ADMINISTRATION Current Lee Burneson Middle School principal. The principal (or staff designee - a PTA member) shall attend the general PTA meetings. ADVOCACY/PARLIAMENTARIAN Keep PTA apprised of current legislative news from Ohio and National PTA. Responsible for maintaining current copies of the Standing Rules and Bylaws of this PTA. Assist with the yearly review of the Bylaws and Standing Rules. AUDIT/FINANCIAL REVIEW Committee will have three (3) members: one (1) chair and two (2) members, all of whom will not have check signing privileges. The chair shall be responsible for the periodic review of the financial records of the PTA. The chair will coordinate the PTA annual audit/financial review, to be completed by August 1. B.O.E. REPRESENTATIVE Attend Westlake Board of Education meetings and report their activities at LBMS general PTA meetings. BURNESON BLAST EDITOR Gather information for and send weekly eblast. 8 th GRADE CANDY SALE Coordinate ordering and distribution of candy to assist students with field trips Coordinate collection of money (note: this is not a PTA fundraiser) BLUE & GRAY COTILLION (FKA CIVIL WAR BALL) Coordinate the following activities with staff, parents of both grades, and students: student participation contract programs volunteer information for dinner and cotillion building reservation costume information decorations musicians selection of hostesses and escorts drill team participants and training plays and dances set up and clean up distribution of tickets for cotillion Page 1
FOUNDER S DAY Westlake Council of PTAs event held in February, which honors a member of the LBMS community for outstanding service to children. Solicit nominations from unit s membership/staff for nominations for the unit s Ohio PTA Achievement Award nominees via meetings and e-blasts. Promote nominations on PTA Council level for District Educator and Helping Hands nominees. Inform membership and staff of details of event through eblasts and emails. Distribute nominations to the Executive Committee and Founders Day Chairperson(s) for voting on the Ohio PTA Achievement Award recipient. Voting will be done via written and/or electronic ballot by the date prescribed by the PTA Council Chairs. The Founders Day Chairperson(s) will secure all votes and communicate result to PTA Council Founders Day Chairs. In the event of a tie, the President will shall vote to break the tie. Submit the name and fee for the recipient to the PTA Council Chair(s). Fee should be requested of LBMS treasurer in early January. Ensure that family/friends of the recipient are notified of the event time/place and assist in securing their presence for the presentation of the award. Serve as hostess at the Founder s Day pressentation. The PTA President, Principal, Assistant Principal, Founder s Day Chair(s) and recipient shall have their dinners paid for by the LBMS PTA. Proposed amendments to this standing rule must be reviewed by the Westlake Council of PTAs Parliamentarian prior to voting. HEALTH & SAFETY Provide health related materials/programs for students, parents and staff. Coordinate Health & Safety initiatives at LBMS and assist Westlake Council of PTAs initiatives. Meet with principal to discuss possible Health & Safety initiatives for the school year. HOSPITALITY/STAFF APPRECIATION Plan and serve meals/refreshments at various functions throughout the school year, which generally include welcome back lunch, fall parent/teacher evening conferences, holiday breakfast/lunch before winter break, and Staff Appreciation week (generally in May). LIBRARY COFFEEHOUSE FUNDRAISER Collaborate with principal the day/time (generally held before winter break) and set-up of Coffeehouse. Schedule volunteer help and assist with collection of raffle items and games or other entertainment. Solicit snacks and other foods to be offered and sold. Page 2
MEMBERSHIP/DIRECT DONATIONS Create and maintain online sign-up link. Design and distribute membership flyers, which include direct donation request, if requested. Collect membership forms, dues, and distribute membership cards (if requested) Designate monies received as membership or direct donation and submit report to treasurer. Complete and submit state membership information and dues to the Ohio PTA as required. Provide updated membership list to recording secretary. MUSIC BOOSTERS Attend monthly Music Booster meetings and report their activities at the monthly PTA meetings. Must be a current Music Boosters member. REFLECTIONS Provide students with information regarding Reflections theme, requirements and due dates for entries (from Westlake Council of PTAs Reflections chairperson). Collect entries and deliver to Council chairperson. Assist PTA Council Reflections Chairperson with judging day and participant reception. REWARDS / REBATES Manage the LBMS PTA Box Tops for Education, Giant Eagle Apples for the Students, Heinens and other similar fundraising efforts. SCHOLARSHIP Responsible for securing 2-3 readers to review scholarship applications from current WHS seniors. All readers will review all applications submitted to Council. Council is responsible for communicating winner s name to LBMS PTA Scholarship Chair. Prepare congratulation letter from unit for recipient and ask that the check be cashed by June 30. SCHOOL SUPPORT Serve as a liaison between the Citizens for Westlake Schools and other school-related levy campaigns and the LBMS PTA. Responsibilities may include managing volunteers during a levy cycle, attending campaign meetings, reporting to the PTA, and actively communicating with parents about school and community issues. STAFF GRANTS PTA Committee shall consist of chair and at least 2 members. Principal is an advisory member. Distribute grant applications to staff at the beginning of the school year. Decide on due dates and disbursement schedule for the year. Page 3
