Northshore Council PTSA 6.10
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3/15 General Membership Meeting Recap

4/15/2021

 
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Thank you to all that attended our fourth membership meeting of the school year! Each general meeting provides us with an opportunity to connect with our wonderful local PTA leaders and community partners and learn more about the great things happening across our district.

A little bit of fun:
We started off our meeting with a 30 minute “social” time. We invited all to join us to chat with Council and other local PTA leaders. We had great conversations and learned that “Flight” was the most desired superhero power in our fun poll!

Guest Speaker:
Our guest speaker this month was Superintendent Dr. Michelle Reid who graciously answered questions regarding the upcoming shift to hybrid learning in NSD. A great range of questions were asked including but not limited to: how PTAs can support the return to classrooms, the thinking behind the hybrid model, vaccination progress for teachers, when the learning model will be decided for Fall, what hybrid will look like for those 100% remote, and the latest updates on SBAC testing. We thank Dr. Reid for taking the time to join us during such a busy and stressful time.

Council Business:
After approving our minutes from our January general meeting, we moved on to hearing the Treasurer Report for the month of February. We then moved on to learning about our 2021-2022 preliminary budget. Our budget committee worked along with our Treasurer, Liz Nord, to evaluate what our needs would be for next year taking into consideration the decrease in memberships that we had experienced in 2020-2021 possibly continuing next year. A few changes were recommended, such as lowering our income expectations and cutting costs where we could (obtaining a smaller PO Box, lowering line items such as hospitality, grants, office supplies, etc.). We also added line items for our new DEI (Diversity, Equity & Inclusion) position and our new Mental Health committee. The preliminary 2021-2022 budget was approved by a unanimous voice vote.

Next up on the agenda was electing our 2021-2022 officers! Thank you to our hardworking Nominating Committee, Grace Jurado and Liz Nord, for putting together a rocking slate for next year! Liz Nord read the Nominating Report. The self-nomination period was held with no others submitting their names for nomination. The election script was followed with a reading from the WSPTA bylaws. A motion was cast to accept the slate as presented, seconded, and unanimously approved by a voice vote.

Congratulations to our incoming 2021-2022 officers!!
  • For the Office of President: Jane Chiodo
  • For the Office of First Vice President: Mary Khouzam
  • For the Office of Co-Secretary: Pauline Wray
  • For the Office of Co-Secretary: Cheri Hardin
  • For the Office of Treasurer: Serena Xu
  • For the Office of VP of Events: Karrie Palis
  • For the Office of Co-VP of Advocacy: Diana Christiansen
  • For the Office of Co-VP of Advocacy: Jennifer Drury
  • For the Office of VP of Communications: Rachel Fitzgerald
  • For the Office of VP of Elementary Support: Grace Jurado
  • For the Office of VP of Secondary Support: Brenae Brix

Council Reports:
Tracy Jokisch, our Emergency Prep and Safety Co-Chair, gave us an update regarding the bulk purchase of Stop the Bleed kits for district schools. There will most likely be over 500 kits ordered in total, which will include 2 kits per school contributed by Council. In conjunction with the Stop the Bleed effort, Clark Combs, district Eprep specialist on the district Safety and Security team, has been offering virtual ACT training to staff.

Diana Christiansen, our Council Vice President of Advocacy, gave us an update regarding the exceptional attendance by WA State PTA members at this years National PTA Legislative Conference. It was great to see big representation especially at “Hill Day” when attendees met directly with legislators and their staffers. Check out our NPTA LegCon recap here!

We got an update on the Reflections program. 55 pieces were forwarded to the state competition and we were waiting to hear results. (Results now in - check them out here!) The Council Reflections Celebration website was a big hit allowing many families – as well as family and friends around the country! - to experience all the works of art from artists all over the district. Next year’s theme was announced as, “I Will Change the World By…”.

Diana Christiansen and Karrie Palis announced that our Council Recognition Awards Nominations were open. They are looking for nominations for the following awards: Outstanding Educator, Outstanding Advocate, Outstanding Student Advocate, Outstanding Service, Golden Acorn, Honorary Life Membership. They are also looking for members to join their committee to review nominations and select winners.

Melissa Kline gave an update regarding membership. Three (3) PTAs had reached 100% staff membership and, in total, we have reached 4,826 members which is 62% of last year’s number. Melissa also gave an update about the newly formed Mental Health Committee. The committee had their first meeting recently, at which they discussed goals and things they would like to work on which included communicating about mental health awareness programs.

Lauren Lewis, our Council F.A.C.E. (Family and Community Engagement) Chair, talked about the Equity Inventory Committee, which was established to assess where our Council stood in regards to equity and diversity. The goal of the committee was to look at all facets of our operation through a DEI lens and then to make suggestions on areas that we could improve on. Lauren was also working on finding a presentation about how to navigate the US high school system that could be offered to families in our district that speak other languages or who have moved here from other countries. Natalie Campbell, the District Partnerships and Volunteer Coordinator, said that we could partner with her and Elizabeth Meza to bring something like this to the district. It was also noted that through the Council Educational Speaker and Community Events Grants program, Woodin Elementary was offering "Guide to Helping Your Children Succeed in Elementary and Beyond", presented by Sistema Escolar, USA, to district parents.

District and Community Reports:
School Board Director David Cogan presented an update in regards to Northshore School District that included, but was not limited to:
  • NSD would be live streaming athletic games so all could watch from home
  • The lock update project at all schools was complete
  • A district Math program was adopted
  • The Capital Bonds Planning Task Force is underway

Natalie Campbell, NSD Partnerships and Volunteer Coordinator, reported the following:
  • Following up on the Mental Health Committee Update, Natalie said that the district was drafting a mental health webpage that was more robust and easier to navigate
  • She had been working on childcare options for families during hybrid learning
  • She reminded us to check out the Safety Protocol document as well as the English/Spanish videos on the district website
  • As of right now, volunteers are not allowed on school campuses

Carmin Dalziel of the Northshore Schools Foundation gave updates regarding her organization and their work to support NSD:
  • Each school in the district has a “Care Team” to help families that have helped at least 261 families since October
  • Because kids will be returning to school, backpacks will start to be provided for those that need them
  • NSF and volunteers have found homes for some 18,000 donated books!
  • NSF was partnering with all district middle school PTA’s to bring a Career Day to all middle schools
  • The Foundation’s “All In For Kids” fundraising event was be moving forward as a virtual event

Our last guest was Patsy Treece of the Citizens for Northshore Schools group to talk about Bond and Levy support. Her group’s purpose is to give citizens information about the bond and levies on the ballot and to urge them to vote. Bond and levy votes only happen every four years. Bonds need 60% to pass and levies need 50%. She was looking for volunteers to serve the group and was particularly interested in adding diversity so that all voices could be heard. She also asked if PTAs could add a line item to their budgets to help support the Citizens group. Learn more about Citizens for Northshore School here.

Our next membership meeting will be held on Monday, June 7th. We hope to see you there!

Second Notice of Election - 2021-22 Council Officers

3/7/2021

 
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Northshore Council PTSA will be holding online elections for the eleven (11) positions on its 2021-22 Executive Committee on Monday, March 15, 2021. 

Slate of Candidates:

In the 2021 Nominating Committee Report, the following slate of candidates were put forward for 2021-2022:

  • For Office of President: Jane Chiodo
  • For Office of First Vice President: Mary Khouzam
  • For Office of Co-Secretary: Pauline Wray
  • For Office of Co-Secretary: Cheri Hardin
  • For Office of Treasurer: Serena Xu
  • For Office of VP of Events: Karrie Palis
  • For Office of Co-VP of Advocacy: Diana Christiansen
  • For Office of Co-VP of Advocacy: Jennifer Drury
  • For Office of VP of Communications: Rachel Fitzgerald
  • For Office of VP of Elementary Support: Grace Jurado
  • For Office of VP of Secondary Support: Brenae Brix​

The period for self-declared nominations for these positions closed on Friday, March 5, 2021.

Qualification Requirements

Per the 2020-2021 Council Standing Rules:

All Candidates:
  • Any position may be held jointly by two (2) people, except the role of Treasurer. 
  • Nominees must be at least 18 years of age.
  • Nominees must be a current member of at least one local PTA that falls within the Northshore Council PTSA membership area. 

Candidates for the office of President and First Vice President shall also:
  • Have two years of elected officer experience on Northshore Council PTSA; 
-OR -
  • Have served as President of a local PTA for at least one year and have one year of serving in an elected position on Council or higher.

Candidates for the offices of VP of Elementary Support and VP of Secondary Support shall also:
  • Have served in PTA a minimum of 2 years, with one year as a local PTA President and one year in a board position at the educational stage that they are going to support.

Each of the slated candidates meets all qualification requirements.

Election Information:
As there is only one candidate per position, the election will be conducted via voice vote at the next General Membership Meeting, on Monday, March 15, 2021:

Topic: March 15, 2021 - Membership Meeting - Northshore Council PTSA
Time: March 15, 2021 07:00 PM Pacific Time (US and Canada)
​
Join Zoom Meeting
https://zoom.us/j/95442068687

Meeting ID: 954 4206 8687
Passcode: *Available upon request.

