PTO Today

School’s ending soon and that means transitions for kids, parents, teachers—and PTO leaders.

For many new leaders, it can be a scary time if there’s no transition strategy to bring them up to speed. We heard about one group recently that is taking an unusual approach. The six-member executive board agreed to step down as a group, retaining committee responsibilities while an entirely new group of six will step up to board positions. The idea is the new board will have mentors on hand.

But there are many ways to tackle the transition challenge. For example, PTO leaders of the Temple Independent School District in Temple, Texas, will come together this weekend for a morning workshop on PTO basics. Run by the district, the event is intended to give new leaders a primer on PTO group management.

Attendees will get an overview on bylaws, budgets, and nonprofit status as well as discuss ideas for recruiting volunteers and collaborating with each other.

“It started because one PTO parent was so frustrated by being dumped into the deep end,’’ says Regina Corley, PTO president at Western Hills Elementary in Temple.

That parent was Corley, who described a situation that will ring a bell with many PTO leaders: She stepped up to run the PTO at Western Hills in 2009 when a group of grade 5 parents, who had been on the executive board for a long stretch, moved on.

“They left and we didn’t know what to do,’’ Corley says. “We had a tough, tough year.’’

Since then Corley has been on the board in one capacity or another and will serve as president again this coming year.

But in 2009, she and her fellow board members felt overwhelmed. “I remember our first fundraiser,’’ she says. “We all just looked at each other when we realized we had raised $15,000.’’

At the time, Corley was also the director of communications for the school district, a job she wrapped up earlier this year. She shared her rough-start story with the superintendent and they talked about ways to help PTO leaders become more informed. That eventually led to the idea of the workshop and the first one was in 2011.

The district now keeps a copy of each group’s bylaws and budget on file, and new leaders can access those documents when they take over a group.

“What’s come out of it is we have strong, functioning PTOs,” Corley says. “So the next time a group of grade 5 parents moves on, the new officers won’t be completely lost.”

For any leaders who need transition tips, we have many resources on this important topic, including:

Help Prepare New Officers for Success

Officer Transition Survival Kit

You’re Elected! Now What?

8 Tips for Passing the Gavel

There’s been quite a run of PTO and PTA embezzlement stories in the news lately, and it’s scary stuff. Groups worry that it could happen to them and wonder how they’d get through it.

Well, Karlyn McConico knows.

The PTO president at Avondale West Elementary in Topeka, Kan., McConico recalls the day in late March when the group’s secretary told her a rumor was floating around that the group was out of cash and wouldn’t be able to fund its upcoming annual carnival.

“We were like, ‘What?’,’’ McConico says. As far as she knew, the finances were in order. “We had just had a board meeting,’’ she adds.

But McConico decided to investigate and took a solo trip to the bank where she was confronted with the harsh truth: The PTO account was nearly empty. Because the matter is under investigation, McConico was unable to share details of what exactly was missing or who is under investigation. But she did sum up that day by saying, “To have the carpet pulled out from underneath you, it was sickening.’’

McConico, along with the group’s vice president and secretary, decided to tackle the problem head-on. They reached out to the administration and made a quick decision to contact the police. Then they called an emergency meeting for parents to inform them of the lost funds and to let them know the carnival, which was scheduled for April 19, might not take place. The parents immediately began to rally and said the carnival couldn’t be canceled. An emergency carnival meeting was scheduled for the next day.

“We saw a tenfold increase in the number of parents involved,” McConico says. “Parents mobilized to get the word out to their contacts and employers, and social media was flooded with announcements about our predicament.’’

In addition, local media began covering the story. Before long, donations were pouring in, including two gifts of $2,500, one from a local company and the other from a person who had attended Avondale Elementary in the 1960s and wanted to make sure the kids got their carnival.

McConico says the carnival took place on schedule and was one of the best the school had ever seen. Because of the generosity of the community and profits from the actual sales at the carnival, the PTO made between $7,000 and $8,000 and will have more than enough to cover its other end-of-year events.

Now looking back, McConico says she and her team realize that they could have done more to ensure that financial best practices were, well, really practiced. “Routines and traditions get established and they don’t always allow for transparency,’’ she says.

They are now focused on turning that around. “We are restructuring our bylaws and other protocols have already been assigned,” McConico says. “We have two parties on the checks and two doing the resolutions of bank statements.”

One other piece of advice from McConico? If you are worried that your group doesn’t have solid financial best practices in place, say something. “When you want something to change, be willing to be persistent,’’ she says. “Keep bringing it up and push for things that will make your organization smarter and stronger.”

