PRESIDENT TOOLS

WELCOME, PRESIDENT

You have an exciting opportunity to make a difference in your school and community by implementing PTA’s Mission:

 ...to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. 

Keep PTA’s Mission in mind as you plan your year. 

A PTA President’s Roles and Responsibilities 

Your PTA members look to you for leadership in creating partnerships within your community and fostering an environment where family engagement is encouraged and respected. Responsibilities include: 

• Chairing regular board and general meetings to discuss the plans and business of your PTA 

• Taking an active role in financial and legal obligations, including knowing how to stay in good standing with Utah PTA 

• Being familiar with the bylaws 

• Knowing the responsibilities of the members of the board 

• Serving as a liaison with school administration or community partners 

• Checking in regularly with officers and committees to ensure the overall plan is on target 

• Identifying challenges and inviting solutions 

• Familiarizing yourself with all PTA programs and resources Representing PTA to the community 

• Being in communication with council, region, and state PTA to get any important notices and  other information 

• Maintaining ongoing communication with members 

• Recruiting and mentoring volunteers and future leaders 

• Volunteering at events, when available 

Great presidents often have leadership, planning, and public speaking skills and experience. 

“Leaders become great, not because of their power, but because of their ability to empower others.”– John C. Maxwell, The 5 Levels of Leadership

PRESIDENT'S RESPONSIBILITIES 

As a PTA President, you are entrusted with the leadership and management of your PTA, ensuring that it operates effectively and in alignment with its mission. Your role involves a variety of responsibilities that require strong organizational, financial, and communication skills.

Leadership and Meetings

• Chairing Meetings: Lead executive, board and general meetings to discuss and manage the plans and business of your PTA. ​

• Financial and Legal Oversight: Actively participate in financial and legal matters, ensuring compliance with Utah PTA standards and maintaining good standing. ​

• Bylaws Familiarity: Be well-versed in the PTA bylaws to ensure all activities and decisions are in accordance with them. ​

• Reporting: Submit three reports yearly online. 

• Records: Maintain records according to financial retention guidelines.

Board and Community Engagement ​

• Board Responsibilities: Understand the roles and responsibilities of all board members and ensure they are fulfilled while ensuring procedures books are updated and passed to predecessors. 

• Liaison Role: Serve as a liaison with school administration and community partners to foster strong relationships and collaboration. ​

• Regular Check-ins: Maintain regular communication with officers and committees to ensure the overall plan is on track. ​

• Membership: Conduct ongoing membership drive ensuring payment of state and national dues on the 25th of each month. 

Problem-Solving and Representation

• Identify Challenges: Recognize challenges and proactively seek solutions. ​

• Program Familiarity: Be knowledgeable about all PTA programs and resources to effectively guide and support initiatives. ​

• Community Representation: Represent the PTA to the broader community, advocating for its mission and goals. ​

• Council: Attend all council meetings and training opportunities to receive PTA resources, training and collaboration time. 

Communication and Volunteer Management

• Ongoing Communication: Keep open lines of communication with council, region, and state PTA to stay informed of important notices and updates. ​

• Member Engagement: Maintain ongoing communication with PTA members to keep them informed and engaged. ​

• Volunteer Recruitment: Actively recruit and mentor volunteers and future leaders to ensure a robust and sustainable organization. ​

• Event Participation: Volunteer at events whenever possible to show support and leadership.

Effective PTA Presidents possess leadership, planning, and public speaking skills. By fulfilling these responsibilities with dedication and professionalism, you can create a positive and impactful environment for your PTA, fostering family engagement and community support. ​

For more information, visit utahpta.org/president 

RESPONSIBILITIES OF PTA LEADERS AND KEYS TO PRESIDENTIAL SUCCESS

Engagement and Participation ​

• Accept and Contribute: Embrace your position and actively participate in board discussions. ​

• Constructive Participation: Engage constructively in meetings and adhere to PTA purposes, mission, and bylaws. ​

• Informed Leadership: Understand the PTA structure and become well-informed about all PTA programs. ​

Adherence and Development

• Follow Procedures: Adhere to National PTA and Utah PTA procedures, meet deadlines, and fulfill assignments promptly. ​

• Leadership Development: Focus on developing and strengthening leadership skills, and learn to delegate tasks effectively. ​

• Training and Inclusion: Recognize the value of training, attend relevant events, and ensure inclusive representation from all areas of the school community. ​

Why PTA Leaders Succeed ​

Focus and Attitude

• Child-Centric Agenda: Maintain a singular focus on the welfare of children. ​

• Welcoming Environment: Make each member feel welcome and help them understand the PTA’s purposes and mission. ​

• Positive Attitude: Approach your role with a positive attitude and a thorough understanding of the bylaws and President Handbook. ​

Resource Utilization and Team Building

• Resource Familiarity: Become familiar with available resources and attend all required training and meetings. ​

• Effective Communication: Use and follow an agenda, distribute materials appropriately, and delegate work efficiently. ​

• Supportive Climate: Create a supportive and respectful environment where team members feel valued and can grow. ​

• Training and Recognition: Train your board on necessary leadership skills and remember to express gratitude for their efforts. ​

Successful PTA leaders are those who focus on the mission of supporting children, foster an inclusive and positive environment, utilize available resources effectively, and build a strong, collaborative team. By adhering to these principles, PTA presidents can lead their organizations to achieve their goals and make a meaningful impact. ​

For more information on specific job duties of the officers, utahpta.org/executive-committee

INFORMATION FOR BOARD AND EXECUTIVE COMMITTEE MEMBERS

Essential Information for Board Members ​

Basic Details: Provide each board member with an information sheet that includes:

• PTA Unit ID number ​

• EIN (Employer Identification Number) ​

• Bylaws expiration date ​

• Council name and president contact information (if applicable) ​

• Links to PTA social media pages or PTA website ​

Additional Information: Include a board directory, meeting dates, and a calendar of PTA and school events. ​

Essential Information for Executive Committee Members ​

Financial and Online Accounts: Ensure transparency by sharing account and login information, including:

• Bank account details (name, number, check signers, and read-only login information) ​

• Login information for financial platforms (e.g., PayPal, Square, Stripe) ​

• Access to PTA social media sites (consider making them admins) ​

• Change account passwords annually for security

For more information about specific jobs, utahpta.org/executive-committee 

STANDING RULES

• Purpose: Outline procedures not included in the bylaws, ensuring they do not conflict with them. ​

• Content: May include meeting times and locations, officer responsibilities, and management of PTA supplies and equipment.

• Flexibility: Can be amended or rescinded at any time by a two-thirds vote or a majority vote with 14 days’ notice. ​

• Review: It is advisable to review and adopt standing rules annually to maintain continuity in programs and procedures. ​

For more detailed information on standing rules, refer to the Bylaws section of the handbook or visit utahpta.org/guidelines-standing-rules

ORGANIZE YOUR BOARD

Board Composition

Members of a local PTA/PTSA board are either elected or appointed, as specified in your bylaws. The board should include representation from all geographic areas and reflect the diversity of your school community. ​

Key Points for Board Members:

• • Job Descriptions and Training: Ensure all board members have clear job descriptions and receive appropriate training. ​

  • Orientation: Provide an orientation on PTA purposes, bylaws, policies, procedures, and financial management. ​

Required Elected Positions:

• • President

  • President-elect

  • Secretary

  • Treasurer

  • Vice Presidents: The Principal and Teacher VP are required per bylaws which also specify the number of other required VPs for your PTA. Your Standing Rules specify the specific position of VPs your PTA has. i.e.: Leadership, Fundraising, or Legislative VP, etc.​

Election Process:

• • Nominations: Presented by the nominating committee and elected by the general membership. ​

Potential Appointed Positions:

• • Commissioners: Oversee areas such as community engagement, education, family life, health, individual development, safety, and student leadership.

  • Check your Bylaws to determine if commissioner positions are elected or appointed.

  • Appointees and committee chairs: For roles such as public relations, communications, reflections, membership, fundraising, teacher appreciation, social media, diversity and inclusivity, special needs, military families, male engagement, healthy lifestyles, and various school events. ​

Required Committees

• • Annual Financial Reconciliation (AFR) ​

  • Nominating Committee

  • Election Committee

Conclusion

Organizing your board effectively ensures that all members are well-informed, trained, and ready to contribute to the PTA’s mission. By including diverse representation and clearly defining roles, your PTA can operate smoothly and achieve its goals. For more information, refer to the bylaws and additional resources available on the Utah PTA website. ​

For more information on organizing your board, utahpta.org/organizing-your-board

THE PRINCIPAL VICE PRESIDENT

The principal is a vital member of the PTA Executive Committee and often provides continuity in leadership. A supportive principal encourages teacher and staff participation in PTA activities and cooperates with the PTA in using school facilities. Meetings can be held at the school with the principal’s permission or at another agreed-upon location. ​

Key Points for a Positive Partnership:

• Open and Honest Communication: Regular and transparent communication between the PTA president and the principal is essential. ​

• Understanding Roles and Responsibilities: Both parties should clearly understand their respective roles to avoid conflicts. ​

• Establishing Common Goals and Visions: Collaborate to set shared objectives focused on student success. ​

• Working Collaboratively: Joint efforts should aim at enhancing student achievement. ​

• Respecting Opinions and Building Trust: Mutual respect and trust are foundational for a strong partnership. ​

• Engaging Families and Staff: Actively pursue family and staff involvement in PTA activities. ​

• Building Community Relationships: Foster positive relationships within the school community. ​

For more information about working with your principal, utahpta.org/administrative-vp 

Take a look at the exclusive Administrative VP handbook, utahpta.org/administrative-vp-handbook 

THE TEACHER VICE PRESIDENT ​

The Teacher Vice President (VP) serves as a crucial link between the faculty and the PTA board, providing valuable feedback on PTA programs and procedures. The Teacher VP should communicate PTA information to the faculty and encourage their participation. ​

Key Points for Effective Collaboration:

• Faculty Communication: Ensure the Teacher VP disseminates PTA information to the faculty. ​

• Meeting Attendance: Schedule board meetings at times that allow the Teacher VP to attend, even if only for part of the meeting. ​

• Principal’s Support: The principal may recommend a teacher with a prep period during the PTA meeting time or provide an aide to facilitate attendance. ​

• Agenda Management: Place the Teacher VP’s report early in the meeting agenda to accommodate their schedule. ​

By fostering a collaborative environment and maintaining open lines of communication, the PTA president, principal, and Teacher VP can work together effectively to support the school’s mission and enhance student success. ​

For more information about working with your Teacher VP or how to be the Teacher VP, utahpta.org/teacher-vp 

ORGANIZING YOUR COMMISSION/COMMITTEE/PROGRAM/EVENT

The primary goal of a PTA board is to develop and implement plans for commissions, committees, programs, and events that address the interests and needs of the school community. ​

Definitions

• Commission: Oversees several committees, programs, or events with a specific focus (e.g., Community Engagement, Education, Health). ​

• Committee: Plans and executes specific events or programs (e.g., Reflections, Safety Patrol). ​

• Program: An initiative deemed important by the membership through a needs assessment (e.g., Grad Night, Family Nights). ​

• Event: A one-time occurrence of a program (e.g., guest speakers, carnivals). ​

Steps for Success ​

Step 1: Conduct a Needs Assessment ​

• Survey the community to identify important issues and interests. ​

Step 2: Develop a Plan of Action ​

• Set goals based on the needs assessment. ​

• Consider the impact on teachers, students, parents, and the community. ​

• Stick to the given budget. ​

• Use a procedure book for guidance and documentation. ​

Step 3: Planning Meetings ​

• Assign roles and responsibilities. ​

• Determine the budget. ​

• Engage community resources.

• Reserve facilities and prepare materials. ​

• Publicize the event through various channels. ​

Step 4: Execute the Program or Event ​

• Ensure all plans are followed and the event runs smoothly. ​

Step 5: Evaluate ​

• Gather feedback from both the committee and the community. ​

• Document what worked and what didn’t for future reference. ​

Importance of Teamwork ​

Successful board members value cooperation, collaboration, and communication. They operate with integrity, welcome diversity, and maintain confidentiality. By working together, a PTA board can significantly impact the school and community. ​

For additional resources, visit utahpta.org/lead-way​

TRANSITION PERIOD FOR PTA OFFICERS

The transition period between outgoing and incoming PTA officers is crucial for ensuring continuity and building on past successes. Effective leadership is demonstrated by how well the new team is prepared to continue the work of the PTA. ​

Key Points

Timing and Sensitivity ​

• Support Current Board: Recognize that the current PTA board still has significant work to complete and continue to offer support and encouragement. ​

• Early Information Sharing: Begin sharing information and materials as soon as new officers are elected. Including new officers in final meetings or activities can facilitate a smoother transition. ​

Transition Activities

• Pre-July 1 Planning: Transition time begins at election time and goes through June 3th and planning of the following year should happen in this time. 

• Procedure Book: Create a comprehensive and organized procedure book for each position, which can be in electronic format, to document processes and important information. ​

• Material Handover: Pass on all useful materials to incoming officers, retaining copies only if necessary. ​

Supporting New Leadership ​

• Step Back: Allow new leaders to gain confidence, try new ideas, and improve on past work without interference. ​

• Be Available: Offer practical guidance and continuity as a resource for the new leadership team. ​

Conclusion

A well-managed transition period is essential for the ongoing success of the PTA. By planning, organizing, and communicating effectively, outgoing officers can ensure that their successors are well-prepared to build on their achievements and continue the PTA’s mission. ​

For more information on the transition period, utahpta.org/transition-period 

LOCAL PTA/PTSA PRESIDENT’S CHECKLIST

Key Responsibilities and Actions

Bylaws and Governance

• Review Bylaws: Obtain and review a copy of your local PTA bylaws. Ensure they are current and renewed every three years. ​

• Board Positions: Fill board positions with appointees, ensuring representation from all areas of the school community. ​

• Transition: Meet with the outgoing president for a smooth transfer of materials and information. ​

Planning and Organization ​

• Transition: Schedule meetings with the principal and board members, to plan the calendar year, prepare the budget, conduct a needs assessment and make goals for the coming year. ​

• Appoint: In consultation with the Executive Committee, appoint necessary commissioners and committee chairs to run programs and events for the coming year. 

