 As we spend our final months of the school year still under stay-at-home orders, and our children realize they will not be in a classroom again before fall, it’s easy to lose track of the year-end stuff our PTAs still need to take care of-- the things we have to accomplish as well as all those things that it would be nice to be able to do. Must Dos: There are two things a PTA must do before the end of the year: approve the budget for next year and elect new officers. Elections Hopefully by now you have seen the guidelines for holding an election virtually. If not, there are more details in this article on the WSPTA website as well as some resources on our website. Once you have elected your 2020-21 officers, be sure to email all of your officer information to support@wastatepta.org. For each officer (new and returning) they will need:
Budgets: Everyone’s Favorite Topic We need to look at our budgets differently than we would have two months ago. Depending on if you had a spring fundraiser you could no longer hold and on how many budgeted expenses you no longer have (Field Day is probably giving us all a nice budget buffer this year), you are most likely ending the year with a final bank balance much different than originally expected. With that in mind you should expect fall fundraising efforts to bring in less funds than usual. You may also want to modify some of your fall events to more community-based, lower cost or even virtual events. Look at ways to tweak your expenses for next year to lower them if possible. If it looks like you will start off the year with a stronger account balance than usual, you may also want to consider increasing scholarship lines since there will probably be more aid requests next year as our state continues to have record unemployment levels. Finally, since economic and health standards are constantly changing in 2020, remember that there will be opportunity over the summer for the new board to make adjustments to the budget if it looks like circumstances will change drastically by the fall. Remember: Budget decisions you make now will not bind you for the whole next year. Other Stuff (things you don't have to do, but may want to consider) Staff Appreciation This week (May 4-8) is Staff Appreciation Week and there have already been a lot of wonderful online thank yous to school and district staff, admin and teachers. Please encourage your families to keep the appreciation going all week long and use the hashtag #ThankATeacher in all appreciation posts. Some suggestions compiled by National PTA include:
Awards: to do or not to do We have seen lots of debate over whether or not to do awards (Golden Acorn, Outstanding Educator, Outstanding Advocate, etc) this year, and most of the PTAs in our area have decided to do move forward with them. Our recognition ceremonies will definitely look different this year, but there are two big reasons to do award this year: something happy and positive is always a good thing in “emotionally down” times like now, and we are seeing some amazing volunteers stand out with all they are doing to help during this crisis. With so many great options of people to recognize, why not take advantage of it? Plus, the award fees go to the State PTA scholarship fund—a win win situation! Council is looking forward to seeing what kind of creative ways our PTAs will recognize their award recipients this year. Year-end “Graduation” Celebrations (5th, 8th, 12th grades) Year-end “Moving On” Celebrations for kids on their last year at their school is another big thing on many PTA minds. By now, most of our high school seniors have received house signs recognizing them as 2020 grads. Some parents have also ordered signs from local sign companies for 8th grade graduates moving up to high school and 5th grade graduates moving up to middle school. If this is not already under way in your school, this is a great thing for PTAs to help coordinate and share the purchase info with your school communities. For more celebratory planning, PTA celebration chairs should meet with school admin to see how you can collaborate on this. Thank you all for all that you do. I am constantly impressed by the amazing ways I am seeing our Northshore PTAs adapt to this new normal, support their school communities, and keep their kids engaged. I’m sure some of you are already a step ahead of these suggestions, but we wanted to compile some of the key takeaways from our weekly roundtables in one place. We will continue to hold our weekly roundtables on Tuesdays at 12:00 through the end of the school year. If you haven’t joined us yet, please do!
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.
People who would like to nominate themselves for an elected position on Northshore Council PTSA can do so at: https://docs.google.com/forms/d/e/1FAIpQLScVQRRHRhudMs2pzExDeMxP1RpfbzLgpyYoXAC8-DzinoqUOA/viewform Deadline for submission: Friday, April 10th 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 in our next General Meeting, on Monday, April 20th. Exact time and a Zoom link for the meeting will be available soon. Slate of Candidates: The Nominating Committee put forward the following slate of candidates for 2020-2021:
Open Positions: There are a few key positions that remain open in the slate of candidates brought forward by the nominating committee. The nominating committee did their best to find a candidate to place on the slate for these positions but for a variety of reasons they were unable to identify a qualified candidate. We need you to step up and self declare for one of these positions:
Brief Job Descriptions: 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. Qualification Requirements: Per the 2019-2020 Council Standing Rules: All Candidates:
Candidates for the office of President and First Vice President shall also:
Candidates for the offices of VP of Elementary Support and VP of Secondary Support shall also:
Questions? Contact First Vice President Jane Chiodo or President Grace Jurado. They are happy to help!
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:
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.
