Standing Rules and Procedures Ashley Elementary PTA

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1 Standing Rules and Procedures Ashley Elementary PTA Latest Version, 5/21/2013: WORKING DRAFT 4/28/14 I. Annual Meetings and Reports A. The Executive Board will meet in May to approve the minutes of the last Board meeting and the minutes of the last General meeting of the school year, or a committee will be formed for the same purpose. II. Financials A. No blank checks will be issued; no check will be issued without either an invoice specifying anticipated expenses or receipt for actual expenses. B. The Treasurer must be provided with a receipt for all expenses in a timely manner. It is recommended that receipts be turned in after planned events within ten (10) days. C. Four out of the five following eligible person s signatures shall be on file with the bank for signature on checks issued by this PTA. Two signatures shall be required on ALL checks. 1. President 2. Treasurer 3. 1 st Vice President (Ways & Means) 4. 2 nd Vice President (Programs) 5. 3 rd Vice President (Membership) D. No officer shall approve or sign a check that is being issued to him/herself. E. Two signatures are required on deposit receipts when handling cash. F. Two PTA members must be present when counting all money collected at the end of an event, one of which must be a board member. Money collected shall be turned over to the Treasurer and deposited in the bank in a timely manner. G. Any items purchased by the PTA for the school need approval of the principal, and FISD as required. This approval would include the assurance the school will accept the gift and be responsible for installation (when applicable), repair, and maintenance. H. For all items purchased by the PTA for the school, the PTA will fill out and submit an Equipment/Money Donation Form. A Reimbursement Voucher must be completed by the school and accompanied by a purchase order/requisition and a Donation Receipt. I. There shall be a sum of no less than $ left in the budget to start the next year s work. J. Money transactions made to the PTA by a person who has written the PTA an uncollected check (NSF) shall be paid by cash or money order only, under the discretion and majority vote of the officers. 1

2 K. Any budget variance of greater than 10% requires a report to general membership, outlining the reason for the variance and its impact on cash flow, which must then be approved by the general membership. Any overage of 10% or less, on a budgeted line item, can be acted on by the Treasurer without new action by the general membership, but must be approved by the board. III. IV. Bonding and Insurance A. The following insurance shall be purchased annually by this PTA: 1. General liability insurance 2. Fidelity bond insurance for all persons on signature card at bank 3. Property insurance (if applicable) 4. Officer s liability insurance Expenditures A. The local unit shall, in accordance with the other Frisco PTAs, allocate seed money to assist with the establishment of new PTAs within the district. B. The PTA shall pay the expenses of members to the Texas PTA State Convention and Summer Leadership Seminar in the following order, as funds allow and with board approval: 1. President 2. Treasurer 3. 2 nd Vice President (Programs) 4. 1 st Vice President (Ways & Means) 5. 3 rd Vice President (Membership) 6. Any other board member C. Allowable expenses for the Texas PTA State Convention and/or the Summer Leadership Seminar are limited to the following: 1. Registration fee 2. Housing fee as follows: 100% for joint occupancy, 50% for private occupancy 3. Meals while serving in an official capacity not to exceed $50/day and not to include alcohol 4. Mileage reimbursement for no more than 2 drivers (vehicles) at the current government business mileage tax rate + applicable parking D. PTA will pay for the expenses for board members to attend the Texas PTA Foundations Leadership Orientation (FLO). E. At any time when PTA is paying for registration and/or expenses pertaining to seminars or workshops, it is expected that the workshops be attended for their duration and a report be given at the following board meeting, at the discretion of the board. 2

