PTA Local Leader News Biweekly Newsletter Volume 1 Number 8 Tuesday, October 18, 2005 Project Chairs: Sharing the Burden What’s the quickest way to burn out PTA officers? Have them do every project themselves. No one ever plans it this way. It just happens. Time gets short or volunteers aren’t readily available, so it just seems easier to do it yourselves. Resist the temptation! Not only is this the quickest way to burn yourselves out, but it’s also the quickest way to reduce the long-term effectiveness and overall momentum of a PTA. Instead of asking your PTA board to head every project, create a cadre of project chairs. It will take some work, but it’s well worth the time and energy-in both the payoff to accomplish more at your PTA, as well as being more inclusive of individual members. Here’s how to go about it: Make a list of the projects and events planned for the year. Put together a list of potential project chairs. Start with your PTA membership list, volunteer sign-up sheets, and past volunteer lists; then gather names from teachers and other school staff members. Include notations about people’s interests and skills, if possible, so you can approach individuals with those projects that will appeal to them. Contact every person on your list. It’s easiest to contact just the people you know-what a mistake! Often, the people you don’t know are the ones you need most. Ask for help, and give project options. Sample phone script: “Hi, I’m __________, with the __________ PTA. We’re organizing our projects for the year and wondered if you would be willing to help with one of those projects.” Listen to the person’s responses to get an idea of his or her available time and possible interests. “Right now, I’m looking for folks to chair the events. If we divide things into bite-size pieces, it’s a lot easier for everyone. May I tell you about a few of the possibilities?” Briefly describe each project and its importance. In addition, describe what is expected of the project chair, and answer any questions the prospective project chair may have. Respond to the feedback. For example, if the response is, “I’m really swamped right now,” say, “I know how that goes. Would something later in the year work?” If the individual is willing to help but hesitant to take a leadership position, recruit him or her to be part of the volunteer team working on the project. Thank each person, no matter what the response is. Assure new project chairs that they will receive support and guidance from the PTA board. Require attendance only at select PTA meetings, those at which the chair’s project will be discussed. Consider maintaining contact via the phone and asking for a report at the PTA meeting just before the event. Be patient and persistent. It may take time to find the project chairs you need, but just think of how much time it will save in the long run. Project chairs are energy amplifiers. They reduce pressure on the officers, strengthen the organization, and provide a source of PTA leaders for the future. Don’t do it yourself. Take the time to get help! These suggestions were provided by Sue Hull, past president of the Alaska PTA, and former member of National PTA Board of Directors. Please send your article ideas, tips, and anecdotes to leaders@pta.org. We may use your submission in a future edition of the PTA Local Leaders News. Hurricanes Katrina and Rita Adopt-a-PTA, Organizing Volunteer Recovery Efforts Through the Hurricanes Katrina and Rita Adopt-a-PTA program, school supplies, computers, clothing, uniforms, teddy bears, personal items, and more are being provided to students and schools affected by the hurricanes. The Dover PTA in Dover Plains, New York, for example, has sent 10 boxes of school supplies, as well as many other boxes, to two school districts in the Gulf Coast as part of the program. The donated supplies included 4,000 pencils, 3,000 crayons, 17,000 sheets of loose-leaf paper, and 193 notebooks, as well as 652 books. (Read more in “Dover Aid Will Go to Schools Hit by Katrina,” Poughkeepsie (NY) Journal, September 26, 2005.) The need for such assistance is great: There are currently more than 70requests for help in the Adopt-a-PTA database, some representing entire districts that need assistance. The Hurricanes Katrina and Rita Adopt-a-PTA program is designed to help PTAs across the country coordinate their efforts to assist those hurt by the hurricanes. Through the online needs form, PTAs affected by the hurricanes can provide details about what type of assistance they need for their schools, for their communities, for non-PTA schools in their communities, or for displaced children and families. PTAs interested in adopting a PTA can search the online database, which includes contact information so they can get in touch with the PTAs in need. Both the needs form and the database can be accessed on National PTA’s website at www.pta.org/local_leader/adopt/. Non-PTA schools that would like to help a school in need can contact National PTA at (800) 307-4PTA (4782) and will be partnered with a PTA to carry out relief efforts. Non-PTA schools in need of help (those in the Gulf Coast states that were hit by the hurricanes or those that have taken in a large number of displaced students) can have their needs added to the Adopt-a-PTA database by National PTA, the state PTA, or any local PTA member. Here are a couple of comments from PTA members who have participated in the Adopt-a-PTA program: “Great news! Through the PTA website we have found a match. We have adopted an elementary school in Mississippi. We are getting started today and we hope to help this school as much as we can. Many hands can do great things.” -a member from Maryland “Thank you once again! You made us feel supported!” -a member from Mississippi Principals Will Reflect on PTA One strong sentiment expressed by local PTA presidents in National PTA’s 2005 satisfaction survey was that PTA should do more to connect with principals. In the next couple of weeks, every public elementary and secondary school principal will receive a mailing from National PTA highlighting the benefits of having a PTA and promoting the Reflections Program. For schools that already have a PTA, this communication is intended to strengthen the working relationship between the principal and the PTA by reminding the principal that the PTA is a valuable resource-in part because of quality, no-cost programs like the Reflections Program. If your school already hosts the Reflections arts enhancement program, this mailing can reinforce for your principal the benefits it provides to the students, the school, and the community. If your school does not currently host the Reflections Program, the