Prepare Your Mid-Year Membership Campaign

Prepare Your Mid-Year Membership Campaign

Did you know?

• PTAs that run more than one campaign a year have, on average, 20 percent more members.
• Nationwide, approximately 18 percent of PTA members join in January and February
• Running membership campaigns more frequently reminds your members that membership is everyone's business, especially if you weave membership into programs, activities and general PTA work, too.
• January is not too late for parents to make a real impact on their children's education.

Lay the groundwork for success

• Ask your PTA board to explain to potential members what your PTA does for the children of your community.
• Determine whether your PTA/PTSA is meeting the needs of your members and community.
• Align your goals with the needs and interests of your members and community.
  
• Make sure you have the support of your principal and school staff

Membership growth is a sign that your PTA is a vital and relevant organization that is making a difference in your community. If your PTA is an effective, respected and fun association, people will be eager to join.

Tips for getting started

• Spread the word about your PTA and emphasize the benefits of PTA membership.
• Position your PTA as part of America's No. 1 parent involvement organization.
• Invite parents and community members to join your PTA

Answer the question, "Why should I be a member of your PTA?"

• Advertise your PTA through newsletters, magazines, newspapers, websites and marquee signs.
• Place posters and fliers on school and community bulletin boards and windows (with permission)
• Hand out stickers, brochures and fliers at PTA and school events.
• Inform PTA members and potential members of special events.

Take advantage of second semester enthusiasm

• Tell your school community about the new opportunities to get involved in the new year.
• Send membership forms and fliers home with report cards and school reminders.
• Design a visual representation of your growing membership (e.g. a celebration wall to which party favors with new-member names can be added, a cardboard or illustrated tree to which leaves for new members can be added, a jar to which beans, marbles or ping-pong balls can be added) for display in your school.
• Ask people to join your PTA - don't wait for them to offer. Have all the sign-up materials close at hand.

Promote membership whenever possible

• Set up your membership table at every PTA and school event. Maintain a current list of members in case people forget whether they have already joined.
• Publish a list of PTA members in your newsletter.
• Regularly include articles about membership and a clip-out membership form in your newsletter.
  
• Publish your current membership count in your newsletter. Check it against your goal often.
  

Happy Holidays and the year to date

Happy Holidays to all of you! We at the district know that you have already worked very hard for your students and schools and we really appreciate it.

As you get ready to take a break for the holidays, it's a great time to review what should have been done so far, this year - just to make sure you are on track. Starting in January, there will be more opportunities with elections, Founders Day and getting ready for Convention so now's the time to make sure you and your PTA are caught up.

Things you should have already accomplished this year:

• Forward copies of approved annual budget to District.
• Plan calendar for year based on PTA goals.
• Forward copies of last year’s Annual Financial report to District.
• Forward copies of Last audit (1/1/09-6/30/09) to District.
• Forward first payment of membership per capita to District. Send monthly hereafter. Be sure to include remittance form!
• Review/update bylaws with Executive Board.
• Have Membership campaign in full swing – know your goals!
• Filed your annual tax return

Questions? ASK! Call or E-Mail your District board members! That’s why we’re here! To support you! Our contact info is on the Blogsite: http://20thdistrictpta09-10.blogspot.com/

20th District Annual Dinner, Date and Place set!

We have just announced the date and place for our Annual District Dinner in May. It will be:

May 21st - 6:30 PM
at Tarpy's 2999 Monterey-Salinas Hwy at Canyon Del Rey Monterey.

The District Board would like to properly acknowledge all that you do for the children in our district through your efforts with PTA and this is the best opportunity to do that.

Please, mark your calendars, now and plan to attend. More details coming soon.

PTAs - you must file a tax return by Nov. 15

EVERY PTA MUST FILE A TAX RETURN THIS YEAR! THERE ARE NO EXCEPTIONS!

PTAs with Gross Receipts normally $25,000 or less and PTAs with average gross receipts less than $25,000 over the last three (3) years file a 990N. The 990N is an easy e-postcard return, filed on line at http://www.irs.gov/charities/article/0,,id=169250,00.html .

