Standing Rules Proposed Changes

Transcription

1 Standing Rules Proposed Changes Summary: Remove requirement that electronic vote be unanimous Remove carryover funds requirement Remove Watch Dogs as a PTA club Add One World One Night as an event Remove Chess Club as a PTA club Add Spelling and Geography Bees Clarify Budget & Finance Committee

2 SPICEWOOD ELEMENTARY PARENT TEACHER ASSOCIATION STANDING RULES I. Meetings A. Following the conclusion of each executive board meeting a three-member panel of executive board members who attended the meeting shall approve the minutes of the board meeting. The minutes shall be presented to the board at the following meeting. B. At each regular meeting the membership shall approve the minutes of the last regular meeting. C. All meetings (executive and general membership) shall follow Robert s Rules of Order. The Parliamentarian shall answer any questions relating to the Rules. D. The executive board may take action by unanimous majority written consent, in lieu of a vote at an executive board meeting. Executive board members may register written consent via . E. The executive board may waive the 3-day notice requirement for action requiring a vote by the executive board by unanimous majority vote at a meeting, unanimous majority written consent, or a combination of unanimous vote and written consent. II. Training Expenses A. This Local PTA shall pay the expenses of the newly-elected officers and committee chairmen to attend the Council and Area PTA training, if applicable. As the approved budget allows, this Local PTA shall pay the expenses of any other PTA member to attend. B. This Local PTA shall pay the expenses of members to the Texas PTA Annual Convention and Summer Leadership Seminar in the following order, as funds allow: 1. President 2. First Vice President 3. Second Vice President 4. Third Vice President 5. Secretary 6. Treasurer 7. Parliamentarian 8. Standing Committee Chairmen 9. Other Board Positions C. This Local PTA shall pay the expenses for officers to attend the Texas PTA Leader Orientation. Additional board members may attend as the approved budget allows III. Financial A. The president, treasurer and vice presidents are permitted signers on the bank account. The president shall appoint additional signer(s) for the PTA accounts with executive board approval. B. The secretary shall not be appointed as a check signer on the PTA account(s). C. The secretary shall not be appointed to review the monthly bank statements.

3 D. All money shall be counted by at least two (2) persons at the same time, and all counters shall sign a completed Itemized Receipt Form. The money shall then be given to the treasurer, who shall also count and sign the Itemized Receipt Form. A copy of this form shall be retained by all signers of the form. Any funds received by this Local PTA must be submitted to the treasurer within one week, unless the treasurer approves other arrangements. E. Any check made payable to this Local PTA that is returned as NSF will be re-deposited at the discretion of the treasurer. Any charges incurred by the PTA because of insufficient funds shall be charged to the check writer. This Local PTA reserves the right to refuse subsequent checks from the check writer and require either cash or money orders for payment. F. This Local PTA accepts voluntary donations to support this Local PTA s programs, special events and projects, but does not accept donations on behalf of any specific program, special event, project, club or individual grade to be held solely for the benefit of that specific program, special event, project, club or individual grade. G. This Local PTA shall not use credit or debit cards. H. This Local PTA shall accept electronic payments from its members through its website, Greater Giving, Square or any other secure electronic payment method. I. This Local PTA shall reimburse allowable, budgeted expenses to members who submit receipts with proper documentation to the treasurer within ten (10) days after the end of the school year. J. This Local PTA shall not reimburse sales tax unless the executive board gives prior approval to the exception. Any member making purchases on behalf of or for this Local PTA shall utilize the tax exempt form. K. This Local PTA shall obtain at least three (3) bids when making any large purchase unless the item is a specialty item and there is but one vendor or two vendors for the item. L. This Local PTA shall require a written contract with any business/vendor when making significant expenditures for service. M. The executive board shall submit a budget for the next fiscal year at the annual meeting for approval by the membership. N. This Local PTA shall have a carryover in the checking account of not less than $10, at the end of the fiscal year. N. This Local PTA shall not hold funds on behalf of any Spicewood Elementary club or individual grade and shall not create separate accounts or sub-accounts for any club or individual grade. IV. Bonding and Insurance A. The following insurance shall be purchased annually by this Local PTA: 1. General liability insurance 2. Blanket bond insurance / commercial crime 3. Nonprofit professional liability insurance / officers liability insurance 4. Any other insurance required by the Texas PTA

