Message to the Chair

Transcription

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2 Message to the Chair Thank you for accepting this important position in your PTA! This membership book is provided as a guide to assist you as the Membership Chair of your local unit. As the chair, you are responsible for: Developing a plan of work. Setting a membership goal. Developing a theme for your membership year with the approval of the board of directors. Having a membership table at every PTA and school event. Providing an accurate report of membership at each meeting. Maintaining the membership list and having it available at each event or meeting. A monthly statement will be sent as long as a balance is due. Working with the treasurer to correctly send in your monthly payment for dues collected Seeing that dues payments are sent monthly to Maryland PTA. All dues payments must be received in the Maryland PTA office by March 31 Providing information to your members about OMDR plus and instructions on how to utilizes this service for all members. Reviewing National PTA and Maryland PTA membership awards information and apply by deadlines. 2

3 Membership Cards Maryland PTA is challenging each local unit to increase their membership by five (5) new members over last year. If all of our PTA s throughout Maryland increased by only 5 we will have over 4,000 additional voices to assist us as we advocate for all children. Your unit has been issued membership cards based on last years membership. We have increased your total by 5 and rounded off to the nearest sheet of ten. Important information: One membership card per member. No two names on a card. One card one vote Membership is required to participate in the business of your PTA. Non members are not allowed to vote or take part in the business of PTA. Membership on one local PTA does not constitute privileges in any other local PTA. All members of your board of directors must be PTA members, see bylaws. A current Membership card is required to attend National and Maryland PTA conventions and participation in the business of the organization. All damaged or invalid cards must be returned to the Maryland PTA office. They can be mailed in with the monthly statement. Unsold membership cards must be returned to the Maryland PTA by the end of the school year. Each local unit determines the dues for their unit. They must, however, remit $3.25 to Maryland PTA for each member that joins their local PTA. Maryland PTA remits $1.75 to National PTA and retains $1.50 in Maryland. Maryland PTA cannot issue a refund for membership overpayment 3

4 Membership Cards Complete the following on each card issued: National PTA ID number for each card (number is listed on mailing labels for this mailing). Members name Local unit name Issue date Expiration date for all cards no matter when sold will be 9/30/09 For additional membership cards: Use the membership order form located in the back of this book or located in the forms section of Order form can be included with monthly statements, faxed or ed to Make sure that any request includes the unit name and county. No additional cards will be issued until your unit has paid for at least 75% of the cards that were originally issued. Remember: Inform your members on the benefits that they receive as a PTA Member. Inform your membership of the accomplishments of your PTA. Membership is open all year so make sure to plan for a January membership campaign as well as one in September. 4

5 Duties of the Membership Chair Build a committee as per your bylaws. Develop a Membership Campaign for approval by the board of directors. Have a procedure in place for collecting the membership dues envelopes. Make sure that the school staff is aware of where to place received envelopes. Develop a procedure in writing for collecting, counting and depositing membership dues daily. See Cash Encounters. Always count the money received with two people. Provide information to members on the benefits of joining the PTA. Keep accurate records of memberships and reconcile with the treasurer prior to your monthly report. Ensure that you have a current membership list for all events. Ensure that the dues collected are reported and paid to Maryland PTA each month. Membership is open all year. To be eligible for Maryland PTA membership awards, all dues must be in the state office by March 31, No refund will be issued for membership overpayment. Double check all numbers prior to mailing dues payment. Make sure that all members receive a membership card as well as information on Members Benefits from National PTA. 5

6 Good Standing Requirements A unit is considered In Good Standing according to Local Unit Bylaws #Article IV, Section 1: 1. Adheres to the purpose and basic policies of the PTA; 2. Remits the National and State dues to the Maryland PTA office by the dates designated; 3. Has bylaws approved every three ( 3 ) years according to the procedures of Maryland PTA; 4. Has a minimum of twenty-five (25) members; 5. Submits the name and address of the local president to the Maryland PTA office by the date designated; 6. Remits liability and bonding insurance premiums by the date designated; 7. Has and Employer Identification Number (EIN) from the Internal Revenue Service (IRS) on file with Maryland PTA; 8. Maintains its status as a corporation; and 9. Files the appropriate tax forms with the IRS. May be eligible for Membership awards. Benefits of remaining In Good Standing May participate in the business of the National and Maryland PTA during the annual conventions. Your students will be able to participate in the National Reflections Program. Your High School students will be able to apply for a Maryland PTA scholarship Your unit will retain the status of PTA and the status of a 501 (c) 3 nonprofit 6

