Plan Now for PTA Success in the Fall

With the school year coming to a close and summer activities to look forward to, many PTA leaders may be looking to put their feet up for the next few months. But summer provides an excellent time for PTA leaders to make their lives easier once school starts back up. By doing some planning for your upcoming PTA year over the summer, you can set the stage for your PTA’s success in the fall.

Have an Officer’s Retreat

The summer months provide PTA leaders with some time to meet and plan without the extra activities and schedule conflicts of the school year. It’s a chance to have a PTA officers’ retreat relaxed in someone’s back yard with a cool drink. Invite the previous year’s officers as well as the incoming officers to discuss how the past year went and what advice those leaving office have for those just starting. Then let the previous year’s officers go, and have a discussion with your current officers about what you’d like to accomplish during the coming year. Consider what events you’d like to host, what past events you’d like to stop doing, and create your calendar for the year.

Consider taking part in National PTA’s School of Excellence Program. The sign-up period runs from now until October 1, 2017. Implementing the program at your school provides insight into how your PTA can best involve the families at your school in their children’s education. In Illinois, one PTA who successfully completed the program saw their attendance at PTA meetings jump from a handful of parents to nearly 200 at one meeting. The School of Excellence program provides your PTA with ready-to-use tools to help your PTA be successful, and the results from across the country show that those PTAs that participate see increases in membership and greater support from families for the PTA and their school.

Put Your Financial House in Order

Once your calendar is planned, make sure your PTA’s financial situation is in good shape. Conduct your audit once your fiscal year ends. Plan out next year’s budget based on what you want to accomplish. Remember that Illinois PTA events such as Advocacy Day in Springfield (November 14, 2017) and convention (May 4-5, 2018 at Northern Illinois University—Naperville) can be included in your PTA budget. Get the signatures for your PTA’s banking accounts changed to reflect the new officers, and don’t forget to change any passwords for online banking or social media accounts.

Once your audit shows a clean set of books, file your 990 form with the IRS. For PTAs with less than $50,000 in gross receipts, this is a simple electronic postcard that only takes a few minutes to complete online. Plan on sending in a copy of your approved audit and IRS Form 990 with your first membership dues payment on October 1, 2017.

Membership Matters

Members are the life blood of a PTA, and if your PTA is not actively recruiting new members, you can find your PTA in a constant struggle for volunteers, officers, and resources. Plan your membership campaign over the summer so you’re ready to take off with the start of the new school year. Use the ready-to-go membership materials on the Illinois PTA website, or develop a plan tailored to your PTA. Be sure to think beyond the school walls, as school board members, school district administrators, community members, realtors and other businesses, and even grandparents in another state have an interest in supporting your child’s school.

Get Trained

Take advantage of the free training the PTA offers—it is one of the critical things that sets PTA apart from other parent organizations and helps you avoid problems that can hurt your PTA. Your district or region director can tell you when local training will be happening in your area, and Illinois PTA will also be offering online training this fall. Don’t forget to take a look at National PTA’s online training courses as well. These free training courses are provided to help you and your PTA know what to do to be successful. When Illinois PTA steps in to help a local PTA with an issue, whether it is financial problems, IRS troubles, or conflict among board members, in almost every case the PTA’s leaders did not get trained.

Summertime, and the Living is Easy

Take advantage of the slower pace during the summer months to get your PTA ready to go for the fall. By doing so, you’ll save yourself and your fellow PTA officers the trouble of doing it all while school activities, PTA activities, and all the other activities your family is involved in are going on as well.

Photo © 2014 by Cassinam under Creative Commons license.

6 Things to Wrap Up Your PTA Year

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.

IRS Releases Updated Form 990-EZ

form-990-ez-topAs 501(c)3 organizations, PTAs are required to file some type of Form 990 with the Internal Revenue Service (IRS) every year. That form is due on the 15th day of the fifth month after the end of their fiscal year. For PTAs whose fiscal year ends June 30th, the filing deadline is November 15th.

PTAs that have gross receipts (i.e., total income) that are normally less than $50,000 file the online electronic postcard Form 990-N. Those PTAs with gross receipts between $50,000 and $200,000 use the Form 990-EZ. The IRS has issued an updated version of Form 990-EZ to help non-profit organizations file the form correctly. PTAs will use the new form for fiscal years that end after September 30, 2016 (i.e., with a due date of February 15, 2017 or later).

After analyzing where organizations were making mistakes on the Form 990-EZ, the IRS added 29 new “help” icons in specific fields to describe the key information needed and to provide links to additional helpful resources on the IRS website. The new form’s help icons are small blue boxes marked with a question mark (see picture). The icons and links work on any device with Adobe Acrobat Reader and internet access.

The IRS is encouraging non-profit organizations that file the Form 990-EZ to fill it out electronically rather than on paper. In 2016, the error rate for electronically-filed Form 990-EZ returns was 1 percent, while the paper-filed error rate was 33 percent. Once completed, the online Form 990-EZ can be printed out and mailed to the IRS.

The IRS does caution that the new help icons do not replace the Form 990-EZ instructions, but only serve as an aid in filling out the form. PTAs should follow the Form 990-EZ instructions when completing their return.

Illinois PTA Launches PTA Essentials Video Series

illinoispta-logoIllinois 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.