May 30, 2023

June Checklist for Councils Supporting Local PTAs

Ongoing Tasks

  • Offer support to local PTAs who may be struggling with any of the SOA requirements.
  • Work with your region director to support any local PTAs with fewer than 25 members or any local PTAs without an approved membership waiver to ensure they remain “in good standing.”
  • Encourage local PTAs to enter next year’s officers into the Committees tab in memberplanet (WSPTA membership database) and to plan board transition meeting(s).
  • Provide support to local PTAs with their memberplanet End of Year Database Checklistand encourage them to print their membership roster.
  • Encourage incoming local PTA leaders to plan a summer board retreat.
  • Remind local PTA leaders about the Annual Report for Nonprofit Corporations.

*NEW for 2023* All Nonprofit Annual Report, Articles of Incorporation and Reinstatement filings should be filed online via the online filing system. The SOS is still behind in updating their site and as of May 4, 2023, they have resumed the automated Administrative Dissolution process. Their office continues to process documents in the order they were received, and there will be delays. If your documents were recently submitted, please disregard any automated late notices while they update all records on the website. Please do not resubmit. If you have any questions concerning this matter or need to request a form, please let them know by contacting them via the Contact Us page. 

June Monthly Tasks for the outgoing board of directors

  • Continue assisting with items from the “ongoing tasks” list.
  • Survey local PTA leaders to identify opportunities for improved service for next year.
  • June 15-24 National PTA Convention- to register for the Virtual Experience, click HERE.
  • Share your council PTA successes with your school community.
  • Close PTA books on June 30 and turn the books over to the financial review committee.
  • Continue to report new council officers to WSPTA through the memberplanet database.
  • Prepare materials for the transition to the incoming board members. All materials, including notebooks, funds, and supplies that belong to the council PTA should be given to incoming council officers by June 30. Make sure the incoming board has the latest version of your standing rules, any policies, and be prepared to turn over access to any electronic files or accounts such as your website and social media accounts (Facebook, Instagram, etc.). 
  • If you are returning to your council position, organize the year’s materials and documents, and prepare for the new PTA year. 
  • If you are leaving your council position, hold a transition meeting with your replacement. 
  • Review the End of Year Database checklist (Memberplanet). 
  • Was your council PTA Incorporated in June? If so, then your Corporate Annual Report is due on June 30. The annual corporate renewal is due regardless of your PTA’s annual income and is separate from the Charitable Organization Registration/ Renewal. Washington Secretary of State’s office recommends early filing to avoid delinquent status.

June Monthly Tasks for the incoming board of directors

Your council position officially begins on July 1 but there are things you can begin to do to set your council up for success.

  • Schedule a summer board retreat and next year’s membership meetings. Share your meeting schedule with your local PTA leaders.
  • Meet with district administration to discuss policies, calendars, and back-to-school volunteer needs.
  • Ask the superintendent if you may speak at an August principals’ meeting to introduce the council board and share ‘the role of council.’
  • Encourage local PTA leaders to register for the remote WSPTA Autumn Leadership Launch on August 25-26. Registration and details available soon- visit the A.L.L. webpage where information will continue to be added.
Category: Leadership

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