Catch Up on National PTA Webinars

Perhaps you’ve seen them mentioned in an Illinois PTA Weekend Update e-mail or in a National PTA Newsletter. Maybe you saw it on National PTA’s Facebook page or Twitter feed. “It” being a webinar on a topic you were interested, but being held at a time you couldn’t join in. Think you’ve missed out? Think again.

National PTA has increased its media production in the past year, including Facebook Live events and webinars. For webinars that you’ve missed, you can find them on National PTA’s YouTube channel. Among recent webinars are:

So if you’ve missed a webinar on a topic you are really interested in, be sure to check out the National PTA YouTube channel a day or two after the webinar to catch up or subscribe to the channel so you can be notified when new videos come out.

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.

News from the Illinois PTA Convention—Membership Workshops

One of the great opportunities at the Illinois PTA Convention is to attend workshops by state board members that provide you with new ideas and help you to be a better PTA leader. Illinois PTA Membership Marketing Director Julie Holdeman presented two great workshops on growing your PTA’s membership.

The first, Planning a Year-Round Membership Campaign, focused on how to get people to join your PTA throughout the year, including right now at the end of the school year. The second, Analyzing Your Membership for Retention and Growth, covered how to use the information you have on your existing members to help you recruit new members. Below are combined highlights from both workshops.

The Importance of Membership

Membership is critical at the local level. Without members, you PTA will struggle to find leaders and volunteers. But beyond that, PTA membership can help to create a sense of community within a school, bringing families, teachers, administrators, and students together as a team. PTA membership at the local level also helps to support the mission of the PTA as a whole, providing a larger voice for the Illinois PTA in Springfield and the National PTA in Washington, DC.

Getting Started

Just about everyone, even small kids, recognize the Nike swoosh, McDonald’s golden arches, or the iconic Coke bottle shape. Why? Because those companies have worked hard for decades to make those visual references connect to their brand, and they do it consistently year after year. Your PTA has a brand too—it’s the PTA logo with the “Every child, one voice.” tagline underneath it. There’s even a song to go with that branding.

Make sure that the PTA logo is on everything that your PTA sends out. Be sure to follow National PTA’s branding and web guidelines. You can also customize your PTA logo to include your PTA’s name above the standard logo. Make sure that the logo that your PTA uses is consistent with everything you send out.

Branding can also be an important part of your membership campaign. By choosing a theme for your campaign, you can create a visual identity that you can work off of throughout the year. The Illinois PTA membership page has three ready-to-use campaigns, complete with flyers you can customize to your PTA.

Particularly relevant right now is the “Thanks for the Memories” campaign. You can make a pitch to the families in your school that if they’ve enjoyed the PTA events and resources throughout the school year, they can show their thanks with a PTA membership. An added benefit you can include is that now at the end of the school year, they can join PTA to show their support without fear of being asked to volunteer (this year, at least).

Who Can Join?

Who can join PTA? Anyone who is interested in supporting the activities of the PTA and its mission. That means that your PTA shouldn’t focus just on the families and teachers at your school. Consider reaching out to extended families, since grandparents are just as likely as parents to want their grandchild’s school to have a strong PTA. Ask your superintendent and school board members to join, as well as your mayor, city council members, and other local officials. Don’t forget to ask business leaders to join as well. Strong schools are the bedrock of every community, and their membership can show their support for the schools in the community.

Analyzing Your Membership Data

Keep track of your members in a spreadsheet. Beyond their name and e-mail address, other information you might want to collect includes:

  • Address and phone number(s), possibly for inclusion in a PTA directory (with permission)
  • Whether they are new or returning members
  • Whether they were referred by an existing member
  • What grades and classrooms their children are in
  • What month they joined in
  • Are they a parent, grandparent, teacher, administrator, business member, or community member

All of this information can be helpful in growing your membership. If you have a significant number of members from last year that didn’t join again this year, you can plan a targeted campaign aimed at getting members to keep their streak alive by joining again. For those that don’t rejoin, you can contact them to find out why and what your PTA could do to bring them back.

By knowing what grades and classrooms a member’s children are in, you can find areas where your PTA is not recruiting well. Are kindergarten membership numbers down? Make sure you focus on explaining the importance of PTA to your school and sharing all of the things your PTA does for children at the school. Are some classrooms or grades underrepresented compared to others? Perhaps a membership competition between classes or grades with a popcorn party or other school-approved reward would help.

If you know when a member joined, you can evaluate how your membership activities have performed. Was a campaign successful or not? Are there areas where you could improve a campaign, or did it just not work at all? Without data about your members, you can’t answer the questions you may have about how your membership efforts are working or identify where opportunities for growth exist.

Membership Comes With Benefits

Some people want to know what’s in it for them if they join the PTA. That’s where member benefits come into play. National PTA provides member benefits, as does the Illinois PTA. For example, if you are working to grow the number of grandparents joining your PTA, you might want to share the 15% discount off an AARP membership that they can get as a PTA member.

Member benefits don’t have to come from just the National PTA or Illinois PTA. Your PTA can offer them as well. Provide discounts to PTA members at PTA events. Offer a drawing from members for a VIP parking space and front row seats to a PTA or school event. Have drawings for a free yearbook or spirit wear. Plan a membership appreciation night that everyone can attend, but that PTA members get in free (e.g., at a local roller skating rink). Allow people to join your PTA that night to take advantage of the benefit.

Reaching Out to Businesses

A local business or vendor can become a sponsor of your PTA through a business membership. Your PTA will need to determine what amount to charge for a business membership as well has how many actual PTA membership cards go with it (usually one, since most businesses just want to support the PTA and not vote at PTA meetings). You can also order business member window clings from the Illinois PTA. Be sure to note on your business outreach materials that purchase of a PTA business membership is not an endorsement of that business by the PTA but is rather a statement of support for the PTA by the business. IRS rules prohibit non-profit organizations like PTA from endorsing businesses.

Membership Resources

National PTA provides marketing materials in both English and Spanish that you can use to promote PTA membership. Additional membership and marketing materials are available in the online Back-to-School Kit. The Illinois PTA membership page has additional resources, including three ready-to-use membership campaigns that you can customize to your PTA. The Local Unit Packet, sent to your PTA president at the beginning of the school year, has a folder full of membership materials as well. Make sure your officers for next year are registered this spring to ensure your PTA receives the new Local Unit Packet when it comes out later this summer. Finally, if you have any questions about membership or marketing your PTA, Illinois PTA Membership Marketing Director Julie Holdeman will help you in any way that she can.