One tap mobile
+12532158782,,95442068687# US (Tacoma)
+16699009128,,95442068687# US (San Jose)

Dial by your location
        +1 253 215 8782 US (Tacoma)
        +1 346 248 7799 US (Houston)
        +1 669 900 9128 US (San Jose)
        +1 312 626 6799 US (Chicago)
        +1 646 558 8656 US (New York)
        +1 301 715 8592 US (Washington D.C)
Meeting ID: 954 4206 8687
Find your local number: https://zoom.us/u/adRhsyzKXK

Information about Northshore Council PTSA online elections procedures is available in its Electronic Voting (E-Voting) Policy.
Questions? Please contact Northshore Council PTSA President Jane Chiodo. 

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

Self Declare for 2021-2022 Elected Board Positions

2/26/2021

 
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​Northshore Council PTSA will be holding its 2021-2022 elections online. Since “nominations from the floor” can’t work as they normally would at an in-person meeting, Northshore Council PTSA is opening up the floor virtually by using an online submission form.  If you are interested in joining the 2021-2022 Northshore Council PTSA Executive Board, now is the time to self declare!

Anyone who would like to nominate themselves for an elected position on
Northshore Council PTSA for 2021-2022 can do so at:
https://forms.gle/6qJ5M9FveDAjvGYp8
Deadline for submission is Friday, March 5th, 2021

Election Information:

At the close of the self-nomination period, if there is any contested position we will send out an electronic voting method to Northshore PTA/PTSA presidents and vice-presidents. If no position is contested, we will hold the election by voice vote during our next General Meeting, on Monday, March 15th, 2021. Click here for meeting information.

Slate of Candidates:

In the 2021 Nominating Committee Report, the following slate of candidates were put forward for 2021-2022:

  • For Office of President: Jane Chiodo
  • For Office of First Vice President: Mary Khouzam
  • For Office of Co-Secretary: Pauline Wray
  • For Office of Co-Secretary: Cheri Hardin
  • For Office of Treasurer: Serena Xu
  • For Office of VP of Events: Karrie Palis
  • For Office of Co-VP of Advocacy: Diana Christiansen
  • For Office of Co-VP of Advocacy: Jennifer Drury
  • For Office of VP of Communications: Rachel Fitzgerald
  • For Office of VP of Elementary Support: Grace Jurado
  • For Office of VP of Secondary Support: Brenae Brix​

Anyone self declaring for a 2021-2022​ Northshore Council Elected Board Position must meet the following qualification requirements.

Qualification Requirements

Per the 2020-2021 Council Standing Rules:

All Candidates:
  • Any position may be held jointly by two (2) people, except the role of Treasurer. 
  • Nominees must be at least 18 years of age.
  • Nominees must be a current member of at least one local PTA that falls within the Northshore Council PTSA membership area. 

Candidates for the office of President and First Vice President shall also:
  • Have two years of elected officer experience on Northshore Council PTSA; 
-OR -
  • Have served as President of a local PTA for at least one year and have one year of serving in an elected position on Council or higher.

Candidates for the offices of VP of Elementary Support and VP of Secondary Support shall also:
  • Have served in PTA a minimum of 2 years, with one year as a local PTA President and one year in a board position at the educational stage that they are going to support.

Below is a brief job descriptions of Council positions. For a more detailed job description, click here.

President: The President has many important jobs including serving as the official contact, communicator and representative of Council. They oversee and coordinate the work of the executive board, preside over meetings, are ex-officio members of all committees (except Nominating Committee) and are designated as an authorized signer for checks, contracts and authorizations for payment. But, most importantly, they work to connect PTAs which in turn helps them support families, schools and the community to work towards overall student success.
​
1st VP: Must be familiar with the Council president’s duties and responsibilities. Act as an aide to the president and perform the duties of the president in his or her absence. Is in charge of advertising and organizing the Council Grant Program and yearly Awards.
 
Treasurer: Is the authorized custodian of the funds of the association and receives and disburses all monies in accordance with the budget as approved by the  membership.

Secretary: Keeps an accurate record of meetings, which become part of the permanent history of the PTA. Also responsible for taking attendance and monitoring quorum at meetings.

VP of Events: Plans and coordinates Councils yearly events including Presidents and Principals Brunch, Reflections Celebration and Spring Recognition Event.

VP of Communications: Works to facilitate Northshore Council PTSA communications in order to inform, engage, educate and inspire local PTAs and beyond.

