September 2024

First PTA Meeting. New Webinars. Grants

Congratulations on a strong start to the school year!! I'm so impressed by the creativity of your back to school events, membership drives, and community outreach!

This month we have a new series of Lunch & Learn webinars for you that are focused on ways to connect with families that may need some extra support or outreach. Join us at noon on Mondays to hear expert insights and tips from local PTAs.

Below are LOTS (!) of resources to help you prepare for your first PTA meetings of the school year. Establishing a strong organizational foundation at the start of the school year allows you to focus on fun family events throughout the year, and creates a smooth transition at the end of the school year.

Please continue to communicate with your families through social media and newsletters. The school year can get busy, but carve out time to let your community know what you are working on, and how they can help. Reliable communication helps recruit volunteers, and improves attendance at meetings and events, which in turn, helps us raise our collective voice and impact.

If you need help or have questions, please don't hesitate to reach out to your council or state officers. We're all here to help you have a successful and impactful year!

Yours In Partnership,

Jenna Alexander

Virginia PTA President

2023-2025

Monday Lunch & Learn Webinars

Start your week with lunch and learns! We'll be connecting you with policy experts and local PTAs to share inspiration and practical tips to expand your impact.

Welcome Military

Students & Families

Mon. Sept 9 @ 12-1pm

Learn about the MIC 3 (Interstate Compact on Educational Opportunity for Military Children), the Purple Star School Program, and get ideas and resources to welcome and celebrate your military connected families.

Guest Presenter:

Dan Dunham, VDOE Military Family and Student Specialist

WATCH/LISTEN

Engage English

Learner Families

Mon. Sept 16 @ 12-1pm

Improve outreach to English Language Learner families.

-Title 3 Requirements

-Parent Ed Partner Programs

-Cultural awareness tips

-Ideas from PTAs on multilingual communication, events, and clubs

Guest Presenters:

-Sarah Ocampo, Loudoun County Public Schools, FACE English Learner Supervisor

-Alexandria City HS PTSA

-Laurel Ridge ES PTA-Fairfax

-Hoffman-Boston ES PTA-Arlington

PTSA Student Engagement Panel

Mon. Sept 23 @ 12-1pm

Get tips and resources to run your PTSA! We’ll talk about ways to collaborate with other high school organizations, host events that engage high school students, and ways that you can empower student engagement through membership, programs, and advocacy.

SAVE THE DATE: Supporting Special Education = Monday October 21st @ noon

EDUCATION POLICY UPDATES

You can share PTA calls to action and our education policy updates on social media

or feel free to cut/paste directly into your newsletters.

CELL PHONE-FREE EDUCATION - SUBMIT COMMENTS TO VDOE BY SEPT 15th

Parents, students, teachers, public school administrators, and school board members are all encouraged to submit feedback on the VDOE's draft guidance for Cell Phone-Free Education.

Local school boards are expected to create or revise policies to adhere to the VDOE's minimum guidance no later than January 1, 2025.

QUICK SUMMARY

HIGH SCHOOL = Cell phones off and stored during the school day. This includes no phones during class changes or lunch. Cell phones may be used on a high school campus before or after school. Non-social media based apps must be used to communicate activity and athletic scheduling info to students during school hours. Policy must establish procedures for off-site events including all school-sponsored events/activities and/or field trips, transportation.

MIDDLE SCHOOL = Cell phones off and stored during the school day. This includes no phones during class changes or lunch. The Local School Board should have a policy governing cell phone use before/after school, on buses, within the school building, and on school grounds.

ELEMENTARY SCHOOL = No Cell phones or personal electronic communication devices can be used by elementary students within the school building or on school grounds.

EXCEPTIONS - Allowable exemptions for cell phones and personal electronic communication device must be written into 504, IEP and/or individualized health care plans. Individualized health care plans that include cell phone or personal electronic communication device usage must be approved by School Nurse Coordinator, Director of Student Services, or Superintendent’s designee.

🔎. Read the Cell Phone-Free Guidance in English | Spanish

📣. SEND COMMENTS TO VDOE BEFORE SEPT 15th

👥. Host PTA Connected Digital Wellness event at your school

National PTA Grants Are Open!

Applications close Wednesday, Oct. 2 at 11:59 p.m

Over one million dollars in funding is available for PTAs/PTSAs that are in good standing and interested in implementing a fun and engaging National PTA program focused on STEM, digital citizenship, healthy lifestyles or the arts.

