Membership Toolkit

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1 Membership Toolkit

2 Table of Contents Message to Membership Chair... 3 Membership Standards Getting Started Prepare... 6 Set Your Goals... 7 Use a Theme... 7 Prepare a Plan of Work... 7 Develop a Budget... 7 Prepare Membership Cards... 8 Record and Submit A Membership List... 8 Dues and Recruiting Recruitment and Membership Advocacy Efforts Ideas to Help Support PTA s Membership Incentives Get the Word Out Again and Again Membership Awards Membership Achievement Application Plan of Work Form Sample Recruitment Letter Information Membership Envelope Order Form Local Unit Dues Remittance Form

3 MESSAGE TO THE MEMBERSHIP CHAIR Congratulations on being appointed to serve as Membership Chairperson. You will be chairing one of the most important committees in your PTA. Your work in representing your unit's members within the PTA and in the community at large ensures that all voices are heard. Your work in maintaining and increasing the number of members help make the PTA's collective voice even stronger in advocating for children. We hope this Virginia PTA Membership Toolkit will be useful in helping you prepare and run an effective membership campaign. Doing so will ensure you are successfully able to maintain and increase your membership. An effective membership campaign combines a coordinated membership drive with the characteristics of good PTA standards. You can find many more resources at the Virginia PTA website ( the National PTA website ( and at a number of PTA council/district websites. Call on us if you need us! The Virginia PTA State Office is located at 1027 Wilmer Avenue, Richmond, VA You can call us there at (804) / VA-KIDS (toll free), (FAX) or us at info@vapta.org. You can also contact the Virginia PTA Vice President of Membership at vpmembership@vapta.org. Thank you for your continued efforts in recruiting members for the oldest and largest child advocacy organization in the world. You have an important job. Best of Luck! Donna Colombo Vice President of Membership vpmembership@vapta.org Please note: For the sake of brevity only, we have used "PTA" to mean any PTA or PTSA. 3

4 Membership Standards There are certain standards in PTA membership that are wise to safeguard. These standards are set to ensure a fair and correctly run membership campaign. The focus of any PTA membership campaign is: to increase public awareness of the purposes and mission of PTA and to increase parent/family/student/staff/community partnership in furthering those goals. Year round communications and activities should be planned to involve and enroll new members and to keep members informed about PTA actions locally, statewide and nationally. Membership benefits and awards should be promoted to all members. PTA membership should never be used to exclude any student or parent from participation in a school or PTA activity. Reduced fees for PTA sponsored activities, however, may be made available to PTA members as a recruitment incentive. Every individual who joins your unit should receive a membership card. It can be via a hard copy or electronically. One member per card issued. If you have not received your membership card template, please contact the VP Membership or the Virginia State PTA office. Virginia PTA and National PTA portions of dues are included in every PTA membership. The dues amount is $3.75. ($2.25 for National and $1.50 for State). National and Virginia PTA dues are paid per member by each unit. Every local unit is considered a separate entity and receives the same level of support services from PTA. There are many benefits to being a part of the PTA. Virginia, National and some local units have partnered with businesses to offer members advantages and discounts. Learn more at and The local unit membership dues amount for your unit is determined by a two-thirds majority vote of members at a general membership meeting called in accordance with your unit bylaws. It is good practice to set dues at an amount to cover a significant portion of expenses to carry out the PTA's mission and goals. The Membership chair verifies the dues received on the Local Unit Dues Remittance Statement (online and in toolkit) and submits to the local unit Treasurer with the membership list for dues submission to the state office. Members of your unit are not added to state or national membership totals until dues are received in the state office. Paying membership dues to Virginia PTA on a monthly basis is a great way to ensure your members are added to state and national membership totals and receive state and national benefit opportunities. It is also a good business practice in keeping your local unit's budget up to date on a monthly basis. It is extremely important that the following dues payment deadlines are met to remain a unit in good standing. December 1 (members joining on or after July 1) March 1 (members joining on or after December 1) June 30 (members joining on or after March 1) 4

5 Reminder: Virginia PTA Bylaws require a Membership List be submitted. The list should include a member's first and last name, and member type (parent, student, faculty, community). A sample membership template can be found in the membership section of the Virginia PTA website at Cumulative reports can be submitted with each additional dues payment. reports to membershiplist@vapta.org. (Excel preferred, pdf alternative). If unable to submit electronically, contact info@vapta.org. NOTE: Your PTA membership list is confidential and will be not released to outside agencies or organizations. A PTSA (Parent Teacher Student Association) may be formed in any middle school and secondary/high school. Detailed information on steps to change from a PTA to a PTSA is available at A bylaws amendment is required to make this change. Each local unit operates under its own bylaws. Memberships are not transferable from one PTA unit to another. Members are encouraged to join PTA in each of their children's schools. 5

6 GETTING STARTED 1. Prepare Meet with the previous membership chairman. Find out what worked and what didn't work. Review previous member surveys (if available). Get suggestions for time lines to follow, how to work with the staff, what events generate membership interest and which ones didn't, themes that have been used, suggestions for people to sit on your committee. Learn from the past so you can plan for the future. Obtain the procedure book from the past chairman. If there is not one, this is the opportunity to begin one. A procedure book should contain your committee's plans for the year, a budget, list of expenses and year-end evaluation. It should also have copies of print materials used, notes from meetings, information on the projects conducted, volunteer contacts - in short, copies of everything you do during the year. Organize your procedure book by month or by topic, whatever works best for you. Meet with your unit president, principal, faculty reps, student representatives (if PTSA), and executive board to discuss membership goals, recruitment plans, new ideas, community outreach programs, and earning specific membership awards (check website for membership awards). Attend trainings offered by Virginia PTA, National PTA, district and/or council. Virginia PTA hosts the Annual Training Conference every July. It is a two day conference that covers all aspects of PTA leadership, including training for officer and committee chairs, and tools you'll need to be an effective leader. Many PTA district and councils also offer training within their geographic areas. The dates of these opportunities vary so contact your District Director to learn about events. Membership envelopes: Purchase envelopes at Annual Training Conference, download the Envelope Order Form (included in the Toolkit and on website) or call the VA PTA State Office. You are not required to use these envelopes for your recruitment efforts. However, they can save a great deal of work because all of the information you might collect from a member is included in the fill-in spaces. There is a membership list excel template on the Membership page at This template will allow you to collect the membership data that can be found on the membership envelopes and provide needed documentation for specific Membership Awards (male, student, and faculty percentage awards). For a committee that is broadly representative of your membership, reach out into your community to assure inclusiveness. At your first meeting, you may want to select a secretary and a vice chairman. You may wish to invite past presidents or membership chairs to your meetings to share thoughts and ideas. Allow for open discussion of the successes, shortfalls and ideas for improvement. Brainstorming with others is always a very effective way to create new ideas. 6

7 2. Set Your Goals Two goals of PTA are to build an informed, active membership that supports the purposes, mission, objects, polices, and programs of the local, state and National PTA. Membership goals might include: A. Increasing your membership B. Reaching out to your entire community to be more inclusive. How will your PTA involve grandparents, males, students, non-english speaking families, community citizens without children in the schools. C. Expand the boundaries of your communications. Inform the community - not just parents - of the important work of PTA and its impact in terms of quality of life, property values, workforce preparation, etc. Put materials and membership envelopes in the libraries, doctors' offices, etc. Make your goals realistic and attainable. Limit the number of goals between two to five for the year. 3. Use a Theme While not essential/requirement, a membership campaign theme can create interest, encourage others to join in, and be fun! 4. Prepare a Plan of Work Your Plan of Work is a map to chart your course for the entire year. Most local unit bylaws include requirements for committee work to be approved by the board or executive committee. Be sure to read your local unit bylaws for the details on when to submit your plan of work and the approval process. Create your objectives. What do you want to accomplish? Exactly what will your committee work towards this year. Set your calendar for your plan of work. Include all your activities your committees has planned List who's responsible for each activity Set dates to begin and complete each activity Put it in writing and share with your PTA 5. Develop a Budget Now that you have set your goals, objectives, strategies and activities for the year, you should be able to develop a budget based on your true needs. Once complete, give copies to your treasurer and president for inclusion in developing your local units' proposed budget. 7

8 6. Prepare Membership Cards It is the responsibility of the membership chairman to get your units' membership card templates from the Virginia PTA state office. There are several types available. Your unit must be a unit in good standing. If there is a problem with this requirement, the office and the membership committee is available to help your unit achieve that status. Membership cards are your members' proof of membership. They are your members' receipt when voting at different events. 7. Record and Submit a Membership List Virginia PTA Bylaws require a membership list be submitted to the Virginia PTA. membershiplist@vapta.org (excel preferred, pdf alternative). Keep an accurate roster of your members. 8. Dues and Fundraising Check with your unit president and/or secretary for the approved amount of your dues to be collected per member. Work with your treasurer to develop an acceptable procedure for collecting and depositing membership dues into your PTA bank account. Check to make sure that the amount of dues received balances with the number of members on your membership list. Complete the Local Unit Dues Remittance Statement available on the front page of the Virginia PTA website. The state and national portion of your dues do not belong to your PTA unit and should never be recorded as part of your income, but should be listed as a separate line item. Are your activities meeting the IRS criteria of 3 non-fundraising programs for each fundraising activity? It's known as the 3:1 rule. For every activity or project that involves payments from your community, are you sponsoring three that involve no cost? For example, parent information nights, Reflections programs, Watch Dog programs, special assemblies for the students, etc. Virginia PTA dues: Each PTA member pays Virginia PTA dues of $1.50. The Virginia PTA uses these funds as the principle means of financing the state office and programs throughout Virginia. Advocacy: Advocating for our children throughout Virginia Representation through resolutions at the State Annual Training Conference Legislative representation in the General Assembly and Department of Education PTA representation on various state and national advisory boards addressing special education, advance academics programs, career and technical education, teacher education, sports leagues, health and safety, family engagement, diversity, and more Representation through Virginia delegates at the National PTA convention 8

