May is a busy month for PTAs with Teacher Appreciation Week, end of the school year activities, and electing new officers. As a PTA leader, you’re probably a bit worn out from everything your PTA has done this past year. But making sure your PTA is successful next year begins with wrapping up this year. Here are six important things to do before your PTA year ends.
- Register your new officers. Illinois PTA sends out a Local Unit Packet each year filled with resources to successfully run a PTA. However, that packet can’t be sent if Illinois PTA doesn’t know who the new officers are. Be sure to register your new local unit or council officers as soon as they are elected so they can get the materials and information they need. Even if you have the same officers as last year, you still need to register them to confirm their contact information.
- Prepare for your audit. Your bylaws spell out how your audit should be conducted. Remember, nobody authorized to sign checks can be on the audit committee, though it is helpful for the treasurer to be accessible to the committee when they are conducting the audit. Make sure the committee has all of the financial records, including treasurer’s reports, the checkbook register, the ledger (or spreadsheet or wherever you record income and expenses against your budget lines), deposit and expense vouchers, copies of meeting minutes, and last year’s audit report. Be sure to have the audit committee sign off on the audit report form.
- Thank your volunteers. Most people don’t volunteer for personal recognition, but recognizing and thanking them for their service keeps them coming back and encourages others to step up and start volunteering. Whether it is something simple like a small reception with punch and cookies or supporting the Illinois PTA Scholarship Fund with the purchase of a volunteer award, thanking your volunteers in a public way is essential to keeping your PTA running well.
- Make sure procedure books are up to date. A procedure book helps preserve your PTA’s knowledge and makes it easier for a new volunteer to get up to speed on their position. Make sure your officers and committee chairs have written up what they’ve done, how they did it, and what they would do differently the next time. Be sure to keep a copy in the president’s files in case a procedure book doesn’t return at the end of the year.
- Get your new officers (and anyone else) trained. Nobody would expect to walk into a new job, be shown to their office, and told, “Okay, there you go. Get started. Good luck!” It should be the same way with a volunteer job. Illinois PTA has several free training courses to help PTA leaders (and any interested PTA member) learn how to do their PTA job. Contact your district or region director or Illinois PTA Leadership Development Director Brenda Diehl to find out when training is scheduled in your area or to set up training. Be sure to take a look at National PTA’s E-learning Library of online courses, many of which are available in both English and Spanish.
- Pass on materials. It seems so obvious—you’re leaving a position, and you need to pass on all the materials to your successor. Yet this simple, common sense task fails to happen more often than you would guess. Far too often, district and region directors hear from new PTA officers that they didn’t get any materials to help them do their jobs. If you’re an outgoing president, make sure your officers and committee chairs are passing on their procedure books and other materials. If you’re an incoming president, keep in touch with both your new officers and chairs and the outgoing officers to make sure your board has the tools they need to be successful next year.
Photo © 2013 by Geneva Vanderzell under Creative Commons license.
Illinois PTA offers free training, both in person and online, but realizes that not everyone’s schedule aligns with training opportunities. Today, Illinois PTA launches its PTA Essentials video series with two financial help videos on its YouTube channel:
PTA Essentials is a series of short videos that provide critical information on running a PTA. They are not intended to replace the Illinois PTA’s PTA University training courses. These videos offer a quick refresher for those who have already taken training and cover the basics for those who may be just starting a position and haven’t had the opportunity to take training yet.
The first two videos focus on key financial issues for PTAs. Failing to complete an audit, mishandling PTA funds, and not using deposit and expense vouchers are three of the most common ways PTAs run into financial problems. Future videos in the series will cover topics such as:
- Running a PTA Meeting
- How to Update Your PTA’s Bylaws
- Maintaining Good Standing
- Creating and Using Procedure Books
Click the subscribe button on any video to ensure that you don’t miss these future videos from Illinois PTA.
In addition to the PTA Essentials video series, the Illinois PTA YouTube channel has a recording of the first 2016 Illinois PTA Advocacy Day webinar on Illinois PTA Legislative Priorities for those who were unable to attend. Illinois PTA has also fixed an error in the sign-up form for the webinar series, so if you were unable to sign up to attend the Legislative Priorities webinar or want to sign up for these future webinars:
- How to Meet with Legislators (October 13, 7:30pm)
- Advocate the PTA Way (October 27, 7:30pm)
- Hot Topics Briefing (November 10, 7:30pm)
head over to the revised sign-up form now.
Many PTAs have their fiscal year ending on June 30th (check your bylaws), which means it’s time to handle all of those end-of-the-year tasks so your PTA is ready to start off on the right foot when school starts.
- Close your books. Make sure you get those last deposits in and write those last checks before the end of your fiscal year. Send in your last dues payment and any unused PTA membership cards.
- Prepare for your audit. Your bylaws spell out how your audit should be conducted. Remember, nobody authorized to sign checks can be on the audit committee, though it is helpful for the treasurer to be accessible to the committee when they are conducting the audit. Make sure the committee has all of the financial records, including treasurer’s reports, the checkbook register, the ledger (or spreadsheet or wherever you record income and expenses against your budget lines), deposit and expense vouchers, copies of meeting minutes, and last year’s audit report.