VP of Advocacy: Help to educate local PTA's and disseminate information about current WSPTA and National PTA legislative priorities.

VP of Elementary Support: Act as a conduit of information for local elementary PTAs. Helps to answer questions local PTA's may have and works to recognize and celebrate local PTA's.

VP of Secondary Support: Act as a conduit of information for local secondary (high school and middle school) PTAs. Helps to answer questions local PTA's may have and works to recognize and celebrate local PTA's.

Questions about Self Declaring or Virtual Elections? Contact Council President, Jane Chiodo.

2021 Nominating Committee Report

2/25/2021

 
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Below, please find the report from the Northshore Council PTSA Nominating Committee which lists the nominees for each of the officer positions for the 2021-2022 Executive Committee.

The election will take place during the Northshore Council PTSA Membership Meeting on Monday, March 15, 2021. WSPTA Bylaws permit the nomination of candidates from the floor* at the meeting before the vote takes place.

*Since meetings are currently held virtually, "nominations from the floor" will be done using an online submission form prior to the meeting. See our post on Self Declaring for 2021-2022 Board Positions for more information.

​

Nominating Committee: Overview & FAQ

2/17/2021

 
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What is a Nominating Committee? Who can serve on it? Why is it important to have one? We've put together this resource to help you learn more about how to establish your local PTA’s Nominating Committee and how to be sure to operate the nomination process in accordance with your standing rules and the Washington State PTA (WSPTA) Uniform Bylaws.

Much of this information is adapted from the WSPTA Nominating Committee Handbook, available on the Leadership Resources page of the WSPTA website. (Note: login and password are required. Find them in the latest issue of WSPTA Leadership News or Contact Council.)


Why have a Nominating Committee?
The Nominating Committee serves the vital role of finding and recruiting the most qualified people to fill your PTA’s elected positions. Because of this, this committee can shape the nature of your PTA and can help set your PTA up for future success. The executive committee (the elected roles on your PTA board) are in office for a one year term (with a term limit
of two consecutive years). This means that there are new PTA officers entering into leadership every year! Finding passionate and qualified volunteers for these roles is the work of your Nominating Committee.



Who can serve on a Nominating Committee?
The Nominating Committee consists of three PTA members who are elected at a membership meeting at least 30 days before the officer elections take place.

Things to keep in mind when electing your Nominating Committee:

   • Members of the Nominating Committee must be elected. They may not  just volunteer for the job and they cannot be appointed by the board of directors or president.
   • A candidate for the Nominating Committee must be a member of the local PTA for at least 15 days preceding her/his election.
   • The Nominating Committee cannot include the current PTA president or school principal. 
Neither the PTA president nor the school principal may participate in the committee’s deliberations.
   • Nominating Committee members may not serve on the committee for more than two consecutive years.

Additionally, the members of the Nominating Committee members should have a strong knowledge of the PTA’s goals, needs and culture as finding qualified PTA officer candidates can be a challenge. Connections within the school community are helpful in reaching potential candidates. Don't forget - Nominating Committee members are still eligible to be nominated for an elected office!


When should your Nominating Committee be elected and start work?
The goal of the Nominating Committee is to present to your membership a signed and dated report stating the names of one or more candidates for each office to be elected at least 15 days prior to the election.
Giving your Nominating Committee time to locate candidates allows for the best possible slate of candidates. State guidance suggests that the Nominating Committee be elected at the first general membership meeting of the school year. This  may be difficult for PTA’s that are still getting their year organized. Having the committee in place by the first of the year is a great goal, this way the committee will have a few months to work prior to the election.


How can your current board support the Nominating Committee?
Setting up your Nominating Committee for success is very important! It is recommended that the PTA president conduct an orientation meeting shortly after the committee is elected.

Topics to discuss at this first meeting include:

   1. The president must not be involved in the Nominating Committee process or selection of officers.
   2. The committee must hold its own counsel and have honest discussions about individuals being considered for nomination.
   3. The committee must keep their work confidential and the group should discuss what confidentiality means.
   4. Develop a committee calendar and double-check relevant dates and deadlines paying special attention to your electronic voting policy if needed:
   • Dates of PTA events for the year.
   • Dates of local PTA membership meetings.
   • Date of the meeting during which the election is to occur.
   • Date the nominating committee report is due to the local PTA members.

At this orientation meeting, the president can assist the committee by providing:
   • The PTA’s current membership roster
   • The WSPTA Uniform Bylaws*
   • The current WSPTA Nominating Committee Handbook*
   • The local PTA’s standing rules
   • Job descriptions for all elected positions
   • A sample “Nominating Committee Recommendation Form”*

   • A sample “Nominating Committee Report”*

*These forms can be found on the WSPTA PTA Leaders webpage under either Governance or Leader Resources.


