Membership Matters: The Annual Report

Ending the year right is as important as getting it started right. One important and valuable step for wrapping up your PTA year is putting together and offering your members some type of Annual Report. This is an end-of-the-year report that sums up all of the great work your PTA has done and is a powerful resource to inspire support for your association.

Among other things, the Annual Report allows:

  • Everyone recruiting members to easily show what your PTA has done and what their membership will support.
  • Everyone who is or has been a member to see what their membership helped to support.
  • Everyone in your community to see what your PTA accomplished.
  • Your PTA to show appreciation for everyone who supported your initiatives with their attendance, volunteer work, support or sponsorships.
  • Your school to show how family engagement contributed to making a difference in your school community.

Putting an Annual Report together is not difficult. You may want to include the following:

  • The total number of members for the year.
  • The PTA mission-related activities/initiatives organized or sponsored by your PTA to support the students, the teachers, the families and/or the community—every group impacted by your work. List all your PTA did throughout the year:
    • to welcome all families
    • to promote two-way meaningful communication
    • to empower families to support their children’s academic achievement
    • to empower families to secure their child’s safety, well-being and best learning, social and emotional opportunities
    • to work alongside your school leaders to secure public funding and resources that support the best learning conditions in your school or community
    • to work collaboratively with the business, faith-based organizations and various other communities your school is part of?
  • A list of all activities organized or sponsored by your PTA that raised funds to support the mission-related activities or initiatives
  • A thank you section with:
    • A list of all volunteers who helped to make possible all activities or initiatives of the PTA.
    • A list of businesses, individuals and/or organizations who supported the work of your PTA.
  • Other special accomplishments of your PTA.

Your annual report document doesn’t need to be wordy. Just a reflection of all the work that you did. I’ve seen annual reports in the form of a written document. I’ve seen annual reports in the form of fun videos with pictures of all the activities the PTA organized throughout the year. Because of this exercise, you may discover your PTA is already doing the work of a National PTA School of Excellence and would only need to register and complete the application process to be recognized.

Distributing your Annual Report via a short message with an attachment or a link to a simple PDF or video shared via social media channels or text is also a great way to inspire your members to renew their membership and to continue to support PTA. We can’t wait to see your annual reports!

Need some help? Check out these resources:

Thank you so much for all you do to advance the PTA mission for all children.


Ivelisse Castro is a national service representative for National PTA.

Honoring Jan by Honoring Diversity and Inclusion

At the end of February, we lost a tireless advocate for this association, but most especially someone who had devoted her life to making the world a better place for our children. During its March meeting, the National PTA Board of Directors approved the recommendation of the Diversity Committee to name an award focused on diversity and inclusion for Jan Harp Domene. Nothing, absolutely nothing, could be more fitting. Jan had a deep seeded passion for ensuring that everyone was included and treated with respect and fairness. She was someone who did not just ‘talk the talk’ – no, Jan did much more; she ‘walked the walk.’

You have recently had the opportunity to read about her many accomplishments, as well as her contributions as our National PTA President, 2007-2009. What I want to offer is some insight into Jan as a person worth knowing, as well as to Jan my friend.

I first met Jan when she served as NPTA Secretary-Treasurer during Linda Hodges’ administration (2003-2005). As Tennessee PTA president, I had the chance to work with her on a number of occasions and even had the good luck to have her serve as Nat Rep to one of our conventions. What I remember best about those first interactions is Jan’s warmth and sense of humor. Being around Jan could be such fun!

In the years that followed, our relationship grew from mere acquaintances to one of complete friendship. We traveled together, roomed together on occasion, sat up late into the night sharing our lives – in essence we shared a special bond, a deep friendship. There is something so remarkable about a person who can at once lead an association such as ours and also sit with you deep into the night to share all your secrets. But that was Jan!

More than that, Jan taught me many things about what it means to be a leader. It was her passion to ensure that the National PTA Board began to reflect the children and families of this country. Jan showed me that diversity does not just happen – we must work to make it happen. With each appointment to the Board and to committees, she made a conscience choice to guarantee that we would begin to set a standard for others to follow. It left an indelible mark on how I would choose to lead in the future.

When I got the call that Jan had died, I was speechless, shocked – it had to be a mistake. Her husband, Greg, asked if I could share some thoughts about Jan at her memorial. To say that it was one of the toughest things I have ever done would be an understatement. How do you sum up such a special gift as Jan in just a few minutes? Here are the words I shared at the memorial:

To know Jan meant so many things — above all was her love and devotion to Greg and her family — and her passion for her work.

Jan never went in to anything unless it was to succeed. She did not know the word “failure.” She could be a tough task master in the very best way — especially, when it came to PTA — and her passion for its ideals, and for our work.