For more help and resources for your group, check out these articles:

5 Smart Financial Controls

What Every Treasurer Should Know

How to Manage Your Budget

Handling Cash: 6 Simple Steps

It’s official. There’ll be another chapter for Entertainment Promotions, the maker of the coupon book that filed for bankruptcy in March.

The interesting twist is that Entertainment Promotions will be back with the family who founded it 50 years ago. The company announced this week that it had been acquired by HSP-EPI Acquisitions, LLC, a group led by Lowell Potiker, the son of company founders Hughes and Sheila Potiker.

Entertainment Promotions also said it will release its 2014 Entertainment Books on schedule. It intends to rehire the majority of its workforce within the next few weeks.

Last month, the company announced it had filed for Chapter 7 bankruptcy, which typically means liquidation of assets to pay off creditors. It then announced the court had approved a plan for it to resume operations and bids would be accepted to purchase the company in April.

During Screen-Free Week (April 29-May 5), families are sometimes challenged with what to do once all the devices are turned off. So why not encourage students to charge up their imaginations this week with the NFL Play 60 Invention Contest ?

If they submit a new idea about staying active, they have a chance to win up to $5,000 plus an NFL-sponsored grand prize 3-day trip for the winner and a parent or guardian.

The NFL Play 60 Invention Contest is under way now and runs through July 12. Kids can enter the contest by submitting an idea in a choice of categories. They are prompted through a series of five questions and can submit photos with their entry as well. The contest is open to children ages 6 through 12.

The categories are:

• Active indoor or outdoor games
• Fitness equipment or training devices
• Exercise equipment
• Football-theme games or activities

There are step-by-step guidelines on the NFL Play 60 Invention Contest website that will help kids and parents get details on the contest. Plus, there’s a fun brainstorming tips section to help get the creative juices flowing.

We all know that parent involvement matters and that it is critical for parents and teachers to work as a team to provide the best school experience possible for our kids.

But Knapp Elementary in Lansdale, Penn., and its Home & School Association are taking it to a whole new level.

This Saturday, April 27, the school is hosting its first ParentCamp, a full-day event with more than 20 discussion sessions for parents and teachers. The day is billed as an “unconference’’ by school principal Joe Mazza because the idea is to encourage parents to talk and engage, rather than to provide a series of lectures to them.

Attendees can choose from a variety of sessions that cover such topics as transitioning to middle school, becoming a connected parent, understanding Internet safety, using Twitter and other technologies, and identifying substance abuse. Parents and teachers from Knapp as well as other school districts will run the sessions.

The Home & School Association believes this event will get resources out to parents who want to partner with teachers and staff on behalf of the kids. “Parents want the best for their children and want to help, but don’t always know how, where to begin, or what questions to ask,” said Gwen Pescatore, president of the parent group.

Mazza says his own experience at an educators conference called Edcamp last summer sparked the idea for ParentCamp, and the Knapp parent group “worked hand in hand’’ with him to put the event together. The Edcamp Foundation is a national group that provides a model for Edcamps for  “participant-driven professional development.”

“This is in its infancy,” Mazza says of the upcoming ParentCamp.  “We are hoping other schools can look at this as a way to engage parents and teachers.”

ParentCamp is open to Knapp Elementary parents as well as parents from surrounding districts. The event is free and so far 125 people have registered, leaving open seats for 75 more.

Also, if parent leaders are interested in learning more about the event, Mazza and others will be tweeting throughout Saturday with the hashtag #parentcamp.

It’s National Volunteer Week (April 21 – 27), a time to celebrate the people who give back to their communities. And if ever a group captured the wonderful spirit of school volunteers, it’s our SBLI Superstar Volunteers.

Consider some of our most recently profiled Superstar Volunteers here on the PTO Today website.

Christine Platt

Building enthusiasm for science and math: Christine Platt is a mother of two boys and a retired physicist. She’s also determined to change attitudes that math and science are boring. She wants to get kids excited, so she helped overhaul both the science and math nights at the May Watts Elementary in Naperville, Ill. She’s also running some fun enrichment programs so that kids can discover a passion for these subjects. Learn more about Platt’s efforts here.

Tom Lambert

Creatively coaching families to join in: Tom Lambert is a stay-at-home dad, an active volunteer at Kingsley Charter Elementary in Dunwoody, Ga., and a guy who truly understands kids. So much so that he created a video series featuring a superhero (Captain Kingsley) who encourages families to get involved in their school community. The silly antics of Captain Kingsley (who’s identity is a mystery) captivate his audience. Click here for more details on Lambert’s work.

Nancy Webb

Keeping the library door open: Nancy Webb is a volunteer at Lavalette (W. Va.) Elementary. Her role at the school took an unexpected turn when the library computer system crashed. She stepped in and essentially ran the library the old-fashioned way, tracking books with pen and paper. Because she was able to keep the library going until the computer system was eventually repaired, she provided access to books that many of the students would otherwise not have. To find out more about Webb, click here.