PTAs with Gross Receipts over $25,000 and less than $100,000 and with assets less than $250,000 file a 990EZ. The form and instructions are at http://www.irs.gov/charities/article/0,,id=186630,00.html.

PTAs with Gross Receipts over $100,000 and/or with assets of more than $250,000 file an IRS 990. Form and instructions are at http://www.irs.gov/charities/article/0,,id=181089,00.html.

For a summary of all the PTA tax filings, please see this document by Doug Pickfard, our State PTA Treasurer.

More info:

Most unit and council PTAs will not need to file a California 190 or an IRS 990T, unless they are separately incorporated. However, if the PTA has unrelated income in excess of $1000, these forms are required.

Sale of advertising (not recommended) is unrelated business income. Sponsorship income is related income and not unrelated business income.

There are exceptions to unrelated business income.

Schedule B must be completed if the PTA receives a donation of $5,000 or more from a single donor.

CONSULT YOUR TAX PROFESSIONAL!!!

THE CALIFORNIA STATE PTA STRONGLY RECOMMENDS THE PTA USE A TAX PROFESSIONAL WITH NONPROFIT EXPERIENCE TO FILE THE 990 OR 990EZ.

The due date for all of these forms is the 15th day of the fifth month after the fiscal year end. For example, a PTA with a fiscal year end of June 30 must file these forms by November 15th. Extensions of time to file are available if properly requested using IRS Form 8868.

2008 Tax Year: Form to File
(Fiscal Year beginning in 2008 - ending in 2009)

Gross Receipts normally less than or equal to $25,000: Use form 990N

Gross Receipts more than $25,000 and less than
$1Million andAssets Less than $2.5 Million: Use form 990EZ

Gross Receipts of $1 million or more or
Assets of $2.5 million or more: Use form 990

2009 Tax Year: Form to File
(Fiscal Year beginning in 2009 -ending in 2010)

Gross Receipts normally less than or equal to$25,000: Use form 990N

Gross Receipts more than $25,000 and less than
$500,000 and Assets Less than $1.25 million: Use form 990EZ
Gross Receipts of $500,000 or more or
Assets of $1.25 million or more: Use form 990


2010 Tax Year: Form to File
(Fiscal Year beginning in 2010 and ending in 2011)

Gross Receipts normally less than or equal to $50,000: Use form 990N

Gross Receipts more than $50,000 and less than
200,000 andAssets Less than $500,000.00: Use form 990EZ

Gross Receipts of $250,000 or more or
Assets of $500,000 or more: Use form 990

Great tips for new PTA leaders

How do you become a good and effective PTA leader?

1. Start by acknowledging the good work that’s already been done.

2. Figure out how things work before you start implementing change.

3..Ask other officers and volunteers what they think – the team is better if all members are involved in decision-making.

4. Communicate your expectations (let others know what you want from them) and listen to what expectations they have.

5. Motivate the other team members to do the best job possible.

6. Be a leader and let the others on the board handle their own duties and responsibilities.

7. If someone seems to be struggling with a position, meet and discuss what can be done to help.

8. “Walk the Walk” - Do what you say you’ll do; respect the opinions of others; be honest; show gratitude; and recognize good work.

9. Take responsibility – acknowledge if an error has been made. Make certain that responsibilities are clearly outlined and that each person is doing his or her share.

10. Keep the communications channels open at all times and in all directions (among administrators, teachers and staff, parents and volunteers, and PTA officers). A strong team is an informed team.

Leadership Services Commission,

From The Communicator, July 2009.

Keep Your Meetings on track and on time with a good agenda!

Prepare the agenda for your meeting ahead of time, and provide copies to the secretary and parliamentarian. Below is a Sample Agenda. You can also find a more detailed sample agenda on page 35 and 36 of your Toolkit.

ABC School PTA

Date of Meeting

Meeting Location and Time

1. Call to order (Rap the gavel once. Stand while addressing the general body, but the chair may sit while minutes are being read and reports are being given.)