7 Different levels of Membership All local units are required to submit to Maryland PTA $3.25 for each member that joins their PTA. The board of directors of the local unit PTA determines the dues for their unit as well as how to structure the payment. Some local units have only a single payment for each members, others have developed different levels such as: Single person $5.00 Two individuals from same family $7.00 required to submit $6.50 as dues Student membership $3.50 required to submit $3.25 as dues Business membership $25.00 one name on card and required to submit $3.25 as dues Some local units try to avoid fundraisers and they will instead ask for a membership dues of $25.00 (or as determined by your unit) from each member, - required to submit $3.25 as dues per member Some parents will avoid joining the PTA because they do not have the time to volunteer and may not feel that they can join. Remind parents that the PTA needs all parents to join. Once you understand the different levels of membership, you can design a campaign to target each level. 7

8 Level 1 This parent may not be able to volunteer in school but may be available to work on some projects from home. They may be willing to make calls or design flyers. They will not be the ones who will seek to be a chair of a committee or even work on a committee. They may participate in a fundraiser and attend at least one PTA event. Level 2 This parent is more likely to volunteer for field trips and special events. They are willing to serve on a committee but not the chair of the committee. They will usually volunteer for one or two PTA events. They will participate in most of the fundraisers and will attend the events. Level 3 This is your very active parent. They volunteer frequently in school. They will serve as committee chairs for at least one program and will volunteer to assist in most of the PTA events. They will participate in the fundraisers and will attend all of the events. These members are also potential candidates for officer positions in your PTA. The Ask Personal invitation works the best. Provide a list of the benefits not only from National but list the benefits of becoming a member of your local unit All board members need to be working to increase membership. Don t just send home a flyer, post information around the school, use the school notification system, have a membership table at every PTA and school event Let the parents know why you believe that belonging to your PTA can benefit all the students in your school. Place an announcement in your local paper in the community sections. Provide information on the goals for the PTA as well as a list of accomplishments from the past year. 8

9 Member Type Primary Needs How PTA Addresses These Needs Single parents 1. Support through networking 2. Input into decisions that affect their children 3. Parent education programs 1. Many PTAs offer programs on issues of concern to single parents, such as availability of after-school programs and safety for children home alone after school. 2. PTA is an organization that addresses school policy issues such as discipline and bullying prevention programs. 3. Many state PTAs have video lending libraries where local units can obtain programs on critical TVviewing, enhancing children s self-esteem, raising alcohol and drug-free children, school bus safety, and more. Working parents 1. A voice 2. Partnership with school administration and other staff to be part of the solution and not part of the problem 1. Parents are represented in schools and before legislatures as PTA works to make a difference in events and laws that affect children. 2. On a regular basis, PTA distributes newsletters that offer information so that members can be aware of and respond to school issues and activities in a timely manner. 3. PTA offers parents the opportunity to make positive changes in the school and in the community. Young parents 1. Access to parenting programs 2. Understanding of school policies 3. Friendships, support network 4. Networking through technology 1. PTA offers parenting training that can provide lifelong skills for raising children. 2. PTA informs parents about education issues that are national, state, and local in scope. 3. State and national conventions, as well as local PTA activities, provide a forum for establishing long-term friendships with people who have common goals. 4. National PTA s website and state PTA websites are valuable resources for parenting information and for communicating with other members. Non-English speaking/minority parents 1. Understanding of the school system 2. Interaction with other parents 3. Opportunity to share their culture and promote a positive community experience 1. PTA helps this group navigate the school system. 2. PTA meetings allow discussion between various groups. 3. PTA offers opportunities for interaction with other families through diversity awareness training and activities. 9