mailing may spark interest in the program among school leadership and lead to your participation next year. The mailing will also include a calendar featuring national award-winning artwork from the 2003-2004 Reflections Program; the calendar can serve as a reminder to your principal throughout 2006 that PTA is a vital partner in his or her school. For more information about the Reflections Program, visit the Local Unit Leaders area of National PTA’s website. Find out how to use the Reflections Program calendar as a fundraiser, an opportunity provided by National PTA Member Benefits Provider Global Publishing & Marketing. Look for next issue of PTA Local Leader News for ideas on ways to collaborate with your principal. Submissions Sought for The PTA Parent Special Thanksgiving Issue In addition to PTA Local Leaders News, National PTA publishes a biweekly electronic newsletter aimed at PTA members and parents, called The PTA Parent. The November 22 issue of that newsletter will be a special Thanksgiving issue, with the theme “What We’re Thankful For.” Please submit, and encourage your members to submit, a few words about what you and your family are thankful for this year. The PTA Parent editorial board is looking for stories, poems, fond memories, recipes, special traditions, or PTA thankful moments. For example, Did your child write a poem about Thanksgiving for school that you would like to share? Has a teacher or principal gone above and beyond for you or your child? Is your PTA planning a special event? What family traditions do you have around the Thanksgiving holiday? Do you have a scrumptious Thanksgiving recipe that you would share with PTA Parent readers? What is your fondest memory of a Thanksgiving reunion? Deadline for submissions: Friday, November 11, 2005. When submitting your response to mailto:mailto:parent@pta.org, please include Your name, The name of your PTA, and Your city and state. Submissions should not exceed 200 words. By sending an e-mail, you’ll be granting National PTA the right to publish your response, which may be edited for grammar, length, and/or clarity. To subscribe to the PTA Parent, visit National PTA’s website. Encourage your members to subscribe as well. National PTA’s Annual Holiday Auction Is Coming Soon! Get ready for the holiday season with National PTA’s Third Annual Holiday Auction! Items up for auction will include vacation getaways, sports memorabilia, spa gift certificates, books, toys, and much more. The online auction will run from October 31 to November 23, and all items will be shipped to the winning bidders in time for the holidays. In addition to providing a convenient way to get holiday shopping done, the auction helps fund National PTA’s Mission of supporting public education, increasing parent involvement in children’s lives, and ensuring safe and nurturing communities for all our nation’s families. In order for the auction to be a success, National PTA needs your assistance in spreading the word. Here’s how you can help: Include information about the auction in newsletters and other communications. Provide a link from your PTA or school website to http://pta3.cmarket.com/ (there’s no “www” in the link). Use the Refer Friends option on the auction website to tell PTA members, parents, educators, friends, and family about the auction. Encourage them to check out the online catalog and to bid on items. They can sign up to receive e-mail alerts about featured items by signing the Guest Book. To place bids (beginning October 31), participants need to sign up on the auction website. (Contact information will be used for the auction only.) Start bidding on fabulous items beginning October 31. About National PTA’s Newest Proud Sponsors The AXA Foundation is the philanthropic arm of AXA Financial, one of the world’s leading financial services organizations. The AXA Foundation directs the company’s philanthropic and volunteer activities and works to improve the quality of life in communities across the country where AXA has a presence. Through AXA Achievement, AXA is one of the nation’s largest corporate providers of scholarships and a comprehensive resource to help students and their parents pursue their dreams of a college education. Campbell’s Labels for Education shares National PTA’s goal of making a positive difference in the nation’s communities by improving educational opportunities for every child. For more than 30 years, Labels for Education has been giving schools free educational equipment in exchange for labels from Campbell’s family of brands. It’s a fun, easy program where students, families, and members of the community work together for a common goal. TaekWorld America Inc. developed the Children’s Personal Conduct (CPC) program to help parents and teachers build character and exemplary personal conduct in children. The program is based on martial arts philosophies and disciplines. According to TaekWorld, character building and personal conduct education are a natural extension of martial arts training, which reinforces confidence, respect, discipline, self-control, and focus. The CPC program uses animated superhero characters and fun activities to engage children. Learn more about National PTA’s sponsors. Help National PTA make these relationships a success: include this announcement in the next issue of your newsletter, or post it on your website. NOTES: National PTA is pleased to have played a key role in coordinating the donation of 50,000 art supply kits from Rack Room Shoes to the Mississippi Department of Education’s Katrina Recovery Program. Each kit contains pens, pencils, markers, and paint in its own carrying case. The kits will go directly to children in schools affected by the hurricanes. In an additional show of support to PTA and the arts, Rack Room Shoes stores will provide art supply kits to PTA members for free. Members can visit a local Rack Room Shoes store, show a PTA membership card, and pick up an art supply kit. (Stores are not located in all areas of the country, and this offer is based on availability of kits at each individual store. To locate a store, PTAs may go to http://www.rackroomshoes.com/.) In This Issue Project Chairs: Sharing the Burden Hurricanes Katrina and Rita Adopt-a-PTA, Organizing Volunteer Recovery Efforts Principals Will Reflect on PTA Submissions Sought for Sister Newsletter’s Special Thanksgiving Issue National PTA’s Annual Holiday Auction Is Coming Soon! About National PTA’s Newest Proud Sponsors Additional Resources PTA Great Idea Bank Principals and Parents Working Together “Leadership,” Annual Resources for PTAs 2005-2006 National PTA Member Benefits Providers © 2005 National PTA, unless otherwise noted.