Use Procedure Books--Don't Reinvent the Wheel

Collect procedure books from officers and committee chairmen if available. Make sure they are completed and updated before collecting them.

If they have not been used, now is the time to start them.  

Provide an end of year evaluation form for each person to collect important information that will save time and possibly money. 

Important Pre-planning Steps to Take

Meet with the Executive Committee (elected officers)  to review the needs assessment and set goals and make plans.

Decide the method you will use for recruiting volunteers.

Make a list of each project, activity, committee, program, etc. that PTA will sponsor, with the help of the needs assessment. 

Now is the time to make changes. Eliminate projects and activities that have low parent and volunteer participation or are time intensive with little benefit. 

An Important Key to Success--Know Your Members and what is important to them

Prepare and distribute a needs assessment, use the results in planning the year.

Send out an email questionnaire or have a paper questionnaire for parents to fill out at an event in March or April.

Offer an incentive to increase participation—such as entering a drawing.

Don’t forget to have your teachers fill out the needs assessment, or better yet, make a separate one for teachers. Who knows better than the teachers what the students need most, and how parental involvement could be improved.

Use the results of the needs assessment in planning your year.

The Importance of Nominating Committees

Filling the slots on the board can be very challenging.   Electing Nominating Committees is very crucial.  They should be elected in a PTA Board meeting held before Dec. 31st, but can be appointed if needed after that.

1. Staff your nominating committee with representatives from the different neighborhoods and cultures of your school.

2. Ask teachers and administrators for names of parents who like to be involved.

Calendering--Plan out your year

Plan the calendar for the year, with the help of your Executive Committee, and the PTA Committee Planning sheets if you held a Spring PTA Planning meeting (see information further down on this page).

Besides a list of the events and projects your PTA has decided to sponsor, be sure to have the school calendar, and other calendars of secondary and high schools, holidays and other community or civic events to avoid scheduling conflicts. 

Things to consider when planning your budget

.       Plan the budget with the treasurer using the information from the PTA Committee Planning Worksheets.  Make sure to set aside adequate funds for Leadership Development, so your leaders can attend the three state PTA Conferences each year.  

              1. Utah PTA Advocacy Conference--usually held in October. Topics of current interest are presented. The President, President-elect, Legislative Vice-President and commissioners should attend. 

Schedule your first Board Meeting in the Spring--get everyone involved in planning the year

Schedule a meeting for your new board before school lets out if possible.  Invite everyone who signed up to help with any committee.  If possible schedule the meeting to take place after PTA Convention so you have the advantage of lots of new ideas, information and training to add to the planning.     

The Utah PTA Handbook is the President's best tool.  Every president receives a handbook at Convention or afterwards through their Region Director or Council President. You don't need to read the Handbook cover-to-cover but it is important to know what is in it.  It starts with some general information, followed by the President’s tools. 

The President’s tools include a president’s checklist, time-line, how to do calendaring, organize your board, make agendas, how to use your bylaws, finances, needs assessments, and much, much more. You should read whole President's Tools section.   Check out this link for more information: