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.

November: Gratitude and the 990

November is the deadline-and-gratitude month: the IRS Form 990 is due November 15 for June-30 fiscal years, and staff hit the pre-break wall. In November a PTO board should confirm the 990 is actually filed, thank volunteers and sponsors visibly, prep the holiday shop, and land one small unexpected staff appreciation before the break.

President

Confirm the 990 was filed — personally

Ask to see the confirmation, not "yes we're on it." Presidents inherit the blame when exempt status lapses.
Thank volunteers by name

Newsletter shout-outs, a note home, a minute at the meeting. November thanks is why people say yes again in January.
Confirm December's calendar with the school

Concerts, class parties, shop days — December coordination happens now or not at all.

Treasurer

Verify the 990 confirmation is in the binder

The acceptance email or stamped copy, saved where next year's treasurer will find it.
Prep the holiday shop cash plan

Float, price stickers, two counters per shift, daily reconciliation. Small buyers, lots of cash, easy to lose track.
Mid-fall budget check

Fall fundraiser actuals vs. budget — if income missed, trim spring plans now while there's still runway.

Secretary

Update the donor and sponsor log

Every donation and sponsorship recorded with date and amount — this log writes next year's ask letters.
Send December meeting/break notices early

December compresses; anything requiring bylaw notice periods needs to go out in November.

Events & volunteers

Stage the holiday shop

Inventory received and priced, volunteer shifts filled, class schedule agreed with teachers.
Pre-break staff gratitude

Pie the day before Thanksgiving break, or a coffee cart during report-card week. Small and unexpected beats big and obligatory.

⏰ Deadlines that bite

IRS Form 990 — November 15

For fiscal years ending June 30. Three consecutive missed years = automatic revocation of tax-exempt status. This is the one deadline that can kill a PTO.

📅 Start now, thank yourself later

January re-engagement plan

Attendance always dips after break — pick January's draw (speaker, bingo night) now.
Spring vendor booking

Fun-run and auction vendors book spring slots in December–January.

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

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