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Successfully Running a PTA or PTO

Updated on December 6, 2014

My Life in the PTA

I have been involved in my children's PTA for the last seven years. I spent one year as a treasurer and two years as the president. During my time in the PTA, I have met lots of different people, engaged in a lot of different activities, and learned a lot about how these organizations operate. I will hopefully share a lot of my thoughts, feelings, and observations from many different points of view while giving some tips along the way of how to make a successful parent organization.

The first thing to remember is a parent organization is not run or managed by a school or a school district. PTA's and PTO's are not-for-profit organizations that are run independent of the school and have their own rules and by-laws for which they most follow.

That being said, a PTA or PTO can not run within the school without the permission of the principal. The principal has the right and the ability to remove or not allow an overbearing PTA or PTO to operate in the school.

We help each other, and without that partnership, neither is successful.

What makes a successful Parent Teacher Organization

A great PTA or PTO understands the importance of Volunteers, Fundraising, and partnering with the school.

There are three things that will make any PTA or PTO successful; the Schools, Fundraising, and the Volunteers. Tying these three items together and working together you end up helping each other achieve the goal of happy children who are eager to learn.

Schools

A PTA or PTO needs a school to operate, and they need the principal to want them to operate there. I was lucky that the people in the school supported the PTA, the principal came to every monthly meeting and each month a different set of teachers came to the meetings. The principal included the PTA into the school functions and allowed us to put on many school functions: back to school party, curriculum parties, fun fairs, hoiday shoppes, all kinds of things.

As an organization we knew this was a two-way street, we had to give back to the school as well, we help by finding volunteers for the library, we had a parent assigned to each classroom as the classroom coordinator. These volunteers helped arrange the classroom parties, found volunteers to make copies for the teacher, help solicit for classroom donations. It was a definite win-win situation for the parents and the teachers.

Fundraising

You need to get your money from somewhere, so you do have to fundraise, unless your lucky enough to have someone leave your PTA a bunch of money. So what are the best fundraisers? Check out my lens on Not For Profit Fundraising for fundraising ideas and ways to make each event successful.

Of course, you may decide that you are fundraising for a particular goal, if this is the case, make sure you let everyone know why you are fundraising. Talk to local businesses, they always want to help with the schools in their neighborhoods. Don't worry if they don't, keep asking as they will when the can.

Volunteers

These are the life and blood of your organization, if you don't have any volunteers you are going to have to do everything yourself, and then you will just be exhausted. If someone volunteers for a certain task, make sure to call them even if you have too many. The personal touch with volunteers is very important, you need to thank them every time they volunteer. Volunteers need to feel welcome, if they don't have the freedom to be creative or come up with their own ideas, they will stop volunteering. I can't say this enough, volunteers need to feel welcome. Volunteers will fail at times, and that's ok, not everything goes the way its supposed to, as a member of the PTA you try to make the best out of every situation.

The PTA Officers

PTA President, Vice President, Treasurer, and Secretary

I'm reminded of a quote from the movie "Remember the Titans", where one of the players looks at his team captain and says, "Attitude reflects Leadership, sir". The PTA or PTO will reflect the attitude of its leadership over time. If the leadership is positive, nurturing, and caring, the volunteers will be. If the leadership is ungiving, lazy, and back stabbing, so will the volunteers.

No one wants to be a PTA officer, I don't know why, as it is one of the most rewarding volunteer jobs you can do while helping your school. Here are some tips for each of the different officers.

PTA President

This can be the easiest or the hardest job as an officer. Your main responsibility is to organize and motivate everyone else in the PTA. The President should listen to everyone and make decisions. The PTA President leads the monthly meeting, sets the agenda, and provides direction to the other officers. The PTA President approves every expenditure, signs checks, and makes sure everything is running in accordance with the PTA by-laws. As a President, you will probably be in front of a microphone at least once a month during the school year.

PTA Presidents come in all types; do it all yourself to delegate to everyone else. Neither is right or wrong, and it usually depends on the situation. I have a full-time job, so I couldn't do a lot and delegation was the right route for me over the two years I spent as President. My predecessor is a stay-at-home mom and a do-it-all yourself type. What you learn really quickly as President is you can't please everyone, no matter what you do, no matter how hard you try. So my best advice, be yourself, make decisions so you can sleep at night.

PTA Vice Presidents

My elementary school's PTA has three Vice Presidents. One for Classroom activities, one for School activities, and one for Fundraising. The Vice Presidents need to be very organized people as they do most of the heavy lifting. They are organizing most of the PTA committees and making sure each event they are in charge of is being scheduled and getting organized by the event's chairperson.

Secretary

The PTA Secretary takes notes at each of the PTA meetings, runs the membership drives, officer in charge of publishing the school directory and the monthly PTA newsletter, and creates the end of year PTA book. The end of year PTA book are reports from each committee chairperson about their committee. This serves as a way to pass information from one year to the next and highlights anything that went well or didn't go so well.

