Anaheim Hills Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Cambridge Street Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Canyon High School PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Canyon Rim Elementary School PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Chapman Hills Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Crescent Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
El Modena High School PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
El Rancho Charter School PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Esplanade Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Fairhaven Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Fletcher Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Imperial Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Jordan Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
La Veta Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Lampson Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Linda Vista Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
McPherson PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Orange High PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Palmyra Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Panorama Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Portola Middle School PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Prospect Elementary PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Running Springs PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Santiago Charter Middle School
PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Sycamore Elementary School PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Taft Elementary School PTA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Yorba Middle PTSA
President Procedure Book
Orange Community Council
“THIS BOOK BELONGS TO THE COUNCIL.
IT IS NOT PERSONAL PROPERTY.”
Committee Budget
Write the approved amount for your committee’s expenditures. Then
write in the funds used for projects and/or events that you are in
charge. It will give your successor an idea of the expenses of your
committee. At the same time it will help with the committee’s
planning and continuity.
$ ____________ approved for ___________________
Date
Expenses
Category
Total $
Amount
My
Contacts
Each officer or committee chair should have a contact list. The list should include school
administrators, vendors, fundraiser representatives, PTA leaders, etc. Identify each contact with
their phone number and email address. Feel free to add notations on the best time and way to
get a hold of your contact. As well as how far in advance you’ll need to get in touch with your
contact before an event or project.
Name
Phone
email
Diana Flores-OCC PTA President
714-998-9102
dijessor@sbcglobal.net
Andrea Yamasaki –Executive VP
714-998-9128
andreayamasaki@hotmail.com
Allan Galera-1st VP Legislation
714-628-0620
thegaleras@sbcglobal.net
Cheryl Baltes- Secretary
714-401-6526
chapmanhillsptapta@gmail.com
Kim Nichols – Treasurer
714-771-5791
KimN003@aol.com
Yvette Nelson –Financial Secretary
714-997-4988
ygmnelson@gmail.com
Leisa Ensworth - Auditor
714-744-4765
leisa.ens@earthlink.net
Sandra Davidson – Historian
714-612-2187
sandra_davidson@msn.com
Carol Barnes- Parliamentarian
714-637-2858
cbarnes825@hotmail.com
Regina Singh –Website Coordinator &
Scholarship Chair
714-883-5205
regina@socaldreamhomes.com
Carolina Robles-Community Concerns
Chair
714-675-0778
carolinamrobles@hotmail.com
My
Resources
Every officer and committee chair must maintain a list of resources that can be referred to
obtain information necessary to perform its responsibilities accordingly in learning on
how to become a stronger leader for its commcouncily.
Resource
Webpage
4th District PTA
www.fourthdistritpta.org
California PTA
www.capta.org
National PTA
PTA Insurance
Contents
www.pta.org
www.pta.bbt-knight.com
Username: ptauser
Password: member
Conflict-Resolution in
Conflict - (Del lat. conflictus)
1. fight, battle, war 2. competitive or opposing action of incompatibles : antagonistic state or
action (as of divergent ideas, interests, or persons); mental struggle resulting from
incompatible or opposing needs, drives, wishes, or external or internal demands 3. the
opposition of persons or forces that gives rise to the dramatic action in a drama or fiction
There is conflict everywhere you go, so don’t be afraid of it. The question is, how do we deal with
our differences? The answer is not easy but its surprisingly simple. The secret to peace and to find
a resolution or perhaps even better a reconciliation is ourselves. However, if you encounter
conflict that quickly escalates into a communication break-down, as a PTA member you should
immediately take steps to resolve it. It is an agreed process of all parties involved to come up with
a steadfast resolution.
Do not take sides, it is of upmost importance to be impartial as a leader. Face the problem and
NOT the people and their personalities.
Try to listen actively, meaning; do not interrupt the speaker.
There is no “right” or “wrong” way of fixing concerns; I believe there is a “practical” or “feasible”
way.
Communication Promise
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
The following pages have some practical suggestions that hopefully can help you manage
difficult situations with other volunteers.
