee can be reactivated unless the bylaws state otherwise.

1.  The slate is again presented at the April Council meeting.  The president asks for nominations for each office from the floor.  Only members of the Council voting body can vote.  (Be prepared with ballots in case there is a contested election).

1.  If there is only one nominee for each office, election may be by voice vote.

1.  Serving on a Nominating Committee is an honor and a privilege. 

SCHOOL DISTRICT CALENDAR 

1. Obtain from District Coordinator the calendar which should have dates given by the district sometime in May.

1. Provide Jr./Sr. and SEPTA with district dates and request them to add their dates to the calendar.

1. After adding Jr./Sr. and SEPTA dates to the master calendar, give all other units a copy.

1. Obtain from each unit (including Council) the following:

1. 1. List of officers and telephone numbers for the coming year.
   2. Date/Time/Location (if other than home school) of:
      1. General meetings
      2. Executive Meetings

5.   List dates as you receive them.  In the event of a conflict, “first come, first serve” will be instituted with the exception of Jr./Sr. and SEPTA, who have priority.

6.   Obtain a master calendar from the District Coordinator

1. 1. Record information
   2. Contact Presidents with any conflicts.  Await necessary changes before submitting completed list to District Coordinator

7.   Give the following typed information to School District Coordinator:

1. List of officers and telephone numbers by unit
2. General meeting dates by unit
3. Chronological list of dates (September to June) for all units.

8.   Proofread final calendar prior to printing.

UNIT ROSTERS

1. Inform Unit Presidents of deadline (end of August) for submitting rosters.

1. Distribution:

1. 1. All Council Officers
   2. Council Chairman
   3. Superintendent
   4. Assistant Superintendents
   5. School Board Members
   6. Building Principal
   7. Supervisors or Vice Principal

E-mail rosters to the above mentioned.

1. Ask Presidents to announce any changes during the year.

HOSPITALITY DUTIES

1. Set up schedule.

1. Distribute a list to each President in September, indicating unit’s month(s) of obligation.

WHAT BELONGS IN A SET OF MINUTES

• Kind of meeting (regular or special).

• Name of group.

• Date, time and place of meeting.

• The name of presiding officers and names of people reporting.

• Whether the minutes of the previous meeting were read and approved (as read, or as corrected).

• Body of the minutes should contain a separate paragraph for each subject matter.

• All motions made and seconded and the results of the vote (whether adopted or defeated).  

• Record the name of the member who made the motion but not the one who made the second.

• Motions that have been withdrawn do not appear in minutes.

• Indicate in the minutes the name of the person who performed the monthly reconciliation of the bank statement. 

• When a count is made or the vote is by ballot, the number of votes on each side is recorded.

• Time of adjournment.

• Minutes should be signed by the secretary.  Including the words “Respectfully Submitted” is an outdated practice.

• Note:  Minutes should contain mainly a record of what was done, not what was said, and should never reflect the secretary’s opinion.

MEET THE CANDIDATE NIGHT

April / May

1. Contact either Nassau Region PTA (A.D.) or League of Women Voters (LWV) to arrange for a moderator and a time keeper.  Alternate between these two, when possible.  However, when an active PTA person is a candidate, use League of Women Voters.

1. If a time keeper is not available from Nassau Region PTA or the League of Women Voters arrange for PTA member to act as a time keeper.  Time keeper should have a stop watch.

1. Discuss with contact person or moderator procedures of program and arrange to meet before the program to review the following procedures:
   1. Opening remarks:  Each candidate is limited to three (3) minutes.
   2. Question will be asked of all candidates – two (2) minute time limit.
   3. Each candidate will have three (3) minutes for summation.

