Starting a PTO
Starting a PTO isn't as difficult as the task may first seem. Basically, a small group of parent volunteers gather together with the intention of planning some activities and/or making purchases to benefit the students.
If you'd like to start a new PTO, you should first do some prep work and develop a plan that can be presented to the school principal and other school parents.
How to Start a PTO
WHAT IS YOUR GOAL?
First determine exactly why you'd like to start a PTO. What events would you like the PTO to organize and what purchases would you like to make that are not typically covered in the school budget, but will benefit the students?
Research Special Events / Family Fun Ideas here.
MAKE A LIST OF FUNDRAISING IDEAS
Brainstorm fundraising ideas. At this point, simply make a list of possible fundraisers and their potential income. Later when you develop the budget, you will narrow down this list to the fundaisers that will cover your expenses.
Research Fundraisers here
Research Vendor Fundraisers here
WRITE THE BYLAWS
Write up a set of Bylaws. The bylaws are the rules that govern the organization. These include:
- Mission statement
- Policies
- Financial controls
- Hierarchy of the organization and each member's duties
Writing up the bylaws will provide a clear understanding of the structure of the PTO and how it will function. You may want to check with your school department (usually the head of finances for the schools) to see if they have any policies that you should follow.
Here is a set of Sample Bylaws for you to use as a guide.
Once the organization is formed, the Bylaws should ultimately be voted on and accepted by the membership.
DRAFT A BUDGET
Put together a draft budget. A budget provides guidelines for spending during the year. Create a balanced budget whereby expenses equal income.
Your expenses are determined by:
- the cost to run the Special Events;
- the cost for any purchases benefiting the students; and
- any Operations costs (office supplies, bank fees, filing fees, etc.)
Once you have the total anticipated expenses, THEN choose a few fundraisers that will generate enough income to cover these costs. Ultimately, your proposed budget should show total income equal to total expenses.
Here's information on creating a budget
DESIGN A CALENDAR OF EVENTS
Now that you know exactly what Special Events and Fundraisers you'll be organizing, put them all into a single Events Calendar. You'll want to organize them into this format so that you can clearly see the number of events that will run each month.
Here is a Sample Calendar of Events including:
- Enrichments Programs
- Family Fun & School Spirit Events
- Teacher Appreciation
- Community Service
- Purchases for the school that will benefit the students
PRESENT YOUR PLAN TO THE PRINCIPAL
Set up a meeting with the school principal to discuss your plan to organize a PTO. Let him/her know that you are interested in a partnership with the school. Allow for the principal's input. He/she may offer some valuable insight into the process if the school has had a PTO in the past.
OBTAIN A TAX IDENTIFICATION NUMBER
Complete form SS-4 with the IRS to obtain a tax identification number, also known as an Employer Identification Number (EIN). AN EIN is used to identify a business entity.
More information can be found on the IRS.gov website.
OPEN A CHECKING ACCOUNT
The EIN can then be used to open a PTO bank account. Your local bank can help you set up the account; typically the President and Treasurer do this.
PROMOTE THE PTO
Once you've prepared your plan, discussed it with the school principal, and set up the organization, it's now time to ask others to join.
Advertising with printed flyers and through email is great, but what works even better is a direct ask. Place phone calls to several school parents and teachers or ask them face-to-face if they will volunteer. Taking the time to simply ask makes the other person feel more valuable and makes it more difficult for them to say 'no'. But it's very important that if they do agree to help, treat them of value by listening to their ideas, putting them to work when they volunteer, and saying 'Thank You'.
A good tip is to assemble all of your information (Events Calendar, Bylaws, Fundraising plans, EIN application, etc.) together into an organized binder. As you ask other school parents to join you, you can show them a concrete plan. With this type of organization, you are bound to have several supporters.
Here are more ideas on how to gain support.
ELECTING AN EXECUTIVE BOARD
An Executive Board consists of the PTO Officers, the School Principal, a Teacher Representative, and the Chairpersons of any Standing Committees. Each of these positions should be clearly outlined with their duties in the Bylaws.
Advertise that you are accepting nominations for the Executive Board. Plan to hold elections to vote in the Executive Board approximately 30 days later.
FOLLOW YOUR BYLAWS
You've come up with a solid plan and elected officials to carry it out. Now simply work cohesively to carry out your Calendar of Events and follow your Bylaws!
Also check out our #1 fundraising idea - Proven to work! - The PTO Ideas' Educational Challenge...
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