Learn about the unique relationship, roles and responsibility of the Guilford County Council of PTAs and local units.

1. What the Council does for
the local units and what are
the local responsibilities

2. What is a Council?
 Purpose:
 The purposes of the council PTA are to:
 Assist local PTAs within its boundaries to comply with the Standards
of Affiliation
 Unify and strengthen local PTAs within its boundaries.
 Provide for the conference, leadership training and coordination of
efforts of the local PTAs within the council boundaries in order to
create a public opinion favorable to the interest of children.
 Encourage programs and projects in the various local PTAs which
will carry out the mission and purpose of the PTA.
 Inform, advise, guide, instruct, provide customer assistance and
encourage the leaders of local units.
 Be responsive to the needs of the local unit for leadership training.
 Promote the interest of the National PTA and the NCPTA.

3. What Does a Council Do?
The council is a key link in the line of communication between
the local unit, NCPTA and National PTA. It contributes to a
stronger, more effective association by providing information,
inspiration and instruction for its member units.
 The following is the responsibility of the council:
 Strengthen local PTAs
 Develop leadership
 Promote membership
 Give service to the local school community

4. What does a Council Do? (cont)
The council does the following:
 Coordinates the efforts of local units within its boundaries.
 Spearheads community projects.
 Develops and strengthens PTA leadership by providing
workshops and programs.
 Alerts NC PTA when new schools are going to be built or
when a parent or school group shows interest in becoming a
PTA
 Serves as a catalyst to make people aware of the need for
action through the united strength of local PTAs.

5. What does a Council Do? (cont)
 Provides in-depth background information on current issues related
to the lives and education of children and youth.
 Makes the National and the NC PTAs programs and projects known
and available to locals.
 Builds local unit and public support for National and NC PTA
conventions.
 Translates into action resolutions adopted at NC PTA convention
and National PTA convention.
 Interprets the basic policies of the National PTA and promotes the
use of NC PTA and National PTA publications.

6. Scope of Work of Council
 Inform, instruct, and inspire local units and be responsive to their
needs.
 Unify PTA activities in a community or school district with the
consent of a majority of the units.
 Provide a way for local units to act together on projects that a single
PTA could not accomplish alone.
 Undertake council projects only after a majority of the local units
vote to support them.
 Each unit makes its own decisions about joining in a council project.
Dissenting units may decide to go along with the majority or simply
refrain from participation. Once the local units have adopted a
project, the council is responsible for its completion.

7. Authority of Council
The council shall not do the following:
 Dictate to local PTAs;
 Legislate for the local PTAs, including taking action involving
member PTAs and should not be setting up the rules for them
without their consent;
 Duplicate the work or program of the local PTAs;
 Compete with local PTAs;
 Compel local PTAs to enter into council projects; or
 Assess local PTAs for funds without their consent.

8. Council/State/National Relationships
 NC PTA – Support to all County Councils and
all Local PTA Units given in the form of
information, training, resources, and advocacy
at the North Carolina State level
 National PTA - Support to all State (55
Congresses), County Councils and all Local
PTA Units given in the form of information,
training, resources, and advocacy at the
National Government level

9. Roberts Rules of Order
Parliamentary Procedure- essential and
valuable for the following reasons:
 PTA business must be handled efficiently and
logically allowing for organized discussion
and respectful debate.
 The majority wins but should be properly
sought in open transparent discussion.
 The rights of the minority are protected and
respected by allowing for open discussion
and expression with respect and
thoughtfulness to opposing views.

10. Goals
An optimistic and positive view of what
could be
A statement containing things that are
easily measured
A demand for action and planning
A clear straightforward statement in
simple language.

11. Meeting Agenda
 The agenda is the President’s responsibility
to create but all must review and approve
as the work of the board. The President
should send this to board members prior to
the meeting.
 Start on time and End on time! This is the
responsibility of the entire board. All should
stay on task and stay relevant to the work at
hand.
 Leave your own personal agenda at the
door.

12. Meeting Agenda Continued
 Review the agenda and all material pertinent
to the work outlined on the agenda before
you go to the meeting if they are available to
you. This way the board can do the work
without needing to review the material at the
time of the meeting.
 All PTA meetings must have quorum as
stipulated in the bylaws to conduct business.
No action can occur without the appropriate
number of voting members required.

13. Financial Responsibilities
 The PTA budget should support the PTA
goals established.
 Financial handbook is a great reference
for help. All board members should
familiarize themselves with it in order to be
a resource to locals. (www.ncpta.org)

14. Financial Responsibilities Continued
The Treasurer has primary responsibility for
filing forms but all Board Members should
review or at least be aware of:
 Financial Review findings
 New bank signature cards updated
 IRS Form 990/990EZ/990N

15. Advocacy
 National PTA Legislative Platform
 NC PTA Legislative Agenda
 Guilford County Council of PTAs
Advocacy efforts
 Local focused advocacy

16. Board Meeting Norms
“Agree to Norms prior to meeting”
 Start on time
 Take Notes
 Give the agenda in advance and agree to
length of time set per topic
Have a time keeper
 Agree on a decision
 Silence mean consent
 Team members hold each other
accountable

17. Board Meeting Norms- Don’ts
 Talking out of turn
 Talking over each other
 Aggressive behavior
 Lack of preparation
 Using mobile device during meeting
 Having a meeting after the meeting

18. WORKING TOGETHER
A cohesive Board

19. 10 Responsibilities of Board Members
o Follow the PTA
Mission and
Purpose
o Elect and support
the President
o Ensure Adequate
Resources
o Manage Resources
Effectively
o Ensure Effective
Planning
o Determine Board
Effectiveness
o Understand your job
and responsibilities
o Membership
o Accountability
o Continued Board
Development