$1,250 to 50 PTAs = PTA Healthy Minds (all grades)
$1,250 to 40 PTAs = PTA Wellness Fair (all grades)
$1,500 to 15 PTAs = PTA Healthy Bodies - Tobacco Prevention (MS/HS)
$1,250 to 40 PTAs = STEM Propel Our World (w/Huntington Ingalls) (ES)
$1,250 to 40 PTAs = STEM Science Festival (w/Beyer) (ES)
$5,000 to 2 Council PTAs = STEM Science Festival (w/Beyer)
$1,250 to 2 PTAs = Reflections Arts Contest (all grades)
$1,250 to 20 PTAs = PTA Connected - Smart Talk (all grades)
$1,500 to 350 PTAs = PTA Connected - Ready, Tech, Go! (ES)
$1,250 to 55 PTAs = PTA Connected - Be Internet Awesome (ES/MS)
$2,000 to 25 PTAs = PTA Connected - Build Up and Belong w/Discord (HS)
$3,000 to 1 PTA = PTA Connected - Digital Online Safety w/TikTok (HS)

Applicants are welcome to provide video links or submissions in languages other than English. Grant winners announced in mid November

More Details & Application

PTA Meeting Agenda & Structure

As you prepare for your first PTA meeting of the school year, here's some quick tips and tools to run an effective, welcoming meeting.

Meeting Best Practices to Drive Engagement

Hold monthly General Membership meetings
PTA meetings typically last 30-60 minutes.
Start and end on time.
Establish a standard meeting time/place
Advertise the full-year PTA meeting schedule
Set an Agenda format and use it throughout the year. Remember to distribute your Agenda in advance and have copies at the meeting.
Provide an opportunity for your Principal or other school staff member to share updates on academics or school operations.
If attendance is low, you may like to try holding a PTA meeting at the start of a family event.
Summarize follow-ups at the end of your meeting
If you offer a virtual option, all members must be able to hear each other and participate.
Ask your Principal to send your PTA Meeting invitation to the entire school community!
SEND DAY OF REMINDERS!

Sample Meeting Agenda

Webinar: "Run an Effective Meeting"

Create a Welcoming Environment

Welcome attendees at the door, or as they join the Google Meet!!
If your Executive Board meets before your General Membership Meeting, ensure you wrap-up early so you can welcome General Membership attendees when they arrive.
Use name tags, or labels in Google Meets, particularly at the beginning of the year to share attendee names and officer roles
Be open to discussion and incorporating new ideas
Share celebrations and challenges
Consider offering childcare, translation services and/or a light snack

Using Parliamentary Procedure

While you may be meeting with a small group of people, using parliamentary procedure (or Robert's Rules) can help formally acknowledge and document decisions made during your meeting. Providing a standard structure also allows all members to participate equally and can be helpful in reducing emotional debate during a challenging discussion.

Steps of a motion

President/Chair recognizes member
Member 1: “I move to …”
Chair: "Is there a second?"
Member 2: "I second"
Chair: " We have a motion to ____. Member 1 would you like to speak to your motion?"
Member 1: Speaks to motion
Chair: "Is there any discussion?"

Discussion alternates for and against

Chair: "All those in favor say aye"
Chair: "All those opposed say nay"
Chair: "Any abstaining?"
Chair: "Motion passes/fails"

If a topic requires more discussion, in the interests of time someone may make a motion to "table" it for discussion at a later meeting. Generally, a discussion on a single topic should be no more than 20 minutes.

Frequently Asked Questions

Do I need a motion to approve minutes?

Yes, but the Chair can simplify the process:

"Are there amendments to the minutes?"

"Hearing none, the minutes are approved as presented."

Do I need a motion to adjourn?

No, adjournment is a formal way to close a meeting. Chair should just say:

"I adjourn the meeting at ____"

The time of adjournment is recorded in the meeting minutes

The only time you need the motion to adjourn a meeting is if the membership wishes to adjourn before the business on the Agenda is complete

Motions Overview Flyer to Share

Full Example Motions

Recording Meeting Minutes

Minutes should be taken at ALL Executive Committee, Executive Board and General Membership Meetings

RECORDING MINUTES

Include the start time, end time, and attendee list
Record decisions made and rationale. You do not need to transcribe the entire discussion.
Record who made a motion, who seconded, and the result of the motion
End your minutes with
Respectfully prepared by: [Secretary's name]
Approved by [board, etc.] on [date]

REVIEW / POST / FILE

Ask your board to review the General Membership meeting minutes for accuracy and then distribute your minutes as soon as possible after the General Membership meeting
Storing minutes on a google drive* is an easy way to share the meeting minutes as a link in the principal newsletter or other PTA communication.
Minutes are considered permanent PTA records! Save a copy to your physical or digital permanent records location. Remember, your Treasurer will need a copy of all meeting Agendas and Minutes for the year-end Annual Financial Review

*Google for Nonprofits is used by many PTAs to centrally manage PTA email addresses for each member of your PTA Executive Board, and provide centralized file storage that can easily transfer from one year to the next. The Google for Nonprofits is free and also provides your PTA with access to Forms, Google Meets, and other helpful resources. For a small annual fee you can pay for a domain name that enables your PTA to have position specific email addresses like President@SamplePTA.org for each of your Board members and committee chairs.

