Northshore Council PTSA 6.10
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General Meeting - January 21st, 2021

12/18/2020

 
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Please join us for our 3rd general membership meeting of the year on Thursday, January 21, 2021 via Zoom.

Guest Speaker Update: Cherry Holmes (Reg 6 DEI Chair, WSPTA FACE Committee + DEI Chair, and part of the OSPI DEI Workgroup) will be joining us during this meeting. She will be talking about WSPTA DEI resources that local leaders can use within their own units. 
 
Topic: Jan. 21, 2021 - Membership Meeting - Northshore Council PTSA
Time: Jan 21, 2021 07:00 PM Pacific Time (US and Canada)
​
Join Zoom Meeting
https://zoom.us/j/98768030408

Meeting ID: 987 6803 0408
Passcode: *Available upon request.

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Meeting ID: 987 6803 0408
Find your local number: https://zoom.us/u/aedmGZbOtD

Council meetings will build your PTA knowledge, give you the opportunity to network with other PTA, school district and community leaders, and they can be a lot of fun, too. Each PTA may send up to 4 voting representatives - but we encourage ALL who are interested to attend. We look forward to seeing you there!

*A meeting passcode is required to join. It will be sent to local leaders via email. You can also request the passcode by emailing Council PTSA Communications VP, Rachel Fitzgerald.

11/16 General Membership Meeting Recap

11/23/2020

 
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It was great to see so many local PTA leaders in attendance for our 2nd meeting of the 20-21 school year!

The meeting kicked off with a Q and A led by our Superintendent, Dr. Michelle Reid.  In addition to mentioning that the current plan with online schooling is to stay the course, she also answered many questions regarding topics such as homework, updates on the NSD curriculum resource web page, communication strategies for teachers and parents and building access for PTA’s.  There was also a discussion regarding ideas for the district to provide some morale boosting activities for students and families to help with community building while we are still isolating at home for online learning. Dr. Reid welcomed ideas from the group and will investigate how to best provide some community building activities in the district.  


During the Council Business portion of the meeting, the membership elected Grace Jurado, Liz Nord and Jane Chiodo as the 20-21 Nominating Committee.  Next on the agenda was a financial report given by Council Treasurer, Liz Nord.  Her report included the Treasurer’s Reports for both September and October, presentation of the newly adopted money handling policy and an update regarding the fulfillment of the Standards of Affiliation.  Liz noted that any PTA that needs to create or update their current money handling policy is welcome to use the council’s as a template found here.  
Lastly, there was an update regarding council goals which involved renaming the goal previously called Leading and Developing our Northshore PTAs and Leaders to Communicating with our Northshore Local PTAs and Leaders.  Grace Jurado, Nancy Chamberlain and Melissa Kline worked together to create a new title and verbiage surrounding the elements of the action items in effort to create goals that are concrete and attainable.   The membership unanimously voted to update the proposed changes to the council goals as presented.

During this meeting we also heard from Northshore Nourishing Network (NNN) Director Sue Freeman.  She shared information and tips for PTAs looking to start a successful food drive for their local units.  Sue noted that the Northshore Senior Center needs canned vegetables, tuna and chicken for those looking to donate. It was suggested by a member that coordination for a food drive combined with school supply pick up days or porch pick up to gather food donations.  Sue also shared that she has created helpful documents for suggested items to donate as well as how to start a free pantry.  Learn more about NNN here.

We then heard from community leaders including School Board Director Jacqueline McGourty, NSD Partnerships and Volunteer Coordinator Natalie Campbell and the Northshore Schools Foundation Executive Director Carmin Dalziel.

  • Director McGourty reported that the school board just finished up the last round of ongoing discussions with our legislators, presenting them with their list of priorities.  The most prominent priority right now is digital equity.  She also shared that the board has started the refresh of their five year strategic plan.  Director McGourty mentioned that the board has also resumed school visits and that being able to see what is happening the classroom as well as with the principals and admins has been refreshing!  
  • Natalie Campbell spoke about the decision to pilot the Peach Jar flyer distribution program for one year.  As well as mentioning that there is continued support for the Art Docent program.  She noted that NSD is finishing their pilot with 6 Crickets and they are looking for input based on if they should continue the program, retool it or decide its not needed.  Natalie is continuing to work on an update to the PTA Resource Guide.  The guide will include reminders with regards to communications, what can be published on the website, accessibility standards, resources for translation and more. This will be especially helpful to those new PTA leaders in our district.
  • Carmin Dalziel reported that the Northshore Schools Foundation’s classroom grant process is now open.  PTA leaders are welcome to request grants for their schools. They will be sending out postcards to teachers.  Right now there is a big focus on high school seniors.  NSF is currently offering classes on things like financial aid among other things for seniors and their families to take advantage of. Carmin shared that all though last year when COVID hit they gifted $200 gift cards for families from their Basic Needs Aid program.  Now that COVID is more of a normal situation the Basic Needs Aid fund will be reserved for emergencies.  NSF is working with the district to make sure that there is a CARE team at each school for students and families in need.  In total they have donated $94K towards the success of this program. For more frequent NSF updates please refer the NSF blog.

