Washington State PTA understands that PTAs are working through the realities we are all living under during this unprecedented time. The following list outlines the things that a PTA, as a nonprofit corporation, should be doing at this time under normal circumstances. It is not a level playing field and we understand that some PTAs are capable of doing more than others. Please do your best and ask for help if you need it. Our focus is as it has always been, on advocating for every child. We do that best with strong PTAs and know that together we can get beyond this and continue the amazing work of PTA for years to come.
Ongoing Tasks During the Month of June
- Attend any board and membership meetings
- Read meeting minutes and offer corrections
- Prepare reports for board and membership meetings
- Attend training (where available)
- Be familiar with your responsibilities and fulfill them
- Review and ask questions about the monthly financial report
- Prepare articles for newsletter/social media
- Update website
- Participate, help, and communicate
- Review the Standards of Affiliation Checklist
Monthly Tasks for the Outgoing Board of Directors
Share your PTA successes with your members.
Continue to report new officers to WSPTA
Pay attention to news that will be sent out regarding the new membership database system, memberplanet.
Prepare materials for the transition to the incoming board members.
All materials, including notebooks, funds, and supplies that belong to the PTA should be given to incoming 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 Facebook page.
If you are returning to your position, organize the year’s materials and documents, and prepare for a new PTA year.
If you are leaving your position, hold a transition meeting with your replacement.
Close PTA books on June 30 and turn the books over to the financial review committee.
Print a hard copy of your membership roster.
File it with your permanent records.
Was your PTA Incorporated in June? If so, then your annual Corporation Renewal is due on 6/30. The annual corporation report is due regardless of your PTA’s annual income and is separate from the Charitable Organization Registration/ Renewal.
Monthly Tasks for the Incoming Board of Directors
Your position officially begins on July 1 but there are things you can begin to do to set your PTA up for success.
Schedule a summer board retreat and next year’s membership meetings
Meet with the school staff to discuss policies, calendars, and back-to-school volunteer needs
It may be too early for the staff to help with this as we are all waiting to see what things will look like in August and September however, it is still a good idea to open the lines of communication between the PTA and the administration.
Begin work on “first-day packet” or “summer mailer” documents
Communicate expectations with board members and chairs that need to get started in August
Ask the principal if you may speak at an August staff meeting
Inform teachers of grant options, classroom support, and PTA programs.