Glade Elementary PTA, Inc. Standing Rules

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1 Glade Elementary PTA, Inc. Standing Rules Standing Rules relate to the details of administration of the PTA, rather than to parliamentary procedure (bylaws). Standing Rules can be considered the PTA s procedures. They are usually adopted as a need for them arises. Adoption requires a simple majority vote without previous notice having been given. The Articles listed below in this document refer to the same articles in the bylaws. PRESIDENT Per ARTICLE VII Duties of Officer, Section 1 - The President shall: Preside at all meetings of this local PTA/PTSA, the board of directors, and the executive committee; Coordinate the work of the officers and committees of this local PTA/PTSA in order that the purposes may be promoted Be a member ex officio of all committees except the nominating committee board of directors; Review bank statements monthly and initial; and Represent this PTA/PTSA at all council meetings or send an alternate. In addition to the duties outlined in the Bylaws, the President is responsible for: Sign all legal documents, including contracts. Appoint members to special committees Delegate the work of the organization to other officers or chairmen as may be appropriate Signing the organization s checks in conjunction with the Treasurer Responsible for approval of all organization communications including: monthly newsletter, Thursday folder flyers, communication, Facebook, and web-site Create organization s yearly calendar and obtain approval on all PTA events. Ensure all annual PTA bills are paid on-time (insurance, IRS, membership dues). Oversee the following committees: Membership, Volunteer Coordinator, Fundraising, Communications, and School Support. Responsible for fulfilling the standing committee chairs for committees this position oversees if not filled by the general membership Responsible for gathering national PTA news and disseminating to organization Pursue grant opportunities for the organization Ensure that PTA Council of Frederick County has the correct Glade PTA contacts. 1

2 1ST VICE PRESIDENT, ACADEMIC AND SCHOOL PROGRAMS Per ARTICLE VII Duties of Officer, Section 2 Act as an aide to the President Perform in their designated order the duties of the president in the absence or inability of that officer to serve board of directors In addition to the duties outlined in the Bylaws, the Vice President, Academic & School Programs, is responsible for: Attend all General Membership, Board of Directors, and Executive Committee Meetings Preside over PTA Board and General Membership meetings in the absence of the President. Attend PTA Council meetings if President is unable Oversee the ACADEMIC ENRICHMENT/SCHOOL PROGRAMS, which include Art Club, Challenge 24, History Bee, Cultural Arts, STEM/Garden Club, Hospitality, Math Night, Reading Night, Reflections Art Fair, Science Fair, Social Studies Fair, and Young Yoga. *Any new school events/clubs will be placed under this VP. Collect all Plans of Work and End of Year Reports pertaining to each event and compile for PTA files. Prepare budget recommendations for the committees this position oversees. Approve reimbursement requests for the committees this position oversees. Recruit chairpersons for all PTA committees they re responsible for. Acts as Committee Chair for those positions without a designated Chair. Monitor the progress of each committee and provide consultation regarding Board policies and procedures. Ensure familiarity with all accounting and reimbursement procedures. the committee chairs monthly to make sure they know of upcoming deadlines for PTA meeting agendas, newsletters, etc. Confirm all building use paperwork is completed prior to each event. Ensure Food Permits are obtained for any event where food will be served. Review Committee Chair list each year and make changes as needed. 2

3 2 ND VICE PRESIDENT, COMMUNITY AND SOCIAL PROGRAMS - Per ARTICLE VII Duties of Officer, Section 2 Act as an aide to the President Perform in their designated order the duties of the president in the absence or inability of that officer to serve board of directors In addition to the duties outlined in the Bylaws, the Vice President, Community & Social Programs, is responsible for: Attend all General Membership, Board of Directors, and Executive Committee Meetings Preside over PTA Board and General Membership meetings in the absence of the President. Attend PTA Council meetings if President is unable Oversee the COMMUNITY AND SOCIAL PROGRAMS, which include Back to School Night Open House, Dads & Donuts, Moms & Muffins, Community Outreach (Coat Drive, etc), Mayfair, Staff Appreciation, Family Involvement/Restaurant Nights, Ice Cream Social, Trunk or Treat, and School Beautification. Collect all Plans of Work and End of Year Reports pertaining to each event and compile for PTA files. Prepare budget recommendations for the committees this position oversees. Approve reimbursement requests for the committees this position oversees. Recruit chairpersons for all PTA committees they re responsible for. Acts as Committee Chair for those positions without a designated Chair. Monitor the progress of each committee and provide consultation regarding Board policies and procedures. Ensure familiarity with all accounting and reimbursement procedures. the committee chairs monthly to make sure they know of upcoming deadlines for PTA meeting agendas, newsletters, etc. Confirm all building use paperwork is completed prior to each event. Ensure Food Permits are obtained for any event where food will be served. Review Committee Chair list each year and make changes as needed. 3

