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

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!