Yet, she could be extremely thoughtful, especially in the way she could remember the little things.

In early December, we were able to spend one of those ‘perfect’ days together. We went to Newport Beach to have lunch and shop – it had been such a long, long time since we were able to spend that kind of time together. In the evening, we went to dinner at a favorite restaurant, Lin Chin’s, with Greg, Kris, Cali, her favorite niece, and friends – the family. And I was part of the family – we had such an incredible time — food, fun and laughter — it was quintessential Jan!

As she took me to the airport the next morning, she gave me an early Christmas gift – a Lenox china star, which reads ‘Believe.’ Jan believed in her family, in her mission as an advocate for children…..Jan believed in me.

I want to share her note with you, because it is so ‘her’ – “Remember we have a whole country of children depending on us and the work we do. Stay focused on them — and always believe in yourself. I am always here for you….Whatever!”

Her legacy is in the family that she loved ….in her California roots….it is in her tireless devotion to every child in this nation. Jan served as our National PTA President – one of only handful of individuals that have ever held that honor. She has left an indelible mark on an association that would not have been the same without her leadership.

Jan believed in the ‘all’ – not just the ‘one.’ She believed in the ‘end’ — not just the ‘beginning.’

Most of all, she showed us the value of a “single” life and how important each one of us truly can be in making a difference.

Our memories of the people we have loved are truly how we keep them alive. I have wonderful memories of Jan – our friendship wasn’t always smooth, but that is what made it all the richer. She was in many ways the big sister I never had – as I was part of her family, she was part ours. Mary Frances’s wedding would not have been the same with her and Greg!

It would mean the world to Jan to know that she will be remembered to future generations of PTA leaders and members through this award.

My friend, Jan, made a difference to me – much more importantly, she made a difference in PTA that will only continue to enrich and grow our association until we finally are truly reflective of the children and families that we choose to serve. Just as she dreamed!

A Successful Event for Families during Take Your Family to School Week

Editor’s note: Below is a note from two local PTA leaders in Ft. Wayne, Indiana, about their Take Your Family to School Week event. Their PTA was one of 45 PTAs to receive a Take Your Family to School Week grant of $1,000.

Northrop PTSA is incredibly tired today :-), but we wanted to share the link to the pictures from our event last night. It was incredible! The event was more than we could ever have expected.

We believe the actual count for attendance is around 600 people. We had 38 tables in our common area for businesses, colleges and organizations and 12 parent round table discussions ranging from legislation and advocacy by Indiana PTA. The scholarships and financial aid information and discussion were very popular. There was also great information about preparing for college, graduation requirements, and the Indiana Department of Education sent a representative to talk about the common core state standards.

Check out these pictures at this link below. They really tell the story of our event: https://www.facebook.com/media/set/?set=a.297213710342704.73912.184820444915365&type=3.

We can’t thank National PTA and the AXA Foundation enough for making this happen with the Take Your Family to School Week grant. We couldn’t have done it without the grant. The AXA Foundation is the philanthropic arm of AXA Equitable Life Insurance Company, and a Proud National Sponsor of PTA.

The funny part is that as soon as it was over the first comment made was, “We’re going to have to expand the area for next year!” It wasn’t a question of if we would do it again… we are already planning! Happy Take Your Family to School Week!

Kathie Green & Theresa Distelrath
Northrop PTSA Co-Presidents

America’s PTA

For over 113 years the PTA has been working hard to meet the needs of families and communities across the nation. As we move forward, we need to ask ourselves some serious questions. Can we expect our association to reflect America’s families if we don’t look like America? Can we afford to keep moving in the same direction?

When PTA was founded the association was made up of mostly white middle-class to upper-class moms who lived in what we would call a suburban community. Today, according to our surveys, the numbers are about the same. Roughly 90% of our members are female, 80% are white, 70% live in suburban communities and over 50% live in households that make over $75,000 annually. America does not look that way. Now let me say right now that we should always honor our past and the dedicated service of those who built PTA into the powerhouse it is today, but in order to remain a leader in the educational community we must expand our reach.

Did you know that today, less than 10% of PTA’s members are male? Did you know that less than 10% are student members? These two facts, along with expanding our reach to all communities, provide PTA some tremendous opportunities. If you agree that we do have exciting opportunities in these areas, then join us in our effort to make our PTA America’s PTA. If not, then why not? Do you see PTA as a relevant resource? Are you helping? If not, why not? We need to know. My e-mail address is csaylors@pta.org. We need your feedback.

Over the next several months you will see PTA expanding our efforts in urban and rural communities. We will be working hard to make sure that all moms, dads, adult role models and communities know the great services PTA can provide. PTA has a rich history of great work; now more than ever, our parents, teachers, students and communities need PTA.

Until next time!