As summer unfolds and the previous school year comes to a close, it’s time for Parent-Teacher Organizations (PTOs) to start preparing for the upcoming academic year. With the new school year 2024-25 just around the corner, PTO board members and volunteers can make the most of this summer break by getting organized and ready for a successful year ahead. In this blog post, we will provide a comprehensive guide outlining essential tasks and steps to take during the summer to ensure a smooth transition and efficient operation of the PTO with RunPTO. From updating lists and directories to making necessary website and form changes, let’s dive into the key points to focus on during this crucial planning phase.
1. Update your Board/Chairs List
To kick off the preparations, it’s important to update the Board/Chairs list. Ensure that all positions are filled and accurate contact information is provided for each member. This will facilitate smooth communication and effective collaboration among board members throughout the year.
2. Update your Committee Directory
With RunPTO, managing your Committee Directory becomes hassle-free. Review and update the directory, assign designated chairpersons, and make necessary changes or additions based on the PTO’s goals. RunPTO’s committee management tools streamline task delegation and enhance collaboration.
3. Update your Users List
Leverage the power of RunPTO to review and update your users list, including board members, volunteers, and committee members. Add new members and remove individuals who are no longer involved with the PTO. RunPTO’s user management system ensures accurate and up-to-date user information for effective communication and task allocation.
4. Update your Annual Calendar
As you prepare for the new school year, one essential task for your PTO is to create a comprehensive annual calendar. This calendar will serve as a roadmap for the upcoming months, outlining important dates, events, and activities that your PTO will be involved in. By including general meetings, fundraisers, volunteer opportunities, and special events, you can ensure that everyone in the PTO and the wider school community is well-informed and can plan accordingly.
5. Complete and Update the Meeting Minutes
An essential task for any PTO is to diligently complete and update the meeting minutes. Meeting minutes serve as a valuable record of discussions, decisions, and action items during PTO meetings. These minutes not only provide an accurate account of what took place but also serve as a reference for future meetings and a means of communication to members who were unable to attend.
6. Make Sure to Approve, Reimburse, and Post Expense Forms for PTO Events
One crucial aspect of PTO management is handling the expense forms submitted by volunteers for various PTO events. As events and activities take place throughout the school year, volunteers often incur expenses on behalf of the PTO. These expenses may include supplies, decorations, refreshments, or any other necessary items to ensure the success of the event.
With RunPTO, managing and processing expense forms becomes a streamlined process. As a PTO administrator, it is essential to review and approve these expense forms in a timely manner. Thoroughly examine each form to ensure that the expenses align with the PTO’s guidelines and budget.
Once the expense forms are approved, it is crucial to reimburse the volunteers promptly. Timely reimbursements not only demonstrate appreciation for their contributions but also encourage continued volunteer involvement. Ensure that the reimbursement process is transparent, efficient, and well-documented.
After reimbursement, don’t forget to post the approved expense forms to maintain transparency within the PTO. By posting the forms, you create a record of the expenses incurred, which can be beneficial for future reference, budgeting, and financial reporting.
7. Close your Financial Books for 2023-24 and run the Yearly Transition Process:
RunPTO simplifies the process of closing your financial books for the previous fiscal year, 2022-23. With its intuitive features, you can easily perform the Yearly Transition Process, ensuring a seamless transfer of financial data and preparing a clean slate for the new year.
8. Preparing the 990EZ Form for Taxes
As a PTO, filing taxes is an important responsibility to ensure compliance with the IRS regulations. One specific form that PTOs often need to complete is the 990EZ form. Fortunately, RunPTO simplifies the process of preparing the 990EZ form. The platform automatically generatess the necessary figures and to complete the 990EZ form for your PTO. This saves you time and effort, enabling you to focus on other essential tasks. By utilizing RunPTO for preparing the 990EZ form, you can ensure a smooth tax filing process and maintain proper documentation for your PTO’s financial records.
9. It’s Time to Begin and Finish Your Budget
As the new school year approaches, one of the most critical tasks for any PTO is creating a comprehensive budget. A well-planned budget sets the financial framework for your PTO’s activities, ensuring that funds are allocated appropriately to support your initiatives, events, and programs.
With RunPTO, managing your PTO’s budget becomes a streamlined process. The platform offers user-friendly features that allow you to efficiently create, track, and manage your budget. Start by reviewing your previous year’s budget to gain insights and identify areas where adjustments or improvements can be made.
Begin the budgeting process by assessing your projected income for the upcoming year. Consider various sources of revenue, such as membership fees, fundraising events, sponsorships, and donations. Estimate the expected amounts for each revenue stream based on historical data, fundraising goals, and any anticipated changes.
Next, analyze your expenses by categorizing them into different areas, such as programs, events, supplies, and administrative costs. Take into account recurring expenses, upcoming initiatives, and any new projects you plan to undertake during the school year. Ensure that your budget reflects a balance between funding your key programs and maintaining financial stability.
10 . Student/Teacher Directory Changes
One crucial aspect to focus on during the summer season is the Student Directory. It is essential to review and make any necessary updates or changes to ensure that the directory reflects accurate and up-to-date student information. The Student Directory serves as a valuable resource for fostering effective communication between parents, teachers, and the PTO throughout the upcoming school year.
With the Year End Transition process offered by RunPTO, the student directory will automatically graduate students to the next grade level. This seamless transition ensures that the directory remains relevant and reflects the current student population. By leveraging the capabilities of RunPTO, PTOs can streamline the process of updating the Student Directory, saving valuable time and effort.
11. Send an Email Blast to your new Board/Chair List
With RunPTO’s integrated email communication feature, you can effortlessly send email blasts to your new Board/Chair list. Welcome new members, share important information, and foster a sense of community within the PTO.
