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Wrapping Up the Year: Membership Chair End-of-Year Checklist

4/29/2025

For those serving in Membership Chair roles, May and June are critical months for wrapping up responsibilities, recognizing accomplishments, and preparing for a strong start next fall.

Here’s a helpful end-of-year checklist for Membership Chairs and their teams, based on Washington State PTA best practices!

May: Celebrations and Final Reports

Celebrate Membership Growth:
Share your final membership numbers with members of your PTA. Highlight milestones reached, awards received, and any membership growth from previous years.
Recognize and Thank Members:
Plan ways to thank all your PTA members. Whether it’s a thank-you email, a social media post, or a shout-out at your final meeting; recognizing member support is essential.
Submit Final Membership Reports:
Givebacks allows your members to purchase memberships directly from your store and be entered into the database automatically. If you use another system to allow people to purchase memberships, make sure that all memberships have been entered into Givebacks. Make sure that dues have been paid to Washington State PTA and fees to Northshore Council PTSA. Remember, WSPTA uses these membership numbers for important awards and recognitions!
Support Officer Elections and Transitions:
Be available to answer questions about your role for incoming officers. Membership continuity is key to building on the success of this year.
Prepare for Transition:
Start gathering information to include in a transition packet or digital folder including key contacts, tips and tricks, sample membership campaigns, timelines, challenges faced and suggestions for improvement.

June: Closing the Books and Looking Ahead

Meet with Your Successor (If There Is One):
A friendly meeting (in-person or virtual) goes a long way. Share your insights, offer encouragement, and leave them feeling supported.
Organize Membership Materials:
Keep a clean record of rosters, final reports, marketing templates, and event ideas. Upload them to your PTA’s shared drive or hand off physical files as needed.
Reflect and Evaluate:
Take time to think about the year including: What events boosted membership most effectively? What challenges did you face? What partnerships, incentives, or communications were most successful?
Early Planning for Next Year:
Begin sketching ideas for summer membership drives, welcome events, or early-bird campaigns. Early engagement in August can set the tone for a strong year!
Celebrate Your Work:
Serving as a Membership Chair is a huge commitment—and a huge gift to your school and community. Take pride in everything you’ve accomplished!

Closing Thoughts:
Membership is the heart of PTA. Thanks to your hard work, PTA continues to connect, advocate, and build strong communities across our district through membership in our association. Thank you for your dedication—and we’re excited for what’s to come next year!

Questions? Contact [email protected].

Learn more about PTA membership HERE!

Update Your Contact Information with Council

4/27/2025

Complete Council's 2025-2026 Contact Form

Share this page or the link above and ask your incoming PTA leaders to complete the form!

Council Wants to Stay Connected!
Council connects and supports Northshore PTA/PTSA leaders in various ways, including:

Twice monthly Council eNews (read past issues)
Event invitations
Timely information on specific programs (e.g., Advocacy, Reflections)
And more!

A key step to stay connected is ensuring your incoming board updates their contact information with the Council.

Please have each member of your 2025-2026 PTA/PTSA leadership team complete the Council 2025-2026 Contact Form by July 1, 2025, they serve on or as they are elected/appointed to your board. This includes positions such as the executive committee (elected positions), board members, committee chairs, etc. If you serve on more than one PTA/PTSA, please complete one time for each one.

Share with Your Incoming Leaders All the Ways to Connect with Council:

Council 2025-2026 Contact Form
For local Northshore PTA leaders including executive committee (aka: elected positions), board members, committee chairs, etc.
Council Email Contact List
Northshore Council Calendar
Northshore Council webpage
Northshore Council Facebook page
Northshore Council Instagram

Private Facebook Groups for local Northshore PTA Leaders:

Northshore Council PTSA Presidents (Current and Incoming 2025-2026 Presidents Only & Council Leaders)
Northshore Council PTSA: Local PTA Leaders Hub (All Local Northshore PTA Leaders)

If you have questions about how to update contact information or how to connect with Council on social media, please contact our VP of Communications at [email protected].

Share Your Local PTA/PTSA Recognition Award Recipients with Council

4/25/2025

Does your PTA give out a Golden Acorn award? Maybe an Outstanding Educator, or an Outstanding Advocate award? Or more? Please share with us this year's recipient(s) by completing this form.

We would like to create a list of all of our local PTA award winners to share with the community. These volunteers deserve to be celebrated!!!

If possible, please let us know your PTA award winners by June 1st, so they can be included in our Spring Recognition event slideshow!

If you announce your awards after June 1st, please complete the form after your awards are given and we can update the information on our website blog.

Questions? Contact at [email protected].

Learn more about the WSPTA Volunteer Recognition Awards
WSPTA has a formal volunteer award recognition program allowing local PTAs to award honors for outstanding educator, advocate, student advocate, and volunteer (Golden Acorn), as well as the honorary life membership award.

Local PTAs should appoint an awards committee who will gather nominations, review them, and choose the award recipients. This can be done during a meeting or some PTAs even choose to have the previous year's award recipients chair this committee. Check your Standing Rules as it may say who is on the committee. When the awards committee advertises for nomination submissions, it can be done via social media, newsletters, website, email, or even school flyers. To make it even easier for members to submit nominations, the awards committee can create an online submission form using tools like Google Forms or Survey Monkey.

For recognizing the award recipients, your PTA can hold a volunteer recognition event or take time during a Membership Meeting to celebrate them. WSPTA offers a variety of items your PTA can order online to celebrate your award recipients including certificates, pins, plaques, and even yard signs!

Local PTAs may award the following within their local community:

Golden Acorn – presented to volunteer(s) in recognition of their dedication and service to children and youth in your community.
Outstanding Advocate – Honors individuals for their continued and dedicated service to ALL children demonstrating a commitment to speaking up for children in the areas relating to health, welfare, safety, and education of children and youth.
Honorary Life Membership – Recognizes an individual who has contributed significantly to a PTA at the local unit, council, or state level. This special award can be given by a PTA unit, council, or region.
Outstanding Student Advocate Award - Recognizes students who have made significant contributions through leadership and service in their school and community.
Outstanding Educator – Individuals who go beyond the normal expectations of their jobs to make the learning environment fun, beneficial and challenging.

More information is available on the WSPTA Volunteer Recognition Awards page.

Wrapping Up the Year: Membership Chair End-of-Year Checklist

Update Your Contact Information with Council

Complete Council's 2025-2026 Contact Form

Share Your Local PTA/PTSA Recognition Award Recipients with Council

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