9 Communications: Local unit mailings and resource materials, including the Virginia PTA Voice e-newsletter, and the Virginia PTA web site at Conference Calls and Webinars on Membership, Legislation, Reflections and more Social media including fb, twitter, Instagram, and other social media outlets Leadership Training, Programs, Membership, and Local Unit Support District and State Leadership training, webinars, materials, advocacy and assistance Annual Conference to conduct business, training, and awards recognitions Information and support for National PTA programs and projects State sponsored National PTA Reflections Programs and recognition Senior Student Scholarships Student Citizenship Essay Awards Volunteer of the Year Program Membership - State Benefits, Growth Incentives and Recognitions State office operations and personnel National PTA Dues: Each PTA member pays National PTA dues of $2.25. Membership dues are the principle means of financial support and assists all PTAs in following the vision, mission and values of National PTA. Advocacy: Provides current Legislation and Policy positions, promotes laws affecting youth and public education to include funding; works with federal government to promote family engagement and more. Resources: Provides communications, website, online training and support materials for membership, finance, advocacy and legislation, programs, parenting skills, child safety, after school programs, bus safety, ethnic diversity, family communications, needs of disable students, materials printed in other languages, alcohol and drug abuse prevention programs as well as many other topics. Webinars, e-learning courses, and the School of Excellence Program are available to all PTA members. Grants: Healthy Lifestyles, Diversity and Inclusion Member Benefits: National PTA partners offer many discounts to all PTA members 9

10 RECRUITMENT AND MEMBER ADVOCACY EFFORTS Ideas to help support PTA: Set up a table at as many school functions as possible throughout the year. Have officers staff the tables and ask your volunteers to support the purpose of PTA. Use social networking and other media sources to recruit and get the message out there as to the importance of PTA and programs and benefits of being a member. Ask the Principal if you can utilize a bulletin board in the school or a display case to support the schools' PTA and its' value to members and to the school. Membership Incentives: Popcorn, pizza, pancake breakfast or a fruit and cheese snack party for the class in each grade with the highest percentage of members. Sticker for every member who signs up. Special treats for staff when they reach 100% membership, breakfast, lunchtime desserts, banner in the lobby, signs by the classrooms, press release, morning announcements, etc. Coupons donated by a local merchant for free/discounted food items. PTA Pencils Get the Word Out...Again and Again Remember that Memberships are available 24/7. Don't limit your membership drive to just the fall. Have a membership drive in the winter and spring. Offer a packet of PTA information to new families that join the school after the first day. Advertise the Purposes and Mission of PTA on flyers and your website. Have a tab on your website for your local, district, council and national opportunities. Thank your members for joining. Send out a Thank You message in your newsletter. Help your Principal and school determine programs that your PTA might help with and/or support as a whole. Your Principal is your friend and in some cases a member of your Executive Committee. Utilize and build that relationship with him/her. Remember that your Principal is an integral part of the relationship between PTA and your school. Use the PTA logo on all recruitment and information flyers that the PTA supports. You can go on to the vapta.org website and request your own schools' logo. 10

