1. I’m A New Board Member
Now What?

2. Congratulations
Welcome to the wonderful world of PTA and being a board member on your local school PTA or PTSA. We are so glad that you volunteered to join the PTA Board.
And those who were Volun-TOLD – we are so glad you are with us too!!!
This workshop is going to try and help you get started on the right foot and break down some of the scary beginning steps (often known as “the unknown or what do I do now”).

3. Step 1

4. Step 2 - Resources School District State National
Past PTA Board Members?
Current Board Members?
Principal or FRC/FRYSC
District
District Board - Reach out and make contact – they are the closest to help you
District Website
State
If you don’t have a district board – then reach out to state.
State Website – kypta.org
National
National Website – pta.org

5. Step 3 - Training
Training is key to make sure you know what PTA is and what your role in PTA is.
National Training
E-learning – pta.org/elearning
State Trainings
You are obviously smart – since you are attending KY PTA conference and getting training right now – Congratulations!!!
Local Training
Some districts also do local board trainings - check with your district to see if they have any scheduled. It is always great to learn what the district is doing and see what resources they have that might help you. They also may have additional requirements that your specific district PTA will need you to follow.

6. Step 4 – Paperwork & Bank Set-up
No one likes paperwork – but some really helps you out.
Officer List – Can be filled out online at kypta.org/forptaleaders/online-officer-list/
Why – This will get you newsletters and important s.
Bank Set-up
Need to decide who are the check signers
Call bank before you go
Make sure you have your minutes from when the officers were elected.
Every PTA needs at least 3 check signers.

7. Step 5 – What is Your PTA Standing??
Make sure you start the year off right by knowing what your PTA standing is. Every PTA is given a letter by KY PTA that tells them their PTA standing. To be in good standing you need to have the following
PTA filed taxes last year with the IRS filed
PTA completed the financial Review Form for
PTA paid their KY PTA membership dues last year
PTA has purchased insurance for the new school year
PTA has approved Bylaws
PTA has the required positions filled – President, Treasurer, & Secretary
PTA has 10 members

8. Step 6 – Prepare for the year
If you are the PTA President – set up a meeting with your principal to go over the school year and their expectations for PTA and your expectations for the PTA.
The Board needs to set a reoccurring date for your PTA Board to meet.
The Board needs to set your general membership meetings
Work with school and combine them with family nights, open house, fall festival and other school events
As a board decide what type of activities you want to do for the year.
Prepare your budget for the year so that you can do the activities you are planning.
Remember that membership is everyone’s job. So promote joining the PTA.

9. Step 7- Board Meeting
Each board member has a few responsibilities that they need to make sure they are doing at each board meeting.
Attend all board meetings and functions your PTA is doing! If you can’t attend make sure you contact the President in advance and let them know why.
Be prepared for each meeting by reading anything sent out in advance and having your report ready to give.
Always make sure that a financial report is presented along with a copy of the bank statement.
Bank statement should be taken up and not left behind.
Make sure you fill out paperwork correctly.

10. Budget
Your budget will need to get approved by your general PTA members at a school PTA meeting.

11. Step 8 – General Meeting & Events
Promoting PTA membership and your programs you are doing is very easy to do when you pair them with events already going on at the school.
Set up a table at events to ask parents to join the PTA, volunteer at an event, and ask them what they want the PTA to do. Make sure you give them an opportunity to share what they would like to see the PTA do in the school.
A general meeting should only be about 5 minutes – 10 minutes tops. Things that usually are discussed at a general meeting.
Introduction of board members
Approval of budget – 1st meeting of the year.
Upcoming events or fundraisers
Call to join the PTA

12. Motions Remember to make the motion BEFORE discussion.
Have the person making the motion read it, get a second.
Then have the president read the motion.
The person who made the motion can speak to the matter.
And then discussion.
This form should be attached to your minutes.

13. Step 9 – Forms & Redbook
Yes – I know we love forms – but forms when used properly make sure that you are in compliance with your non-profit status and makes your lives easier.
Redbook – KDE’s accounting procedures for KY School Activity Funds.
Link to Redbook and FAQ –
funds.aspx

14. Tax Exempt Form

15. Funds Received Form
Make sure that two people count the money and sign the form.
Remember that no school employees can not handle money. They can watch you count if another person is unavailable. However, they would sign the form stating “visually watched money counted – did not actually handle money.”

16. Money should be deposited as quickly as possible.
Remember –
Money should be deposited as quickly as possible.

17. Check Request Form
Anyone who is requesting payment must fill out this form.
PTA President must approve request and sign the form.

18. Redbook In a nutshell, this is what you need to know
External Organizations are solely responsible for ensuring compliance with IRS, Title IX, Redbook, etc
District employees may serve as members or hold executive board positions, except for treasurer or other officer with signing authority on bank account. School employees can, however serve on these boards in other capacities, as long as they don't handle money. 
Local board members may serve only as general members of an external booster group
School activity fund shall not reimburse these organizations for any purchases
These groups shall not pay or enhance district employee’s salaries or stipends directly
Clarifies possible remedies when support groups do not comply with the Redbook
Must carry insurance for general liability 

19. Step 10 – Have Fun!!!!

20. Questions