3 F. The PTA shall pay for the following expenses related to Texas Lifetime Membership: 1. The honoree(s) and a guest to attend the Frisco Council of PTA s Lifetime Membership Banquet 2. Two members of the PTA Board and the school principal or his/her designee to attend the Frisco Council of PTA s Lifetime Membership Banquet. 3. Purchase of award certificate and pin to be awarded to the honoree(s). G. The PTA will not assess local dues to Ashley staff, or to Lifetime members. V. Miscellaneous A. The board shall work as a team and present a positive image, remembering to respect its members and Ashley teachers and staff. B. Board members shall not expect privileges or rights that are not due any other PTA member. C. Board members will not speak to the media as representing the local PTA unit unless authorized to do so by the executive board or the general membership. D. In the event that an individual cannot attend a seminar or workshop, that person shall reimburse the PTA for any non-refundable funds that have been spent on the event, but only after sufficient efforts to find a replacement have been made. E. All soliciting by charitable organizations, businesses, or fundraising companies will be at the discretion of the PTA President or the 1 st VP (Ways and Means). F. All raffle/auction prizes need to be approved by the President, Treasurer and one officer before being raffled/auctioned. Prizes should be received no later than 5 days prior to event to ensure approval. VI. Officers and Chairpersons A. The Elected Officers and Standing Committee Chairpersons shall: 1. Sign off on all reimbursement requests for those within their sphere of duty before the request is submitted to the Treasurer. 2. See that all PTA information going home with students is approved by both the PTA President and the school principal. B. The President shall: 1. Perform all duties as listed in the by-laws. 2. Oversee all functions and programs of the Ashley PTA. 3. Assign to PTA members any duties necessary to run the Ashley PTA. 4. Communicate with the Principal before proceeding with any activity or project. 5. Be available to all members of the PTA ( , phone, etc.) 6. Attend leadership conferences and workshops as applicable. C. The 1 st Vice President of Ways and Means (Aide to the President) shall: 1. Oversee all fundraising efforts. 2. Work with standing committees responsible for fundraising: Book Fair, Spirit Store and Community Partners. Also work closely with programs that are fundraising related which may include EPI school supply kits, Holiday Store, etc. 3

4 3. Attend leadership conferences and workshops as applicable. 4. Perform all functions as assigned by the President. 5. Be prepared to assume the position of interim President should the elected President be unable to serve the completion of his/her term in office until an election can be held. D. The 2 nd Vice President of Programs shall: 1. Be responsible for the planning and executing of all PTA programs for the year. Review planned programs with teachers and staff to coordinate with curriculum. Work closely with the principal on all programs. 2. Work closely with standing committees that are program related: Watch Dogs, Healthy Lifestyles and SAGE. Work closely with Special Committees: Arts in Education, Environmental, Concessions, Multicultural Night, Reading Under the Stars, Rough Riders game, Reading Carnival, etc. 3. Attend leadership conferences and workshops as applicable. 4. Perform all functions as assigned by the President. E. The 3 rd Vice President of Membership shall: 1. Coordinate all aspects of the annual PTA membership drive and continue yearround efforts to involve and recruit new members, including all citizens of the community. 2. Provide the president, treasurer, and secretary with an updated list of members. 3. With the treasurer, submit member list and dues to the Texas PTA by the October 15 deadline and meet other deadlines as necessary. 4. Be responsible for applying for membership awards from Texas PTA. 5. Work closely with the following Standing & Special Committees - Directory, Teacher Appreciation, Bag Tags, Popsicles in the Park, the Volunteer Coordinator and the Hospitality Chair. 6. Perform all functions as assigned by the President. F. The Secretary shall: 1. Be responsible for passing attendance sheet at board meetings. 2. Record, duplicate, and distribute minutes to the board members at/before the next meeting. 3. Present the minutes from all general PTA meetings at the next board meeting. 4. Report correspondence at board meetings. 5. Notify board members of meetings. 6. Work closely with the Newsletter Chair, Social Media, Bulletin Board and the Thursday Folder volunteer. 7. Perform all functions as assigned by the President. G. The Treasurer shall: 1. Be responsible for depositing money in the bank in a timely manner. 2. Draft a letter to any party with a check return for insufficient funds, in an attempt to recover funds and any bank charges resulting from the check, at the discretion of the board. 4

5 3. Form a Budget Committee prior to setting the budget with the executive board. 4. Maintain a list of PTA assets, updated annually. Provide a list to all PTA Board Members and maintain sign-out/in sheet of the assets available for member use. 5. Perform all functions as assigned by the President. H. The Historian shall: 1. Create a scrapbook that meets regulations as determined by the Council PTA Historian for submission, as appropriate. 2. Maintain a library of past scrapbooks. 3. Provide pictures to Newsletter Chair. I. The Council Delegate shall: 1. Attend all Council meetings or see that a duly elected (or appointed) alternate is able to attend. 2. Represent the local unit as a voting member of the Council body. 3. Report announcements, important actions and the Council business to the local PTA unit and/or its executive board. J. The Room Parent Coordinator shall: 1. Organize and serve as a resource for the Room Parents. 2. Work with the Treasurer to ensure that class party money is collected, deposited, and reimbursed correctly. Sign off on all party reimbursements. 3. Ensure all party plans are approved by Principal and PTA President. K. The Book Fair Chair shall: 1. Plan fall and spring book fairs for students, parents and school faculty. 2. Work with principal and librarian to coordinate planning of fairs. 3. Work with 1 st VP of Ways and Means to coordinate and plan activities. L. The Spirit Store Chair shall: 1. Work to design, procure and sell spirit store items to students, parents and staff of Ashley. 2. Work closely with 1 st VP of Ways and Means in all aspects of duties. M. The Community Partner Chair shall: 1. Work to build relationships with community partners who will aide in the efforts of passive fundraising. Examples include: Box Tops for Education, Labels for Education, Kroger, etc. 2. Work to ensure deadlines and standards are met to benefit the PTA financially. 3. Work to promote passive fundraising efforts in the school through marketing and education. 4. Work closely with the VP of Ways and Means in carrying out duties. N. The Watch D.O.G.S (Dads of Great Students) Chair shall: 1. Organize recruitment events and solicit Dads to help with the Watch Dogs program. 2. Work closely with office staff in coordinating schedule and duties of Dads. 3. Maintain website for sign-ups and information. 4. Work with 2 nd VP of Programs in carrying out duties. 5