Communication Promise
Communication Promise
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
Communication Promise
Communication Promise
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
Communication Promise
Communication Promise
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
To: _______________________ From: ______________________
1. Tell it me first and privately.
2. Tell it to me in a way I can understand.
3. Tell it to me as soon as if concerns you.
4. Give me time to think about it before we come to a resolution.
Conflict-Resolution & Decision-Making Strategies
Five-Step System on Conflict-Resolution & Decision Making
1.
2.
3.
4.
5.
Identify the problem.
Gather information.
List the possible choices. (Alternatives)
Consider the good and bad sides of each choice. (Think about what is important to you)
Make a choice. (Pick from the alternatives)
Four-Step Problem Solving Model (Dr. Robert Myrick)
The following problem-solving model complements the PAL listening-skills lessons, as the basis for this
approach is the use of open-ended questions. Notice all four questions begin with “What” and require more than
a one-word response.
1. What is the problem or situation?
2. What have you tried to solve the problem?
3. What else could you do to solve the problem?
4. What is the next step? When?
The IDEAL System on Conflict-Resolution & Decision Making
IDEAL is a strategy that allows a peer helper to organize and outline the necessary steps for effective decisionmaking. The strategy is called IDEAL because an easy way to remember it is to think of the IDEAL situation or
outcome.
Identify the problem or situation
Develop an action plan.
Evaluate the action plan. (Positive and negative consequences)
Act. (Put the plan into action)
Learn from your plan. (Mistakes)
Nine-Step System on Conflict-Resolution & Decision Making
1. Identify the problem or decision.
2. Gather information.
3. Brainstorm alternatives.
4. Predict consequences.
5. Check the “forgotten factors.”
 attitudes, values
 feelings, emotions
 pressures: peer, advertising, family
 risk levels
 habits
6. Choose an alternative.
7. Identify an action plan.
8. Act.
9. Evaluate.
It is important to realize that no matter the strategy you choose the important step is to “Identify the
problem or situation.” The key message is: If we don’t know what our goal is, we’ll never get
there! Note: Upon studying the four aforementioned systems, we recommend you choose one to use
during your training. That way you can avoid further confusion and it will help you maintain focus.
Four-Step System on Conflict-Resolution & Decision Making
What is the problem or situation?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What have you tried to solve the problem?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What else could you do to solve the problem?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What is the next step? When?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Five-Step System on Conflict-Resolution & Decision Making
Identify the problem.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Gather information.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
List the possible choices. (Alternatives)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Consider the good and bad sides of each choice. (Think about what is important to you)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Make a choice. (Pick from the alternatives)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
The IDEAL System on Conflict-Resolution & Decision Making
Identify the problem or situation.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Develop an action plan.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Evaluate the action plan. (Positive and negative consequences)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Act. (Put the plan into action)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Learn from your plan. (Mistakes)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
9-Step System on Conflict-Resolution & Decision Making
1. Identify the problem or decision.
2. Gather information
3. Brainstorm alternatives.
4. Predict consequences.
5. Check the forgotten “factors” such as attitudes and emotions.
6. Are there pressures coming from: peer, advertising, work,
family? What are the risks levels? What are the habits? Choose
an alternative.
7. Identify an action plan
8. Act.
9. Evaluate.
Common Sense Mistakes
Volunteers Make in
 Impose your personal standards of “right and wrong on others;
and believe that everybody will accept them as such.
 Judge others happiness based on your own happiness.
 Expecting a consensus only on your opinions.
 Seeking experience and common sense from youth.
 Seeking perfection in our own actions.
 Worrying yourself and others for things that cannot be solved.
 Unacknowledged everybody's weaknesses ..as well as our own.
 Consider impossible what we cannot achieve.
 Live this moment, this day, this time as if it was so important,
that it will last forever.
 Judging people only by their external qualities when in reality its their
internal qualities that define them. Remember: don’t judge
a book by its cover.
Diplomacy Helps Everyone Grow
PTA is a professional association advocating on behalf of children. As we speak for every child, it is important to
be tactful, sensitive, politically correct and cautious when speaking or writing as a representative of PTA.
