August 2023

It's Back to School Time!

Summer remains a busy time for PTA volunteers as we wrap-up our 2022-23 books, prepare for the coming school year, and spend time vacationing and relaxing with family.

Many of you have been hosting Popsicles on the Playground, selling Memberships, taking care of school gardens, setting up family directories, sharing resources with families, preparing teacher welcome back breakfasts, and planning for community Back to School Nights. So, I just want to say THANK YOU for the commitment and new ideas you bring to your communities every year!

I hope you have fun this year, and that you share laughs with your Board. PTA can take a lot of energy, but the connections you build between school and home will create the network of support and friendships that help our students thrive.

Below are resources and tips to help you prepare for the new school year. Please tag us on your social media posts so we can celebrate your work with you!

Yours In Partnership,

Jenna Alexander

Virginia PTA President

2023-2025

Back to School Membership Drives

Share PTA Value

You know the good work that your PTA does for your community every day — but celebrating your accomplishments and advertising them can often fall to the back burner.

The start of the school year is the perfect time to toot your own horn and share the value and impact of your PTA!

Let your families know WHY they should join the PTA and HOW they can help you build community.

Don't forget to share:

Traditional events your PTA makes possible
Dates/Times of PTA Meetings
Your PTA Event Calendar for the year
How family members can volunteer
Your PTA membership goal
How to Join PTA!

Membership Drive Tips

Create an on-line join link & QR code. Share them everywhere!
Send an email renewal to everyone who was a member last year.
Ask to speak at Back to School Night to share your PTA's value.
Set a membership goal and share it with your community.
Highlight your impact by sending out a PTA events & meeting calendar.
Provide benefits for PTA members (discounts to PTA events or local businesses).
Share how you will prioritize & advocate for issues important to your community.

Do you have an online join link set up?

Share it with Virginia PTA by Sept. 15th to be entered into a drawing for a chance to win $100!

Submit Your On-Line Join Link

QUICK MEMBERSHIP LINKS

Membership Matters Webinar

MEMBERSHIP CHALLENGE

Virginia is the 5th largest PTA in the nation. Georgia PTA and Washington PTA are catching up to us. We've set a goal of 130,000 members for this year.

Let’s work together to hold our position and grow by promoting PTA and the volunteer work we all do to build strong, supportive school communities. Let's ensure we are connecting families with helpful information, and sharing our successful advocacy work which continues to improve resources for students and schools across the commonwealth.

2023-24 Membership Challenges

Summer Leadership Webinars

Webinar this week

Run an Effective Meeting

Robert’s Rules to Recordkeeping

Tues. Aug 1st, 7-8 pm

Learn about Robert’s Rules, what they are, and how to use motions to present business professionally while allowing for open discussion.

We’ll also cover best practices for setting your Agenda, recording minutes and establishing a strong record-keeping system for your PTA.

Presented by: Claire Noakes, Virginia PTA Bylaws Director & Victor Chen, Virginia PTA Secretary

Budgeting and Financials

Should My PTA Pay for That?

Tues. Aug 8th, 7-8 pm

Learn the basics of how to develop your PTA budget and provide transparent monthly reporting.

We’ll also talk about how to manage principal financial requests and identify opportunities to raise your voices for better school funding instead of fundraising.

Presented by: Jenna Alexander, Virginia PTA President & Ann-Marie Ward, Virginia PTA Treasurer

June & July webinar recordings are available on our website.

Reflections Student Arts Contest

Celebrate Student Art!

The National PTA Reflections Arts Contest, started in 1969, encourages students to explore the arts and express themselves by providing positive recognition for their artistic efforts.

Students in Pre-K through grade 12, and a special artist division are invited to create theme-based artwork in six art categories: dance choreography; film production; literature; musical composition; photography; or visual arts.

2023-2024 Reflections Due Dates for Virginia

Sept 18th: Virginia PTA Reflections Planning Webinar
Oct/Nov: Students submit entries to local school PTA
Dec 15th: Local Unit first place entries due to Council PTAs
Jan. 5th: Non-Council Local Unit entries due to Virginia PTA
Jan 17th: Council winners due to Virginia PTA
Feb 20th: Virginia PTA winners announced
Apr 13th: Virginia PTA Student Awards Celebration (Richmond)
May 2024: National PTA Winners announced

Questions: Email Reflections@vapta.org

Get Tools to Start Planning

Annual Event Planner

Plan Your Year

Explore our planning calendar below to find potential events that meet the needs and interests of your PTA and school community.