2. Pledge of Allegiance (if held in a public facility)

3. Inspiration (optional)

4. Approval of minutes (either posted or read). Ask, “Are there any corrections?” No motion necessary.

5. Financial Reports

a. Treasurer (No motion necessary, report filed for audit.)

b. Financial Secretary (No motion necessary, report filed for audit.)

c. Semi-Annual Audit (Motion needed to adopt the audit report.)

d. Bills to be paid or ratified (Motions needed to pay or ratify.)

6. Report of Executive Board (Secretary reads summary report, moves adoption of each recommendation.)

7. Committee Reports (Officers, chairmen, principal, faculty representative, student representative; motions needed to adopt all recommendations.)

8. Unfinished Business (Items left on the agenda at the last meeting and any items postponed from the last meeting.)

9. New Business (New items of business and items that have no action pending.)

10. Program Say, “The program committee (or chair) will introduce the program.”

11. Announcements (Be prepared with next meeting date and programs or events.)

12. Adjournment (Rap gavel once. No motion is necessary. )

Tips for Chairing a Meeting:

The attitude of the president sets the tone for accepting everyone at the meeting. Attitude “messages” are sent in nonverbal ways:

¨ How the president stands and holds his/her head.

¨ The Tone of voice used; and

¨ Facial expressions and gestures.

Encourage PTA board members not to sit together but to scatter among the audience.

Look at everyone, not just those who are known to you or who are friends.

Keep a calm voice, even when being questioned or challenged.

Face straight ahead and make sure not to turn away from any part of the audience.

Be careful using humor. What one person may think is funny might offend another. Even innocent teasing between friends might be overheard by others and misunderstood.

Membership per Capita Dues and Deadlines

Hi everyone, it's that time again to start turning in your membership per capita dues. You can start anytime using this Remittance Form with the correct address for you to send those to. Dues are a total of $3.50 per member to be sent to the district. The detailed breakdown is on the remittance form.

Remember, you should be sending in dues every month. Below are the deadlines for the good standing remittance, as well as the remittances for the membership awards - Early Bird and Chairman's club.It's not hard to get these awards, it's just a matter of getting those dues in on time and for the Chairman's club, you need 50 members.

Our District Treasurer is Michael Silver. His number is 831-277-3317. Give him a call or an email (michael-silver@sbcglobal.net) if you have any questions.

Due dates to have those into Michael are:

Early Bird (15 members) October 20

Chairman’s Club (50 members due) November 10

Good Standing membership remittance November 21

If you don't have 15 members sent in by November 16th, you will be deemed "not in good standing" by the state PTA. After that, things get messy so don't miss this deadline!

Welcome to the new year from the 20th District

Welcome to all PTA leaders in the 20th District to the new school year for 2009-2010. We at the district would like to thank you for all the hard work you have already put in to your roles and for the children at your school.

This is already proving to be a challenging year in many ways with budget cuts and volunteer shortages. We know that many of you are struggling to fill positions and meet the needs of your PTA and school. We at the district are also feeling the pinch. In fact we are lacking a District President and could really use someone to step up to that role. It is a challenging one but one that is filled with opportunity for growth and learning. The person in that role would certainly gain some valuable skills that would translate into other areas of life. If you know of anyone on your board who has potential and would be willing to serve in this capacity, please let us know!

We would also like to introduce our new 20th District PTA 2009-2010 Blogsite. Anytime we send out an important informational email to you, we will post it to our blogsite so that you can easily find it again when you need to reference it. There is also a list of upcoming deadlines and events on the right sidebar, along with a list of the District officers, their contact information and helpful links.

Also featured is a handy tool called the Label list. Just click on the topic within the list that you need and all the blogs on that topic will come up.

Please bookmark and take full advantage of our blogsite at:http://20thdistrictpta09-10.blogspot.com/.


We wish you all the best through this school year. Please, don't hesitate to contact one of us if you have any questions or concerns or need some training. That's what we're here for!

The 20th District PTA Officers