PTA President – the role of PTA president is a very rewarding one. You will be responsible for creating partnerships within your school community (work with Principal and Teachers) and fostering an environment where parent involvement is encouraged and respected. The current VP, Secretary and Treasurer have laid the ground work for the school year and we need someone with leadership potential to work side-by-side with us to oversee the board. Click on the York State PTA Resource Guide 16 Section 2 - The President’s Guide to learn all about the opportunity.
President’s Suggested Calendar
JULY/AUGUST
- Read the NYS PTA Resource Guide.
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Make certain all materials have been turned over to new officers and chairmen.
- Prepare budget and programs for the next PTA year with appropriate committees. Check bylaws and procedures regarding “Plans of Work.”
- Plan your membership drive; meet with principal and staff members to discuss the year’s goals, plans, etc.
- Check your bylaws. They must be approved by the NYS PTA every three years. Contact the region PTA bylaws chair for a current bylaws pattern if yours needs to be renewed.
- Unit treasurer files signature cards with bank, if necessary. Get new budget drafted.
- Make sure Annual Officers’ Contact Information (Form A) was sent to the Region PTA Director or entered electronically.
SEPTEMBER – MEMBERSHIP ENROLLMENT MONTH / OPEN HOUSE
- Start your membership campaign.
- Set dates for executive board and general membership meetings if not already done.
- Treasurer presents budget to the general membership for adoption.
- Present report of audit committee.
- Chairmen report on their plans for the year.
- Remind board members that PTA is tax exempt; give them number and form to use when making approved PTA purchases.
- Share Reflections information with appropriate chairman and persons in your school.
- Remind all board members that they must be members of the unit.
- Submit articles to the newsletter editor on a regular basis.
- Review awards and scholarship deadlines.
- Send your region PTA assistant director (AD): names of officers and chairmen; bylaws; budget; newsletters (throughout the year) and program fliers (throughout the year).
OCTOBER
- Membership dues are collected.
- Consider electing nominating committee members from the general membership at this time.
- Treasurer must send first dues payment to the state PTA office before November 1. This covers state and national dues. Dues are not considered part of your treasury- they belong to NYS and National PTA.
- Continue membership enrollment.
- Continue membership enrollment. Send dues to the state PTA office regularly on proper forms.
- Attend State PTA convention. Afterwards have delegate(s) report to your members and include report in your newsletter. Decide on priorities for action.
DECEMBER NO MEETING AT OMS
JANUARY
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The State Legislature reconvenes early this month. Carefully read all Region, State, and National PTA legislation materials. Plan for any action.
- Finalize plans for Founders Day. Invite your past presidents to be part of the program.
- Be sure your nominating committee is elected in accordance with your bylaws.
- Reflections entries should be submitted to your region PTA according to its deadline.
FEBRUARY
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Celebrate Founders Day
- Continue enrolling members and sending dues payments to state PTA office.
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Check the NYS PTA website at www.nyspta.org for appropriate award information and deadlines.
MARCH - PTA ADVOCACY MONTH
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Attend Legislation/Education Conference.
- All dues must be in the state PTA office by March 31 to be counted for awards.
- Plan meeting to review and discuss the proposed school budget.
APRIL – GENERAL MEMBERSHIP ELECTION MEETING
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Nominating committee report is presented.
- The election is conducted in accordance with the bylaws.
- Remind teachers that applications for the NYS PTA Teacher Fellowship for Graduate Study are available after April 1 from the NYS PTA website at www.nyspta.org or by calling 1-877-569-7782.
- Decide on delegates to attend the region PTA’s spring conference (annual meeting) and pre-register them.
- Send proposed convention resolutions to state PTA office prior to the 15th.
- Appoint audit committee or auditor according to bylaws if you haven’t already done so and remind members to submit bills before audit.
- Watch for mailings for region/state summer workshop(s). Plan to attend.
- Insurance will be billed to each unit by the NYS PTA; payment is due before June 1.
MAY
- Attend the region PTA’s spring conference (annual meeting).
- Fill your chairmanships according to your bylaws.
- Remind members to vote on the school budget and school board election.
- Fill out the Annual Officers’ Contact Information sheet online (preferred) at www.nyspta.org or mail the printed form to your Region Director immediately following election. This is a bylaws requirement.
- Remind chairmen and officers to have procedure books and PTA materials ready to transfer to their successors. These are the property of PTA.
- Recognize your teachers and staff on Teacher/Staff Recognition Day.
- Plan to attend the Presidents/Officers Round Table. If you are an outgoing president, be sure to inform the new president about the workshop.
- Remind teachers about deadline for NYS PTA Teacher Fellowship for Graduate Study applications.
JUNE – ANNUAL GENERAL MEMBERSHIP MEETING
- Hold annual meeting in accordance with bylaws.
- Present report of audit committee as specified in bylaws.
- Officers and chairmen give annual reports.
- Installation of officers can be held. Invite a region PTA official to install new officers.
- Call a joint meeting of outgoing and incoming executive committee and executive board.
- Attend the Presidents/Officers Round Table sponsored by the region PTA or your council.
- Go through your files and share any other necessary information with the new president.
- Set up a committee to prepare the budget for the next year. Be sure to budget for insurance and subscriptions to the New York Parent Teacher, PTA region functions (workshops, conferences, Presidents/Principals Dinner), and NYS PTA events (Summer Leadership Conference, Convention, the Legislation/Education Conference).
- Set up a calendar for the coming year:
- Check the bylaws for required meetings (month for adoption of budget, election of nominating committee, election meeting, and annual meeting).
- Consult with the administrator to be sure there are no conflicts between school or district programs and PTA functions.
- Newsletter publication dates should precede programs/activities in order to publicize them.
- Have a budget meeting and include the treasurer as chair, the ways and means chair, and the membership chair. They must plan and work together to fund programs and activities, leadership training and attendance at PTA conferences.
- Plan programs: Meet with appropriate chairmen, administrator, and teacher representatives
- Review goals for the year and discuss long-term goals.
- Request input from board members about ongoing projects and activities.
- Discuss and plan fund-raisers if necessary.
- Order the following for officers and chairmen: region PTA newsletter, New York Parent Teacher, and National PTA’s Our Children.
- Check expiration date of bylaws. If bylaws have not been revised in more than three years, select a committee to review and update them as necessary. Bylaws must be submitted to the region PTA bylaws chairman 90 days prior to expiration date.
- All outgoing officers and chairmen should turn over materials and reports to incoming officers and chairmen.
- Check Section 10 of this Guide and our website at www.nyspta.org for appropriate award information, deadlines and current fees.
- Make sure you submit your name and contact information on the Annual Officers’ Contact Information sheet (Form A) preferably on-line through www.nyspta.org OR by hard copy sent to your Region Director. This information tells National PTA, NYS PTA and your Region PTA where to send important documents, including membership cards, insurance certificates, and leadership guides.