12. Make Changes to the Membership Form using RunPTO:
RunPTO empowers you to make changes to the Membership Form effortlessly. Tailor the form to align with the goals and objectives of the PTO for the new school year. By utilizing RunPTO’s customizable form template, you can ensure a smooth membership dues collection process.
13. Send an Email to Prior Year Members about Becoming Members for the Upcoming School Year
As you gear up for the new school year with RunPTO, it’s important to reach out to your prior year members and remind them about the benefits of renewing their membership. An effective way to do this is by sending a targeted email campaign encouraging their continued support and participation in the PTO.
Craft a personalized message expressing gratitude for their previous involvement and highlighting the impact their membership has had on the school community. Emphasize the benefits of being a member, such as access to exclusive events, voting rights, and the opportunity to make a difference in the education and experiences of students.
Provide clear instructions on how to renew their membership through RunPTO. Include a direct link to the membership form or registration page, making it easy for them to complete the process online. Consider offering early bird discounts or special incentives to incentivize prompt renewal.
Tailor the email content to showcase any new initiatives, programs, or events planned for the upcoming year. Highlight the value that their continued membership brings to the PTO and how it directly supports the success of these initiatives. Mail merge lets you send emails that are personalized for each recipient.
14. Setting up Volunteer Needs for the Upcoming Year and Sending Out Volunteer Forms
As you prepare for the new school year with RunPTO, it’s crucial to assess the volunteer needs for each committee and plan accordingly. Take the time to evaluate the activities and events that will require dedicated volunteers, such as fundraisers, special programs, and community events.
Start by determining the number of volunteers needed for each committee or event. Consider the tasks involved, the level of commitment required, and the anticipated workload. This will help you establish realistic expectations and ensure that all necessary roles are covered.
Once you have identified the volunteer needs, it’s time to reach out to your existing network of prior members, student directory parents, board members, and other dedicated volunteers. Leverage the power of RunPTO by utilizing its communication tools to efficiently distribute the volunteer form. Pin a QR Code on the school bulletin walls for volunteering or place it on the Back to School table.
15. Create New Fundraiser Forms
RunPTO simplifies the creation of new fundraiser forms. Customize the forms to suit specific fundraising events and initiatives planned for the upcoming year. RunPTO’s intuitive form builder enables seamless participation and clarity for all participants.
16. Make Website Changes as needed
Utilize RunPTO’s Website Builder to effortlessly update your PTO website. From event calendars to information updates, RunPTO ensures a user-friendly and up-to-date website experience. Seamless integration of links and various RunPTO modules within RunPTO’s website builder further enhances the PTO’s online presence and communication.
17. Update your Products for the Online Store
If your PTO operates an online store, RunPTO simplifies the process of updating your products. Seamlessly add new items or remove outdated ones based on demand and relevance. RunPTO’s integrated online store functionality ensures a smooth and efficient fundraising experience.
18. Changes if needed to your Bylaws/Policies
Rewrite your Bylaws/Policies if needed and update the PDF document using RunPTO’s Document Storage feature. RunPTO offers a centralized platform for managing/sharing your PTO’s bylaws and policies.
19. Update Your PTO Vendors List/Contracts
In the realm of PTO, PTA, or Booster Club operations, it’s common to collaborate with third-party vendors to provide various goods or services to your organization. Whether it’s arranging exciting assemblies, setting up fun-filled carnivals, or partnering with ice cream vendors for special events, it’s essential to have all their pertinent information readily available when engaging in new contracts. With RunPTO, managing vendor information becomes a seamless process. The platform offers a convenient solution to store and organize vital details about vendors, ensuring that you have their vetted information at your fingertips whenever you need to contract them for a new job.
20. Preparing Teacher’s Budget
If your PTO reimburses Teacher’s expenses during the school year, preparing the teacher’s budget will be an essential task O, as it allows for effective financial planning and support for educators throughout the school year. With RunPTO, you can streamline the process of creating and managing the teacher’s budget. Start by assessing the specific needs and requirements of the teachers, including classroom supplies, professional development opportunities, and other educational resources. Collaborate with school administrators and teachers to determine an appropriate budget that aligns with their needs. RunPTO’s budgeting features provide a user-friendly interface to allocate funds to different categories, track expenses, and ensure transparency in financial planning. By diligently preparing the teacher’s budget with RunPTO, you can provide teachers with the necessary resources and support to enhance their classrooms and enrich the learning experience for students.
21. Preparing the First Newsletter for the New School Year
Preparing the first newsletter for the school year is an exciting way to engage with parents, teachers, and the entire school community. Start by gathering relevant information, including upcoming events, important announcements, volunteer opportunities, and highlights from the summer.
RunPTO is the Comprehensive Planning Solution for New PTO Presidents
If you are a new PTO President, RunPTO is your go-to platform for all your planning needs. With its wide range of features and affordable pricing, RunPTO simplifies and streamlines PTO operations, allowing you to focus on what matters most – creating an engaging and successful school year for your Parent Teacher Organization or Booster Club. Once the newsletter is ready, easily upload it to RunPTO’s Document Storage and Sharing feature, ensuring that it is readily accessible to all stakeholders.
Conclusion:
As the summer season progresses, PTO board members and volunteers have a valuable opportunity to prepare for the new school year 2023-24. By utilizing the comprehensive features and tools provided by RunPTO, PTOs can efficiently update lists, streamline communication, and manage crucial aspects of their organization. From updating directories and forms to managing finances and committees, RunPTO empowers PTOs to lay a strong foundation for a successful and productive year ahead. Embrace the power of RunPTO and embark on a journey of effective planning and collaboration that will make a positive impact on your entire school community.