​
What does a Nominating Committee need to consider when choosing a candidate?
Nominating Committee meetings give committee members the opportunity to review the roles that need to be filled and any potential candidates, including recommendations from board members and/or their PTA community. All candidates must be given the same scrutiny and evaluation. Candidates who wish to be considered for co-officer positions can be considered together as long as the opportunity to serve together is something that both candidates agree to prior to the election. 
According to the WSPTA Uniform Bylaws, there are also some minimum qualifications for any role under consideration.

​The Nominating Committee is the responsible for confirming the following for each candidate being considered:
   • Candidate is a PTA member (though not necessarily a member of the pertinent PTA) at least 15 days preceding the election for local PTAs.
   • 
Candidate must be willing to attend required PTA training for the position to which he or she will be elected.
   • Candidate must be enthusiastic and supportive of the local PTA.
   • Candidate must believe in the purposes of PTA. 
   • Candidate should have previous experience in PTA, though other association work may also be considered.
   • Candidate should have knowledge of PTA and its role in the school and community.
   • 
Candidate should be relied upon to give PTA a satisfactory level of priority and commitment.
   • Candidate should have good relationships with people.
   • Candidate must be fair, objective, able to subordinate personal interests to the interests and well-being of the local PTA or council.
   • Candidate should have vision and be innovative.
   • Candidate must be at least 18 years old.

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Frequently Asked Questions

Q: If I make a recommendation to the Nominating Committee, will that person automatically be on the Nomination Report?
A:
All recommendations received by the Nominating Committee are
recommendations rather than nominations. Think of these recommendations as suggestions that the committee will then take and use to help inform their decision-making process.
​
Q: Does the Nominating Committee elect the officers?
A:
The Nominating Committee is the group that will NOMINATE someone for election via its report to the members. The members of your PTA will be the ones who officially elect officers during a general membership meeting.


Q: Should the Nominating Committee find someone for every role?
A: That is the goal, however, the Nominating Committee should only put forward individuals they feel are well qualified for the position for which they are running. Individuals who are not well-suited or who are not qualified for the position should not be nominated by the committee,
even if that position must be left open on the nominating committee report. Just because someone is interested in a position does not mean the committee should put the name forward. 


Q: If someone isn't nominated by the Nominating Committee, can they still be elected to a role?
A:
Every qualified person has the right to be “nominated from the floor”, whether in-person or virtually, in the event that they want to run for an office and is not on the Nominating Committee Report of presented slate of candidates.


Q: Is the Nominating Committee obligated to nominate a current officer for a second term?
A: Current officers are not guaranteed a nomination the second year. Current officers should be evaluated just as you would any candidate. If the committee finds a more qualified candidate, that's who they should nominate. 

Q: Can a member of the Nominating Committee run for an elected position?
A: Yes! However, the committee member should recuse themselves from and leave the room during all discussion about their nominations, including discussion about other potential nominees for that position.

Q: What do you do if you cannot find a candidate for a position?
A: This is an especially relevant question this year! Because we have been virtual with no in-person events in which to meet and greet with those in our community, it could be harder than ever to find candidates for PTA officers. Here are a couple of ideas to broaden your reach when searching for candidates:
  • Be sure to market your PTA! Let your community know what your PTA is doing to support them, the school and the students. The more they know about you, the more likely they will want to join your awesome team.
  • Reach out to incoming families! If you are a secondary school, reach out to your feeder school PTA’s to put the word out that you are looking for recommendations for nominations. If you are an elementary school, consider reaching out to families of incoming kindergarteners. There’s no better way to get to know a school and its administration than volunteering for a PTA position!
  • Hold an “Open House” type event. Whether virtual or in-person, this type of event is great for introducing people to your PTA and answering questions about PTA elected positions and their function.
  • Make a personal ask. Do you know someone who you think would be great? Reach out to them and have a one to one conversation about why you think they would be the perfect fit.
  • Advertise your search for candidates EVERYWHERE! Put it on your website, put it in your newsletter, post about it on all your social media channels (Facebook, Instagram, Twitter, TikTok, etc.), send an email directly to your members, or even send snail mail (like a postcard) to your members. Tips: NSD PTAs/PTSAs are eligible to use the Northshore School District Graphics Center for printing & bulk mailing. If you are looking for a school directory to help you connect to the families in your school, contact Council's Secretary to request one. 
​
What if you STILL can’t find a candidate for a position?
  • If there is an open position on your slate of candidates, you can leave that position vacant. At an in-person meeting, the president will ask if there are any nominations from the floor. In the case of a virtual election, there will be a period of time allowed for self nominations prior to the membership meeting that mimic the function of “nominations from the floor”. Someone may step forward. 
  • Consider whether you have enough time to continue your search. Can you send out another call for recommendations for nominations?
  • If a position remains open, it is possible, depending on what is stated in your Standing Rules, for your Board of Directors to appoint a person into that position in the interim. The search for a candidate can continue with the hopes that someone can be elected at the next membership meeting.
  • If you have some officers willing to stay on as interim, try again at the beginning of the next school year. People may be willing to jump into something new in September than at the end of a long school year when they’re looking forward to summer break.