• Training: Ensure all board members understand their responsibilities and receive necessary training. ​

• Procedure Books: Obtain and update procedure books from outgoing board members. ​

Financial Management

• Banking: Assist the treasurer in making necessary name changes at the bank after July 1. ​

• Budget Preparation: Work with the treasurer and board to prepare a budget for the coming year, ensuring funds support program needs and are available for leadership training. ​

• Financial Reconciliation: Ensure the outgoing treasurer completes a year-end financial report and prepares for the Annual Financial Reconciliation (AFR) by August 1. ​Ensure annual financial report is given to general membership at first meeting of the year.

Communication and Reporting ​

• Council: Identify your council, attend relevant meetings, and maintain communication with council and region leaders. ​President, President Elect and Principal or their designees should attend all council meetings. 

• Reports: ensure all required reports are submitted online three times a year. ​

• Financial Reporting: Ensure the treasurer has submitted electronically both the End of Year and Beginning of Year documents. 

Membership and Engagement ​

• Membership Drives: Conduct membership drives throughout the year and maintain a membership database. ​

• Volunteer Recruitment: Recruit and mentor volunteers and future leaders, ensuring ongoing communication with members. ​

• Advocacy: Be aware of annual Utah PTA legislative priorities and attend all advocacy conference or send representative from your PTA. 

Meetings and Events

• General Membership Meetings: Held at least 3 times a year to conduct the business of your PTA. 

• Board Meetings: Meet with your board at least once a month where plans are made for PTA program and events. Ensure the principal, teacher and treasurer reports are made, and ensure timely collection of volunteer hours. ​

• Executive Meetings: Meeting of elected officers to plan meetings dates and times, budgets and keep PTA purposes and goals on track. 

• Principal Collaboration: Maintain regular communication with the principal, who serves as the administrative vice president of the PTA. ​

• Events: The president is an ex-officio member of all committees and the official representative of PTA and should attend events, programs and meetings of the PTA. 

• Utah PTA Leadership Convention: Annual training offered by Utah PTA for all local and council board members to learn and grow in their PTA position. Budgets should cover for this training yearly for at least 2 board members, but you should take as many as you can. 

CALENDAR AND TIMELINE

A complete President Timeline and calendar can be found at: utahpta.org/calendering-plan-out-your-year 

Importance of a Calendar ​

• Minimizes conflicts with other activities. ​

• Allows for effective planning and coordination. ​

• Ensures ample spacing of major events. ​

Key Calendar Items ​

• Meetings: Board, Executive Committee, Council, School Board.

• Needs assessments, membership drives, programs, events, fundraisers. ​

• General membership meetings for budget approval, nominating committee election, officer elections, and bylaw changes. ​

• Utah PTA Convention, Conferences and training. ​

• Annual Financial Reconciliation (AFR) and report deadlines. ​

• Teacher appreciation and other special events. ​

• Deadlines for grants, awards and reports.

New Officer Transition Timeline (March through June)

MARCH

• Election of officers

• Start transition period

• Plan for training

APRIL

• Enter incoming board information to Givebacks 

• Review bylaws

• Fill appointed board positions 

• Conduct needs assessment

• Attend pre-convention training. ​

MAY

• Plan calendar with principal

• Begin budgeting process

• Attend Utah PTA Leadership Convention

• Join Utah PTA social media pages and groups

JUNE

• Attend council training

• Meet with board members

• Pass procedure books

• Plan membership goals

• Prepare for fiscal year-end

  • Year-End Financial Statement

  • Annual Financial Reconciliation report (AFR)

  • E-filed/Approved IRS Form 990

  • Sales Tax Refund Request

JULY

• Official start of fiscal year 

• Plan membership campaign

• Review financial records

• Incoming treasurer coordinates signatures to be changed at the bank

AUGUST

• Submit year-end financial documents on Givebacks by Aug 1

• Plan Reflections program

• Kick off membership drive

SEPTEMBER

• Kick off Reflections program

• Observe various awareness months

OCTOBER

• Submit beginning-of-year documents

• Attend Utah PTA Advocacy Conference

• Continue membership drive

NOVEMBER

• Submit Report #1

• Prepare for December deadlines

• Observe various awareness months

DECEMBER

• Ensure bylaws and good standing requirements are met

• Elect Nominating Committee

JANUARY

• Submit local PTA award applications

• Attend legislative sessions

• Plan for Report #2.

FEBRUARY

• Submit Report #2

• Participate in PTA Day at the Capitol

• Conduct officer elections

• Submit membership and leadership awards

• Celebrate PTA founder’s day on February 17th

MARCH

• Hold local elections

• Start the transition period

APRIL

• Attend Utah PTA Reflections Awards

• Register for Leadership Convention

• Enter incoming board information

• Facilitate needs assessment with incoming officers

• Attend pre-convention training

MAY

• Attend Utah PTA Leadership Convention

• Wrap up business

• Plan transition meeting

JUNE

• Submit Report #3

• Close books

• Prepare for fiscal year-end

  • • Year-End Financial Statement

    • Annual Financial Reconciliation report (AFR), 

    • E-filed/Approved IRS Form 990

    • Sales Tax Refund Request.

• Review budget with incoming officers.

STANDARDS OF AFFILIATION FOR GOOD STANDING

To maintain good standing with the Utah PTA, local PTA units must adhere to specific standards as outlined in the Local PTA Bylaws, Article IV: Relationship with National PTA and Utah PTA, Section 1. Compliance with these standards ensures eligibility for materials, services, awards, and participation in PTA programs.

Bylaws and Membership ​

1. Adherence to Bylaws: Follow the purposes, bylaws, basic principles, and procedures of the PTA. ​

2. Membership Dues: Remit all National PTA and Utah PTA portions of the dues to Utah PTA by the 25th of each month. Membership must exceed 10 members to be in good standing. ​

Financial and Legal Compliance ​

3. Bylaws Approval: Ensure bylaws are approved every three years to participate in Utah PTA-sponsored activities. ​

4. Year-End Financial Review: Conduct a Year-End Financial Review and complete the Annual Financial Reconciliation (AFR) by August 1. ​

5. IRS Filing: File the appropriate IRS Form 990 by September 1. ​

6. Budget Approval: Have the annual budget approved by the membership by October 1, with meeting minutes. ​

7. Officer Information: Submit a list of incoming officers with contact details by May 1. ​

8. Proof of Insurance: Purchase appropriate insurance by October 1. ​

9. Conflict of Interest and Fiscal Management Forms: Submit signed forms by October 1. ​

Financial Procedures

10. Responsible Financial Practices: ​

    • Three money counters for all funds. ​

    • Two signers on all checks. ​

    • Immediate bank deposits following events. ​

11. Principal’s Approval: Principal must sign each check request form. ​

Training and Meetings ​

12. Leadership Training: At least two officers must attend one PTA leadership training session annually. ​

13. Meeting Minutes: Take and approve minutes at every PTA board meeting, general membership meeting, and PTA committee meeting. ​

14. Nominating Committee: Elect a nominating committee to nominate eligible candidates for officer positions. ​

15. Officer Elections: Elect officers including one president, one president-elect, one administrative vice president, one teacher vice president, one secretary, and one treasurer. ​

16. Report Submissions: Submit Reports #1, #2, and #3 by their respective due dates. ​

Consequences of Non-Compliance ​

Failure to adhere to these standards results in ineligibility for:

• Materials or services from National PTA and Utah PTA. ​

• Awards and participation in PTA programs (e.g., Reflections, Battle of the Bands). ​

• Voting privileges at Utah PTA conventions and conferences.