4 SECRETARY - Per ARTICLE VII Duties of Officer, Section 3 Record the minutes of all meetings of this local PTA/PTSA, the board of directors, and executive committee Be prepared to read the minutes of the previous meeting File all records Have a current copy of the bylaws Maintain a current membership list board of directors. In addition to the duties outlined in the Bylaws, the Secretary is responsible for: Have a current copy of the standing rules Create and produce PTA Monthly Newsletter. Conduct correspondence of the organization as directed Attend all General Membership, Board of Directors, and Executive Committee Meetings 4

5 TREASURER Per ARTICLE VII Duties of Officer, Section 4 Have custody of all funds of this local PTA/PTSA Keep a full and accurate account of receipts and expenditures including reconciliation of the bank statement each month Make disbursements as authorized by the president or board of directors of this local PTA/PTSA in accordance with the budget adopted by this local PTA/PTSA Present a written financial statement at every meeting of the executive committee, the board of directors, the general membership and at other times when requested by the board of directors Make a full report before the newly elected officers officially assume their duties Be responsible for the maintenance of such books of account and records as to conform to the requirements of Article IV, Section 13 of these bylaws Be responsible for preparing and filing all necessary tax forms and submitting a copy to the Maryland PTA office within thirty (30) days of filing Have the accounts examined at the close of the fiscal year and upon change of treasurer by an auditor or an auditing committee of not less than three (3) persons who, satisfied that the treasurer s annual report is correct, shall sign a statement of that fact at the end of the report. An auditor or an auditing committee shall be selected by the board of directors at least thirty (30) days before the new officers assume their duties board of directors. In addition to the duties outlined in the Bylaws, the Treasurer is responsible for: Prepare organization s annual budget with Executive Committee by July. Have a completed budget for General membership vote in September. Attend all General Membership, Board of Directors, and Executive Committee Meetings 5

6 MEMBERSHIP CHAIR Membership is the heart of PTA. Along with the entire board, the president and the membership chairman are partners in guiding and directing the membership committee in a successful membership campaign. Each member of the membership committee has a vital role to play in the ongoing membership promotion and must always be included and involved in all aspects of the committee s goals, duties and responsibilities. The membership committee should meet before the beginning of the school year to establish the membership goals, design the membership and outreach promotion, and plan yearlong duties and activities. The membership plan must be approved by the executive board. The membership chairperson is expected to attend the monthly board meeting. Develop a plan of work to include: o Membership goal o Theme for your membership o Procedures for collecting, counting and depositing membership dues daily o Membership campaign Attend scheduled meetings and provide an accurate report of membership Distribute membership cards (weekly) Maintain accurate membership records and have a list available at every meeting (monthly) Work with the Treasurer to ensure the dues collected are reported and paid to Maryland PTA & PTA Council each month Provide information to members on the benefits of joining PTA. VOLUNTEER COORDINATOR The PTA Volunteer Coordinator oversees the activities of the school volunteers and represents them on the PTA executive board. Reviews program procedures and meets with the principal/assistant principal to review school and school district policies and procedures regarding volunteers on campus. Assess, Recruit and Prepare Assess the need for volunteers at the school. Recruit from all segments of the community. Train the volunteer to ensure that school district requirements are met (health standards, liability, etc.). Provide opportunities for orientation and training. Furnish a handbook or instruction/information sheet. Provide volunteers identification badges. Schedule Maintain a center for volunteer sign-in and recording of hours served. Keep an up-to-date listing of active and substitute volunteers. Additional Activities Account for all volunteer hours, and prepare all reports required Publicize volunteer opportunities. Promote the value of the school volunteer program with the community. 6