​Lastly on the agenda was Council updates on Advocacy, Membership and F.A.C.E. as well as an update from our First Vice President, Jane Chiodo, regarding the WSPTA awards and the Speaker and Events Grants.
  • VP of Advocacy, Diana Christiansen shared the top five legislative priorities and the WSPTA supported issues for 20-21.  Diana also wanted to share thanks for the candidates that participated in the candidates forum.  She also shared a PDF for how to share a pitch with legislators.  Reminder that Focus Day is January 18th, and that week will be Focus on Advocacy Week.  Check out our Advocacy page for more legislative updates including a link to sign up for the WSPTA Action Network.
  • Membership Chair, Melissa Kline, shared that as a whole our district is at 52% for membership. There are 5 PTAs that have 75% of last years membership! She also explained how the 100% Staff Membership award is calculated and how to apply for it.  Melissa reminded members that personal connection is the best way to gain members.  More tips and suggestions are posted on our Membership webpage in the Membership Facebook group.
  • F.A.C.E. Chair, Lauren Lewis, encouraged all to join the new F.A.C.E. and DEI Facebook group.  The group is for F.A.C.E. (Family and Community Engagement) & DEI (Diversity, Equity, and Inclusion) Chairs or anyone interested about learning and sharing more on these topics.  Lauren is working on putting together at least on event that is open for all PTAs to attend.  The biggest asks have been surrounding mental health and internet safety.  It was also highlighted that NSD has a strategic plan for inclusion – there is an inventory for all parent groups for a self-assessment.  The district spent time putting together these documents and there are clear takeaways.
  • First VP Jane Chiodo shared that the next Educational Speakers and Community Events Grant application deadline is November 27th.  The final deadline will be January 22nd, 2021.  For more information click here.  Lastly, Jane spoke about the WSPTA Awards of Excellence program.  PTAs are encouraged to check out the different categories to look at the criteria for the award and which ones your PTA might be interested in.  Some examples of awards include the Standards of Excellence, Communications, Significant Actions, Newsletter and Outstanding Website.  Applications for awards are due by March 15, 2021.

​Council meetings are a great way to reach other PTA leaders and learn about what is happening in the district and PTA. We hope you will join us for our next general membership meeting on Thursday, January 21st!

General Meeting - November 16th, 2020

10/24/2020

 
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Please join us for our second general membership meeting of the year on Monday, November 16, 2020 via Zoom.
In addition to our regular business items, we’ll also be holding elections for our 2020-2021 Nominating Committee (See Notice of Election Post).

Additionally, Dr. Michelle Reid, Northshore School District Superintendent, will be joining us for a brief Q&A session during this meeting!
 
Topic: Northshore Council PTSA November General Meeting
Time: Nov 16, 2020 07:00 PM Pacific Time (US and Canada)

Join Zoom Meeting
https://zoom.us/j/91310708539

Meeting ID: 913 1070 8539
Passcode: *Available upon request.

​One tap mobile
+12532158782,,91310708539# US (Tacoma)
+16699009128,,91310708539# US (San Jose)

Dial by your location
        +1 253 215 8782 US (Tacoma)
        +1 669 900 9128 US (San Jose)
        +1 346 248 7799 US (Houston)
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        +1 301 715 8592 US (Germantown)
        +1 312 626 6799 US (Chicago)
Meeting ID: 913 1070 8539
Find your local number: https://zoom.us/u/adiesbXAOG

Council meetings will build your PTA knowledge, give you the opportunity to network with other PTA, school district and community leaders, and they can be a lot of fun, too. Each PTA may send up to 4 voting representatives - but we encourage ALL who are interested to attend. We look forward to seeing you there!

