Booster Clubs, PTAs, PTOs and PTSAs all share a common goal of supporting schools and advocating for students. It comes as no surprise that as the school year comes to an end, many of these groups share the same procedures for closing out the school year. With all of the year-end activity days, field trips and parties, it is easy for student group administration to get lost in the shuffle. We are here to get you on track and keep you on track so you can spend your spare time celebrating that school’s out for the summer.
Host a year-end meeting. Review successes and take care of business. This is the kind of gathering where you can cast a wide net and invite the whole family. Have pizza, cookies and childcare to encourage attendance and make it easier on busy folks.
Begin your year-end meeting with a guest speaker who might talk about different grade transitions, especially the major ones like between schools. Have them provide tips on how to make transitioning easier for students. Alternately you can have a school administrator review summer programs, camps and other activities for kids.
Elections should be held during this year-end meeting. Many PTAs/PTOs fiscal year ends on June 30, so electing new officers a couple of months in advance will give them the opportunity to work with the outgoing officers. President, Vice-President, Treasurer and Secretary are a few of the positions that people can run for.
Give an overview of your year’s activities. Really celebrate the successes of your festivals, enrichment activities and advocacy efforts. Discuss ways to improve and take notes for the future. During this information sharing time, it is a great idea to give a basic overview of upcoming projects and plans for the upcoming school year. You don’t need to go into a lot of detail, simply a rough guesstimate of what the upcoming school year entails.
Many parent organizations like to survey their members at the year’s end. A survey is simply a tool to measure how parents or teachers feel the group is performing. A survey may be used to see how the group could improve and see who would like to volunteer with what. A good practice is to send the survey home with students a few days before the meeting or email directly to parents to gather results and have those results available to report on at the close of the meeting.
Choose a way to communicate with your members and make sure that is clearly communicated. Some groups like maintaining a website and email list while more and more are turning to social media like having a Facebook page with notifications going to members.
Follow these steps to a successful year-end for your parent organization.