What your board should be doing right now

Every month of the PTO year, by role — the tasks, the deadlines that bite, and the things to start now so they're ready later. Assumes a July–June fiscal year; adjust if yours differs.

July: The quiet reset

July is the parent-group new year: the fiscal year rolls over (most groups end June 30), officer transitions finish, and next year gets sketched while school is out. In July a PTO board should close last year's books and run the financial review, update bank signers, hold the outgoing/incoming handoff, and block out the event calendar before vendors and school rooms book up.

Secretary

Archive last year's minutes and records

One shared drive folder per year. If minutes live in a personal laptop, they don't exist.
Update the officer roster everywhere

School front office, bank, insurance, state charity registration if your state requires it — everyone who lists your officers.
Verify the paperwork binder is complete

EIN letter, IRS determination letter, bylaws, insurance policy, last 990 confirmation. If any of these are missing, July is the month to hunt them down.

⏰ Deadlines that bite

State annual report / charity registration

Several states tie nonprofit filings to fiscal year end — check your state's deadline now, not when the late notice arrives.
Insurance renewal

Many group policies renew over the summer. Confirm coverage before your first event, not after.

📅 Start now, thank yourself later

Prep the staff favorites survey

Staff goodwill peaks the week they return in August — have the link ready to send on day one.
Draft the back-to-school table plan

Membership form, volunteer signup, and calendar handout for orientation night.

Prefer the readable version? Read the July guide · or see the whole PTO year at a glance.

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