*A meeting passcode is required to join. It will be sent to local leaders via email. You can also request the passcode by emailing Council PTSA Communications VP, Rachel Fitzgerald.

AIM Insurance Renewal

10/10/2020

 
Image of a note pad and pen. On it is written
Insurance renewal notices from AIM insurance have started to arrive! Remember to review coverage with your board before paying the premium. Please note that premium payments are due before the end of November.

WSPTA Recommendations for Insurance include:
  • General liability (covers your PTA),
  • Officers’ liability (covers the board of directors, who make the decisions),
  • Property if you own anything (short-term coverage is available for cookie dough or other physical items PTA holds during sales), and
  • Fidelity bond to cover the PTA assets for loss due to fraud and embezzlement.
You may also want to consider social media insurance if you have active social media accounts.

Also be sure to add Northshore School District as an additional insured and request the endorsement from AIM when you renew - they do not automatically send that each year. NSD requires an updated copy of the form each year by December. If your PTA does not submit the updated endorsement, you risk cancellation of existing facility reservations and will be unable to make new requests until they have updated insurance paperwork.


Renewing with Additional Insured and Endorsement

There are two ways to request an Additional Insured with endorsement:

(1) If you have not yet renewed, when applying for insurance online, choose to add the Additional Insured and add:
Northshore School District
3330 Monte Vista Parkway
Bothell, WA 98021

​In the description request put: “Please send Endorsement with certificate.”
You will be emailed a copy of your Insurance and the Additional Insured certificates. A copy of both of these then need to be forwarded to Vanessa Greek at the NSD office.

(2) If you have already renewed but did not submit the request with the AI information at renewal, fill
out the Additional Insured Request Form. Make sure you put on the request that you need
an “Endorsement with certificate”. Then send the form to aim@aim-companies.com. Once you
have both certificates, send a copy of each to Vanessa Greek at the NSD office.

For questions, contact AIM toll free at 1-800-876-4044.

9/21 General Membership Meeting Recap

9/27/2020

 
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It was the first meeting of the year, and we were thrilled to (virtually) see over 25 attendees from across the district participate! The membership unanimously elected two new officers to the board: Kimberly Ortiz for the position of Secretary and Diana Christiansen for the position of Vice-President of Advocacy. Thank you to each of them for stepping up to help lead Northshore Council PTSA! In addition to elections, members revised new goals, approved Standing Rules, and voted on an updated budget. Membership Chair, Melissa Kline noted how local PTAs were quite creative in their membership drives this year, ensuring easy, online join options for members to renew their memberships. (Find your PTA/PTSA by clicking here.)

We’re happy to announce the continuation of our Educational Speakers and Community Events Grant Program. Local PTAs are encouraged to apply solo or in collaboration with another local PTA! Deadline for the 2nd round of applications is Nov. 27th.

During this packed meeting, we also had the pleasure of hearing from community leaders, including School Board Director Jacqueline McGourty, NSD Partnerships and Volunteer Coordinator Natalie Campbell, each of whom shared updates and answered questions about recent projects and current initiatives, including exciting news about the ground breaking at the Northshore Concert Hall at Inglemoor High School and the opening of Ruby Bridges Elementary.

Northshore Nourishing Network Director Sue Freeman shared information on the increasing food insecurity facing members of this community. Ms. Freeman has been collaborating with Skyview Middle School PTSA to create a food pantry, and shared a plan to disseminate helpful information for those wishing to donate to foodbanks.  

Council meetings are a great way to reach other PTA leaders and learn about what is happening in the district and PTA. We hope you will join us for our next general membership meeting on Monday, November 16th!

2020-21 WA State PTA Standards of Affiliation (SOA)

9/11/2020

 
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​The Washington State PTA Standards of Affiliation Agreement Checklist 2020-2021 is now available!

This checklist is a tool to help your PTA keep up with its legal requirements, both as a non-profit and as a PTA. The requirements come from the IRS, the State of Washington, your insurance company,  and WSPTA.
What your PTA needs to do:
  • Take care of all SOA requirements
  • Use the SOA checklist to keep track of progress
  • Keep a copy with your legal documents and/or Treasurer's binder
  • Involve your entire board
  • Update your membership on your SOA progress
  • Ask for help if you need it!

