MEETINGS & NOTICE
This is the minimum number of days’ notice required for a PA/PTA general membership meeting.
➡️ What is 10 days?
What is your role as a Parent Coordinator :
➡️ What is SUPPORT?
✅ DO: Remind and assist with distribution
🚫 DON’T: Send notices on behalf of PA/PTA without approval
PA/PTA elections must be completed by this date.
➡️ What is June 30?
Your role at an election meeting.
➡️You are there to verify parents and legal guardian of students in your school. Only verify parents can run and vote in the elections
🚫 DON’T: Take over leadership roles because “no one else knows how.”
✅ DO: Coach the nomination committee ahead of time
This document must be completed and signed before any funds are spent.
➡️ What is a disbursement voucher?
Your role is to support. Don't fill in any forms or do their book keeping.
Bylaws must be reviewed at least every this many years.
What is every 3 years?
You can encourage your PA/PTA to review the bylaws and form committees when need.
You act as a bridge between families and the school.
➡️ What is SUPPORT?
✅ DO: build relationships
🚫 DON’T: speak for the PA/PTA
This document should be included with meeting notices as a best practice.
➡️ What is an agenda?
What is your role as a parent Coordinator:
➡️ What is SUPPORT?
✅ DO: Remind and assist with distribution
🚫 DON’T: Send notices on behalf of PA/PTA without approval
If a PA/PTA does not hold elections by June 30, this happens.
➡️ What is the PA/PTA ceases to function?
Your role as a parent coordinator.
➡️ What is SUPPORT? You remind the PA/PTA of timelines
✅ DO: Keep everyone on track
🚫 DON’T: Ignore compliance deadlines
Parent coordinators can collect PA/PTA funds.
NO! Parent Coordinators can NOT handle PA/PTA funds. It doesn't matter that the PA is not in the building. The PA has to come up with a routine on how funds are collected.
This document outlines how the PA/PTA operates.
➡️ What are the bylaws and CR A-660?
You tell the PA/PTA how to spend their funds.
➡️ What is DON’T?
🚫 DON’T: control financial decisions
✅ DO: explain allowable uses
Do NOT Collect their funds for them.
These two reports are typically shared at every general membership meeting.
➡️ What are the Principal’s Report and Treasurer’s Report?
What is your role at a PA/PTA meeting.
➡️ What is SUPPORT?
✅ DO: Be present as a resource
🚫 DON’T: Run the meeting
This type of election must be held in September if no election occurred by June.
➡️ What is an expedited election?
What is your role for an expedited election.
You verify parents the night of election
You support your principal to get the notice out for the election meeting.
You don't run the election or sign certification. You are not the facilitator.
If a PA/PTA does not have this approved, they should not fundraise.
➡️ What is a budget?
You can support the PA/PTA and remind them what documents need to be done first before fundraising can happen
True or False: PAs/PTAs are part of the school administration.
➡️ What is False? (They are autonomous.)
You help connect parents to resources and opportunities.
➡️ What is SUPPORT?
✅ DO: empower families
🚫 DON’T: gatekeep information
True or False: Meeting minutes must be available to all members upon request.
➡️ What is True?
Your role as a parent coordinator at a PA/PTA meeting.
➡️ Is not to take their minutes for them, you are there for support! Ask the recording secretary "do you need a pen and paper to take minutes."
🚫 DON’T: Take on Secretary role
✅ DO: Remind Recording Secretary of responsibilities
This is the minimum notice required for elections.
➡️ What is 10 days?
What is your role in the notice requirements. To have the notice out 10 days before the meeting or election.
➡️ You are there to SUPPORT?
✅ DO: Remind and assist with distribution
🚫 DON’T: Send or write notices on behalf of PA/PTA without approval
How many signatures are required on financial documents?
➡️ What is two signatures?
The parent coordinator never signs PA checks or collects their funds for them.
This group adopts the PA/PTA budget.
➡️ What is the general membership?
You override the PA President because you think it’s “better.”
➡️ What is DON’T?
🚫 DON’T: undermine leadership
✅ DO: coach privately
Can Title I PAC meetings and PA/PTA meetings held on the same agenda or do they both need their own agenda for meetings?
What is Title I PAC and PA need their own agendas. The meeting can be held the same night, but the first meeting must adjourn, and the next meeting has to be open. Both need minutes and attendance sheets.
What is your role? Be there to support both parent leaders.
During elections, this document must be used and shared to certify results.
➡️ What is the Election Certification Form?
Your role is to support the PA/PTA. Ask them do they need a copy of certification, do they know how to down load a copy to fill out the forms.
Make sure they have the principal sign the certification.
You are not the principal's designee. Do NOT sign certification form or facilitate the election.
True or False: Debit cards can be used freely for purchases.
➡️ What is False?
This must happen before a debit card can be used.
What is general membership approval?
The outgoing board proposes the budget during this time of year.
➡️ What is May or June?
You understand that the PA/PTA is this type of organization.
➡️ What is AUTONOMOUS?
✅ DO: respect independence
🚫 DON’T: treat them like school staff
It goes both ways. The PA/PTA should be respectful to you, and they are not your supervisor .