2023-24 Planning Calendar

Are Your Records in Order?

Annual compliance document submissions are due August 1st!

Standards of Affiliation are sometimes referred to as 'Good Standing'. These annual submissions help ensure your PTA maintains 501(c)3 best practices and compliance with federal and state laws.

All documentation should be submitted via your Virginia PTA provided MemberHub account. Please note MemberHub has changed their name to 'Givebacks'.

ANNUAL SUBMISSION CHECKLIST

June 15th: Executive Board Contact Information
July 15th: Proof of Insurance
Aug 1st: IRS 990 Tax filing (2022-23)
Aug 1st: Financial Review (Audit: 2022-23)
1st of Month: Membership List & Dues

Submit dues electronically by setting up your Stripe account in MemberHub/Givebacks.
Membership lists are automatically submitted IF membership is sold in MemberHub.
Membership dues do not automatically transfer to Virginia PTA. Your Treasurer or President must initiate dues payment within MemberHub.
Keep On File: Bylaws Local Unit Organizational Structure Form Upload when modified, or annually if you prefer.

QUICK TIPS & PITFALLS TO AVOID

-- FINANCIAL REVIEW --

Use the Virginia PTA form; a budget won't be accepted
Upload the full 3-page document
Signed in 3 places

-- INSURANCE COVERAGE --

Submit ONLY the 1-page coverage certificate

-- IRS 990 FILING --

Your uploaded document should reflects that your submission was "accepted" not "pending" with IRS.

Please note your 990 filing is FREE if you are filing directly with the IRS. You do NOT need to use a preparer. If you are filing a 990N the submission should take about 5 minutes on-line.

Learn More about Standards of Affiliation

RECORDED WEBINARS

UPCOMING WEBINARS

Should My PTA Pay for That (Tues. Aug 8, 2023 | 7-8pm)

QUICK LINKS

SOA Good Standing Letter

Virginia PTA issues a letter annually verifying your good standing and re-affirming your tax exempt status under Virginia PTA. This letter, sometimes called a 501(c)3 letter will be loaded to your MemberHub Compliance panel AFTER all standards of affiliation requirements have been met including a dues payment. Please allow a couple of days for your letter to be uploaded, we are reviewing hundreds of submissions daily.

GOOGLE FOR NON-PROFITS

Google for Non-Profits provides your PTA with a Google suite of valuable tools including administration of multiple email accounts (e.g. President@schoolPTA.org), document sharing, forms and google meets. You will need to verify your non-profit status via Techsoup and submit your 501(c)3 letter. LEARN MORE

2023 Bylaws Resources

Bylaws define the basic governance of your PTA in accordance with state and federal laws as well as establish your mission and purpose, link your PTA to Virginia PTA and National PTA, establish operating norms, voting rights, and responsibilities of elected officers, committees and members.

All officers should review and understand your Bylaws.

Every PTA in Virginia uses the same Uniform Bylaws. Adaptations to reflect the operating norms of your PTA should be documented on an Organizational Structure Form and stored in the compliance section of your Virginia PTA provided MemberHub/Givebacks account. Changes to your Organizational Structure Form require 30 day notice and a General Membership vote.

PLAN TO ATTEND!

Virginia PTA Annual In Person Events

Fri. Jan 19, 2024

PTA Capitol Day

Capitol Day is an annual opportunity for Virginia PTA members (and their students) to meet with their legislator to share concerns and issues facing your school community.

Let your legislator know what you have been raising money for, and how state funding could improve opportunities for student success. Registrants for Capitol Day are grouped with other members and an experienced advocate for a series of 15-20 minute meetings with each legislator in your region. We take care of the meetings, you just need to bring your stories and perspective about education in your community.

Sat. May 18, 2024

Virginia PTA Annual Meeting

As a local unit officer you are an important member of the Virginia PTA voting body. Please save the date and plan to attend the 2024 Virginia PTA Annual Meeting.

This annual event provides an opportunity to discuss the state of our association, vote on bylaws amendments and resolutions that are proposed by members, celebrate and recognize your successful school year, and engage in training and collaboration with PTA leaders from across Virginia.

Together, we can make an impact and improve opportunities for Virginia's students.

Facebook Groups for PTA Leaders

Join the Virginia Discussion

Join the National Discussion

This is your space to share, collaborate, and celebrate the work you are doing to build a strong, vibrant school community. Share pictures of a great family engagement activity you hosted, or ask for ideas, tips and resources. These closed groups are for active local PTA and council PTA volunteers. You must answer the questions to be approved to join.