There is no doubt that the past year has been a unique experience for PTA leaders. Now that your PTA year is wrapping up, here are four essentials to finish up your year.
- Take care of your final PTA business in a general membership meeting. Your bylaws require that your PTA members handle certain things, so you need to have a meeting for your members to take care of those end-of-the-year items. Those include electing new officers for next year, making any final amendments to your budget, and possibly electing your audit committee (see Article XI—Standing and Special Committees, Section 5 in your bylaws to determine if the audit committee is elected or selected).
- Take care of your final PTA paperwork. Remember that your PTA is a 501(c)(3) non-profit organization, so there are some things that the government requires you to do. Check to make sure your Form 990 was filed with the IRS, incorporation documents were filed with the Illinois Secretary of State (if your PTA is incorporated), and your final membership dues payment was made to the Illinois PTA. Don’t forget to register your new officers with the Illinois PTA as well. Make sure your treasurer wraps up any PTA payments or deposits that need to be made before the audit is conducted.
- Plan for a smooth transition. Once your new officers are elected and the audit committee is determined, make plans for your officers and board members to turn over any materials they have to their successors. You may want to have a meeting with incoming and outgoing officers to answer questions the new team may have and to share any lessons you’ve learned over the past year. Make sure the incoming officers know the passwords to social media and other PTA accounts, and have the signatures updated on the PTA account with your bank after the audit is complete.
- Thank your volunteers (again). You’ve probably thanked them earlier in the year after they ran a PTA event, but be sure to publicly thank all of your volunteers from the year, no matter how small the job they did. That kindergarten parent who only handled a small task this year may end up being your PTA’s president in a few short years if they know their contributions are valued.