• Receive sales tax refunds. ​

• After two years of non-compliance, the unit will be reported to the IRS as not in good standing, leading to the loss of tax-exempt status and charitable solicitations. ​

Conclusion

Maintaining good standing with the Utah PTA is crucial for the effective operation and recognition of your local PTA unit. Adhering to these standards ensures compliance with legal and financial requirements, enabling your PTA to fully participate in and benefit from PTA programs and resources. For more detailed information, refer to the Utah PTA website and the Local PTA Bylaws. ​

For more information on Good Standing, utahpta.org/what-good-standing

MEETINGS

Meetings President attends and chairs:

• General Membership Meetings: At least three per year, quorum required, budget and election approvals. ​

• Executive Committee Meetings: Elected officers, planning, budgeting, filling vacancies. ​

• Board Meetings: Regular meetings with reports from officers and committees. ​

Meetings President attends:

• Council/Region Meetings: Training and information exchange. ​

• Utah PTA Leadership Convention: Annual training and networking event. ​

• Advocacy Conference: Fall conference on legislative issues. ​

• PTA Day at the Capitol: Advocacy event during the legislative session. ​

• Local School Board Meetings: Learn about school district policy and procedures. 

Note: Contact your local school district office and ask to be put on the mailing list to receive board meeting agendas.

For more information about meetings utahpta.org/guide-meetings

TYPES OF MEETINGS

General Membership Meetings ​

• Frequency: At least three per year. ​

• Quorum: Required to conduct business and vote. ​

• Purpose: Adopt budget, elect Nominating Committee, report nominees, hold officer elections, and present annual reports. ​

• Minutes: Taken and financial reports given at each meeting. ​

• Combination: Often combined with school events like Back to School Night.

Executive Committee Meetings ​

• Members: Elected officers as defined in the bylaws. ​

• Frequency: Held during times when the board is not meeting, such as summer. ​

• Responsibilities: Plan General Membership Meetings, participate in budgeting, fill vacancies, appoint an auditor or AFR Committee, and receive financial reports. ​

• Minutes: Taken and financial reports given. ​

Board Meetings

• Members: Executive Committee, commissioners and committee chairs. ​

• Frequency: Regular (usually monthly) throughout the year. ​

• Purpose: Discuss plans, receive reports from officers, committees, and event chairs. ​

• Attendance: Open to all PTA members. ​

• Minutes: Taken and financial reports given. ​

Council Meetings

• Purpose: Receive information from Utah PTA, receive training, and exchange ideas with other leaders. ​

• Attendance: Local PTA presidents, president-elect, and principal. If unable to attend, send another officer. ​

Utah PTA Leadership Convention ​

• Purpose: Annual training, information sharing, and networking event. ​

• Activities: Classes for each board position, vendor hall for networking with suppliers and community resources. ​

• Business and Resolutions Meeting: Vote on resolutions and bylaws amendments. ​

Advocacy Conference

• Purpose: Educate members about issues and legislative processes. ​

• Activities: Business and Resolutions Meeting to vote on resolutions and bylaws amendments. ​

PTA Day at the Capitol ​

• Purpose: Advocate for bills affecting children and youth. ​

• Activities: Lunch with legislators, youth meetings, and mock debates. ​

RUNNING EFFECTIVE MEETINGS

Preparation

• Schedule: Choose convenient times for the majority. ​

• Purpose: Have a clear agenda to ensure significant accomplishments. ​

• Facilitation: Start and end on time, keep discussions focused, and use parliamentary procedure. ​

• Engagement: Use activities and visual aids to involve participants. ​

• Quorum: Ensure the minimum number of members required to conduct business is present. ​

• Minutes: Record all business transacted as part of the organization’s permanent file. ​

• Social Time: Consider adding social time before or after the meeting for networking. ​

Essential Materials for Meetings

• Bylaws and standing rules. ​

• EIN and PTA Unit ID number. ​

• School/district policies.

• Previous meeting minutes. ​

• Treasurer’s reports.

• Approved budget.

• Board Directory.

• Region and council information. ​

• Membership roster.

• Calendars (school district, region, council, local school). ​

• Utah PTA handbooks. ​

For more information about chairing a meeting, utahpta.org/running-meetings 

Agendas

• Components: Call to order, opening ceremonies, approval of agenda and minutes, officer and committee reports, special business, unfinished and new business, calendar items, and adjournment. ​

For more information on agendas, utahpta.org/agendas 

Minutes

• Content: Record of all business transacted, attendance, reports, actions taken, and approval of minutes. ​

• Storage: Permanent historical records, kept for IRS audits, documentation of programs and procedures, and ensuring bylaws and budgets are followed. ​

• Distribution: Provide copies to members, read and approve at subsequent meetings, and store in a permanent record. ​

For more information on minutes, utahpta.org/minutes 

VIRTUAL MEETINGS AND VOTING

PTAs can hold virtual meetings if needed. Virtual meetings are similar to in-person meetings with a few additional considerations. ​

Selecting a Platform

There are several platforms available for virtual meetings. Popular options include Zoom, Google Meet, and Microsoft Teams, which offer free versions with time limits (40-60 minutes). Other platforms, such as Facebook Messenger, are free for unlimited time but may have restrictions, such as requiring all participants to be Facebook friends. For meetings expected to exceed the free time limit, consider announcing at the beginning that participants should re-enter the meeting using the same link to continue. ​

Preparation Before the Meeting ​

Virtual meetings require extra preparation. Email the agenda, minutes, and any handouts ahead of time along with the meeting link. Designate a co-host to assist with admitting participants, monitoring the chat, and muting attendees if necessary. Prepare slides with the information to be shared, ensuring the PTA logo is included. Decide on the voting method and create polls or surveys in advance if needed. Determine how participants will indicate their desire to speak (e.g., raising hands, using the chat). Familiarize yourself with the platform controls and conduct a practice session if this is your first virtual meeting. ​

On the Day of the Meeting ​

Log in a few minutes early to ensure everything is set up correctly. Minimize background noise and ensure good lighting without a back lit window. Start the meeting on time and explain the voting process and how participants can indicate they wish to speak. Maintain a positive demeanor and keep the meeting on track despite any technical issues. Conclude the meeting on a high note by recapping key points, outlining next steps, and thanking attendees. Consider adding a short post-meeting networking session for those who wish to socialize. ​

Voting

Routine voting, such as approving the agenda and minutes, can be conducted via voice vote or by raising hands. Some platforms offer features for indicating yes or no or using thumbs-up reactions. For more complex votes, such as those with multiple options or potential controversy, use polling or surveys. Note that polling may not be available in the free versions of some platforms. Prepare polls in advance to streamline the meeting. Alternatively, email a survey (e.g., Google Forms, Survey Monkey) to attendees. Announce the vote, launch the poll or send the survey, wait for responses, and then display or announce the results. The secretary should record the vote results in the minutes. Proxy voting, where someone else votes on behalf of an absent member, is prohibited by the bylaws. 

