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Council
Chairmen - Council
chairmen serve as a liaison through which local units can combine their
efforts to plan community-wide projects and programs.
- Meet with predecessor
and study procedure book
- Study sections of the
PTA handbooks and publications pertaining to their chairmanship
- Know the purpose and
the scope of their chairmanship, their council and the district,
state and national PTAs.
- Be familiar with
council bylaws and procedures
- Become well informed
about concerns within their chairmanship and resources available.
- Discuss with community
leaders that they believe are the needs of children and youth in the
community, if there have been recent surveys, and the findings of
the studies.
- Form study-discussion
groups when necessary.
- Assist units by:
- Encouraging their
chairman and helping them with sound planning to accomplish
their goals.
- Having committee
members share in planning, doing, reports and evaluating,
thereby increasing their leadership ability.
- Having them share
successful and unsuccessful programs and projects
- Help unit efforts on
community-wide issues
- Contact district
chairmen for information and advice when necessary.
- Have committee and
council approve any work before it is undertaken.
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- Attend council
meetings. If unable to attend, notify the appropriate person
- Meet with your
committee and develop a plan of work to be approved by the executive
board (refer to council bylaws)
- Attend workshops and
meetings sponsored by district, state, and national PTAs and report
on these to the council
- Notify unit
counterparts of these workshops and meetings and encourage their
attendance.
- Keep unit chairmen
effective and informed by having workshops and meetings when
necessary. Notify unit chairmen and council president of all
committee meetings.
- Keep in close touch
with unit counterparts, help them analyze their needs and assist
them when necessary.
- Provide unit chairmen
with a list of resources/agencies in the area and other materials.
- Keep records of money
budgeted and spent by your committee. Submit bills to the treasurer
promptly. Stay within your budget.
- Keep a procedure book
of committee's activities and suggestions for future activities,
etc.
- Make at least two
copies of your final report, one for your procedure book and one for
the secretary.
- See that letters in
which a council committee takes a stand or expresses an opinion
receive prior approval by council and are sent on official
stationery. Letters requesting information do not need approval.
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- Be sure you are a
paid-up member of your PTA unit.
- Be sure to get
procedure book from previous chair. Study it and keep it up to date.
If you don't have one, start one!
- Your Unit President
has a National PTA Handbook. If the need exists, refer to it for
information regarding PTA.
- Be a vital, dependable
member of your unit's board. Bring all plans to the board for
approval.
- Keep records of money
spent. Stay within your budget.
- Subscribe to Kansas
PTA Bulletin and National's PTA Today.
- Have a copy of unit
bylaws in your procedure notebook. Know them and keep them within
the framework of your PTA.
- If job is large, or
help is needed, set up a committee and delegate responsibility -
then follow through.
- If you do have a
committee, be sure to use parliamentary procedure and see that
records are kept. Make sure members feel welcome. Share tasks,
information, material and credit.
- Talk with your
President before you proceed and have her check with the Principal.
- Attend your unit board
meetings and general meetings.
- Attend workshops
(Council, Regional, State Convention, if possible)
- Ask for assistance
from Council Officers and Chairmen whenever needed.
- Promptly complete and
return any report forms - Council or State. It will be greatly
appreciated.
- Refer to Officer and
Chairman procedures for guidance.
- Last but not least -
ENJOY YOURSELF and YOUR UNIT!
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1. Be
informed - Start now to
familiarize yourself with the functions of SMAC. Read the following:
- General Procedures
- SMAC Bylaws
- SMAC Sheet "What
is Council and What is its Function
- National PTA Handbook
- Section on Councils
- Guidelines for SMAC
Chairmen (this document)
2. Meetings of
Council
- Attend School of
Instruction (this May)
- Attend the
workshop of your chairmanship. You will be introduced as the
incoming chairman and can pick up ideas on conducting this same
workshop next year.
- Receive your
procedure book at the close of the session or soon after from
the current chairman or VP.
- Executive Committee
Meeting (1st Wednesday of the month)
- You are invited to
attend these meetings as a non-voting participant to present:
- Reports as
requested by your VP
- Articles for
the Councilor for publication in upcoming issue
- Expenses for
approval. An estimate of expenses should be in your Plan of
Action. Expenses should be approved in advance. Give to your
VP for action from Executive Committee.
- General Council
Meetings (4th Wednesday of Sept., Oct., February)
- You are a member
of the voting body of Council and should plan to attend these
meetings.
- Presidents Information
Course (April)
- Your attendance is
optional: This course for newly elected Unit Presidents is
designed to inform them of Unit, Council, State and National PTA
work.
- School of Instruction
(May)
- You are in charge
of the workshop which relates to your chairmanship. Consult with
VP on plans. You are responsible for a substitute if you cannot
be there.
- Presidents Reception
(late August)
- Your attendance at
this reception for Unit Presidents is optional.
3. Plan of
Action - Develop a plan of action
stating goals and activities to implement them. Give a copy of this
report to your Vice-President, SMAC President, at the August Executive
Committee meeting and keep a copy in your procedure book. (refer to form
in your procedure book)
4. Keep
your Vice-President informed - of
all activities and programs relating to your chairmanship. Give her a
copy of your Plan of Action. Remember, you VP is responsible for
coordinating and directing the chairmen and committees under her
department.
5. File an
annual report which would include
activities, programs, expenditures, recommendations and a calendar
time-line. This report not only serves as a record of the year, but will
be extremely helpful to the next chairman. Make three copies - one for
SMAC President, VP and procedure book.
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1.
Workshops - One to four workshops
relating to your chairmanship should be presented throughout the year as
the need arises. These workshops and informational sessions should be
designed to enable Unit Chairmen to function more effectively and to
share ideas, programs and expertise with one another. Consult your
procedure book and the National PTA Handbook on "How to Conduct a
Workshop."
Scheduling
Your Workshop
- Inform your VP of any
workshops and seek her guidance and suggestions. SMAC President
should receive a coy of your workshop notices.
- Schedule workshops by
August. Coordinate dates with VP to avoid conflict with SMAC
Calendar. For use of any room at Administration Building (day or
evening), contact Lois Malnicof at 993-6200. To reserve meeting at
Mohawk Center, call 384-6800.
Publicizing
Workshops for Units:
- List of Unit Chairmen
- A complete list of names, addresses and telephone numbers of your
counterparts at the Unit level will be given to you in August by
SMAC Corresponding Secretary.
- Councilor - Articles
for the Councilor should be presented to the editor for publication
a month or more before workshop date. The Councilor is usually
mailed the 3rd week of the month.
- Interschool Mail -
Correspondence envelopes can be secured at the district office.
Leave these at your school or the district office for distribution.
- Copies to run off for
workshops go through your VP or run them off on your own.
2. Be
available to the Units - If and
when concerns or questions arise, be diplomatic in all contacts with the
Units. You represent not only yourselves and your chairmanship, but all
Area Council and PTA. Consult your VP or President if you need answers.
Developing knowledge
through workshops is one of our major functions. Undertaking community
projects is another.
REMINDER: The Council
cannot legislate to the Units. Each Unit is autonomous and can do as it
wishes within the framework of its own bylaws and within keeping of the
Objects of the PTA.
WELCOME
to Shawnee Mission Area Council.
THANK
you for accepting your chairman position.
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