4 V. Outreach A. Condolences expressed by this Local PTA shall be in the form of sympathy cards. At the discretion of the executive board, the Local PTA may also make contributions not to exceed $50.00 per disbursement to memorials and such other amount as the executive board deems appropriate for other community outreach efforts. VI. Standing Committees A. The Communications Committee shall report to the VP Communication and shall consist of the following members: 1. Legislative Representative: The Legislative Representative will report to the Committee any relevant legislative action taking place and recommend what should be shared with the executive board and or the membership. 2. Marquee: Publicize important dates and information on the school s marquee sign. 3. PYP/Site Base Advisory Committee Representative(s): Attend PYP/Site Based Advisory Committee meetings and report announcements and important actions to the executive board; assess educational outcomes, goals and strategies. 4. Social Media Communication: Maintains all social media sites such as Facebook and Twitter. The executive board shall make the final determination as to which social media platforms are utilized. 5. Spicewood Electronic Communication: Promote this Local PTA s activities to the community; solicits information from other committee chairmen for newsletter; designs, edits and electronically distributes news per schedule designated by the principal or the executive board. 6. Website Administration: Maintains the website for this Local PTA and posts news and information relevant to membership. B. The Fundraising Committee shall report to the VP Fundraising and shall consist of the following members: 1. Annual Giving Fund: Coordinate the Annual Giving Fund drive, solicit donations, advertise the drive, coordinate volunteer etc. 2. Carnival: Coordinate this event and serve on one or more subcommittees that coordinate food, prizes, games, entertainment or other activities. 3. Corporate Sponsorships: Solicit donations from local businesses and corporate sponsors. 4. Merchant Rebates: Collect and count labels; coordinate collection efforts with parents in each class. 5. Silent Auction: Coordinate activities and food for Silent Auction event; solicit and organize donations.

5 6. Spirit Nights: Help to organize and staff volunteers for school spirit fundraising events at Spicewood, local restaurants and other local businesses and establishments. Help to advertise and provide information to parents on school spirit fundraising events. 7. T-Shirt Sales/Distribution: Organizes pre-orders and distribution of school t-shirts. C. The Programs Committee shall report to the VP Programs and shall consist of the following members: 1. Art in the Classroom: Help coordinate volunteers and prepare lessons for volunteers to teach children about artists selected. 2. Beautification: Help maintain plants, trees and flowerbeds in front of the school and help keep the grounds clean and maintained. 3. Clothes Closet Representative: Coordinates collection of Clothes Closet donations on campus and schedules volunteers from Spicewood Elementary to volunteer in the RRISD Clothes Closet periodically. 4. Enrichment Assemblies: Coordinates Enrichments Assemblies for the student body 3 6 times a year. 5. Environmental Awareness: Coordinate school wide recycling events and plan and coordinate earth day activities. 6. KISS Cookout Chair Coordinate the KISS Cookout with the WatchDOGS and advertise the event. 7. Teacher/Staff Appreciation: Help to set up, decorate and coordinate food for the monthly Teacher Appreciation Luncheons sponsored by the applicable grade level. Coordinate teacher birthdays recognition, early release snacks, teacher retirements etc. 8. STEAM Day Chair - Help to coordinate activities for themed event between the students, teachers and outside speakers incorporating Science, Technology, Engineering, Art and Math into the program. 9. School Supply Sale - Organizes pre-orders and distribution of school supplies. 10. WATCH D.O.G.S. Dads of Great Students: Dads, grandfathers, uncles, etc. to help teachers and staff monitor lunch room activities, organize recess games and activities, help with loading and unloading of the school buses and assist teachers with Science Lab or Computer Lab during their assigned class times. 10. Wellness and Healthy Lifestyles Chair: Coordinate school-wide promotion of healthy habits through publicity, activities and/or events. Coordinates the annual Fun Run. 11. One World One Night Chair: Coordinate activities for annual multicultural celebration. D. The Membership Enrichment Committee shall report to the VP - Membership and shall consist of the following members:

