July 10, 2017

July Checklist for Running Your PTA

Ongoing Tasks to be Completed Each Month

  • Attend board and membership meetings
  • Read meeting minutes and offer corrections
  • Prepare reports in a timely manner
  • Attend training
  • Be familiar with your responsibilities and fulfill them
  • Participate, offer help, and communicate with your board and members
  • Corporation renewal is due in the anniversary month of when your PTA was incorporated. Check your legal documents and note the due date. When your PTA is to file, in the appropriate month, visit the Secretary of State’s Online Annual Reports page and click File Online, under Nonprofit Corporation.

Tasks for July

Complete financial review by July 30
According to the WSPTA Uniform Bylaws, PTAs must conduct a financial review at the close of the fiscal year.

2017-18 Elections
At this time, each local PTA and council should have elected and installed a new board of directors. If elections have not taken place, your PTA or council’s nominating committee is to nominate the best qualified candidate(s) for each office. To assist you further, visit the Leadership Guides webpage (on the PTA Leaders page under Leader Resources), then scroll to Nominating Committee and Elections for the handbook and sample documents.

Change Bank Account Signers
Make an appointment with the bank at which your PTA does business to verify their process. According to the WSPTA Uniform Bylaws: “All financial documents of a local PTA or council including checks and binding agreements shall require the signature of two elected officers.” (Article 5, Section 2E). Though two signatures are required on financial matters and binding agreements (this includes checks), it is possible to have more than two officers’ names on the bank signature card. This allows other elected officers to sign if one is not available. There should always be at least two signatories available so that a PTA can meet its financial obligations.

Plan the 2017-18 Budget
The budget for the next fiscal year (July 1-June 30) should be developed and approved before the end of the current fiscal year (June 30). This allows the PTA to continue operating and to meet its financial obligations once school is over for the summer. The previous budget expires on June 30. If a new budget is not approved before then, the PTA legally cannot spend any money until a budget is approved at the first membership meeting in the fall.

Review the Amended WSPTA Uniform Bylaws
The state bylaws conform to the National PTA Bylaws and create a foundation for all PTAs and leaders in the state to follow. The WSPTA Uniform Bylaws were reviewed and amended at the 104th WSPTA annual convention. The full bylaws can be found on the Governance page of the website.

Once your PTA leaders have reviewed the bylaws, be sure to review your PTA’s standing rules. Verify that your PTA’s standing rules align with the WSPTA Uniform Bylaws.

Review material to go in first day packets or summer mailers
Do prep work, such as printing. Connect with schools that feed into your school and invite parents to learn more about your PTA.

Plan for back-to-school days in August
Round up volunteers to plan for back-to-school days next month.

Opt in to Movie Licensing USA (MLUSA)
Bring the magic of movies to your school while complying with U.S. Copyright Law. Opt in by August 31 for a discounted rate for the 2017-18 school year with Movie Licensing USA by contacting Kimberly Cassidy or to ask questions. Learn more about the benefits of hosting PTA movie events here.

Note: by opting in with MLUSA, teachers and staff within your school are also allowed to show movies in their classes, anytime.

Category: Leadership , Training

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