1. Send a confirming letter to the person contacted (PTA/LWV) and include particulars of the program.

1. Contact School District Clerk after petitions are filed for names and addresses of candidates.

1. Send questions to candidates for bio packages.  Give due date to candidate that gives ample time to put the packets together for Meet the Candidate Night and to make photocopies.  Each candidate must be asked the same questions.  Keep the questions and template in the 2nd Vice President binder/drive and update questions each year with relevant questions for that year.  Keep a history of the questions asked each year.

1. Make enough photocopies of the bios for Meet the Candidate Night to hand out to each attendee..  

1. Have the corresponding secretary send a letter to each candidate inviting his/her participation in Meet Your Candidate Night (see sample).  No written statements can be read on behalf of an absent candidate.

1. Make arrangements with the secretaries at the high school for the equipment that will be necessary.  You will need the following:

Auditorium or Little Theater

Lectern

Tables / chairs – number depends on the number of candidates

Water pitcher and glasses

Microphone at lectern and on tables

1. Arrange for PTA members to act as ushers to hand out and collect index cards / pencils on the night of the meeting.

1. Arrange for two to three PTA members to screen questions.  Try to ask those that do not have close affiliations to the candidates.

1. Purchase two packages of index cards and pencils (if necessary).

1. Make name cards – one for each candidate – to put on table in front of each candidate.

1.   About three weeks prior, invite local papers to attend.
   

1.   Ask publicity chairman to write an article regarding program and place in local newspapers.

Night of Program

1. Bring index cards and pencils to meeting.
2. Meet with Region PTA or LWV people to review procedures.
3. See that stage is set up properly and put name cards on table.
4. Give final instructions and material to ushers and those groupinging the questions.  Those grouping questions sit in front row.

1. As the audience is seated, ushers supply them with index cards and pencils and instruct people to write down any questions they have for the candidates, one question to a card.

1. Opening remarks are made by the PTA or LWV representative and include the ground rules of the meeting.

1. Cards are collected throughout the evening by the ushers, who hand them to those groupinging the questions.

1. Moderator makes sure candidates get equal response time.
2. Summations are made by the candidates.
3.   Moderator adjourns the meeting.
4.   Any extra cards and pencils are collected.

SAMPLE INVITATION LETTER TO CANDIDATES

Council’s Address

Town 

Date

Candidate’s Name

Address

Town

Dear _____________________,

Massapequa PTA Council would like to invite you to participate in Meet Your Candidate Night to be held on            (DATE)         at             (TIME)            , in the Massapequa High School Auditorium (or in the Little Theater, across from the auditorium) in order to present your views to the community on your candidacy for the Massapequa School Board.  The program will end at approximately 10:00 p.m.

Written questions from the audience will be used, and the schedule is as follows:

1. Each Candidate will have a three minute period for opening remarks.
2. Questions will be asked of all candidates.  Each candidate will have a two minute time limit.
3. Each candidate will have three minutes for summation.

Note:  No written statements can be read in your absence.

Please contact                            (NAME)                    , Program Coordinator, at 

                         (PHONE #)                       to confirm your attendance at this meeting.

We look forward to seeing you on                                       (DATE)                           .

Sincerely,

Council President’s Name

INSTALLATION PROCEDURES

1. The host PTA unit coordinates the Massapequa PTA Council Installation.  A Council representative (1st Vice President of Council), the President of the host unit and hospitality representatives of all units carry out the plans.
   1. Date has been scheduled and appears on the school district calendar.
   2. A budget of no more the $225.00 per unit (including Council) has been established.  The disposition of any monies not used will be determined by a vote of Council.
   3. Order of units – Birch Lane, East Lake, Fairfield, Lockhart, McKenna, Unqua, Junior-Senior, SEPTA.