Diplomacy is a skill that can be acquired with practice and thought. Leaders are those we want to follow, so
how we speak to and in front of others is important. Think about the following: It is all in the delivery of the
message-be aware of your body language and tone of voice. Both are indicative of showing respect.
 Think before you speak and plan your words ahead of time, especially if you anticipate a problem during a
discussion.
 What is the intention of your message? Select your words and consider the consequences of your
statements.
 How will your message be interpreted by attendees or readers?
 Who is your audience? Anticipate the situation and how it should be handled.
 Do you need to rephrase your thoughts?
Try this valuable exercise with your board members. Rephrase statements you’ve heard and situations
you’ve encountered.
Examples
I’m in charge now, so here’s how things are going to be.
Diplomatic version: “I believe in teamwork and cooperation and I will be expecting that from you as well.”
You need to let go of this, move on, and let me do it my way. This is my job now.
Diplomatic version: “This is awkward for both of us. How do you see us working together as a team?”
When there is a problem or conflict situation that is causing problems:
Diplomatic version: “We have an issue that we need to solve quickly, I know we can do that with everyone’s
thoughts, input and energy.”
When discussion gets off-track and meetings get too long. “Let’s table that discussion and get back on track.
We’re beginning to loose sight of the main point.”
Reference: Perfect Phrases for Managers and Supervisors by Meryl Runion
Responsibilities Of Officers & Chairmen
The following expectations must be met by all executive board members and chairmen:
• Accept office or position only when willing to uphold the policies and procedures
• Of California PTA and National PTA;
• Accept office only when willing to prepare to fulfill the responsibilities of the office;
• Study and follow council bylaws and standing rules;
• Attend and actively participate in meetings;
• Review and maintain the procedure book and files for the position;
• Abide by the will of the majority;
• Respect the privacy of the business of the executive board;
• Protect the privacy of all members by not allowing distribution of membership lists to outside
interests;
• Meet deadlines and fulfill assignments promptly;
• Give accurate and detailed account of all monies entrusted to them;
• Delegate instead of doing it all yourself;
• Develop and strengthen leadership;
• Attend conferences, workshops and conventions;
• Ensure a good transition by passing on all resources and records; and
• Resign if unable to perform the required duties of the office.
How To Create A Board From Hell
YES! You too, can build your own “Board from Hell.” It’s easy. Just follow these simple steps and
within months (or even weeks) you will get results!
1. Never explain the job thoroughly to anyone joining your board.
2. Don’t encourage board members to participate in training or orientation.
3. Be sure to schedule board meetings and association meetings at different times each month so
that no one will start to count on them; or schedule them one at a time at the end of each
meeting. Better yet, don’t schedule them at all, just wait until you have a big meeting.
4. Never have a quorum, just go ahead and meet anyway.
5. Always elect someone to chair a committee or your board who is absent from the meeting.
6. Don’t enforce office terms.
7. Diversity be damned. Elect all your friends so that no one will question what you do.
8. By all means, never ever, let the school staff get to know your board.
9. Among board members, do NOT encourage:
a. Openness
b. Respect for others and their opinions
c. Haring of new ideas
10. Never provide social opportcouncilies for your board. Don’t even THINK about thanking them.
11. Don’t share information with board members before the meetings.
12. Don’t bother with committees, just do it all yourself, never delegate.
13. Don’t have a written agenda, let the whole board discuss everything to death.
14. When board members, committee chairs, parents and principal question issues of policy or
financial matters just tell them “It’s under control and not to worry”.
15. Never put anything in writing, your board members, committee chairs, parents and school staff
may think you mean it.
16. Don’t give your board, committee chairs and the principal a copy of the bylaws. Also make sure
not to give them a procedure book for their job.
Helping My Successor Be Effective!
Thank you for accepting the responsibility of this PTA position. I have worked hard to put together a this
Procedure Book that will help you to be an effective leader. The main purpose is that it will be a useful
tool by helping you to have a successful job performance within your PTA
The following short survey is to enhance this document therefore helping future PTA officers with their
efficient performance of their responsibilities.
What do you wish you have done differently?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What piece of advice would you give your successor?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What made possible your successful job performance?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
The one thing I wish I had know….
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________