Have another question about the Nominating Committee that wasn't listed here? Contact Council and we can help!


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Additional Election Information:
As stated earlier, elections of officers will happen during a general membership meeting. The Washington State PTA offers a script for the proper language to conduct elections in the Nominating Committee Handbook. In the case of an in-person meeting, additional nominees from the floor can be submitted at the time of the election if the candidate was not part of the presented Nominating Committee report. In the case of a virtual election, there will be a stated time that self nominations may be submitted prior to the meeting. Please referrer to the handbook for more information on holding elections.

Resources:
   • 
Nominating Committee Handbook 
   • Nominating Committee webinar
   • Sample Recommendation for Nomination (pdf)
   • Sample Nominating Committee Report (pdf)


Special Note from Council:
Make sure to express your appreciation to all the leaders who take on the important role of Nominating Committee Member. Being a part of it helps to ensure the strength and viability of your PTA for another year. That is the reason Washington State PTA calls the Nominating Committee, “the most important committee we have”!

General Meeting - March 15, 2021

2/12/2021

 
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Please join us for our 4th general membership meeting of the year on Monday, March 15, 2021 via Zoom.

In addition to our regular business items, during this meeting we will be holding elections for our 2021-2022 officers. For more information on elections, visit our 2nd Notice of Elections post.

​We'll also be hosting a brief Q&A session with Dr. Reid during this meeting.
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We've added a 30 minute social time before our meeting!!

Join us before the meeting to chat with Council & other local PTA Leaders!
Come say hi, ask questions, or just hang out for social time before the meeting.

Topic: March 15, 2021 - Membership Meeting - Northshore Council PTSA
Time: March 15, 2021 07:00 PM Pacific Time (US and Canada)
​
Join Zoom Meeting
https://zoom.us/j/95442068687

Meeting ID: 954 4206 8687
Passcode: *Available upon request.

One tap mobile
+12532158782,,95442068687# US (Tacoma)
+16699009128,,95442068687# US (San Jose)

Dial by your location
        +1 253 215 8782 US (Tacoma)
        +1 346 248 7799 US (Houston)
        +1 669 900 9128 US (San Jose)
        +1 312 626 6799 US (Chicago)
        +1 646 558 8656 US (New York)
        +1 301 715 8592 US (Washington D.C)
Meeting ID: 954 4206 8687
Find your local number: https://zoom.us/u/adRhsyzKXK

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.

1/21 General Membership Meeting Recap

1/28/2021

 
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Thank you to all that attended our 3rd membership meeting of the school year and our first meeting in 2021!
Each meeting provides us with an opportunity to connect with our wonderful local PTA leaders.

Council Business and Reports
Our meeting started off with an update from one of our Emergency Prep Co-Chairs, Tracy Jokisch. We learned that NSD is monitoring zooms for welfare checks. They are working on protocols regarding locations of students because many are traveling with family while attending classes. Reminder that if you see something strange going in the background during a classroom zoom to call 911. If you see a problem, call or email NSD Safety and Security.

The PTSA E-Prep committee has been meeting with district rep, Clarke Combs, about various E-Prep items. From those discussions it was decided that there is a need for each school to have at least 2 Stop the Bleed kits on campus. Click here to learn more about Stop the Bleed Kits. A motion was passed to add funds to the E-Prep budget to cover the purchase of 2 Stop the Bleed kits per school. With support from local PTAs/PTSAs, this is a great start to reach the goal of having a kit at each school’s AED, rather than only at the nurse’s office.

After approving the minutes from the November membership meeting, we moved on to the Treasurer’s reports for November and December. Our Treasurer, Liz Nord, reported that we were receiving council program fees as well as additional membership fees via memberplanet. Liz concluded her report by sharing that the virtual mid-year financial review had been completed and detailed suggestions provided by the financial review team.

