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A convention chairman is the person who coordinates, verifies and records all of the required
documents and money on the tally form before forwarding to the next PTA level.
UNIT CONVENTION CHAIRMAN
The chairman shall:
- Verify that Registration Form is completed for each individual going to convention.
- Verify that only unit National PTA identification number is filled in on each Registration Form.
- Unknown delegates/registrants are to be listed as “School Name A” for first name and “Delegate A” for last name, School Name B, C,…(i.e., Meadows A Delegate A) on the Registration Form. Please shorten school name to less than 10 letters.
- Verify one-day registrants have specified the day they will attend.
- Verify if attendee wishes to attend the Pre-Convention Conferences and has selected the first and second choices of conferences.
- Verify convention conference sessions 1, 2, 3, and 4, have first and second choices selected.
- Inform the registrant of any council or district PTA fees.
- Verify the fees are added correctly and that the check matches the grand total.
- Verify all other registration information has been completed as needed.
Unit Tally Form
(Completed by unit convention chairman)
Once all of the registration forms and monies have been verified,
the chairman shall:
- Complete the Unit Identification information.
- Transfer information from each individual Registration Form (list alphabetically).
- Check the Membership Verified box on the Unit Tally Form then discard membership card copy.
- Total all rows for each individual. Total all columns for each category.
- Contact unit treasurer for an authorized check for total amount due to the next level. If including personal checks, ensure check totals reflect the amount of payment needed.
- Make a copy of tally form for records.
Submit To Council
Once the Unit Tally Form is completed and monies have been
verified, the chairman shall submit to council: (If out-of-council, submit to district)
- Completed Unit Tally Form(s).
- Attach Registration Forms in alphabetical order.
- Include a Parent’s Approval and Consent to Treatment form for each attending student under 18 years of age. (Attach to the student’s Registration Form.)
- Enclose a unit PTA check with two signatures (or personal checks) made payable to the council or district PTA's needed reflecting the amount in the “Total To Send To Council” box on the Unit Tally Form.
- Additional items as required by council or district PTA.
COUNCIL AND DISTRICT CHAIRMEN
Council or District Tally Form and instructions are available
through district PTA or the California State PTA.
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