1. Hospitality Committee
   1. Hospitality chairman of the host unit holds a meeting with hospitality representatives from each of the units and Council representative (1st Vice President of Council) to plan the evening’s program.
   2. Host unit is responsible for coordinating the dinner, refreshments and desserts for the installation.
   3. Check is collected from each unit.  Host unit should send out an invoice to each unit.
   4. The installation will be held at a location to be determined by the Council Board. 
   5. Arrange through the building Principal if kitchen facilities are necessary.
   6. Host unit fills out building use form/ensures building use form has been submitted.
   7. Arrange for entertainment.
   8. Determine theme for event.
   9. Determine gifts for installed officers.
   10. Create program consisting of agenda for the night, each PTA units executive committee, District Administration and BOE.
   11. Arrange for a room and for refreshments for the entertainers, if necessary. 
   12. Arrange a time to set up for installation.
   13. Remind everyone you will need help with cleanup at the end of the evening.
       
   14. Each unit makes name tags for all members of their unit who will attend.  Host school makes name tags for Council and guests (including Administration, Teacher Representatives, etc.).
   15. The host unit is responsible for purchasing all paper goods, coffee/tea set up, etc.

1. Invitations
   1. One month before date, host unit sends out written invitations (see sample) to the following:
      1. Members of the Board of Education
      2. District administrators (Superintendent, Assistant Superintendents and Executive Directors)
      3. Principals and Vice Principals of all Buildings
      4. Director of Special Education
      5. Teacher Representatives, MFT President
      6. All incoming PTA boards for each PTA unit and outgoing presidents of each unit, if applicable

1. Installing Officer
   1. Contact Nassau Region to arrange for an installing officer.
   2. As soon as possible, give the installing officer the names of officers to be installed (including pronunciation of difficult names) and copy of the agenda for the evening.

1. Agenda
   1. The host PTA President and Council President prepares an agenda for the evening (see sample), 
   2. 1st Vice President will prepare a list of officers to be installed; have on podium.

1. Day of Installation

The host unit will:

1. 1. Meet to set up room(s) with hospitality committee.
   2. Check room to be used by entertainers, if necessary.
   3. Check podium, microphone.
   4. See that flag is in the room.
   5. Have a check for kitchen help, if used.
   6. Clean up after program.

1. After Installation

Council President will:

1. 1. Send thank you notes to the following:
      1. Installing Officer
      2. Principal of host school
      3. Entertainment for evening
      4. Custodial staff in building where held.

SAMPLE AGENDA – INSTALLATION

Installation June (date), (Year)

Opening statement from – 1st Vice President

Pledge of Allegiance – President of host unit

Host President introduce Inspiration Speaker

Welcome message from Council President

Guest Introductions – 2nd Vice President

Dinner

Introduction of installing officer – Council President

Installation of officer – installing officer

Recognitions – Council President

SAMPLE INVITATION – INSTALLATION

You are most cordially invited 

to attend the

Massapequa PTA Council Installation

on Monday, June X, 20xx

at

7:00 p.m.

Massapequa High School – Ames Campus 

Refreshments will be served

SCHOLARSHIPS

Herbert J. Pluschau Scholarship

In May of 1987, the Massapequa PTA Council in honor of the superintendent’s many years of dedication and commitment to the education of the children of this community, established the Herbert J. Pluschau Scholarship.

The following criteria should be used as a basis for selecting the recipient:

1. A graduating senior continuing on to college to study education.
2.  Must be well rounded – involved in clubs, sports, outside organizations and /or work.
3.  Involved in community service.
4. Any student receiving an award of $250 or more from the community is ineligible for this award.
5. The person responsible for the monetary accounting of this senior award will be the Council Treasurer.
6.  Council should fund this scholarship.
7. This scholarship is open to contributions from other units or individuals in the community
8.  The scholarship will be awarded annually and the recipient (s) will receive $250, and no more than $500.
9. Presentation will be done by the Council President, on the evening of the awards.