PTA Treasurer

The PTA Treasurer is in charge of everything financial, writing checks, depositing money in the bank account, reporting at the monthly meeting the current financials, and preparing tax returns if necessary. When writing checks it is important that the Treasurer and the President sign every check. This provides a sense of security that no one person can write and approve a checks. You don't need to be a CPA to be the PTA treasurer, but you do need to be able to track deposits and checks in a checkbook or software such as Quicken.

PTA or PTO By-Laws

get to know your by-laws as they rule the land

An officer's best friend is the by-laws which governs the running of your PTA or PTO. The PTO or PTA President should run the entire organization within the rules of the by-laws. Doing something the by-laws expressly prohibits is a big no-no.

The by-laws will explain each voted on position in the parent organization and all the information that pertains to running a PTA such as:

1. How often should a PTA or PTO meet.

2. How do changes in the PTA or PTO budget occur.

3. Who can vote at a PTA or PTO meeting.

4. What meeting format will be followed. Our PTA follows Roberts Rules of Order.

5. How many people need to be at a meeting to make a quorum. A quorum is needed to vote and actually run an official PTA meeting.

6. How can a PTA or PTO officer be removed from their office.

7. Who can collect money. What procedures should be taken when money is collected before it is handed to the PTA Treasurer.

8. How many officers are in the PTA or PTO and what are their duties.

9. The fiscal year of the parent organization, which may be different than the calendar year.

10. How many years a person can serve as a PTA or PTO officer.

11. PTA or PTO officer elections procedures.

12. Procedures for amending the PTA or PTO bylaws.

13. Procedures for handling bad checks or debt.

These are a few things that should be found in your PTO or PTA by-laws. Everyone should have a copy of the PTA or PTO bylaws or at least access to the document. This is definitely a document that should not be kept in secret and made public. Our state PTA requires that by-laws be updated at least every 2 years and our district PTA tracks the changes and signs off on every PTA's by-laws.

On April 20, 2009 this lens was LOTD

 

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    • profile image

      Ken D'Souza 2 years ago

      Being on the PTA/PTO board at your child’s school is not an easy task. Not only do you volunteer your free time to inform other parents of what’s happening with the school, but you also have to spend time rallying behind the PTA’/PTO’s mission and goals so that other parents will want to join and contribute. In today's digital era, the mark of a successful PTA or PTO is how easy they have made the administrative tasks, so it is easy to get volunteers without consuming a busy parent's life. Also they should be able to do their tasks from anywhere on the cloud. Fortunately there is cloud based software from myschoolonthecloud.com with its complete PTA/PTO software which makes it easy to get on the cloud.

    • Mommy-Bear profile image

      Mommy-Bear 4 years ago

      I think the hardest thing with PTAs is delegating duties so that the president or chair doesn't carry too much of the load.

    • profile image

      anonymous 4 years ago

      This is right on target...good detail! I think one of the most important aspects and definitely the hardest is membership and meeting attendance. With budgets being cut, it is important now more than ever that schools have strong PTAs. Please visit InspiredMinute and read "Ways to Increase PTA Membership". Let's continue to get the word out! Thanks for sharing!

    • Frischy profile image

      Frischy 5 years ago from Kentucky, USA

      I was the president of our parent organization for two years, just getting it off the ground. It was very hard work, and I needed a break after all that. This year I am the VP. The new president has a slightly different focus. Everyone brings their own personality, interests and strengths to the job. It has been great for our school, and very rewarding for the people who get involved. Recruiting volunteers has been our biggest challenge. The same handful of people end up doing all the work. I don't know how you avoid that.

    • waldenthreenet profile image

      waldenthreenet 5 years ago

      Appreciating your topic relating to PTA. Can we start a cricle for Lensemasters interested in PTA and Community Spirit building topics perhaps ? Have related lenses. Conversations helps communities and PTA members and kids. Thanks.

    • profile image

      axelly 6 years ago

      Thank u for the wonderful information. Been running around in circles on some PTO projects. U sort out some of the kinks for me. Thank you.

    • profile image

      anonymous 7 years ago

      The PTO Ideas' Educational Challenge... an educational fundraiser that teaches school PTO's how to organize an in-house fundraiser. Highly successful, highly profitable!

    • mekon1971 profile image

      mekon1971 8 years ago

      I hope your LOTD was a nice boost for your lens, but I hope that even now, in December, your lens continues to be blessed and relevant.

    • CherylK profile image

      Cheryl Kohan 8 years ago from Minnesota

      Congratulations on LOTD. I was involved with PTA when my kids were in school. It's not always easy but it is so worthwhile.

    • Franksterk profile image

      Frankie Kangas 8 years ago from California

      Excellent lens. I can see why it was chosen Lens of the Day. Congrats! Bear hugs, Frankster aka Bearmeister aka Cat-Woman

    • profile image

      cjalba 8 years ago

      my wife and I have been involved in our children's PTA as well. i appreciate your sharing of relevant info. i find it very useful. thanks.

    • sukkran trichy profile image

      sukkran trichy 8 years ago from Trichy/Tamil Nadu

      really a great lens, very informative and useful

    • profile image

      anonymous 8 years ago

      Congrats on LOTD! Back when my kids were in school I held many jobs with our local PTA/PTO's. Fundraiser, VP, and then President. It was a rewarding, sometimes thankless, and awesome experience.