For more information about virtual meetings and voting, visit utahpta.org/virtual-meetings-voting

STRATEGIES FOR RECRUITING AND RETAINING VOLUNTEERS

Effective Volunteer Recruitment

• Broad Outreach: Issue an invitation to all parents, leveraging the principal to send out appeals for volunteers at the beginning or end of the year. Include a volunteer request in registration materials, emphasizing the PTA’s mission to support every child. Ensure parents are aware of the need for volunteers. ​

• Personal Invitations: Engage in direct outreach by asking friends and encouraging each board member to recruit someone they know. Host a volunteer social event to meet parents and recruit volunteers. ​

• Visible Requests: Create a poster detailing volunteer needs and display it prominently in or near the school office. Allow parents to sign up directly. ​

• Positive Messaging: Maintain a positive tone in volunteer requests. Use testimonials from current volunteers to highlight the benefits and impact of volunteering, rather than pleading for help. ​

• Inclusive Utilization: Never turn away a willing volunteer. Find ways to involve them, even if it means delegating parts of your own responsibilities. Consider starting new programs to utilize additional volunteers. ​

• External Engagement: Look beyond the school community. Reach out to local businesses, as larger corporations often offer incentives for employee volunteerism (e.g., Kohl’s, Deloitte, Salesforce). High school students, particularly honor society members, may also need volunteer hours. ​

Volunteer Retention Strategies ​

• Comprehensive Training: Provide thorough training to ensure volunteers are well-prepared and understand their roles and expectations. Maintain organized procedure books that offer detailed information to facilitate their tasks. Link volunteering to the broader PTA mission and assign a volunteer buddy for new recruits. Utilize training resources from Council, Utah and National PTA.

• Meaningful Tasks: Assign tasks that are significant and contribute to the overall success of the project. Ensure each position involves diverse responsibilities and avoids wasting volunteers’ time. ​

• Clear Communication: Offer clear directions and be readily available to answer questions. Value volunteers’ advice and recommendations seriously. ​

• Skill Development: Help volunteers acquire new skills that can enhance their personal or professional lives. Highlight how volunteering can improve their resumes and personal abilities. Provide opportunities for leadership advancement. ​

• Recognition and Appreciation: Regularly recognize and appreciate every volunteer, regardless of their task. Make the recognition specific and meaningful to each individual. Even a small note can make a big difference. ​

• Procedure Books: Ensure each committee and board position maintains a procedure book. This provides future volunteers with a record of past activities and guidance for their roles. ​

By implementing these strategies, PTAs can effectively recruit and retain volunteers, ensuring a robust and engaged volunteer base. ​

For more information about Volunteer recruitment and retention, visit: utahpta.org/volunteers or utahpta.org/volunteering 

IMPORTANCE OF TRACKING VOLUNTEER HOURS

Enhancing Credibility and Compliance

• Association Credibility: Documenting volunteer hours verifies that PTA members are actively fulfilling the association’s mission and purposes. ​

• Tax-Exempt Status: Maintaining records of volunteer hours is essential for proving the PTA’s status as a volunteer organization, which is crucial for retaining tax-exempt status. ​

Supporting Grant Applications and Legislative Advocacy

• Grant Applications: Accurate records of volunteer hours can strengthen grant applications by demonstrating high levels of parent engagement. ​

• Legislative Advocacy: Volunteer hours are used to inform legislators about the significant parental involvement in PTA activities. Annually, Utah PTA presents the governor with a check representing the monetary value of volunteer hours. ​

Administrative and Community Benefits

• School Administrators: Superintendents and principals benefit from knowing the extent of volunteer involvement in their schools. ​

• Business Partnerships: Documented volunteer hours can facilitate partnerships between schools and businesses by highlighting the level of community engagement. ​

Recognition and Appreciation ​

• Volunteer Recognition: Tracking hours allows for meaningful recognition of volunteers’ contributions at various levels, from individual to state-wide. ​

Comprehensive Tracking

• Classroom Volunteers: Include hours recorded by the school secretary and after-school program volunteers. ​

• Planning and Meetings: Count hours spent in planning and attending meetings. ​

• Duties and Home Activities: Include hours spent on PTA-related tasks at home by all board members. ​

• Miscellaneous: Record hours for babysitting, driving to PTA functions, lobbying, and other related activities. ​

By systematically recording volunteer hours, PTAs can enhance their credibility, support grant applications, advocate effectively, and recognize the invaluable contributions of their volunteers. 

Volunteer Hours are recorded three times a year on Reports 1, 2 and 3. For more information on Reports, visit utahpta.org/reports 

CREATING AND MAINTAINING A PROCEDURE BOOK

Purpose and Importance

A procedure book is an invaluable tool for PTA volunteers, providing a comprehensive record of work done and essential information. It ensures continuity and efficiency by offering guidance to successive officers and chairpersons. If a procedure book does not exist for your position, now is the time to create one. ​

Essential Components

1. Bylaws: Include a copy of the local bylaws, which can be downloaded from the Utah PTA website. ​

2. Standing Rules: If applicable, include standing rules that detail job descriptions and specific procedures for conducting PTA business. ​

3. Annual Budget: Incorporate the annual budget, particularly the budget relevant to your activity or project. ​

4. PTA Calendar: Provide a calendar of PTA events for the year. ​

5. Workshop and Convention Materials: Include materials from relevant workshops and conventions. ​

6. Job Descriptions: Ensure job descriptions are updated regularly for easy reference. ​

7. Meeting Documentation: Include agendas, minutes, financial reports, and other relevant reports. ​

8. Contact Information: List the officers, chairs, and committee members along with their addresses, telephone numbers, and email addresses. ​

9. Resource Contacts: Provide a list of resource people and organizations, including their contact information

10. Special Information: Include any special information related to officers or chairs and their current work plans. ​

11. Historical Files: Maintain previous program correspondence and files for several years to provide historical context. ​

12. Publicity Materials: Keep copies of all fliers, handouts, newsletter articles, announcements, and other publicity materials. ​

13. Receipts and Supplies: Include copies of all receipts for supplies or food purchased for your project, and a comprehensive list of supplies needed and their locations. ​

14. Project Timeline: Provide a detailed timeline for the project, including deadlines for reservations, orders, pickups, and meetings. ​

15. Project Evaluation: Conduct and document an evaluation of the project, noting what worked, what didn’t, and any recommendations for future improvements. Include the names of key contributors. ​

Procedure Book Management

Procedure books are designed to help the PTA operate smoothly and provide each officer or chairperson with a record of past activities. Remember, the procedure book belongs to the association. Once an officer or chairperson has completed their term, the procedure book should be passed on to their successor. ​

By maintaining a detailed and organized procedure book, PTAs can ensure continuity, efficiency, and the successful transfer of knowledge and responsibilities from one volunteer to the next. ​

A good procedure book can be a simple three ring binder or an online digital folder or Dropbox or even a combination of both. Make sure whatever method you use, you update it and share with your successor. 