The SBLI Superstar Volunteer program is a partnership between PTO Today and SBLI (the Savings Bank Life Insurance Company of Massachusetts). Together, we recognize inspirational parent volunteers with a $500 donation for their school and a profile featured on the PTO Today website on the SBLI website.

Recently, a community member asked how much money a PTO should spend on teacher appreciation. We had tons of feedback on Facebook, and it’s clear that plenty of PTOs and PTAs can handle teacher appreciation celebrations on a tight budget. So we challenged our community to come up with ideas to celebrate teacher appreciation with $100 or less. Many of you can easily pull that off! What’s more, you pointed out that the actual money spent isn’t what counts. It’s the sincerity of the thank-you.

Here are some tips for thrifty teacher appreciation celebrations from our community:

• One dish at a time: Ask parents to send in a favorite dish for a luncheon buffet. Many parents want to help but don’t have time to do much. Sending in one dish is manageable for most parents, and it costs very little.

• Group effort: Instead of asking each parent for a donation, ask each class to send in a main dish, side dish, and dessert. The room parent can help coordinate this.

• It doesn’t have to be lobster: There are many inexpensive food options for teacher luncheons. Try a baked potato bar with a range of toppings, like sour cream, bacon bits, and chili.

• Local businesses can kick in: Ask local businesses to donate to your celebration. In addition to monetary donations, some restaurants will donate paper goods and utensils.

• Group gift: For groups with budgets in the $100 range, buy a gift for the teachers lounge, such as a coffeemaker, and supplement the gift with a selection of coffees, teas, and donated baked goods.

• Shop smart: Watch for bargains, such as when grocery stores offer deals like “buy one, get one free.” Better yet, don’t be afraid to ask the store manager for a special discount on (or outright donation of) baked goods, breads, and other items.

• Handmade items can be best: Reach out to students to make creative gifts. For example, your group can send small slips of paper home to each student. Ask them to write a note of thanks to the teacher and return them to school. (Room parents could easily coordinate this.) Collect notes and deliver them to the teachers throughout Teacher Appreciation Week.

• Free services: Reach out to parents who run businesses and provide services in the community to see what they can donate. Offer gifts of free massages, haircuts, and other services for teachers. If you have just a few services, give them away as special prizes (youngest teacher, teacher with the most grandchildren, etc.).

• This could go a long way: Give each teacher a $1 lottery ticket or scratch ticket.

• Digital memories: Collect digital photos of teachers, school events, and students. Burn them onto CDs for the teachers.

• One small gift a day: Ask the children to do one simple thing each day of Teacher Appreciation Week, such as bringing a cut flower to her teacher, bringing a piece of candy, or giving the teacher a homemade thank-you card.

This week, we asked our community on both Facebook and the Message Boards to tell us what their teachers most enjoy receiving as a teacher appreciation gift. As always, parent group leaders came through when asked for help, and they provided lots of creative ideas. Not surprisingly, many had to do with food (who can resist treats?) and pampering (wouldn’t you love a massage?). Of course, these are just the kinds of gifts hardworking teachers love­—and deserve!

Here’s a roundup of what was shared:

• Guilt-free fun: Fiesta-theme luncheon with an alcohol-free margarita machine.

• Time to soothe: Hand lotion with an attached tag that reads, “Thanks for keeping our kids in good hands!”

• To die for: Chocolate fountain buffet with “anything and everything’’ you could dip in chocolate.

• Who’s feeling lucky? Weeklong prize giveaways, with one winner announced each day. Winner picks her prize from a selection of gift cards.

• Our turn: An extended lunchtime for teachers while parents cover for them in the cafeteria.  

• Healthy harvest: A lunchtime salad bar with homemade bread.

• Kick-start your day: Coffee and smoothie cart provided by a local vendor, set up at school by 7:15 a.m. Teachers pick from a variety of flavors.

• Comfort food: A homemade breakfast served to the teachers to wrap up teacher appreciation week.

• How cool: Purchase a fan for each classroom and present it with a tag that says “We are your greatest fans!”

• Relax: Spa Day at the school with free massages and aromatherapy.

• Here’s my to do list: Parent volunteers run errands for teachers on a special Valet Day.

• Have a seat: Renovate the teachers lounge with new items, such as new chairs.

• Carryall: Duffel bags with the school logo for each teacher.

• Secret supper: Mystery dinner in the cafeteria. Decorate using a particular theme, and keep it on the down low until the transformed area is revealed to the teachers.