Next on the agenda was a report from our VP of Advocacy, Diana Christiansen. Diana shared with everyone that WSPTA Advocacy Week began on 1/18 and will conclude on 1/22. Each day had a different advocacy topic and Diana urged local leaders to visit the Northshore Council Blog for more information regarding Focus on Advocacy Week.

Then Grace Jurado and Liz Nord from our Nominating Committee reported that they have been in talks with current council leaders regarding who will be interested in staying on in their positions next year. They also put out a request for nominations and reminded everyone that there is a link in both the newsletter and the website for those interested in nominating. Learn more here.

Our Reflections Chair, Rachel Northquist, shared the exciting news that 55 submissions will be moving on to State! She is also currently working on a method to share and display the submissions and will keep council updated with the plan.

Melissa Kline, Membership Chair, reported that we currently have 4485 members and that we are at 77% of last years membership. She also reminded local leaders to think of your PTA as a brand and to share the good work that your PTA has been doing for your school and community.

Next on the agenda was a Family and Community Engagement (F.A.C.E.) report from Lauren Lewis. She offered some important reminders with regards to planning events for your community including attempt to reach everyone – not just your members. (School directories are available. Please send requests to our Council Secretary, Kimberly Ortiz.) Lauren also shared the importance of consulting the NPTA Multicultural Calendar when planning meetings or events.  Lauren is working on applications for the WSPTA FACE Awards and would also love to hear from anyone regarding how they think that Northshore Council is succeeding in Family and Community Engagement. You can email her directly at familyengagement@northshorecouncilptsa.org.

Jane Chiodo gave an update on the Educational Speakers & Community Events Grants Program. She stated that the round 3
applications were due January 22nd . These funds are available for local PTA’s to apply for if they would like to host parent education events.

Concluding the council business and reports agenda was a reminder from Grace Jurado regarding WSPTA Awards. Grace shared that awards applications are due March 15th but you can contact them now in order to receive a dropbox link so your PTA can start collecting items for submission. She also reminded leaders that awards can often help with branding your PTA as well. If you have never applied for an award before she suggested that the Standards of Excellence award is the most general award but that there are also different categories choose to from. One recommendation was the F.A.C.E. award as it
doesn’t seem to receive as many applications as the others do. There was also a brief discussion regarding equity of the awards and the membership agreed that there may be a need to vocalize more prominently that awards are available for everyone to apply for as they are about your PTAs/PTSAs personal achievements, not comparing them to other PTAs (multiple PTAs can win the same award). Learn more about WSPTA Awards here.

District and Community Reports
School Board Director, David Cogan, presented an update regarding Northshore School District that included but was not limited to:
  • Playgrounds now being open to the community
  • New guidelines regarding vaccine schedules that will allow school employees and teachers to be immunized more quickly
  • King County has  determined that March 1st is the date for opening of athletic fields
  • NSD was recognized by GFOA and the district budget was awarded the distinguished budget presentation
  • Dr. Reid was named WA State Superintendent of the Year
  • ELA pilots in place in K-8 and the district is working hard to ensure that reading metrics are working for all students learning to read
  • Due to campus closures, the district has been able to expedite the modern lock, fencing and camera upgrades
  • Inglemoor Concert Hall is making great progress and has a lot of the steel up.

NSD Partnerships and Volunteer Coordinator, Natalie Campbell, reported the following:
  • Applications for Innovation Lab High School are currently open
  • There is a new Chinese language program at Sunrise Elementary
  • Wall of Honor applications are open
  • The Community Resource pages are continually being updated
  • NSD has continued its partnership with 6 Crickets which provides a fee-based database of afterschool programs
  • Volunteer applications are now available and can be submitted online

Carmin Dalziel, representing the Northshore School Foundation, shared that each school has scholarship money set aside in Care Teams. If someone needs a scholarship individually send them to a Care Team. It was also noted that the Basic Needs Fund is for a crisis, a one-time event that a family needs help with. Carmin also reminded us that there are many Northshore Gives campaigns that need donations. If there are any PTAs/PTSAs that would like to donate, please contact NSF. Lastly, the All in For Kids Virtual Fundraiser Event will be held 4/8/2021 and she encouraged people to enroll in groups.