For more information on Procedure Books or to see examples, visit: utahpta.org/procedure-books

PUBLIC RELATIONS AND YOUR PTA

What is Public Relations?

It is often said that public relations is the job of everyone in PTA. This is definitely a true concept since public relations is a crucial part of marketing your PTA and your PTA programs. Good public relations practices will help you attract support and volunteers to join your mission and goals for your PTA. Every PTA should have a public relations position on its board.

The public relations person (VP or chair) will work closely with the PTA President and the PTA Board in creating and implementing a successful public relations and membership campaign based on the needs assessments and goals determined by the PTA board. Some PTA units may have a communications committee depending on the size and activity of the PTA membership at the school. If a PTA has a communications committee, the public relations person would be the chairperson of that committee. 

The public relations person’s responsibilities may include writing a monthly newsletter, updating the PTA website, drafting emails to the general membership, and helping to manage the PTA social media sites. It is essential to obtain public relations plans from each board member in charge of a specific program or event for the PTA. This would include the membership campaign, PTA-sponsored meetings, Reflections, carnivals, Red Ribbon Week, book fairs, and other PTA activities so you can keep the membership informed of these activities throughout the year.

Public relations should:

1. Let parents know how vital PTA is at their school in giving them a voice and a role in the education of their child

2. Create a spirit of parent Involvement at your school

3. Showcase your school

4. Get parents excited and involved in school events

5. Reach out to the community and better involve them at your school

6. Invite the media to promote your school

7. Use social media sources to communicate

8. Be a link with your school as an information highway into the home

9. Create an atmosphere where every parent feels like a welcome part of the school community

Responsibilities of the public relations position

Every PTA unit on every level needs a public relations vice president or chair who works intimately with the president and the executive board. As technology and communications change, it is crucial that we use all the available sources at our fingertips to reach out and touch every family that we can through the PTA mission. Our mission is a strong foundation on which we can help sustain families and strengthen the future of education for every child. 

For more information about the position responsibilities of Public relations, visit: utahpta.org/responsibilities-public-relations-position

Public Relations Committees 

The Public Relations Committee establishes the public relations goals for the PTA for the current school year and, in coordination with the Membership Chair, implements the membership campaign and evaluates its success. 

For more information on building your committee, visit: utahpta.org/communications-or-public-relations-committee 

Successful Public Relations Campaigns 

Remember that for your PTA organization, building strong community relationships is key. Your PR efforts should aim to foster a sense of involvement, support, and collaboration among parents, teachers, and the broader community, ultimately benefiting the educational experience for students. 

For more information about planning a successful PR Campaign, visit: utahpta.org/planning-successful-pr-campaign 

Working With The Media

Be selective about the story ideas you send to your local media. If you bombard the media with media releases about stories that are not news, editors may begin to ignore all communications from your PTA. Local newspapers (online or print) can be a great way to communicate with the target audience in your community. You can informally reach out to news editors, or utilize media releases.

For strategies and tips for working with the media including a sample media release, visit utahpta.org/working-media

Social Media Communication

Creating engaging social media content and increasing engagement for your PTA is essential for fostering a strong community and achieving your organization’s goals. Here are five keys to help you with this:

• Know Your Audience: Understand the demographics, interests, and needs of your local PTA community. Tailor your content to address the specific concerns and interests of parents and teachers in your area. Create personas to help you visualize your target audience and their preferences.

• Share Relevant and Timely Information: Keep your content fresh and relevant. Share information related to local school events, updates, important dates, and educational resources. Utilize a content calendar to plan and schedule posts in advance, ensuring you cover important topics and stay timely with your updates.

• Visual Appeal: Visual content tends to perform well on social media. Incorporate eye-catching images, infographics, and videos to make your posts more engaging. Visual content can convey information quickly and encourage users to stop scrolling and pay attention.

• Encourage Interaction: Foster a sense of community by encouraging comments, likes, and shares. Ask questions, conduct polls, and run contests to stimulate conversations. Respond promptly to comments and messages to show your commitment to engaging with your audience. Early engagement— likes, comments, and shares— with a post ensures more people will see your content. It is essential that board members engage with your posts early to ensure that more people will see your posts in their feeds.

• Consistency is the Key:  Remember that consistency is key. Regularly update your social media accounts, engage with your audience, and adapt your strategy based on analytics and feedback. By implementing these keys, you can create engaging social media content and increase engagement within your local PTA unit.

For more information, tips and tricks to using social media, visit: utahpta.org/social-media-public-relations

UTAH PTA SOCIAL MEDIA POLICY

The Purpose of Social Media is to:

• Promote PTA, membership, or PTA events

• Direct traffic to the PTA website for more information, encouraging participation and membership

• Promote best practices

• Provide accurate, relevant, and up-to-date information

Content

The Utah PTA Executive Committee shall approve the site and assign the responsibility for monitoring content. Passwords must be given to three board members. Content on all social media outlets used by the PTA shall:

• Be civil, cordial, and relevant

• Be welcoming to all families

• Not use explicit or profane language and acronyms of explicit expressions

• Not use offensive language, including but not limited to ethnic, religious, and racial slurs

• Not air grievances with PTA, school board members, school administrators, teachers, PTA members, students, or other individuals

• Not further an issue or product for personal or professional gain

• Not include documents that are for members only, such as bylaws, minutes, and financials, unless access is protected and available only to members of this PTA

• Not endorse, promote, or solicit on behalf of a business, product, or service

• Not endorse a candidate or political party

• Not include comments and posts intended as advertising

• Be verified for access

• Obtain permission from individuals prior to posting photographs and videos

• Know individual school district policy for social media use

Check with the school district’s communications administrator for the guidelines on the photo release policy, or obtain a signed photo release through the PTA before publishing any photo or video.

Notice

Utah PTA and its locals, councils, and regions are encouraged to post the following information on their social media site so visitors are aware of the expectations.

"_____________ PTA is a noncommercial, nonsectarian, nonpartisan association that does not endorse any candidate or political party. This PTA does not endorse non-PTA products or services.

Solicitation, or anything that resembles solicitation, shall not be posted on this site. If complaints are received about content or if the PTA deems content to be advertising, that content will be removed regardless of whether the content is relevant to our members.

Offensive or inappropriate content will not be tolerated and will be removed and author will be banned from the site.

Posts endorsing candidate for office or any political party shall be removed immediately.

This site is not the appropriate place to express complaints and grievances. If you have a concern please contact a member of the Utah PTA Executive Committee."