• Not just for kids: Goody bags with items like pens and post-it notes given at a luncheon.

• On the run: A “to go” light breakfast of yogurt, granola bars, and bottled water. Teachers can easily bring it back to the classroom.

• Simply said: Each child gives the teacher a flower and tells her why he or she thinks the teacher is special.

• I’ll have the turkey club: A $5 gift card to local sandwich shop.

• Special delivery: Volunteers walk the hallways with a dessert and punch cart, offering sweets to teachers.

• Flower power: Give “Lunch on Us’’ bouquets, a mix of flowers and gift cards.

• Money bags: Teachers pick a bag of chocolate coins, not knowing there’s a secret stash of real money mixed among the chocolates (anywhere from $5 to $50).

• Supply day: Each child is encouraged to bring in one school supply (a glue stick, wipes, a pack of pencils) to the teacher.

• Working at the car wash: While teachers are treated to a lunch, volunteers secretly wash their cars in the school parking lot. 

• Best memory: Children make drawings for the teacher illustrating their favorite moment of the school year.

• Thank-you wall: Put up a large piece of paper (poster board would work) on the classroom wall and have children sign it, expressing their thanks.

There’s good news if your group has been selling Entertainment books as a fundraising program. It looks like the company that has long sold those chunky coupon books is coming back.

Entertainment Promotions had filed a petition for Chapter 7 Bankruptcy last month.

As of now, the comapny is selling its 2013 Entertainment Book memberships online and its Spring Entertainment fundraising programs have resumed. The company states that contracts entered into prior to its bankruptcy petition date are valid and it will honor its obligations.

Here’s how that’s possible: The company’s Chapter 7 trustee, who is appointed by the U.S. Department of Justice, was given the go-ahead by the Delaware Bankruptcy Court to resume operations through late April, when it is expected that the company will be sold.

According to company statements, the Chapter 7 trustee received an offer of $11.3 million from HSP-EPI Acquisitions, LLC to purchase Entertainment Promotions. Among the members of this organization is Lowell Potiker, son of Hughes and Sheila Potiker, who founded Entertainment Promotions 50 years ago.

What’s more, the company reports there will be an auction for Entertainment Promotions on April 19 and it is expecting multiple bidders.

Last month, Entertainment Promotions had voluntarily filed for Chapter 7 in the U.S. Bankruptcy Court in the District of Delaware. Typically, a Chapter 7 filing means a liquidation of the business, with assets sold to pay off creditors.

TeacherLists.com likes a good makeover. That’s one reason why it’s been helping schools get their supply lists into the 21st century by giving teachers an easy online platform to create, update, and share lists.

Now TeacherLists.com is taking the makeover concept to a whole new level with its $5,000 Teachers’ Lounge Makeover contest. Every school that posts 20 new or updated school supply or wish lists to the site between April 1 and Aug. 1, 2013, will be eligible to win the $5,000 prize!

In addition, every school that posts 20 new or updated lists between April 1 and Oct. 15 will automatically receive (while supplies last) a free School Supply Stash with all sorts of classroom supplies, like glue sticks and paper towels, valued at $125.

More than 130,000 classrooms have created lists on TeacherLists.com since the site launched in April 2012. The TeacherLists.com platform lets teachers create lists online that they can then update whenever they need to. They also can create wish lists for upcoming projects, holidays, and events. Parents can easily access the lists to help them when they shop for classroom supplies at back-to-school time and throughout the school year.

Parents can even pledge to donate an item from a teacher’s wish list online – the teacher is instantly notified via email and her list automatically updates, just like a registry!

Since TeacherLists.com was introduced, parent group leaders have found it is a great way to help out teachers. TeacherLists.com eliminates the need for teachers to create new lists every year, distribute copies, then update parents with additional notes home throughout the year. Often, the notes don’t make it all the way home, or they end up stuck at the bottom of a backpack for weeks! With TeacherLists.com, a teacher can create a list and instantly share it on the school’s website, or via email, Facebook, or Twitter. Teachers also can print copies of lists for parents who prefer to have a hard copy.

At many schools, parent volunteers have helped teachers set up online lists and share them with parents. It’s another way to show teachers that they are truly appreciated. Be sure to encourage your school to publish new lists or update existing ones to get $125 in free supplies, plus a chance to win $5000 for a teachers’ lounge makeover. If you do, your teachers could be basking in a brand-new lounge by year’s end. Just imagine the possibilities! Cappuccino, anyone?

The big winner of the $5,000 prize will be announced the week of Aug. 5. The winning school gets to figure out how it will spend the cash. We can’t wait to see the makeover!

To learn more about the lounge makeover contest and TeacherLists.com, click here.