I don’t think anyone means to ignore your posting (or similar others in the last couple weeks with zero response) – it’s just that this particular question has been posted and answered many, many times before. There’s not a simple answer, but I’ll give it a stab. Below is one possible list. Don’t worry if it looks overwhelming – you don’t have to do it all at once. Some things – you may decide NOT to do. Your PTO can be as simple or as complex as fits your group.
This forum contains a treasure load of valuable advice, including in the older messages. So your best bet is to carve out some serious time, re-set the toggle from “last 45 days†to “last year†or even longer, and just browse. Once you feel like you at least have some basic clues, then post questions – we’ll all help.
Okay, that being said, here’s a list of most of the pieces I can think of right now:
1)Organize your parents and figure out WHY you want to exist. Usually the priorities are volunteerism and fundraising. Often you'll find you are mostly formalizing activities parents are already doing. You’ll also want to work closely with the school administration. (In my personal opinion, it's a mistake to drift into "fundraising" as the number one goal or to be seen as merely a fundraising organization.)
2)Elect officers. This is rather a â€chicken or egg†kind of thing. Which comes first, the organization or the officers? I think it depends on the situation. If yours is a small effort, you may just want to start informally, decide who’s who and then grow the organization schoolwide with the intent to have general elections in May. If you’ve already got some support, you could just have an announced meeting of all interested parents, and use a majority vote. If you’re already to the semi-formal stage as an organization, you might go through the nomination and election process. Just whatever it takes to get the ball rolling with the most support.
3)Start working on objectives, programs, and constitution/by-laws. There are several sets of bylaws posted on PTO Today, and it’s critical you go ahead and start with good, solid ones. Many of us will share. There’s no point starting with a blank page – just find one that suits you and customize it as necessary.
4)Figure out what projects you want to do and start organizing the timeline and plans - don't overdo it right at first.
5)Organize your committees and recruit chairpersons.
6)Find out what rules and policies, if any, you need to consider within your school and school district. (How accounts must be administered, amount of oversight Principal might have, policies on fundraisers…)
7)File your SS4 form with the IRS to get a tax ID# (the organizational equivalent of a SSN – it’s an easy one page form with no fee)
8)Somewhere along the way, you'll need to set up a checking account.
9) Find out what the requirements to become a Tax Exempt Organization in your state and what the benefits and obligations are. (i.e., even if exempt – you probably have to pay sales tax on SOME things.)
10)Discover what it takes to become an incorporated non-profit in your state and decide if that’s worthwhile. (Key benefit – converts the organization from a collection of individuals into a legal entity, thus reducing personal liability of Board Members.)
11)Explore the process of becoming a non-profit organization at the Federal level (a 501c3 with the IRS). The biggest advantage of this is that contributions to your PTO are tax deductible for the donors. But it also identifies what type of organization your are legally and probably simplifies your IRS tax reporting. (Other than just ignoring the whole thing and doing nothing –which many do.) It may not be anything you want to rush into until you are more organized, but you should be aware of the benefits and your federal tax obligations so you can make informed decisions.
12)Along the way, consider how you plan to protect yourself and others. This includes deciding whether to buy insurance, following good cash control policies, being aware of safety issues at events you sponsor, etc.
13)Find good ways to communicate with parents, teachers, school administrators and try to grow as a collaborative effort.
14) Have some FUN along the way. You'll work hard, but it's not supposed to be ALL work.
