September To Do List

New Presidents or Recording Secretaries should set up their outlook e-mail account immediately. If one was set up by a previous board member, please change the password. Many important documents and time sensitive information is sent to parents through this medium

D21 Outlook Email Account Instructions

A list of Executive Board Meeting dates for the year. It is most effective for officers to meet at a minimum of once a month. Sometimes it is necessary to meet more than that and most PA's meet every morning or several times during the week, especially when there is an upcoming event, however, one official meeting with roll call, minutes and structured discussion is good practice. It helps to keep everyone on the same page and discuss upcoming events and plans as well as what will be reported or discussed at the next general meeting. Gives the board an update on committees, special projects and general information. Use your Executive Board meetings as an organizational tool.

A list of General Meeting dates for the year.

You should have scheduled meetings set for the year so that parents can plan to attend. You should schedule them at a time when it is most convenient for all parents to attend (not just board members) With the increasing number of parents working, it is beneficial to have night meetings at least every other month if not every month.

Insure your bylaws reflect the correct day time and frequency of your executive board and general meetings.

It will be helpful to prepare a survey to be sent out at the beginning of each year to ask your membership :

What is the most convenient time for them to attend meetings

Important issues they feel should be discussed at meetings, ie; new curriculum, testing etc.

Topics they would like training on/ guest speakers for... at meetings ie; homework help, saving for college, health & nutrition for children etc.

Fund Raisers they would enjoy or help with/donate to.

Giving your membership an opportunity to voice their opinions and let you know what their needs are helps them to realize that the PA/PTA board is not an entity of itself and is there to represent its members. This helps to increase participation and build attendance at meetings and fund raisers.

You should also be prepared with:

Dates for your picture sale, candy sale and any other fund-raisers that are held in the first quarter of the term. (Remember that all fund raisers are to be approved by both membership and the principal)

Have your committee list set and available at your first meeting and encourage participation. Committees are an important part of each Parent Association. It helps to increase participation from general membership. It also helps so that a small number of people are not doing a large number of tasks. It is not effective for the executive board to do everything. This creates burn out.

Progress of these committees should be reported at each meeting.

Remember that you will most likely have the largest number of attendance at your first meeting. This is the time to reach out, discuss ideas and be welcoming. Especially encourage new parents to get involved. Let them know how important they are to the organization and that their involvement is important in their child's education.

Remember to introduce the Executive Board

It is best to introduce the board at every meeting and also have a list of their names and positions available at all times. If at all possible your meeting notices / letterhead should include the names of all board members and committee chairs where necessary. Also insure that a list of board members with addresses and phone numbers is on file with Presidents' Council and Parent Support and most importantly with each Officer of the PA/PTA.

Title I Parent Advisory Council (PAC): Title I matters are now handled by the PAC not the PA/PTA.

The PA/PTA President/Co-Presidents are ineligible to hold the Chairperson or alternate positions but may be a PAC Committee Member.

Each spring immediately following the PA/PTA and SLT elections have been completed. The Title I PAC, Principal and PTA President will convene the parents. If necessary, an election will be held for a Title I chairperson, alternate and any vacant PAC member seat no later than June.

The PAC in consultation with the principal and PTA President will again convene the parents and ask for additional committee members no later than October of each school year.

This body will serve as the consultative body for parents to engage in meaningful discussion of issues related to the school’s Title I programs and policies.

The Title I PAC must:

Plan with the Principal the Annual Title I meeting where Title I information and issues are included as a discussion on the agenda of a regularly scheduled association meeting. This meeting will be held no later than October.

Plan with the Principal Annual Title I consultation meeting. A review of Title I information and issues are included in this discussion.

Ensure that a Title I chairperson is elected each spring and additional committee members are solicited no later than October of each school year.

The Parent Advisory Council chair shall have one representative to the DPAC (District Parent Advisory Council).

The Title I Chair must:

In the beginning of each school year send a welcoming letter from the Title I PAC. This letter shall inform all eligible parents of the Title I parent structure and shall encourage their participation on school-level Title I issues. To recruit parents of Title I participating students for involvement in professional development opportunities, meetings, (including the required Annual meeting), conferences, and other related activities designed to enhance the role of parents in supporting the education of their children and advancing their own educational needs.

To provide information to parents of Title I participating students regarding Title I issues, and in consultation with other parents to bring questions, concerns, and ideas regarding the Title I related issues to the attention of school staff, administration, and other school community stakeholders. Ensure eligible Title I parents within the school community make the decision in regard to the expenditure of the Title I 1% allocation.

Ensure that the School’s Parent Compact, the School’s Parent Involvement Policy is distributed yearly school wide as per Federal Guidelines before it is put into effect.

Review and distribute the Title I Parent Advisory Council Guidance Policy, Goals and Objectives

Attend School Leadership Team meetings.

Develop a proposed spending plan and budget in consultation with other parents of Title I participating students recommending how the school’s minimum Title I 1% (up to 5%) parent involvement allocation can be best utilized to support the needs of all Title I parents. Obtains Title I parent approval for expenditures of Title I 1% (up to 5%) parent allocations. Presents a written proposal based on parent input at the SLT meeting.

Maintains accurate records, which includes minutes and agenda. Provides a written monthly Title I report during the Title I PAC meetings.

Serve as the Title I representative to the District Title I Parent Advisory Council (DPAC) and shall be required to attend all district Title I parent leader meetings.

Assist with the transfer of Title I PAC records to the incoming Title I PAC officers prior to the end of their term of office.

It is important to note that the Title I parent involvement allocation (no less than 1%) cannot be used as the parent coordinator’s budget. In addition, the parent coordinator does not oversee the implementation of the Title I parent involvement budget.