Starting a new PTA is a great start to building support for your school, students, and community. By contacting the West Virginia PTA Office, you will be connected with a member of the West Virginia PTA Board of Managers to begin the process.
Here is the step-by-step guide for organizing a new unit:
Check the National PTA website to find out if a local unit already exists at your school use the look-up feature on National PTA's website. There may have been a unit at one time that you are not aware of.
If you haven’t already done so, contact the West Virginia PTA office to notify them of your intentions to organize a local unit. You can send an email to firstname.lastname@example.org that contains your contact information including address, phone number and email address along with the name of the school or call the state office at (304) 420-9576.
You will receive a letter with contact information from a member of the Board of Managers to assist you. You may have already received this letter and are already past this point! Good job!
Make contact with your Regional Director or Extension Chair. This person can be a strong supporter of your efforts. Their contact information will have been provided to you in the initial mailing of interest request. If you do not have this information, please contact the state office at email@example.com and they will provide it to you. It is important to have your official organization and chartering take place under the guidance and direction of this representative or someone that the West Virginia PTA will appoint. The state representative makes sure that your group meets the eligibility requirements and explains the necessary procedures.
Call an Informational Meeting where you will form a planning committee and meet. Identify others interested in a PTA and invite them to be a part of the planning process. The responsibility of this group is to make definite plans for an Organizational Meeting. Select a chair and a secretary of the planning committee to undertake these responsibilities until officers are elected. Survey the attendees to see who is willing to be nominated for office.
Organize temporary committees such as bylaws, nominations and membership. These committees are strongly suggested, and the group may optionally form a publicity and hospitality committee to help get the word out and to have a plan for refreshments at your organizational meeting. Each committee should begin work so that they will have a plan to present at the organizational meeting.
The Nominating Committee will be charged with finding officers to submit to the body when formed. Send out nomination forms for officers to all eligible people.
Set the time and place for the Organizational Meeting. Let your state PTA representative know the date so that they can attend to address your attendees and to provide information and materials about PTA. The state representative will be helpful in making sure that your group meets the eligibility requirements and in explaining the necessary procedures for organizing.
Prepare copies (or provide a way for all to see a copy via projector) of your proposed bylaws to be distributed at the organizational meeting. All new units are encouraged to use the bylaws committee and the Suggested Local Unit Bylaws to assist with the original designing of your bylaws.
Publicize the Organizational Meeting by distributing a “Notice of Intent” (See Appendix F for sample meeting notice) which includes all pertinent information such as (1) when the meeting is taking place, (2) where the meeting is taking place, (3) who should attend, (4) why they should attend, (5) whom to contact for more information, to all parents, teachers and other school staff, and community members. Place posters around the school, on the school website, and use your school’s marquee sign. Also, if possible, put a notice in the local newspaper, district bulletin, and other media sources.
Hold your organizational meeting, preferably at the school to which you will be affiliated. WELCOME everyone who attends. Consider nametags if there will be people who do not know each other. To prepare for the organizational meeting, the temporary chairman and temporary secretary should make an agenda. Your goal for this meeting is to actually form and charter your new unit.
For more information, use the Organizing a New Unit Guide that can be found by CLICKING HERE.