ST. JOAN OF ARC PARENT TEACHER GUILD NOMINATIONS/APPOINTMENTS: 2018-2019

February 20, 2018

The Parent Teacher Guild (PTG) is currently accepting nominations for Executive and Grade Representative (pre-school through eighth grade) positions. The objective of the PTG is to provide steady communication between the school and home. By promoting an interest in educational affairs, we develop a clear understanding of the mutual responsibilities of parents and teachers. Although it is not the policy of the PTG to direct the Administration of the school, we help to organize and operate both educational and service programs.

PTG meetings are held on the first Thursday of every month in school at 7:00 pm in rooms 10-11. All parents and members of the faculty of St. Joan of Arc are welcome. These are general meetings that follow an agenda format.

Following is an explanation of the positions and duties open for Nominations:

  • The PRESIDENT presides at all the General and Executive Board meetings and is responsible for all activities of the organization.
  • The PRESIDENT-ELECT shall work in tandem with the President on all activities associated with the PTG. In the absence of the President, the President-Elect shall perform all duties of the President. He/she shall succeed to the Presidency at the conclusion of one year in this office.
  • The PAST PRESIDENT (non-elective) functions in a supportive role to the current President.
  • The SECRETARY shall take minutes at all the General and Executive Board meetings; handle all Staff birthday’s & special occasions.
  • The TREASURER handles all the financial affairs of the PTG; gives monthly report to the Board, process’ all check requests, knowledge of QuickBooks software helpful. He/she shall succeed to assistant treasurer at the conclusion of one year on the board.
  • The ASSISTANT TREASURER (non-elective) functions in a supportive role to the current treasurer.
  • The GRADE REPRESENTATIVE acts as a liaison between the parents of the grade they represent and the Board. There may be up to two Grade Representatives for each grade, with the exception of Kindergarten (3 grade representatives needed) and Eighth Grade (there are four Grade Representatives needed). The duties vary depending on the grade. The Grade Representatives are also asked to provide updates at every PTG Meeting.

Becoming involved with the PTG provides an excellent opportunity to meet new people and keeps you in touch with your child’s school activities. No prior experience is required. All parents are eligible to run for a position on the board or for a grade representative.

If you have any questions, please contact Kari Ahee, PTG President at 586-212-4225 or via email at .

PLEASE DETACH AND RETURN TO SCHOOL OFFICE BY FRIDAY, MARCH 2, 2018

Yes, I am interested in running for the following position:

President-Elect - 3 year commitment:

  • 1st yr as President Elect, 2nd yr as President; 3rd yr as Past President): ______

Treasurer/Assistant Treasurer - 2 year commitment:

  • 1st yr as Treasurer; 2nd yr as Assistant Treasurer ______

Secretary (1 or 2 year commitment): ______

Grade Representative (1 year commitment): Grade: ______

(2 year commitment for 7th grade)

Name:______

Phone: ______

Email: ______PTG Nomination / Election Process

Send out nomination solicitation in the Parent Notes. It will feel like the nomination solicitation is going out early, but due to the publishing requirements in the Parent Notes and the parish bulletin (see below), you have to give yourself enough time to get enough volunteers for each grade and for the board.

oSee folder for sample of solicitation request.

Once you get to the due date for grade rep and board volunteers, send the board members updates of the status of the nominations and ask for help filling up the different openings (if you need more people to volunteer);

Send the slate of candidates to Kathy to be posted in the Parent Notes;

Send the slate of candidates to the address to get the slate listed in the parish bulletin.

oThe bylaws say the slate has to be posted in the bulletin no more than 2 weeks prior to the election. Since the election is usually on a Wednesday, you have to count backwards from the proposed election day to figure out how early you need to get the slate to the PC to be published in the bulleting. Every year the dates are a little different.

Once you have the slate you can set up the ballot.

oWait until the weekend before the election to print the ballots (print 150 ballots) in case anyone backs out or the volunteer list changes;

There was an unwritten rule to print the ballots on colored paper because at one point someone was printing or photocopying ballots so they could vote more than once.

I just printed the names in red font, it was cheaper than buying colored paper. I would hope this issue doesn’t come up again, but if asked, this is why the ballots used to be on colored paper.

oGive the ballots to Lisa Miller / school office the afternoon BEFORE the election, along with the ballot box;

Ask her to set the box out in the morning of the election (voting can start at 7am)

Ask Lisa/office staff to walk the ballot box over to the PC at 4pm so people can vote until 7pm

Ask for 4 board members to assist you in tallying the votes the night of the election.

oDo the counting in the PC

oIt takes about an hour

oKeep the ballots for a year….just in case a re-count is needed

Call all the candidates (winners and losers) the evening of the election to let them know the results;

Email Kathy Kalich the evening of the election so she can post the results the next day in the Parent Notes