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PRESIDENT’S CALENDAR/CHECKLIST This calendar/checklist is designed to help guide
presidents
through a successful term.
DECEMBER •
Establish dates for January newsletter deadlines (including submissions,
editing, approvals
& publishing)
* First dues payment to State/National PTA due on 12/1
* County Council Dues are due by 12/1.
(.10 x each member as of 6/30/11)
• Determine
late-month availability of
key people; communicate availability of key officers. • Enjoy the holidays and rejuvenate for
the remainder of the year.
JANUARY • Make reservations for Virginia PTA’s PTA
Day at the General Assembly. • Advertise for members willing
to serve on the nominating
committee. •
Attend PTA Day (may be held in February.)
FEBRUARY • Elect nominating committee (check
local
PTA bylaws to see when and how this election
takes place.) • Ask the
executive
board to let the nominating
committee
know of their intentions for the new PTA year. • Remind
treasurer that all dues collected
since Dec. 1 must be in to the state office by March 1.
MARCH • Review PTA budget. • Arrange auditing the books when they close at the end of the fiscal year. • Attend district’s annual meeting
(may be held in April). • Have the nominating committee
report the slate of
proposed officers to
the executive
board (check local unit
bylaws to
determine when this report should be presented). • Remind board members to update procedure
books and, especially, include recommendations for
next year.
APRIL • Recognize
outstanding supporters by giving them Virginia
PTA’s Honorary Service Awards. (See
Section 7) •
Honor all PTA
volunteers.
Send local Volunteer of the Year nominations to councils or districts for
state consideration. • Attend the district legislation meeting.
MAY •
Observe Teacher Appreciation
Week. • General membership meeting
to elect and/or install officers (May happen in June) •
Meet
with outgoing president for briefing. •
Meet with Executive
Committee. • Arrange
to meet with principal • Look for the Incoming President’s Packet
from the state office.
JUNE • Have transitional board meeting with old and new members. • Assume duties at time prescribed in your bylaws. • Send all forms including
the new officers names/addresses
to the state
PTA office. EIN (tax ID) number must also be on file with state PTA office. •
Review and update committee procedure books, develop procedure books for new positions. • Make sure the outgoing president arranged the audit for the previous
year financial records. • Send names/addresses of officers to the school
board office in order to receive their mailings. • Make reservations for Virginia PTA’s Leadership Training • Remind
your outgoing treasurer that all dues collected since March 1 must be in to the state
office by June 30. JULY • Attend
Virginia PTA’s Leadership
Training Conference • Budget committee
meets to develop
next year’s
budget and prepares
to present it to the executive board before going before
the general membership
for final approval. • Confirm with the principal
when PTA information needs to
be available
for the school’s Welcome Back Packets. AUGUST • Hold a meeting of the
executive committee
to go over the plans of work and schedule
for next year. • Hold a meeting of
the executive board to go over all
action
items and approve the budget that will be presented to the general membership. • Download the membership cards template
from the Virginia
PTA web site. • Look for and share mailings from
national,
state, district and council with your board. • Prepare
an article for your newsletter and Welcome Back Packet.
SEPTEMBER • Make sure the Membership Committee has all the information
and cards needed for a successful membership campaign. • Make sure the Reflections
Committee has all
the information for
a successful Reflections Program. • Hold first general
membership meeting and vote on the proposed PTA budget, adopt the fiscal year-end audit and send copy of audit to state
PTA office. A copy of 990 forms must also be forwarded to state PTA office. • Have
board members attend council, district, or region leadership
training workshops.
* A copy of your membership approved audit must be sent to the State PTA office as well
as Henrico County Public Schools attention: Sharlene Wrenn
OCTOBER • Prepare to attend Virginia
PTA Convention by selecting
delegates to attend and sending in the registrations by appropriate deadlines (Convention may also be held in
November.) •
Hold
a legislation meeting to have your general membership vote on Virginia PTA’s Proposed Legislation Program and send
the tally sheet of votes to your district director.
NOVEMBER
• Attend Virginia PTA’s Convention.
•
Remind your Treasurer that all dues
must be postmarked and sent to the State
Office by December 1 so your Local Unit remains in “Good Standing”.
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