September 1, 2023

September Checklist for Councils Supporting Local PTAs

Ongoing Tasks

  • Review the 2023-24 Standards of Affiliation (SOA) Checklist.
    • Host a training or roundtable at council membership meetings addressing timely SOA requirements. 
    • Offer support to local PTAs who may be struggling with any of the SOA requirements.
    • At each council membership meeting, share the SOA items that your council has completed to model best practices.
  • Work with your region director to support any local PTAs who finished last year with fewer than 25 members or any local PTAs without an approved membership waiver to ensure they remain “in good standing.”
  • Provide support to local PTAs with the memberplanet database and encourage local PTAs to keep updating the membership database with officer and board member information.
  • Work with your region director to support any local PTAs on the “no president list” or “no treasurer list.”
  • Encourage local PTAs in their membership campaigns and promote membership contests.
  • Share council and WSPTA in-person and online training opportunities with local PTAs and also share the updated WSPTA leader resources, including handbooks.
  • Remind local PTA leaders to complete a year-end financial review and offer support if not completed by August 31.
  • Discuss the health of local PTAs in your council at board of directors’ meetings. What support do they want/need?
  • Encourage local PTA leaders to read Leadership News and share information about other WSPTA newsletters.
  • Remind local PTA leaders of important deadlines.
  • Remind local PTA leaders about the Annual Report for Nonprofit Corporations.
  • Remind local PTAs who have Washington State PTA as their registered agent, to confirm that the address on file is: Washington State PTA, 15 Oregon Ave, Suite 202, Tacoma WA 98409-7463. Updates can be made when filing their Annual Report with the Washington Secretary of State or by filing a Statement of Change/Designation of Registered Agent.

September Monthly Tasks

Continue assisting with items from the “ongoing tasks” list. 

Update your officers under the committee tab, group billing tab and admin tab in memberplanet. It is important to keep updating the membership database system with your officers’ and board member information. This will ensure that your PTA remains in compliance and that your PTA leaders receive timely and relevant leader emails and newsletters. 

Hold an executive committee or board meeting
Appoint a Financial Review Committee and review the WSPTA Standards of Affiliation checklist and assign tasks. Discuss how the training requirement will be met and tracked. 

Make sure board members take advantage of training opportunities, especially make sure at least one elected officer attends PTA & the Law.
Get all board members trained early. As dates become available, they are posted to the website calendar and included in Leadership News. 

Register to attend WSPTA Legislative Assembly  and encourage local PTA leaders to register.
The event is being held as a virtual event, from October 21-22, 2023. 

Hold first council membership meeting. 

  • Update and approve your standing rules, goals and/or budget. Remind local PTA leaders that standing rules and budget should be updated and approved by membership at their first membership meeting of the year. Encourage the adoption of an electronic voting standing rule and policy and share samples of other policies found on WSPTA website. 
  • Share the importance of electing a nominating committee early in the year to give the committee time to work – model behavior by electing your council nominating committee. 
  • Present the results of the year-end financial review for the record. 

Councils are required to offer a Reflections program.
Share program and training information regarding due dates for your Reflections program, so local PTAs can plan their programs accordingly. 

Share information on WSPTA programs. 

Review Awards of Excellence and Membership Awards  forms.
Plan now to apply for awards. 

Share your meeting schedule with your local PTAs and community. 

Meet with district administration to discuss policies, calendars, and back-to-school volunteer needs. 

Ask the superintendent if you may speak at a September principals’ meeting to introduce the council board and share ‘the role of council.’ 

Connect with your region director (RD) if your council wishes to use any WSPTA approved training materials and/or statewide marketing.
Check the WSPTA events calendar to make sure your event doesn’t conflict with a state or region event, then reach out to your RD who can help you with getting materials and selecting classes. 

Was your PTA incorporated in September?  If so, then your annual Corporation Renewal is due on September 30. The annual corporation report is due regardless of your PTA’s annual income and is separate from the Charitable Organization Registration/ Renewal. 

Category: Leadership

Back to Blog