There have been a few updates this year to make the SOA even better, including an introduction page that has clear instructions, calls out what’s new to the checklists in 2020-21, and offers a number of resources to answer questions and give more detail on all requirements.

This video from WSPTA offers a great overview of SOA and what it means for your PTA:
In addition, WSPTA offers a number of tools to help support your PTA in completing the SOA checklist, including:
  • SOA Tips & Best Practices
  • SOA FAQ
  • SOA Standing Rules Suggested Language
  • Training Requirement Flyer
  • Training Tracking Spreadsheet
  • 2020-21 Deadline Dates
​
Remember that sharing the progress of your SOA with your members also lets others know about how your PTA operates and shows the work that goes on, often behind the scenes, to keep your PTA legal, safe and operating within the very best practices of our state.
Questions? Council is here to help!
  • Elementary PTA/PTSAs with questions should contact Grace Jurado.
  • Middle and High School PTSAs should contact Nancy Chamberlain. 

General Meeting - 4/20

4/6/2020

 
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Please join us for a special general membership meeting on Monday, April 20th at 700pm via Zoom. At this special meeting, we will be electing officers for 2020-2021.
With self-nominations closed, the 2019-2020 Nominating Committee presents the final slate of candidates for the 2020-2021 year:
  • President: Robin Zaback
  • First Vice President: Jane Chiodo
  • Secretary: Jennifer Drury
  • Treasurer: Liz Nord
  • Co-VP of Events: Karrie Palis
  • Co-VP of Events: Mary Khouzam
  • VP of Advocacy: OPEN
  • VP of Communications: Rachel Fitzgerald
  • VP of Elementary Support: Grace Jurado
  • VP of Secondary Support: Nancy Chamberlain
Each PTA may send up to 4 voting representatives-- but we encourage ALL who are interested to attend. This is a great opportunity to connect with Council and local PTA/PTSA leaders as we work to support one another by asking questions, discussing challenges and sharing ideas.
Topic: Northshore Council PTSA General Meeting
Time: Apr 20, 2020 07:00 PM Pacific Time (US and Canada)

Join Zoom Meeting
https://zoom.us/j/621990455?pwd=RytpUGdLSXA0cUMxQTVZTXpXVlJUQT09

Meeting ID: 621 990 455
Password: available upon request

One tap mobile
+16699009128,,621990455# US (San Jose)
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Dial by your location
        +1 669 900 9128 US (San Jose)
        +1 346 248 7799 US (Houston)
        +1 301 715 8592 US
        +1 312 626 6799 US (Chicago)
        +1 646 558 8656 US (New York)
        +1 253 215 8782 US
Meeting ID: 621 990 455
Password: 019838
Find your local number: https://zoom.us/u/abIsmu6rb
We look forward to seeing you there!
If you have questions, please contact President Grace Jurado.

Meeting Recap - 3/30/2020

4/5/2020

 
At the General Meeting by Zoom on March 30, 2020, Northshore Council PTSA members approved the new budget for the 2020-21 year.  We also approved revisions to the the Standing Rules to allow for Electronic Voting which is needed for the upcoming Board elections.  Jane Chiodo reported from the Nominating Committee on the slate of officers for the election.  The self-declaration period is now open for any positions. Please consider nominating yourself or someone else for Advocacy, Communications, VP Secondary Support, or VP Elementary Support.  
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The Council is also currently taking nominations for Awards including Outstanding Educator, Outstanding Advocate, Outstanding Student Advocate, Golden Acorn and Honorary Life Member.  It is important to continue honoring people even if the celebration and recognition will have to be different this year.  We’re looking for creative new ways to do this virtually or at a safe physical distance.
District Partnerships Coordinator Natalie Campbell reported that the district continues to offer, food, childcare, and devices for families.  Please go to nsd.org as things change regularly according to needs and conditions. Natalie has also put together a page of community resources for employment, food, health and wellness. Live Stream Cabinet Meetings are now at 8 am weekdays.
Carmin Dalziel, Executive Director of the Northshore Schools Foudnation, shared that the Foundation canceled its big fundraiser and is accepting donations to focus solely on the Community and District Response Fund which is currently funding gaps in childcare.  NSF also has a Basic Need Aid grant for $200 for groceries.  School principals are able to nominate a family for this grant. See the NSF website for information on their Children's Book Drive.
PTSA will continue to host Roundtables on Zoom every Tuesday at Noon to discuss the needs and ideas of local PTAs.
Local PTAs should consider getting a Post Office box as the district may decide to stop allowing PTA mail to be delivered to schools. It is an old policy that may be enforced next year. 
Finally, PTAs need to adopt a new budget for next year and elect next year’s officers. In order to hold elections, PTAs must vote to amend the standing rules to allow for electronic voting (if there are not already provisions for doing so).  Also, it would be a great idea to start thinking about creative ways to celebrate Staff Appreciation Week in May. 