PROBLEM SOLVING AND CONFLICT MANAGEMENT

Effective Problem Solving

1. Empower Others: Encourage individuals to solve their own problems rather than taking on their responsibilities. ​

2. Address Issues at the Source: Begin problem-solving at the level where the issue occurs. ​

3. Use “I” Statements: Avoid assigning blame by using “I” statements to express concerns and invite collaboration. ​

4. Identify Specific Problems: Clearly define the problem without attributing fault. ​

5. Maintain Professionalism: Keep discussions focused on the issue, not personal attributes, and avoid personal comments. ​

6. Focus on One Issue: Address one problem at a time to ensure clarity and resolution. ​

7. Ensure All Voices Are Heard: Listen to all perspectives to fully understand the issue. ​

8. Active Listening: Provide feedback to confirm understanding and show that concerns are being heard. ​

9. Collaborative Solutions: Discuss potential solutions and agree on the best course of action. ​

10. Clarify Understanding: Ensure mutual understanding of the agreed solution through feedback and positive questions. ​

Managing Conflict

Common Conflict Areas ​

• Individual Conflicts: Personal disagreements between members. ​

• Activity-Related Issues: Problems arising from PTA activities. ​

• Policy Opposition: Disagreements with PTA policies or positions. ​

Conflict Avoidance Strategies ​

• Be Knowledgeable: Stay informed about PTA bylaws and policies. ​

• Follow Procedures: Adhere to established PTA procedures and guidelines. ​

• Stay Informed: Keep up-to-date with relevant issues and information. ​

• Respect Members’ Rights: Be sensitive to the rights and opinions of all members. ​

• Avoid Personality Conflicts: Focus on issues rather than personal differences. ​

Key Principles

• Listen to Understand: Strive to understand different perspectives. ​

• Agree to Disagree: Accept differing opinions respectfully. ​

• Be Tolerant: Show tolerance towards varying viewpoints. ​

By employing these strategies, PTA leaders can effectively manage problems and conflicts, fostering a collaborative and respectful environment.

For more information on Conflict management, visit: utahpta.org/conflict-resolution-dealing-difficulties

DEALING WITH DIFFICULT PEOPLE 

Identifying and Managing Difficult Personalities

Common Types of Difficult People ​

1. The Blocker: Consistently opposes ideas and attempts to revisit previously settled issues. ​
   Strategy: Ask for their reasoning and background information to understand their perspective. ​

2. The Attacker: Reacts negatively and disapproves of others’ contributions.
   Strategy: Encourage a balanced discussion by asking for data and focusing on ideas rather than personalities. ​

3. The Clown: Disrupts meetings with jokes and non-serious behavior. ​
   Strategy: Redirect focus to the topic at hand and emphasize the importance of the discussion. ​

4. The Recognition Seeker: Seeks attention and control over tasks. ​
   Strategy: Request specific information and involve them in providing detailed input. ​

5. The Avoider: Withdraws from participation and avoids engagement. ​
   Strategy: Directly ask for their input and emphasize the need for their contribution. ​

6. The Special Interest Pleader: Diverts attention to personal or specific interests. ​
   Strategy: Relate their concerns to the group’s goals and discuss broader implications.

7. The Dominator: Attempts to control discussions and decisions. ​
   Strategy: Ensure balanced participation by inviting input from others and limiting their dominance. ​

Effective Management Techniques ​

• Stay Calm and Controlled: Maintain composure and self-control to set a positive tone. ​

• Encourage Participation: Foster an inclusive environment where all members feel valued and heard. ​

• Use Structured Questions: Guide discussions with targeted questions to keep the focus on productive dialogue. ​

• Promote Collaboration: Emphasize teamwork and the collective goals of the group. ​

By recognizing and effectively managing difficult personalities, leaders can maintain a productive and harmonious environment, ensuring that all members can contribute meaningfully to the group’s objectives. ​

CHAIRING A CHALLENGING MEETING

Preparation Before the Meeting ​

1. Collaborate with Key Members: Consult with relevant officers and board members to pre-plan the meeting, ensuring maximum participation from all viewpoints. Seek assistance from your council president or region director if necessary. ​

2. Review PTA Positions: Check existing PTA positions on the issues to be discussed by consulting PTA sources and the Utah PTA website for resolutions or position statements. ​

3. Develop a Detailed Agenda: Prepare a comprehensive and thoughtful agenda to guide the meeting. ​

4. Study Parliamentary Procedures: Familiarize yourself with Robert’s Rules of Order Newly Revised to understand meeting procedures, motions, and other relevant protocols. ​

Conducting the Meeting ​

• Have Essential Documents Ready: Ensure you have a copy of your local PTA Bylaws, standing rules, President Handbook, and Robert’s Rules of Order Newly Revised on hand. ​

• Establish and Follow Ground Rules: Set clear ground rules for the meeting and adhere to them. Conduct the meeting with formality to maintain order. ​

• Agree on Special Rules if Needed: If the group consents, establish special rules for the meeting, such as limiting the number of times a person may speak on an item or setting time limits for speakers. ​

• Manage Speaker Recognition: As the chair, you have the discretion to prioritize speakers to ensure balanced participation, especially if someone is dominating the floor. ​

• Form Committees for Further Study: If disagreements persist, solicit a motion to form a committee to further study the issue. Include members with strong feelings on the topic to ensure diverse perspectives. ​

• Maintain Composure: Appear calm and composed, even if the situation is challenging. ​

• Be Polite but Assertive: Maintain politeness while being firm in managing the meeting. ​

• Stay Neutral and Positive: Keep a neutral stance as the chair and maintain a sense of humor to diffuse tension. ​

By following these guidelines, you can effectively chair a challenging meeting, ensuring that all voices are heard and that the meeting remains productive and orderly. ​

For more information on chairing a challenging meeting, visit: utahpta.org/chairing-challenging-meeting

SCHOOL COMMUNITY COUNCILS

Purpose and Establishment

1. The Utah State Legislature mandates the establishment of school community councils to involve parents in decision-making, improve student education, and manage School LAND Trust Program funds. Councils aim to increase public awareness of school trust lands, the State School Fund, and educational excellence. ​

2. Council Responsibilities

3. Annual Data Review: Assess school-wide data and develop plans for improvement. ​

4. Plan Development and Implementation: Assist in creating and executing:

   • Teacher and Student Success Plan (TSSP) ​

   • Trust LAND Plan ​

   • School Safety Plan ​

   • Safe Technology and Digital Citizenship Plan ​

   • Positive Behavior Plan ​

5. Advisory Role: Provide recommendations to school and district administrators and the school board. ​

6. Subcommittees: Create and manage subcommittees as needed. ​

7. Information Accessibility: Ensure council information is accessible to parents via the school website. ​

Council Composition and Elections ​

7. • Membership: Includes school employees (including the principal) and parents/guardians. ​

   • High Schools: Minimum of six parents and four employees. ​

   • Other Schools: Minimum of four parents and three employees. ​

   • Elections: Members are elected by their respective groups, with terms lasting two years. The principal is an ex-officio member with full voting rights. ​

   • Officers: Members elect a chair (must be a parent) and a vice chair (can be a parent or employee). ​

Meeting and Reporting Requirements

• Meeting Notices: Post meeting notices, agendas, and draft minutes on the school website one week prior to meetings. ​

• Reports: Provide meeting schedules, summaries of School LAND Trust Program implementation, and contact information for council members to parents.

First Meeting Agenda

• Elect officers. ​

• Review school data, assessments, and current plans. ​

• Discuss budgets and council roles.