10 Member Type Primary Needs How PTA Address These Needs Students (future parents) 1. Sense of belonging 1. Students feel included through serving on committees, thus improving their self-esteem. 2. Recognition of creative talents 2. Students have the opportunity to participate in National PTA s Reflections Program. 3. Practice of citizenship 3. PTA provides an interactive forum in which students, parents, school faculty, and the community can come together to share ideas about topics that affect children. Senior citizens/grandparents 4. Leadership opportunities 1. Want to feel useful 4. Students can be instrumental in sharing what s happening in the school and offer ideas on how their education and community experience can be improved. 1. PTA encourages active participation on committees. 2. Want to mentor younger adults 2. PTA invites senior citizens to share their parenting skills and knowledge through parenting workshops. 3. Desire to build self-esteem of youth 3. PTAs and schools welcome the help of senior citizens in the classroom. 4. Information on school wide and community events 4. PTA sends its members newsletters. School staff/school board 1. A voice in promoting their issues 2. Community and parent support 3. Better understanding of the school community s members 1. PTA has a voice in local, state, and national government on topics such as school funding, school facilities, and teaching standards. 2. PTA provides access to materials designed to help educators and program administrators incorporate parents and the community into the child s learning process. 3. PTA is knowledgeable about school and community needs. 10

11 Member Type Primary Needs How PTA Addresses These Needs Community groups 1. Increased visibility and accessibility 1. Partnering with PTA provides positive advertising and encourages sharing of information. 2. Shared resources 2. PTA provides volunteer crossover and strong legislative advocacy for issues affecting children in the community. Business/Chambers of Commerce/Trade associations 1. Positive public relations 2. Investment in the future 3. Staff training 1.Partnering with PTA will help to promote a positive image in the community. 2. PTA will increase the opportunity to share with others the knowledge, skill, and experience to secure a solid future for our children in the workforce. 3. PTA gives leadership training to members on a regular basis. Can you think of other types of members? In the table below, list other member types. Think about and record three or four primary needs and benefits. These are individuals you can approach to increase your membership. These people also can provide information to make your PTA a success not only in your school, but in the community as well. Member Type Primary Needs How PTA Addresses These Needs 11

12 Ways to Spark Your Membership Campaign Hold grade level meetings or orientation for parents and students going to a single grade, middle school or high school and ask parents to join. Hold a New Parent Coffee for parents of kindergarten and new students to deal with first day trauma and provide the opportunity for parents to join PTA. Have room representatives/class parents promote membership. Prepare kits for class meetings for parents to distribute. These kits should contain the program for the year, the PTA directory, and membership forms. Challenging a neighboring PTA local. The local which achieves the larger percentage increase will receive a special treat from the other local. Provide membership discount incentives when charging a fee for programs, conferences, entertainment events; offer discounted prices to all PTA members. Have students bring biological or adopted grandparents to school for lunch, a program, or a tour of the building on a Grandparents Day. Enroll grandparents. Ask local businesses to become a friend of PTA by offering discounts to card-carrying PTA members. Give a certificate or plaque to the business establishment that made the largest contribution to the PTA; alert the media. Hold a Business Leaders Day and invite those businesses that have supported PTA to come to school for a tour and special recognition. Ask service clubs (Rotary, Kiwanis, Elks, Chamber of Commerce) to invite a representative of PTA to speak about the services of PTA. Send a special letter of invitation to join PTA after getting the names and addresses of new parents. Keep a letter of welcome, PTA materials, and an invitation to join in the school office when a new family comes to register their children. Include a phone number of a current officer and/or the Membership Chair. Set up a bulletin board in your school with names of all members written on various shapes and pinned to the board, or put colored leaves on a PTA tree: each class can have a branch. 12