7 COMMITTEE CHAIRPERSON/PTA LIAISON INSTRUCTIONS Must be a PTA member to be a chairperson/liaison. Procedure Books: All committees are required to keep detailed procedure books to help future committee chairs understand what to do. Plan of Work: A Plan of Work should be submitted by August 1st to your designated Vice President, with a copy to the President, that includes your date of events, budgetary needs, and volunteers needed and what jobs. No funds can be released or reimbursed for any PTA committee until the Plan of Work is approved by the Executive Committee. Contracts: All PTA contracts must be approved and signed by the President. Executive Committee Representative: According to the Glade PTA Bylaws, your President is an ex-officio member of your committee (which means he/she may show up at meetings, offers ideas and suggestions, but doesn t do any substantial work.) Please make a point of keeping the President in the loop by inviting him/her to meetings and copying him/her on important correspondence. For day-to-day assistance, please contact your designated Vice President. Letters of solicitation: Solicitation letters must be approved by the PTA Executive Committee before they can be distributed to parents, community members and others. Please request your letter from the Executive Committee and allow 1 week for the letter to be completed and returned to you. Include any pertinent information in your request. Flyers for Thursday Folders: proposed flyers to your designated Vice President and President. President will coordinate approval with the Principal. Please make arrangements to copy flyers, and please write YO in upper right hand corner for school-wide distribution. PTA meetings: Committee chairs are expected to attend all general PTA meetings. It is especially essential when your committee is active, both before and after an event. This is an important way to share information and get questions answered, as well as to recruit help. If you cannot attend a meeting, please inform your Vice President as soon as you are aware that you will not attend, and to provide a committee report to be shared on your behalf. School Property Use: If your committee will be using any of the facilities at Glade Elementary School, the PTA must obtain approval and file a Use of Facilities form for each event. Please contact your Vice President on this procedure, as they will complete the necessary forms. Check Requests: Submit requests to your designated Vice President for approval all requests for reimbursements must have the receipts attached. Please specify if a check is required in a certain time frame. Year End Reports: These are due by the last day of school to your assigned Vice President, with copy to President. *As a general rule of thumb, a PTA member should not hold more than 2 Committee positions unless the Executive Committee has approved otherwise. We love our volunteers and don t want any 1 member overtaxed. 7

8 PTA FINANCES Event Budget Guidelines All volunteers must work within the specified budget set by the Board for each event or initiative when managing funds. Any funds over the allocated budget amount must be brought to the Board before the monies are spent, to determine whether to adjust the budget to approve or deny the overage. Expenses in excess of the budgeted amount may not qualify for reimbursement if not pre-approved by the Board. Event Reimbursements All volunteers must work with the Board to manage costs and financial projections. Receipts for events should be submitted for reimbursement no later than 30 days from the date of the event, unless pre-approved by the Board. For May and June events projected costs should be submitted as far in advance of the event as possible, and receipts must be submitted as soon after the event as possible. In order to effectively manage the annual auditing process, all receipts must be submitted by the last day of school. APPROVAL Glade Elementary PTA, Inc. Standing Rules - Voted on and approved at the General Membership meeting. Adopted on. Glade PTA Secretary Definitions: Executive Committee The elected officers shall be members of the Executive Committee (President, 1 st VP, 2 nd VP, Secretary and Treasurer). Board of Directors The board of directors shall consist of the officers of this local PTA, the chairs of standing committees, the delegates to the PTA council, and the principal of the school or a representative appointed by him/her. PTA Committee Chair a PTA member that leads a group of volunteers to accomplish tasks and lead events the PTA sponsors. PTA Committee Chairpersons are members of the Board of Directors for the PTA. PTA Liaison a PTA member that serves as a link between the PTA, teachers and/or other parents. They handle a PTA responsibility without the need for additional volunteers. (ex. Challenge 24, History Bee, Art Club, Market Day, Young Yoga, etc) 8

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