• Calendar tasks and meetings. ​

• Assign tasks and create subcommittees as needed. ​

By adhering to these guidelines, school community councils can effectively contribute to the improvement of student education and the prudent management of School LAND Trust funds. ​

For more information about the role of School Community Councils, visit: utahpta.org/school-community-councils 

COLLABORATION BETWEEN PTA AND SCHOOL COMMUNITY COUNCILS

History of Utah PTA and Trust Lands

Utah PTA has been advocating for Utah’s children for over 100 years. Thirty years ago, when the education community realized the school trust lands were under-performing, Utah PTA was at the forefront of the reform efforts, helping to ensure these assets were managed with the best interests of the public schools in mind.

Utah PTA continues to advocate for all of Utah’s children, for proper management of our school trust lands, and for the distribution from the investment of land revenues to continue to make a difference in our schools through the School LAND Trust Program and School Community Councils.

Trust Lands and School Community Councils ​

Education and Training ​

• Attend Key Events: Participate in the Utah PTA Leadership Convention, PTA Day at the Capitol, and the Utah PTA Advocacy Conference to gain insights into trust lands. ​

• Join Online Groups: Engage with the “Utah School Community Councils” group on Facebook for updates and discussions on trust lands and school community councils. ​

Representation and Participation ​

• Ensure PTA Representation: Have a PTA board member serve on the school community council. If not elected, appoint a representative to attend meetings and participate in subcommittees. ​

• Collaborate on Safety and Digital Citizenship: Work with the school community council to provide education on safe technology use and digital citizenship, leveraging PTA resources. ​

Communication and Advocacy ​

• Inform the Community: Collaborate with the principal and council chair to publish articles in the PTA newsletter about the School LAND Trust program and its impact. ​

• Engage with Legislators: Write to state legislators and other officials to inform them about the use of trust lands funds in your school and express support for the program. ​

Legislative Updates

• Stay Informed: Have the Legislative Vice President and other board members join the Utah PTA Take Action Network to receive updates on trust lands and legislative issues. ​

By fostering collaboration between the PTA and school community councils, schools can enhance their educational programs, ensure prudent use of trust lands funds, and effectively advocate for the needs of their students and community. ​

For more information about School Community Councils, Utah School Trust Lands and PTA’s role in protecting both, visit: utahpta.org/school-trust-lands 

LOCAL PTA REPORTS: SUBMISSION GUIDELINES

Report Submission Deadlines ​

Report #1: Due November 1 ​

Report #2: Due February 1 ​

Report #3: Due June 1 ​

Submission Process

1. Access the Utah PTA Website: Visit utahpta.org and log in or create a new account. ​

2. Navigate to Your Account: Click on “My Account” under the “Profile” icon. ​

3. Verify Officer Status: Ensure you are listed as an officer for your unit under PTA units. ​

4. Submit Reports: Click “Reports” for your unit and follow the instructions provided at utahpta.org/Reports. ​

5. Editing: Reports can be edited until June 30. ​

Why submit reports? 

By submitting all reports adhering to these guidelines and deadlines, local and council PTAs can ensure good record keeping, compliance and maintain good standing with the Utah PTA. ​

Report #1 Questions (Due November 1) ​

Membership and Hours ​

• Total volunteer hours from July 1 through October 31. ​

• Number of paid memberships. ​

• Number of current PTA board members, including officers, commissioners, and appointees. ​

• Confirmation that all board members have paid their PTA membership dues. ​

Budget and Finances

• Confirmation that bylaws are current.

• Approval status of the PTA budget according to bylaws. ​

• Budget allocation for convention/leadership training. ​

• Payment status of insurance.

• Remittance of state and National PTA membership dues to Utah PTA (and council dues if applicable). ​

Meetings and Minutes ​

• Status of the local PTA procedure book for the current year.

• Number of local PTA board meetings held from July 1 through October 31. ​

• Number of general PTA meetings held from July 1 through October 31. ​

• Use of a needs assessment to set PTA goals. ​

Training

• Identification of leadership training needs. ​

• Submission status of the following to the council president or region director:

  • Board list

  • Year-end Financial Statement ​

  • Annual Financial Reconciliation Report ​

  • IRS Form 990 (990, 990N, or 990EZ) ​

  • Approved PTA budget ​

  • General membership meeting minutes where the budget was approved ​

  • Signed Basic Fiscal Management Procedures ​

  • Signed Ethics/Conflict of Interest Policy ​

• Confirmation that two officers attended training.

Report #2 Questions (Due February 1) ​

Membership and Hours ​

• Total volunteer hours from November 1 through January 31. ​

• Total number of paid memberships. ​

• Remittance status of state and National PTA membership dues to Utah PTA. ​

Nominating Committee

• Election status of the nominating committee.

• Efforts to include all neighborhoods, areas, and groups in the school community. ​

Training

• Attendance at council or region meetings for training. ​

• Identification of leadership training needs. ​

Needs Assessment and Goals ​

• Top priorities based on the needs assessment. ​

• Programs implemented to achieve these goals. ​

• Assistance needed from the Council President or Region Director. ​

• Arrangements for sending out a needs assessment (parent survey) for the upcoming school year. ​

Report #3 Questions (Due June 1) ​

Incoming Officers

• Submission of the incoming president’s name, phone number, and email. ​

• Entry of PTA officers into Givebacks.​

Membership and Hours ​

• Number of paid memberships for the current year. ​

• Total volunteer hours from February 1 through June 30, including estimated hours for the remainder of June. ​

• Completion status of the needs assessment for the upcoming school year.

Training

• Attendance at council or region meetings for training. ​

• Check off Attendance of incoming PTA positions at the Utah PTA Leadership Convention training in May:

Budget and Finances

• Remittance status of state and National PTA membership dues to Utah PTA (and council dues if applicable). ​

• Arrangement status for the Annual Financial Reconciliation (AFR) to be completed by August 1. ​

• Identification of the required IRS filing for the PTA (990N or Form 990EZ). ​

RESOURCES

PTA Idea Bank

Need Membership Fliers or a PTA Sticker or the Mission Bookmark? Find these resources and other ideas at: utahpta.org/ideas 

To submit your own media to the Idea Bank, submit a picture, Canva template link and short summary of item to: https://docs.google.com/forms/d/e/1FAIpQLSddibxqovv8cOKWPay7ELSRtrdSYUNPUR8reiXf9068a8MJyA/viewform?usp=preview 

PTA University

Looking for more training and support from a variety of sources? Check out Utah PTA University where you will find recorded trainings, Podcasts, upcoming Practical PTA Trainings, as well as National PTA training opportunities. Check out these great resources: utahpta.org/university 

Practical PTA

Join Utah PTA for a monthly webinar training series on topics to help you be successful in your PTA position. utahpta.org/practical

Pulse Podcast

Weekly podcast that covers a wide range of topics designed to empower and engage PTA leaders and parents in general. Hear from PTA Leaders, Community Partners and Experts as they share insights on everything from educational equity to fostering a positive school climate and everything in between. Listen to learn today! Find on your favorite podcast platform today!

National PTA Thrive e-learning courses

Build leadership skills through engaging and short online courses. pta.org/home/run-your-pta/elearning