13 Build PTA Membership Ideas for Getting New Members Throughout the entire year, invite individuals to join PTA. Membership promotion is a yearround activity. Help all members feel a part of the PTA while encouraging them to remain loyal to their culture and heritage. Look at your PTA's programs, policies, and projects: Do they meet the needs of all cultural and socioeconomic groups, single-parent families, dual-income households, males as well as females, and others? Are they sensitive to the circumstances and needs of all parents and others who are concerned about the future of children or interested in being active in PTA? Remember that one program cannot meet all needs, but you can have several programs to cover many needs. Attract New Members As a PTA leader, you believe in the PTA and would like to see membership increase. But what can you do? First, recognize that there are many people in your community who are important human resources. Know who these individuals are. They may be parents, teachers, teenage mothers and fathers, couples without children, grandparents, senior citizens, community leaders, business people, school board members, or students. Remember, everybody can be a PTA member! How can you recruit new members? Ask yourself these questions: What are the benefits and services available at the local, state, and national levels? What do prospective members want to know about our PTA? How can our PTA best provide that information? Do our PTA materials reflect the cultural, economic, and social backgrounds of the community groups we are trying to reach? What are our strengths, and how can we build on them? What are our weaknesses, and how can we overcome them? What other PTA programs and activities are our neighboring PTAs doing that attract new members? What barriers exist in the PTA s programs and practices that might discourage someone from joining? 13

14 Membership Benefits Numerous benefits are available to dues-paying units and members. All PTA Member units have access to: Our Children magazine, PTA s flagship publication with parenting articles by experts on children's health, education, and well-being; and information on advocacy efforts; the latest news that affects children and youth. Professionally designed public service announcements (PSAs) to aid in membership recruitment. National PTA Annual Convention registration information. A Back-to-School kit containing recruitment ideas and other materials to get the year started. Teacher Appreciation Week ideas. Select resources developed in collaboration with PTA s national. National PTA's Membership Achievement Program Numerous resources on parent involvement programs, fundraising, working collaboratively, and much more. Discounts and special offers from a host of PTA sponsors and community partners. Individual members have access to a number of exclusive benefits too, including: Online parenting resources, including select articles from Our Children magazine. E-newsletters on parenting and legislative issues. Exclusive National PTA member benefits and sponsor offers from companies such as Office Depot and Barnes & Noble. Leadership training opportunities in-person and online. Discounted member rate for PTA s annual national convention, magazine subscriptions, and more. The Member-to-Member Network, connecting you to Congress when help is needed on issues important to children, schools, and families. Exclusive Member Benefits are available to all PTA members. To find out more go online to Some of the sponsors are: BarnesandNoble.com, Kidz-IDZ, Liberty Mutual, Medic Alert Foundation, Sharp Electronic Corp., Southwest Airlines Vacations, T-Mobil 14

15 Maryland PTA Membership Awards Membership Awards PTA/PTSA Good Standing Certificates: All PTA/PTSAs in good standing as of March 31, 2008 will receive a certificate. 5 percent growth over last year will receive a certificate to display 15 percent growth over last year will receive a plaque to display 25 percent growth over last year will receive a plaque and a PTA/PTSA school banner All membership is calculated from July 1, 2008 through March 31, 2009, growth will be determined based on membership reported by March 31, Membership awards will be given out during the Reflections/Membership Recognition program in April National PTA Membership Awards The PTA Unit Achievement Award recognizes and celebrates the great things local PTAs are doing all the time. There s no fee to participate, and the application process is easy! To apply, fill out the application form below and mail or fax it to the PTA national office. The form is simple and the requirements are easy to fulfill, but the recognition for running a successful PTA is important to your PTA members and to the entire school community. The PTA national office will send a customized certificate, suitable for framing, that recognizes your PTA for its efforts. To qualify, your PTA must meet all four of the following requirements: Obtained a 5 percent net increase in membership or a minimum of one member per student in the unit s school. Conducted at least one program or project that provided an opportunity for parents to be involved in the school. (Post your program ideas on the PTA Great Idea Bank) Conducted at least one program or project that increased awareness among parents about issues that affect student achievement or school success. (Post your program ideas on the PTA Great Idea Bank.) Participated in the state PTA s convention or another state-sponsored event. 15

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