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.

Summer Tips for Incoming PTA Leaders

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Summer vacation is here! While these months can be filled with road trips to the beach, summer camps, long nights and lots of “R&R” time—summer is also an opportunity to plan a smooth transition into the upcoming school year. Just as teachers must plan the next school year’s curriculum, PTA leaders have an assignment of their own, too.

At the end of their term, outgoing leaders transfer their procedures books to the incoming leaders. Even if an outgoing leader thinks the information is of no value, with these books you will have a better idea of what was done in the past and how the PTA went about doing it. Outgoing leaders can also offer valuable insight on things yet to be done, what they would do better and suggestions on how to be more effective and efficient in the performance of your new duties. Take notes and don’t be afraid to ask questions!

Start planning now for your own smooth transition into office. Here are a few tips for incoming local leaders to consider:

Share contact information with outgoing leaders and set up a directory to be and remain connected. With previous leaders’ contact information, you’ll be able to reach out for additional support throughout the year or to ask for insight as problems arise.

Review procedures books given to you from outgoing leaders. If there are none, do not worry; start one by getting and reading your local unit bylaws. The PTA unit’s secretary should have a copy. If you can’t find it, call your state/congress office; they’ll be happy to mail or email you one.

Visit PTAKit.org and review the sections that may apply to your new position.  If you don’t see your position listed, the information this website contains is of value to the entire PTA board.  Even if you’re an experienced PTA leader, it is worth reviewing every year as it is updated with the most current information and trends to help you and your unit to be successful.

Check out your state PTA’s website.  They may have information that can start you off on the right foot for the year. For example, templates, training opportunities, resources, program materials, newsletters, etc. You might find ways to connect with your state through Facebook, Instagram, Legislative Alerts, Twitter, etc.

Take advantage of the e-learning courses. National PTA offers online training courses to help you grow as a leader at PTA.org/eLearning. Although you may want to start with what you’ll need for your own PTA position, please take all courses. As a board member, it’s important to know the role of each position and what to expect.

Meet with your school principal to learn about school goals and objectives for the incoming year. Share with the principal the programs the PTA would like to hold (Reflections, Family Reading Experience Powered by Kindle, Healthy Lifestyles, Fire Up Your Feet, Take Your Family to School Week, Teacher Appreciation Week, Connect for Respect, etc.) and how these programs will support the goals and objectives of the school. Think about becoming a School of Excellence in the process!

Set up a communications plan. Newsletters and social media keep everyone informed, engaged and proud of what the PTA is doing. Go through your PTA’s goals, identify specific strategies your PTA or committee will use to achieve each goal and then create a step-by-step plan for each strategy. This is key to growing membership and gaining members and community support.

Have a successful PTA year and thank you so much for your dedication and commitment to the mission of PTA!


Ivelisse Castro is a national service representative at National PTA.

 

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