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7 O. The Healthy Lifestyles Chair shall: 1. Form a campus PTA Healthy Lifestyles Committee and work to support and promote PTA, District and Campus Health and Wellness Goals. 2. Promote and plan activities that are health and wellness based to emphasize the connection between healthy lifestyles, learning and behavior (could include Fitness Night, Walk-to-School Day, etc.). 3. Work with 2 nd VP of Programs in planning health based activities in ensuring that all PTA activities are promoting health and wellness goals. P. The SAGE Delegate shall: 1. Work to bring awareness and inclusiveness to our campus and PTA by addressing the unique needs of children. 2. Work to communicate with parents of SAGE students about events and activities specific to them. 3. Help create a PTA environment that is inclusive to all children by evaluating activities and advising on ways they can be improved. 4. Work closely with the 2 nd VP of Programs and with FISD Council of PTAs in carrying out duties. Q. The Volunteer Coordinator shall: 1. Coordinate volunteers for PTA functions and assist with activities within the school as needed. 2. Work closely with the Executive Board, volunteers and the school to enrich school programs through volunteering. R. The Hospitality Chair shall: 1. Coordinate all Ashley Staff appreciation events and the Back-to-School event for parents ( Tears and Cheers ). Coordinate efforts with Teacher Appreciation Week committee as needed. 2. Work closely with the Volunteer Coordinator to acquire volunteers as needed. 3. Work with 3 rd VP of Membership in coordinating all activities. S. The Newsletter Chair shall: 1. Compile, edit, and distribute a PTA newsletter a minimum of 4 times per school year. 2. Work with Secretary in carrying out duties. Work with the Board to ensure all dates are correct and that all PTA sponsored-events are covered and promoted. 3. Submit articles about successful local PTA programs and events, as requested, to the Frisco Council of PTAs Newsletter. T. The Social Media Chair shall: 1. Work to promote awareness and direct traffic to our website and social media activity. 2. Be aware of social media policies and practices for PTA and FISD. 3. Provide quick and accurate information to PTA members. 4. Work closely with the Secretary in carrying out duties. 7

8 VII. Special Committees A. Budget and Finance Committee 1. The budget and finance committee shall have at least three (3) people, including the newly elected President, newly elected Treasurer, and one officer from the previous year. They should meet prior to the annual meeting in May. The incoming budget and finance committee shall prepare the interim budget to be presented to the voting body for its adoption at the last general meeting of the school year, to be held in May. B. Nominating Committee 1. All committee members are required to sign a confidentiality agreement. The comments, statements or disagreements made in the committee meeting are confidential and must be based on facts. 2. Suggested nominees for officers along with their qualifications may be submitted to any member of the nominating committee before the committee meets. 3. The chairman of the committee is authorized to contact the nominee for his/her consent. 4. Committee members are not eligible for nomination for any officer positions in the upcoming year. 5. The Committee shall solicit nominee submissions for officer positions by sending an interest form and/or to all Ashley families. 6. The Committee shall also solicit interest in positions for Standing Committee and Special Committee Chairs by sending an interest form and/or to all Ashley families. The Committee will provide a complete list of all submissions for all positions to the President, for review with incoming officers. 7. In the instance when more than one person is interested in the same officer position, those parties will be required to complete an Interest Form to garner level of interest and experience. Completed forms will be provided to the nominating committee and used for the sole purpose of determining committee recommendations for officer positions. 8