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:
**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.
*NEW* (4/13): meeting password now is required to join. It will be sent to local leaders via email. You can also request the password by emailing communications@northshorecouncilptsa.org. Topic: Northshore Council PTSA Weekly Roundtable Time: This is a recurring meeting Join Zoom Meeting https://zoom.us/j/614808778?pwd=MFhla0wweSt2MExUcFF6YWlnZWgvQT09 Meeting ID: 614 808 778 Password: available upon request One tap mobile +13462487799,,614808778# US (Houston) +16699009128,,614808778# US (San Jose) Dial by your location +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) +1 253 215 8782 US +1 301 715 8592 US Meeting ID: 614 808 778 Find your local number: https://zoom.us/u/abIsmu6rb If you have questions or suggested topics you would like to see addressed in the discussion, email Grace Jurado. We hope to see you there!
Did you miss this online roundtable? Listen to the audio recording of the 3/17 discussion on Soundcloud. Topic: Northshore Council PTSA Roundtable, part 2 Time: Mar 17, 2020 12:00 PM Pacific Time (US and Canada) Join Zoom Meeting https://zoom.us/j/374661835?pwd=SUNsV2N4L3FDUFhyV2hERnc5cXI5Zz09 Meeting ID: 374 661 835 Password: 011244 One tap mobile +16699009128,,374661835# US (San Jose) +13462487799,,374661835# US (Houston) 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: 374 661 835 Find your local number: https://zoom.us/u/abIsmu6rb If you have questions or suggested topics you would like to see addressed in the discussion, email Grace Jurado. We hope to see you there!
 Join us this Wednesday, March 11th at 7pm for an online discussion about PTAs and Coronavirus: How to Deal. We want to bring Northshore PTA leaders together to share ideas and innovations, ask questions and voice concerns, and work together to find ways to better serve our school communities (and beyond!) through the COVID-19 crisis. Let's support each other! Did you miss this online roundtable? Listen to the audio recording of the 3/11 discussion on Soundcloud. Join Zoom Meeting https://zoom.us/j/597074496?pwd=ZGR1eDRLWU1vUkphVUM2RHEvM1FaUT09 Meeting ID: 597 074 496 Password: 531283 One tap mobile +16699009128,,597074496# US (San Jose) +16465588656,,597074496# US (New York) Dial by your location +1 669 900 9128 US (San Jose) +1 646 558 8656 US (New York) Meeting ID: 597 074 496 Find your local number: https://zoom.us/u/abIsmu6rb If you have questions or suggested topics you would like to see addressed in the discussion, email Grace Jurado. We hope to see you there!
 This is a time of uncertainty for the Northshore community as we navigate the COVID-19 outbreak. While government and public health agencies are not recommending full quarantine at this time, it leaves it up to your PTA board to determine what the best course of action is for your PTA with regards to events, services and communications. There is no one right answer-- but we have put together a list of resources, information and considerations to help your board as you work together to make decisions about how to best serve your community and goals. Public health Agency Recommendations: (as of 3/11/2020): Washington State Governor issues
Public Health - Seattle & King County: (3/13/2020)
Snohomish Health District recommendation: https://www.snohd.org/498/COVID-19-Info-for-Community-Organization
WA Department of Health: Recommendations for Events and Public Gatherings (3/4/2020)
Considerations: Beyond recommendations from public health agencies, you may also want to consider:
Additional Resources: Northshore School District COVID-19 Coronovirus – updates and resources page Washington State PTA Guidance: Local City Government Pages: Washington Nonprofit Institute:
REAL TALK: COVID-19 & 2020 Fundraising (3/13/2020) - Webinar for non-profits presented by Ariel Glassman & Talia Silveri Wright (Seattle-based consultants who specialize events and strategic fundraising):
If you have questions, please reach out to Council leaders and ask questions. Council is here to help!
 Below please find the report from the Northshore Council PTSA Nominating Committee, listing the nominees for each of the officer positions for the 2020-2021 Executive Committee. The election will take place during the Northshore Council PTSA membership meeting on Monday, March 16, 2020. WSPTA Bylaws permit the nomination of candidates from the floor at the meeting before the vote takes place. February 23, 2020 The 2019-2020 Northshore Council PTSA Nominating Committee hereby places the following names into nomination:
The Nominating committee has confirmed that all nominees have been a member of a local PTA in the council for at least 30 days prior to the election and meet other requirements, as stated in the WSPTA Uniform Bylaws. Respectuflly submitted, Jane Chiodo Carmin Dalziel Tricia Woods We are still searching for candidates for a few positions! If you're ready to LEVEL UP your leadership and join Council, visit this link: https://tinyurl.com/yzjcotcr. Want to learn more? We'd be happy to help! Contact nomcom@northshorecouncilptsa.org.
Take your leadership skills to the next level: COUNCIL!
Northshore Council PTSA is here to support our PTA chapters, develop leadership, promote membership and give service to the local school community. When you serve on Council you are a RESOURCE to local PTA leaders; a communication LINK between district, PTAs, and parents in the community, a MENTOR to future leaders and a VOICE for the children we serve.
The Nominating Committee is seeking interested candidates for Northshore Council PTSA's 2020-2021 Executive team. Positions include:
Nominate yourself or another ace leader today!! https://tinyurl.com/yzjcotcr
COUNCIL=RESOURCE+LINK+MENTOR+VOICE = YOU.
Questions? Contact nomcom@northshorecouncilptsa.org.
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