Planning for Virtual Elections

3/26/2020

 
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Like many PTAs, Northshore Council PTSA's standing rules (approved 9/2019) do not include electronic voting as an option. So Council board members have been working to make changes to standing rules and develop an electronic voting policy to ensure Council is prepared in the event that an in-person membership meeting is not possible before the end of the fiscal year.
The Northshore Council PTSA board is proposing the following change to its standing rules (to be voted on by membership on 3/30/2020):
Should be nested under Section 5 - Meetings, Quorums & Voting

If the president determines that a formidable challenge will prevent a scheduled membership meeting to happen in person, ballot voting, including the election of officers or nominating committee, may take place via electronic transmission. If ballot voting takes place by electronic transmission, the Northshore Council PTSA electronic voting policy and procedure will be followed.
The new rule references an electronic voting policy. The draft policy is available for download below:
DRAFT Electronic Voting (E-Voting) Policy:
nscptsa_standingrules_proposedamendment_e-voting-policy_2020.v.3.pdf
File Size: 86 kb
File Type: pdf
Download File

For Local PTAs:
Below are policy models designed to work for local PTAs in both .pdf format as well as Word (so that it is editable). Local PTAs are encouraged to use it and adapt it to fit their needs.
template_electronic-voting-policy.pdf
File Size: 36 kb
File Type: pdf
Download File

template_electronic-voting-policy.docx
File Size: 39 kb
File Type: docx
Download File

Frequently Asked Questions:
Q: What is an election policy and procedure?
A:  Think of it as a how-to document. It should explain what the plan is (policy) and how it is going to be accomplished (procedure). So, in this case, the plan is to allow electronic voting in certain situations and have a clear procedure of how it is going to work. Having a written policy works to ensure clarity and transparency in the process for all involved.
 
Q: Why is there not something my PTA can just copy and paste for this?
A:  Every PTA and every community is different-- so there isn't any one 'right' way to do it. Northshore Council is sharing its proposed standing rule and policy in part so it can serve as a sort of template for local PTAs who are considering adding electronic voting. Local PTAs are encouraged to use it and adapt it to fit their needs.
 
Q: Does the policy have to be completed prior to voting?
A: No. You don't need to have the policy ready at the time of the Standing Rules change.
 
Q: Does the policy have to be voted on by membership?
A: No. Membership does not need to vote on policy itself-- policy is within the purview of the board.
 
Q: Does the policy need to be completed before electronic voting takes place?
A: Yes. If policy is referenced in the standing rules, then it definitely be in place prior to any electronic voting. In essence: you gotta have a plan-- and it should be documented for both transparency and clarity.
 
Remember: Council is here to help! If you have questions or want some additional guidance, contact your Northshore Council PTSA VP: Elementary Support (Cindy Jensen) or VP: Secondary Support (Melissa Kline).
References:
Here is a list of the key references Council used in formulating its proposed policy:
  • WSPTA Uniform Bylaws (2019-2020)
  • WSPTA Policy Manual (9/2019) - Appendix M has best practices for electronic or mail voting
  • **Standing Rules Handbook (2019-20)
  • **Standing Rules Template - For Councils (10/2019)
  • **Nominating Committees & Elections Handbook (2019-20)
  • **Mail, Email and Electronic Voting (6/2019)
  • Washington State PTAs and COVID-19 (blog post, 3/11/2020) – shares ideas on how PTAs can work to support their communities during this crisis and virtual meetings
  • Taking Care of Business through Virtual Meetings (blog post, 3/23/2020) – focusing on approving a budget for next year and officer elections
  • Robert, H. M., Robert, S. C., Seabold, D. E., & Gerber, S. (2011). Roberts rules of order: newly revised, 11th edition. Philadelphia, PA: Da Capo Press.

**Password protected resource. Find the login information in the latest issue of WSPTA Leadership News or by contacting your Northshore Council PTSA VP: Elementary Support or VP: Secondary Support.

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