Christine C. Nottonson Scholarship

As it has long been our past practice to honor our graduating seniors with awards in the name of Christine C. Nottonson, we would like to continue this practice and increase the number of awards we present in the name of Massapequa Council of PTA’s.  The criteria for this additional award will be:

1. Student furthering education in college or vocational school
2. Volunteer service to the community
3. Good character and heart
4.  Cannot receive any other scholarship from school/community
5. Student must be a member of PTA
6. Type of award –  monetary

Susanne Smoller Scholarship

This scholarship was created in 2019 to honor the memory of Susanne Smoller, who represented PTA on a local, county and state level.

1. The scholarship will not be more than $300.
2. The child receiving this award should be involved in community service and also pursuing a social worker position in college.
3. The child should have good character and heart.
4.  Cannot receive any other scholarship from school/community
5. Student must be a member of PTA
6. Type of award – monetary

Social Media Policy

National PTA recognizes the importance of the internet in shaping public thinking about the entire PTA organization along with our current and potential services. We also recognize the importance of our employees and volunteers joining in and helping shape the industry’s conversation and direction through interaction in social media. National PTA is committed to supporting honest, transparent and knowledgeable dialogue on the internet through social media.  As with anything, PTA needs to take some precautions when using social media tools that connect and engage our organization. The same resources that make social media interactive are also the same elements that can damage the PTA brand.  

Social media forces us to address the different ways our personal lives and professional work can intersect. Navigating between them can be difficult, especially on tools like Facebook that require the user to have a personal account to use an organization’s page. It is important to lay out the ground rules ahead of time to ensure that all staff and volunteers—that may have very different ideas about 

what is appropriate—are clear about the expectations.   Social media can be used to enhance communication but should not be universal communication as it should not be assumed that everyone is using social media.  

1. When staff and volunteers communicate through social media, unless authorized to

speak on behalf of PTA, they are representing themselves and should use a disclaimer. 

1. If staff or volunteers write anything related to the work at PTA on a blog or some other

online space, make it clear that what is being said is representative of their own views

and opinions and not as a spokesperson for PTA.  

1. If an individual is speaking on behalf of PTA, that should also be made clear. 
2. Follow all social media guidelines.
3. Use a name recognizable to people in real life. Pretending to be anything or anyone else isn’t allowed. 

If class moms are selected by the PTA then they fall under the PTA guidelines and procedures.  The class moms can be spoken to about the issue at hand and procedures can be written to prohibit __________ PTA Class Moms FB pages and voted on at any meeting with a quorum relating to this.  Facebook pages being set up for class moms should not use the name of that teacher. 

  ( If they do not fall under PTA then there is nothing that can be done to stop them except that they cannot use the PTA name in any posts or anywhere on the page stating that they are a part of PTA).

It is suggested that if the unit has a PTA page they put on it “This is the only FB page authorized, administered by and overseen by __________PTA.”

While the PTA does not seek to censor posts or limit freedom of speech on its social media platforms, all content must be in compliance with the PTA’s policy and intended uses.  Any content that is deemed to be prohibited or objectionable will be removed by Facebook/social media page administrators.  The following uses are prohibited on any PTA mdea outlet, including social media platforms: 

• Cyber bullying of any kind, including insulting, targeting, embarassing or excluding any individuals, including but not limited to school board officials, school administrators, teachers, PTA members, students, parents or other individuals.
• Putting down any individuals or other organizations/associations.
• Discrimination of any kind on age, gender, disabilieies, race, sexual orientation, etc.
• Threats of physical or verbal abuse.
• Inflammatory statements.

• Allegations against persons, or organizations.
• Offensive language, including but not limited to ethnic, religious and racial slurs; profanity, sexually explicit language and the like, including acronyms of offensive expressions.
• Discussions/portrayals of alcohol and/or drug use (unless in an educational context).
• Advertising for businesses, except to the extent that such advertising occurs in conjunction with fundraisers and/or recognition of PTA partners and supporters.
• Furthering an issue or product for personal or professional gain.
• Airing grievances with school board officials, school administrators, teachers, PTA member, students or other individuals.

Determination of prohibited use or objectionable content is at the sole discretion of the PTA social media administrators.