Treasurer Reports & Mission Focused Budgeting

Financial best practices are everyone's responsibility

As you set your budget this year, consider the needs of your community and the types of events that impact student success.

For example, a Family Reading Night can help families learn best practices to help struggling readers at home. Ask your principal if there is an instructional goal your PTA can help support.

Also, take a challenging look at your budget and evaluate if your PTA is paying for items that the school division should be paying for. If so, this is an opportunity to collaborate with others in your City/County Council PTA and raise your voices together to advocate for all students rather than raising money.

Quick Financial Best Practice Reminders

Determine expenses first, then plan how much you need to fundraise to accomplish family engagement goals.
PTA Budget should be approved by General Membership.
Expenditure changes of more than $500 (in total) should be approved by General Membership.
Three authorized signers on your bank account.
Two Signatures on every check.
Do not sign checks to yourself or to cash.
Do not budget for or write lump sum discretionary spending checks to individuals or the school.
Two board members should count cash at the end of events, and deposit it the same day at the bank
ALL requests for reimbursement should be given to the Treasurer with a Treasurer Request Form and Receipt.
Bank Statements and Electronic Sweep account statements should be reviewed monthly by a non-authorized signer against the Treasurer Report.
Provide printed Treasurer reports for meeting attendees

PTA MEETING TREASURER REPORTS

At First Meeting of the Year

Share Financial Review
Budget for Adoption

At Every PTA Meeting

Reconciliation Report (Bank vs Check Register)
Budget vs Actual Report
Bank Statements viewed by non-authorized signers

SAMPLE DOCUMENTS

-Sample Budget & Reports

-Sample Treasurer Request

-Treasurer Monthly Calendar

-Treasurer Binder Dividers

-More Treasurer Samples

WEBINARS

GUIDANCE

-Cash Handling Guidance

-About Fiduciary Duty

RESOURCES

Treasurer Monthly Checklist

Permanent Records Binder

Membership Challenges & Resources

Set a membership goal this year and share it with your community!

We challenge every PTA to increase their membership by 10% compared to last year, and stretch for a 20% increase to earn a President’s Trailblazer Award!

Watch social media for August's winners and membership milestone celebrations!

September Challenge

Journey Together

Submit at least 75 paid members in September.

October Challenge

Shift Into High Gear

Submit at least 75% of last year's membership total.

Membership Resources

Reflections Student Arts Contest

Celebrate Student Creativity!

Theme for 2024-25: "Accepting Imperfection...."

Students submit entries to your local PTA and school based winners are selected using local artists as judges.

Students can create entries at home, in the classroom, as part of an after-school club, or as part of a family art night.

Celebrate all of your participants and winners, and advance your outstanding (1st place) entries to your Council PTA or Virginia PTA for regional judging if you are not located in a Council.

You can accept digital or physical entries, however, all entries that move forward for judging to Virginia PTA must be digital.

2024-2025 Reflections Due Dates for Virginia

Oct/Nov: Students submit entries to local school PTA based

Dec 15th: Local Unit first place entries due to Council PTA (or)

Jan. 10th: Local Unit first place entries due to Virginia PTA for regional

judging (if not in a Council)

Jan 24th: Council first place entries due to Virginia PTA

Feb 20th: Virginia PTA winners announced

Mar 15th: Virginia PTA Student Awards Celebration (Tentative)

May 2024: National PTA Winners announced

Questions: Email Reflections@vapta.org

Get Tools to Start Planning

WATCH Reflections Webinar

Submit Reflections Themes for 2026-2027

Get Out the Vote

As we enter election season your PTAs may like to help encourage voter registration, get out the vote, or host a candidate forum.

Here's a few quick reminders to protect the non-profit, non-partisan status of PTA.

WAYS YOUR PTA CAN HELP:

Educate voters about the voting process! This could include a voter registration drive or sharing information about where/how to vote.
Share basic nonpartisan information about who and what is on the ballot.
Share election day reminders or help organize rides to the polls
Host or co-sponsor a candidate forum (ALL candidates must have equal opportunity!)
Guidelines for candidate appearances (Espanol)
How to host a candidate forum
General candidate forum questions

YOUR PTA SHOULD NOT:

Endorse or infer support for a candidate
Make a campaign contribution to or an expenditure for a candidate
Rate or rank candidates based on who is most favorable to your issue(s)
Let candidates attend events or meetings, unless you are equally making those events available to all candidates.

As an individual while you may participate in the political process please be mindful of how you are seen and known in the community and refrain from wearing PTA spirit wear at campaign activities. If needed specifically disclose you are sharing a personal opinion.

More Resources