- Conduct your audit. Be sure to have the committee sign off on the audit report form. Your PTA membership will need to vote to accept the audit report at your first meeting prior to adopting your budget.
- File your 990 form. Once your audit is done, you have all the information you need to file your Form 990 with the IRS. If your PTA has less than $50,000 in gross income, your PTA can file the online Form 990-N. Be sure to keep a copy of your receipt from the IRS saying that you’ve filed. If your PTA made between $50,000 and $200,000, your PTA needs to file the Form 990-EZ. National PTA has a helpful step-by-step guide to walk you through these two forms. The IRS Charities and Non-Profits page also has useful information.
- Register your PTA’s new officers. You can register online, and doing so ensures that your PTA will get the new Local Unit Packet stuffed full of useful information when it comes out later this summer.
- Plan next year’s budget. Look at what you spent this year, what programs you plan to retire or introduce, and what changes you plan to make. Consider having a budget line to send someone to the Illinois PTA Convention next spring or to support the Illinois PTA Scholarship Fund with volunteer and other awards. If you’re not sure where to start, take a look at our sample budget.
- Get trained. Contact your district or region director to find out when training will be available in your area. Be sure to check out National PTA’s E-Learning Library as well.
As PTA volunteers, we are all very busy. We recognize the importance of continuing leadership training, but with our children’s activities, work, and other volunteer commitments, it is difficult to find time to attend training meetings. Are you aware that National PTA offers a large variety of e-learning courses that, as a member of PTA, you can access anytime day or night. That means you can even take a quick 30 or 40 minute course in your pajamas if you want!
To access our e-learning courses, you will need an online National PTA profile. For assistance with creating a profile or registering for a course, please read the e-learning registration guide. Also, make sure your computer meets the minimum system requirements.
Para obtener instrucciones en español sobre cómo crear un perfil e inscribirse para un curso, por favor lea la Guía de inscripción para aprendizaje electrónico.
The e-learning courses offered are:
- PTA Basics: Discover PTA’s history, structure, programs, and the issues for which it advocates. (approx. 40 min)
- Effective Advocacy for Your Child: Organize around local issues and address them to benefit the needs of children and your community. This course is designed for emerging local leaders, but all are welcome to attend. (approx. 30 min.)
- National Standards for Family School Partnerships: Explore how the National Standards for Family School Partnerships creates a framework for engaging families in meaningful ways to support student success. (approx. 30 min.)
PTA Nuts and Bolts Series
- Board Basics: Learn the basic governance structures behind most PTA units. (approx. 40 min.)
- Conceptos básicos para las juntas (Board Basics in Spanish): Aprenda las estructuras básicas de gobernación detrás de la mayoría de las unidades de la PTA. (approx. 40 min.) ¡NUEVO!
- Local Unit President: This course is an introduction to the roles and responsibilities of the local unit PTA president. (approx. 30 min.)
- El presidente de una unidad local (Local Unit President in Spanish): Este curso es un introducción a las funciones y responsabilidades del presidente de una unidad local de la PTA. (approx. 30 min.)¡NUEVO!
- Local Unit Secretary: This course is an introduction to the roles and responsibilities of the local unit PTA secretary.(approx. 30 min.)
- Local Unit Treasurer: This course is an introduction to the roles and responsibilities of the local unit PTA treasurer. (approx. 40 min.)
- Membership Basics: This course will provide local PTA members with basic ideas on membership – why you want to grow, how to reach everyone in your community, and what tools you can use to succeed. (approx. 40 min.)NEW!
- Creating and Delivering a Speech: Improve your public speaking skills. (approx. 30 min.)
- Cultural Competency: Learn cultural awareness and how to build relationships across cultural groups. (approx. 20 min.)
- Ethical Leadership: Learn how to accomplish your goals with fairness and integrity. (approx. 20 min.)
- Parliamentary Procedure: This course will teach you how rules of conduct positively affect PTA decision-making, while ensuring fair and orderly unit operations. (approx. 30 min.)
- Planning Your PTA Year: Learn to keep volunteers motivated by putting an achievable plan together for the year.(approx. 30 min.)
- Preventing Theft in Your PTA: This course will teach you how to detect theft in your unit and what to do if you suspect it is happening.(approx. 30 min.)
- Running a Successful Program: Learn the steps for taking a program idea from concept to reality. (approx. 30 min.)
- Writing and Proposing PTA Resolutions: Stories from “the field” combined with practical advice make the resolution development and proposal process easy. (approx. 30 min.)
For optimal viewing experience of our e-learning courses, please use a personal computer that meets the following minimum system requirements:
- Broadband Internet Connection
- Flash Player 10 or later
- Internet Explorer 6 and later, Firefox 1.x and later, Safari 3 and later, Google Chrome, Opera 9.5 and later
Not all mobile devices are supported. If you experience difficulty accessing a course or would like to report a problem, contact firstname.lastname@example.org.