Guest Speaker
Cherry Holmes, Region 6 DEI Chair, WSPTA FACE Committee and WSPTA DEI Chair, presented on and discussed WSPTA DEI resources that local leaders can use within their own units. By advancing diversity, equity and inclusion there will be better outcomes for families and students. The DEI presentation shared that diversity is the representation and respect for people from different backgrounds and identities. Equity provides fairness in resources, opportunities, and outcomes. Inclusion is actions and social norms that ensure ALL PEOPLE feel that they are safe, welcomed, and that they belong. The presentation asked PTAs/PTSAs to take a deeper look at what is happening in their local unit - that they may be colorblind or on autopilot with business as usual. It’s important to build membership and leadership from diverse backgrounds and experiences. Improvements for PTAs/PTSAs requires measurements. Know your school’s demographics and statistics; this info can be found on the OSPI school report card site. Know your school and community – does it represent your PTA/PTSA? Identify barriers in your community, including culture, socio economic, policies, and relevancy. Cherry’s DEI presentation will be shared in the meeting Dropbox so members can have access to the slide presentation to take back to discuss with their PTAs/PTSAs.

Our next membership meeting will be held on Monday, March 15th. We hope to see you there!

Online Financial Review

1/21/2021

 
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Financial Reviews right now can be an overwhelming prospect. As a treasurer, you want to make sure your review committee can access all documents easily and smoothly with the added difficulty of doing the review over a video call. As the review committee you want to stay organized and have a good system for including all committee members in the process. Below you will find pointers for both treasurers and financial review committees. 

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TREASURERS
You want to make sure you are continuing to maintain your physical binder, while putting together a digital binder that allows you to share it with your review committee. There are many different ways to create a digital binder, depending on your skill set. A super simple way is to use a program like Google Drive, Drop Box, or One Drive to create folders to store your digital documents. Below are steps you can take to create a simple and easy to use online binder:
  1. ​Choose your online program. It should be simple to upload files to and you should be able to easily share it with the financial review committee.
  2. Create a folder specifically for your financial review. You may already be keeping digital files, but keep in mind that the best way to keep files for you to find, may not be the best way for your review team to locate those files.
  3. Set up folders for each section. There is a Financial Review Checklist found on the WA State PTA website. Section 4 will not need a folder as that is for the review committees comments and signatures.
  4. Fill each section’s folder with digital copies of these documents. Each section has a list of documents needed to answer questions in that section. To make it easier for your committee to locate documents, if an item is needed for more than one section, put a copy of that document in both sections. To help organize each section folder, create folders within the folder to group items together. For instance, create a folder for each month where you can put your expenses and deposits for that month.
  5. Clearly label all digital documents. Keep in mind, what will the review committee be looking for when naming it. In section 2, they ask for minutes where specific things were done (budget approval, elections, etc…) consider labeling those minutes with that title (Budget Approval Minutes). When labeling expenses, consider using the check number (7623 Reimburse Chambers), this puts your expenses in number order.
  6. Go through the review questions. Once you have all your documents uploaded to your financial review folder, walk through answering each question and make sure you have all the needed documents. 

Following these steps will help you to feel confident when handing over your books to be reviewed. Before you hand over your binder, make sure you remove anything you store in it that shouldn’t be shared such as passwords. When it is time for the review, give the entire team access to your digital files. Also, if it is at all possible, give at least one person on your review team viewing access to your financial software.

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FINANCIAL REVIEW COMMITTEE

Setting Yourself up for Success:
  • Each committee member should have a copy of the Financial Review Checklist to follow along. One person should be in charge of note-taking. You will want to make notes on a draft and then sign the final draft to submit to the board.
  • While working remotely, it’s helpful for each team member to take ownership of one section of documents: Meeting Minutes, Standing Rules, any additional Policies (such as money handling, password updates, etc.), Bank Statements, Reconciliation Reports, Treasurer’s Reports, Expenses Reports, Deposit Reports, Grant Documents, Budget, etc.

Quick Tips:
  • As you work through the checklist, make note of any exceptions in the comments. If you are unable to answer a question based on what you have in hand, make a note of this and move on to the next question.
  • The final page will require signatures from all parties of the Financial Review Committee as well as any feedback and recommendations for the board of directors to take under advisement. This is also a great place to provide positive feedback, too!
​
Financial Review Questions:
For notes on what documents to reference for each individual question check out this helpful document below. Click here to print the PDF of this document.

Important Reminder:
The annual Financial Review is a requirement of the PTA/PTSA’s insurance. It is also a helpful tool meant to assist the Treasurer and the rest of the Board of Directors in establishing and refining best practices. During a Financial Review, the policies and procedures are being reviewed, and the committee’s feedback is important in providing insight to those policies.
Still have questions about completing an Online Financial Review? Contact Council Treasurer, Liz Nord.

**Additionally, WSPTA Region 6 is offering an Online Roundtable to discuss Financial Reviews on Wednesday, January 27th from 7-9pm. Click here to register!**

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)
​
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Meeting ID: 987 6803 0408
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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!
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