Succession planning

Parents will often stop being involved with a PTA when their child leaves the school.  This means that a PTA over a number of years will continually have members leaving and joining.  Unfortunately, on some occasions the vast majority of committee members will all leave at the same time.

This isn’t just a problem in terms of recruiting a new committee but will also mean that all the expertise developed over a number of years will be lost.  It is therefore really important to ensure you plan for such changes by future-proofing your PTA.

Start considering this well in advance of the Annual General Meeting (AGM). Establish which committee members will be standing for re-election and who will be stepping down.

Identify any officer roles that will need to be replaced and consider whether there are other committee members who would be able to fill these.  With sufficient time, the existing officer will have a chance to explain the role to the person taking it over.  If finding a replacement proves difficult, suggest job sharing an officer’s role.  This can be a good way to reduce the workload as well as giving anyone lacking confidence a partner to work with as they learn what is involved. When a new officer takes up their post, explain that part of their role will be to consider who their successor might be. This way a suitable volunteer could be identified, during their term of office, easing the transition process and the difficulties sometimes experienced with filling an officer’s role.

Ask existing officers to make sure any paperwork they hold on behalf of the Association is organised and ready to be handed over to their replacement.  Make sure key documents such as your constitution and accounts are always handed on.  Also, try to capture any of the knowledge that has been developed during time spent on the committee.  Ask departing committee members to record all the information on how to run events that have proved popular and successful for the PTA.  This should include information on external suppliers that have been used or what legal requirements apply and how these have been dealt with.

As a committee member making your PTA successful is very important but one of the best things that you can do for your PTA is to ensure that new PTA volunteers have all the information they need to ensure that the PTA continues.  Make sure that your legacy is a thriving PTA ready to carry on supporting the education of the children at the school once you have left.

Checklist

• find out well in advance of your AGM who is planning to either stand again or to step  down
• make sure any departing members hand on all relevant and important paperwork – this is particularly important for the Treasurer’s role
• establish a system that enables your committee to capture any knowledge developed during time in post, as incoming committee members will find this invaluable.

Case Study

• Chiswick Community School PTA, London