    • social media op profile image

      social media op 8 years ago

      Great Lens, Rated

    • Lizblueberry profile image

      Lizblueberry 8 years ago

      Congrats on getting Lens of the Day!! Great job!

    • profile image

      Teddytowncrier 8 years ago

      Thanks for the great job of explaining how a PTO operates.

      This is the first time I've had it explained and wonder how many others are in the dark, too.

      I may be able to arrange an interview for on-line broadcasting and if that's an idea that may be of value .... Feel free to get in touch and I'll see what I can do. http://budurl.com/mq3x

      Thanks again for enlightening us.

      Ted.

    • profile image

      anonymous 8 years ago

      Congrats on LotD!

    • profile image

      mneill 8 years ago

      Congrats on being LOTD. . I was PTA President at Pioneer School in Escondido, CA when my son attended, and we did a bakeless bake sale. Raised $250! Mandi

    • profile image

      anonymous 8 years ago

      The PTA is a great organization to help our schools and our kids. I am a PTA (PTO) member at my children's school....it is essential that we as parents become involved and make a difference.

      I also do candle fundraisers (www.CandleFundraisersByMiaBella.com) and LOVE working with the schools helping them achieve and reach their fundraising goals.

      Congrats on the Lens of the Day!

    • evelynsaenz1 profile image

      Evelyn Saenz 8 years ago from Royalton

      Congratulations on Lens of the Day!

    • profile image

      nightlion 8 years ago

      I think a lot of people take a PTO/PTA for granted. They do so many things at my kids' school. I admire people who have the energy, enthusiasm, and motivation to make things happen for the school.

      This is a very informative lens. Thanks for sharing your knowledge.

    • Cari Kay 11 profile image

      Kay 8 years ago

      Our school doesn't have a PTA but I always try to stay involved. Very nice lens. Congrats on being LOTD!

    • profile image

      ShortSaleRealtor 8 years ago

      cool lens hi 5 for you

    • profile image

      anonymous 8 years ago

      5* Great lens! :)

    • profile image

      anonymous 8 years ago

      My Mom also was the president of PTA when I was young and in school, She also bcame the Vice President of the Board Of Education IN Detroit, Michagan, Region 8...

      Like reading your Lens, More people should get involved.

    • profile image

      anonymous 8 years ago

      Congratulations on LOTD

    • profile image

      SimiusPuer 8 years ago

      Great use of a lens and so well written - I hope you inspire people to do more for their PTA/PTO.

    • KimGiancaterino profile image

      KimGiancaterino 8 years ago

      My mom was always active in PTA when we were kids. Well done, and congrats on LOTD.

    • hlkljgk profile image

      hlkljgk 8 years ago from Western Mass

      congrats!

    • profile image

      Tarra99 8 years ago

      5* ...congrats on making LotD! :D

    • profile image

      anonymous 8 years ago

      Congrats to you on LOTD! You will inspire and educate many with this lens. Great job!

    • profile image

      AdriennePetersen 8 years ago

      Great lens, 5 stars and congrats on LOTD!

    • Kiwisoutback profile image

      Kiwisoutback 8 years ago from Massachusetts

      Congratulations on LOTD!

    • aka-rms profile image

      Robin S 8 years ago from USA

      Congratulations on LotD!

    • CoachBrown LM profile image

      CoachBrown LM 8 years ago

      Nice lens - and dare I say - Educational!

    • OhMe profile image

      Nancy Tate Hellams 8 years ago from Pendleton, SC

      Congratulations on LOTD. This is a great lens with some very important information. I have been PTO President many years ago and now volunteer as a grandparent.

    • profile image

      Joan4 8 years ago

      PTA is such important work. Our daughter-in-law is president of the PTA at our grands school this year - and yes, it takes tons of great volunteers to make a super PTA program - I have enjoyed watching these young moms produce great family activities and fundraisers! Congratulations on Lens of the Day! A special Squidoo angel blessing for you!

    • profile image

      ZBT 8 years ago

      Congratulations is certainly in order here, as you've produced an excellent lens! Although I don't have children, I can appreciate your dedicated effort. A well deserved Lens of the Day, I must say. Good for you!

    • profile image

      anonymous 8 years ago

      Great Lens and especially helpful to a dad with a first year kindy kids.

      Thanks for all your hard work.

      Paul

    • profile image

      GrowWear 8 years ago

      Congratulations for Lens of the Day!

    • ILoveLegosToo profile image
      Author

      Tom Fattes 8 years ago from Naperville, IL

      Thanks Megan, I really appreciate the encouragement. You definately motivated me to update the lens and the group. OFP.

    • MeganCasey profile image

      MeganCasey 8 years ago

      Great start to this lens. I especially like how you're inviting people to shout out for their best volunteers. You're probably on the lookout for PTA-specific stories, but here are some Squidoo volunteers who make every day around here a little brighter: BDKZ, RMS, GypsyPirate, our Citizen Mentors, and every single one of our SquidAngels.

      Thanks for putting this together. I hope to hear more of your thoughts on how to run a successful PTA!

      --Megan