11 MEMBERSHIP AWARDS Growth Awards and Submission Dates will be available on the Virginia PTA website as well as advertised in the E-Newsletter "The Voice". Stay connected. Awards Eligibility: Must be a Unit in Good Standing - Current membership dues paid, Bylaws revised every five years, current audit, 990, and officers' information submitted. For more information contact: vpmembership@vapta.org or info@vapta.org Advance Dues Award for Dues Submission Submit your dues payment on or before November 2nd and your PTA/PTSA will be automatically be entered into a raffle to receive a $50 gift card to be used on your own PTA/PTSA. No application required. PTA Founder's Day Celebration Award Increase unit membership by 17 during the month of February to celebrate National PTA Founders Day on February 17 and receive a special recognition award. Submit application with membership list by March 1st. 100% Teacher and Principal Membership Award Units enrolling 100% of your schools' Teachers, Principal, and Assistance Principals in your PTA/PTSA qualify for this award. Submit application with membership list and school staff roster by March 1st. 25% Male Membership Award Units achieving 25% male membership qualify for this award. Submit application with membership list by March 1st. 25% Student Membership Award PTSA's achieving 25% student members qualify for this award. Submit application with membership list by March 1st. New PTA Charter Membership Award PTA/PTSA's chartered in the with a minimum of 25 founding members qualify for this award. No Membership application required. Criteria is based on dues submission. The deadline is June 1st. 100% Local Unit Membership Award Units achieving 100% Membership receive special certificates and pin. 1st Deadline: March 1st. 2nd Deadline: June 1st. Must have at least one member for each enrolled student based on the Average Daily Membership (ADM). No Membership application required. Units reaching these goals between March 1 and June 1 receive certificates. New this year: Membership Standards Award Combined Unit Membership/Honor Roll Award - Units reaching 75% of their previous year's June 1 membership total by December 1st AND achieving award requirements listed on the Application (available in this packet and on line) qualify for this award. Certificates awarded to all eligible applicants and recognition at the Annual Training Conference. Submit application by June 1st. SUPERIOR AWARDS Recognition of the March 1st largest percentages of membership in each division according to their June 30 totals of the previous year. Local units in each division with the largest percentage of membership along with second and third place winners in each division will be recognized at Annual Training Conference. 11

12 OUTSTANDING AWARDS Recognition of the March 1st largest percentages of membership increases in each division according to their June 30 totals of the previous year. Local units in each division with the largest percentage of membership along with second and third place winners in each division will be recognized at Annual Training Conference. DIVISIONS FOR SUPERIOR AND OUTSTANDING MEMBERSHIP AWARDS Local units are grouped into seven divisions according to student enrollment: Division 1-1 to 299 Division to399 Division to 499 Division to 599 Division Division Division & above Council PTA Awards: Contact your Council Officers for eligibility and opportunities District PTA Awards: Contact your District Officers for eligibility and opportunities 12

13 Membership Standards Award Local Unit: President's Name: Mailing Address: Phone: Council: District: This state recognition is open to all units in good standing that reach 75% of their previous year's June 30 membership total by December 1 and meet award requirements listed below. Local units must apply for this recognition on or before June 1, 2016 by mail to Virginia PTA, 1027 Wilmer Avenue, Richmond, VA , or by to vpmembership@vapta.org or info@vapta.org MEMBERSHIP, DUES, AUDIT, BYLAWS, MEETING AND INSURANCE (must meet all of the following standards) Initial payment of State & National dues sent to the State Office by December 1 Supplemental payment of dues for additional members sent on or before March 1 Issued Membership cards to members Financial records were audited for the previous fiscal year & copies of audit, 990, or 990EZ forwarded PTA Activities and funds are covered by liability and fidelity bond insurance Officer names sent to Virginia PTA State office Local unit bylaws are current or submitted to the VA PTA State office for five year revision and are available to membership via hard copy or electronically LEADERSHIP AND REPRESENTATION AT STATE/DISTRICT/COUNCIL PTA EVENTS (must meet one of the following standards) President or Delegate (s) attended the council, district, or state training (Annual Training Conf) or PTA Day at the Assembly Membership voted on Virginia PTA Legislative package (PLP) and sent tally sheet to District Director Participated in at least (1) VA PTA Membership Conference Call and/or Webinar PROGRAMS and PUBLICATIONS (must meet 6 of the following standards) Held membership campaign - Back to School and/or Mid-Year Winter Campaign Communicated with membership to promote benefits through newsletters, social networking, and/or s Founders Day observed with an appropriate program and/or gift sent to the VA PTA State Office Promoted Membership Campaigns with focus to increase males, students, teachers, staff and community members Awarded a Virginia PTA Life Membership, Presidents' Honor, Distinguished Service Award, or VA PTA Certificate of Appreciation Participated in the Arts in Education Reflections program Participated in the Citizenship Essay Contest (if applicable) SCHEDULED MEETINGS (must meet 2 of the following standards) Held meetings that are required by your local unit/district/council/special education/community bylaws Held at least one parent information meeting Have standing and special committees on your Board Deadline: June 1 Date Rec'd Date Completed 13

14 PLAN OF WORK Goal 1: Term of Office: Long term goal is Action Steps: Work Dates: Completion Date: 1. Budget: Resources: Evaluation Process: Progress Report and Comments: Date: 14

15 SAMPLE RECRUITMENT LETTERS Please go to the Membership Section of the Virginia PTA website to view samples of letters that can be changed/utilized to help reach out to your members. Listed are sample letters to your parents, specific grade parents, staff, community, and mid-year campaign. 15

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