20. # 1
 The reason why PTA
exists
 Understand the mission
and purpose
 Work toward common
goals in a team effort
Follow the PTA
Mission and
Purpose:

21. # 2
 Make sure there are guidelines in
place to elect the best possible
candidate for the office of
President.
 President’s do not try to do it all,
they should assign jobs and look
for others to help.
 Regular attendance at meetings-
If you are unable to attend let your
President know in advance – it is
common respect and courtesy.
 You do not need to be friends, but
it is important to demonstrate
respect and understanding for the
authority of this office. How would
you want to be treated?
Elect and
Support the
President:

22. # 3  Financial - support
appropriate fundraising,
review the year end
financial report and annual
budget.
 Review budget requests
from Committee Chairs and
other requests.
 Volunteers – make sure
that they have the training
and resources required to
do the task.
 Make sure that there are
adequate volunteers to
meet the goals of the
organization.
Ensure Adequate
Resources:

23. # 4  Financial review of the
budget use for efficiency
and adequacy prior to
meetings and with each
report filed by the
Treasurer.
 Volunteer review reports
from committee chairs and
the plan of work filed in the
beginning of the year for
accuracy and ability to
attain the goals set.
 Re-evaluate financial and
volunteer requirements in
order to meet goals.
 Delegate as needed.
Manage
Resources
Effectively:

24. # 5  Program oversight but
Do not micromanage!
 Approve Committee
Plans of Work and
monthly reports.
 Determine, Monitor, and
strengthen programs and
services.
Ensure Effective
Planning:

25. # 6  Does the board resemble the
community it serves? Is it
culturally representative? Are
there men and women
represented?
 Is its goals appropriate?
Goals need to be desired and
attainable.
 Does the community support
the PTA? If “no” evaluate.
Why?
 Is the PTA transparent and
relevant to the purpose,
mission, and goals of the PTA
in conjunction with the
community. “What’s In It For
Me”?
Determine Board
Effectiveness:

26. # 7
 Look at your job description if there is
one.
 Read and familiarize yourself with the
PTA Bylaws for a basic understanding
of your job as well as other board
members.
 Have an exit interview with the person
you are taking over for or with the
person taking your position.
 Get the existing binder or notes – ask
for it.
 If it is a new position or there is nothing
given to you talk with the President and
Board of Directors to get a list of
expectations for your position.
Understand
Your Job and
Responsibilities:

27. # 8  Membership is everyone's
business. Assist your locals!
 PTA is a membership based
association not a clique or a
private club. Everyone is
welcome to join!
 Enhance PTA public image.
As a board member model
appropriate behavior in
person, in writing, in email,
and in all social media.
Membership:

28. # 9  Make sure that all Board
Members are held
accountable for their
behavior.
 Discuss concerns with the
individual first.
 If there continues to be a
concern discuss with the
President and Executive
Committee.
 It is imperative to maintain
privacy and confidentiality
of individuals and the board
as it pertains to legal and
ethical concerns.
Accountability:
 Ensure legal
behavior
 Ensure ethical
behavior
 Maintain moral
behavior

29. # 10  Recruit New Board
Members
 Orient new board
members
 Assess board
performance
 Participate in training
 Evaluate the needs of
the Board
 Re-Evaluate…
Continued Board
Development:

30. Effective Board Characteristics
 The leadership is appropriate
 Members have confidence in their leader
 Growth and welfare of all members are
considered
 Goals are clear and shared by all
 Group goals are compatible with individual
goals
 Communication is open, frank and non-
threatening

31. Effective Board Characteristics
Continued
 There is a sense of agreed priorities
 Resources of members are used
satisfactorily
 Goals are high but achievable
 Decision-making procedures and authority
are appropriate
 Conflict is dealt with openly

32. Team Player
 Come prepared
 Arrive on time and stay till the end of the
meeting
 Be attentive
 Be perceptive
 Help facilitate the discussion by taking an
appropriate role in it.

33. Team Player Continued
 Be a contributor by:
 Offer relevant discussion at the appropriate time.
 Make your point in a clear and concise manner
 Open to evaluation and constructive criticism
 Be informative and proactive
 Don’t be afraid to disagree
 Don’t be afraid to be creative or innovative
 Give other board members the same respect
you expect

34. Non-Productive Behavior
 Aggression – Bullying, working for status by
criticizing or blaming others, showing hostility,
deflating the ego or status of others
 Blocking - Interfering with the progress of the group
by intentionally deviating from the subject of
discussion, citing personal experiences unrelated to
the problem, rejecting ideas without consideration
or arguing excessively.
 Clowning-Joking mimicking, disrupting the work of
the group

35. Non-Productive Behavior Continued
 Competing - Vying with others to produce the
best ideas, to talk the most, to play the most
roles, to gain the leaders favor.
 Degrading- acting in a manner that criticizes
others
 Special pleading - Introducing or supporting
suggestions related to personal concerns or
philosophies, lobbying
 Self Confessing - Expressing inappropriate
personal feelings or points of view.

36. Non-Productive Behavior Continued
 Sympathy Seeker- trying to gain group members
sympathy for one’s problems or misfortunes,
deploring one’s own ideas to gain support
 Withdrawn - acting indifferently or passively,
resorting to excessive formality, daydreaming,
doodling whispering to others, wandering from
the subject
 Recognition seeking - Attempting to call
attention to one’s self by loud or excessive
talking, extreme ideas or unusual behavior

37. Volunteerism
 All PTA Members are Volunteers.
 By virtue of your position as a board
member, you chose to be actively involved
 Welcome and be open to all members that
chose to become actively involved.
 Celebrate your success!
 PTA mission & purpose = work for children
 Keep members = Have fun!

38. Contact Information:
Kristi Bryson, President of GCC of PTAs
 Email: president@guilfordcountypta.org