There are plenty of activities and tasks to keep the board-elect busy since election:
Hopefully a good transition is taking place between the outgoing board and the incoming board members and materials and resources are being passed along:
The real responsibility for a new president and board begins on July 1 when most PTA officers take office. There are a number of summer tasks that should take place:
1. Check Signing Authority – The incoming officers must visit your bank during the summer to complete new bank authorization signature cards. Check in Article VI Section 6(f) in your bylaws to determine who can and cannot sign checks. Call your bank to see what documentation you will need to bring along.
2. Annual Financial Report – The outgoing treasurer is responsible for completing the year-end Annual Financial Report before turning the books over to the auditor.
3. Year-End Audit – The fiscal year-end for most PTAs is June 30. The outgoing 2012-2013 unit auditor should complete the end-of-the-year audit as soon as possible during the summer months to allow for the incoming treasurer to get started with the 2013-2014 records.
A copy of the year-end audit form, checklist and recommendations/findings are submitted to your district PTA and your council, if you are in a council PTA, in the fall.
4. 2011-2012 Taxes – Once the 2012-2013 audit is complete, the federal and state tax filings can be completed by the outgoing treasurer or a paid tax preparer. Tax fillings and the RRF-1 are due on November 15, if the fiscal year ends June 30.
5. 2013-2014 Budget – The board-elect may have brought a proposed budget to the association in June but if not, they should prepare one in the fall to bring to the first association meeting in the fall for approval.
Additionally, a new board should participate in any training offered by the district or council, especially if they did not attend the annual state convention. Goal setting and establishing work expectations are an extremely valuable activity.
A board review the bylaws together allows everyone to gain the same understandings of job responsibilities, when required activities must take place and other due dates.
Finally, make sure that as president, you share the information that comes to you via the mail and email from California State PTA and National PTA. Let your board know that they can subscribe to many of the publications and also see the archives.