6 1. Directory: Produce a director of student, staff and Local PTA board member information; coordinate advertising and publication with the VP - Fundraising. 2. Kindergarten Roundup Work with the Spicewood Staff to coordinate events and volunteers to help with Kindergarten Roundup events and activities. 3. Partners in Education (PIE): Develops relationships with businesses and individuals who contribute time and/or funding to Spicewood Elementary School; works closely with administration to recognize these contributors. 4 Volunteer Coordinator: Receive and process volunteer sign ups to create a database of volunteers for each school event. Help coordinate between the teachers, staff and homeroom parents throughout the year to provide volunteer support for special event. Lead the volunteer training and homeroom parent training class. 5. Welcome to Spicewood: Organize and plan events to welcome Kindergarten families and new students to the school. Organize Spicewood Orientation and events for new families to Spicewood. 6. Yearbook: Take pictures of students and school planned events throughout the year. Coordinate with the printing company to print and distribute order forms. E. The Educational Comp/Club Committee shall report to the VP - Educational Competition & Clubs Chair and shall consist of the following members: 1. Chess Club: Coordinate chess club activities, meetings and tournaments. 1. Destination Imagination: Coordinate Destination Imagination information meeting and be the first point of contact for the DI Coaches. 2. Junior Achievement: Recruit volunteers to present the JA curriculum in the classroom, coordinate JA materials and ensure that the program is carried out in all grades. 3. Math Pentathlon: Coordinate the Math Pentathlon information meeting and be the first point of contact for the MP Coaches. 4. Math Superstars: Coordinate the Math Superstars information meeting and be the first point of contact for the MS graders. 5. Reflections: National PTA sponsored fine arts competition; coordinate this competition, including initial judging, delivery of work to panel of judges, preparing displays, publicity and awards assembly. 6. Robotics: Coordinate Robotics Club meetings, activities and competitions. 7. Science Fair: Coordinate, provide assistance, help organize, set up and clean up Science Fair. Help order science boards and help to coordinate the judging. F. The Budget & Finance Committee shall be led by the Treasurer. It shall be made up of the Treasurer, the VP Budget Oversight, the President and up to two other members that are appointed by the Treasurer and approved by the Executive Board.

7 VII. Other Board Positions A. RRISD Council PTA delegates shall: 1. Be a member of the Executive Board; 2. Attend RRISD Council PTA regular meetings; 3. Report announcements, important actions and the Council PTA program to this Local PTA membership and executive board; 4. Seek information or approval from the membership on matters referred to this Local PTA for such approval or information; and 5. Report and/or vote as directed of the membership at the Council PTA meeting. B. Teacher liaison shall: 1. Be appointed by the principal; 2. Be responsible for attending executive board and regular meetings; 3. Serve as a communication link between faculty, staff and PTA; and 4. Solicit staff input when requested. VIII. Special Committees This Local PTA shall make special committees as needed. Such special committees will be dissolved upon completion of their assigned duties. IX. Scholarships Each year, this Local PTA will award two scholarships in the amount of $ each to a former Spicewood Elementary School student who is a graduating Westwood High School senior. The executive board will select a recipient recommended by a committee no less than two members of the board. Selections will be based upon the criteria established by the committee. XI. Clubs and Educational Competitions A. At least one parent of each child enrolled in any Club or Educational Competition must be a member of the Spicewood PTA. B. Each Club or Educational Competition shall have a Chairperson that is appointed by the Executive Committee. C. Each Club or Educational Competition may have an advisory board that is appointed by the Chairperson. D. The Chairperson will have the following duties: 1. Reporting updates and requests to the Education Competition & Clubs Chair;

8 2. Appointing Advisory Board members; 3. Making supply upgrade and other funding requests to the Executive Committee; 4. Making facility requests for meetings and events; and 5. Storing and maintaining supplies (if on-site storage space is needed, contact Education Competition & Clubs Chair). E. If the Chairperson elects to have an Advisory Board, the Advisory Board shall consist of at least three members, one of which shall be the Chairperson. F. Each Club or Educational Competition shall receive PTA funding, if available. All funding will be made through the PTA reimbursement process upon presentation of a completed reimbursement form with accompanying receipt. G. PTA funding may only be applied toward the following items: 1. Initial supplies for new Clubs or Educational Competitions; 2. Group registration fees for District-sponsored events; and 3. Annual supply replenishment and upgrades. H. Initial funding and funding for supply upgrades must be preapproved during the budget process in the year prior to the use of the funds. I. PTA funding may not be used for food or drinks, or for individual registration fees. J. No Club or Educational Competition may: 1. Maintain a bank account in the name of the Club or in the name of the Spicewood Elementary PTA; or 2. Collect mandatory dues for participation in the Club or Education Competition. XI. Miscellaneous A. This Local PTA s mailing address shall be Olson Drive, Austin, Texas B. Members shall obtain authorization from the membership before representing this Local PTA when communicating to school district personnel or the media. C. Executive board members shall not be entitled to privileges that are not due to any other school district tax payer because of their position in the PTA. D. Prior to dissemination, all communications concerning this Local PTA for school distribution shall be approved by one or more of the following: the president, the executive board or the standing committee chairman overseeing the subcommittee requesting the communication.