Outline expectations for use of funds to staff. Review applications and decide on grant disbursement. Coordinate disbursement with staff grant recipients. Recipients must provide documentation for all funds to be disbursed (receipts, invoices, purchase orders, etc.) Sales tax cannot be paid. Report to general PTA meeting the grants distributed. STAFF REPRESENTATIVE(S) Current staff member of LBMS who is a PTA member and who is not the principal or assistant principal, to attend PTA meetings and act as a liaison between staff and PTA members. VOLUNTEER COORDINATOR Compiles a list of volunteers for student and PTA activities Update list of activities which require volunteers Send list of volunteer activities home with each student at the beginning of the year Provide list of volunteers for each standing committee WEBSITE COORDINATOR Posts and maintains current PTA related materials on the LBMS PTA website as appropriate. Material posted on the website will be reviewed by the PTA President prior to posting. WESTLAKE ATHLETIC BOOSTER CLUB REPRESENTATIVE Attend Booster meetings and report their activities at the LBMS PTA monthly meetings. Must be a current Westlake Athletic Booster Club member. Page 4
ALL OFFICERS & CHAIRPERSONS OF STANDING COMMITTEES SHALL: Make an effort to attend workshops available for PTA members District Conference, Leadership Conference, Ohio PTA Convention and the National PTA Convention. Submit a year-end report to the President by the May Installation. If an officer or a chairperson cannot attend a meeting, he/she shall notify the President and provide a report. Maintain a current and organized procedure notebook for your successor. Include log of volunteer hours, budget, expenditures, supply inventory and annual committee summary. All documents/fliers to be distributed in more than one school within the school district shall be submitted for approval by the Superintendent s Office at the Board of Education. All documents/fliers to be distributed within an individual school shall be submitted for approval by the school s Principal. The required approval shall be obtained prior to any duplication and distribution at any school. Keep expenses within officer/committee budget amount. If additional funds are needed, the chairperson/officer must notify the president in writing the amount and reason for the request prior to the next General meeting. Requests for additional funds must be approved at a General meeting prior to the associated expenses being made. If an electronic vote is used, and the majority has voted by the deadline, no further votes shall be accepted. If the majority has not voted, members will be contacted via email or telephone for their vote. GENERAL MEMBERSHIP A minimum of $1,000.00 operating money shall be carried over. Expenses incurred between July 1 and the approval of the budget at the first general meeting shall be approved by the majority vote of the Executive Committee. Approval may be executed via telephone or electronic mail. The maximum amount of disbursed funds shall be $500.00. Request of additional funds (above $500) shall be approved by a majority vote at a meeting of the Executive Committee. Any charge related to returned checks for insufficient funds will be the responsibility of the payer. This includes charges related to subsequent checks that are cleared. For reimbursement of funds, complete the reimbursement form with receipts attached and forwarded to Treasurer. All receipts should be turned in as soon as possible after the event,. Final receipt turn in date shall be June 15. Only current PTA members shall have privileges to process financial transactions of this PTA. The bylaws and standing rules shall be reviewed annually (See Bylaws Article VIII, Section 1.,i.). Copies of the bylaws and standing rules shall be available at all meetings. Any duplication or other use of the PTSA membership roster and the LBMS Directory is strictly prohibited. Board and General meeting minutes will be electronically sent to all Board members for review. Corrections will be forwarded to the Recording Secretary. The minutes of the Page 5
Board or General meetings shall be read by at least three members who attended the previous meeting. The minutes will then be approved during the order of business. These standing rules may be amended by a majority vote, of those in attendance in good standing, at any general meeting of this unit. The president, treasurer, out-going president and appointed PTA members will form the budget committee. The annual budget shall be approved at the first general meeting. Committees and Procedures: Executive Committee President 1 st VP 2 nd VP: Fundraising (Coffeehouse) 3 rd VP: Fundraising (Coffeehouse) 4 th VP: Membership/Direct Donations 5 th VP: Membership/Direct Donations Recording Secretary Corresponding Secretary Treasurer Council Delegates Board Executive Committee Chairperson(s) of Standing Committees Order of Business Call to Order Pledge of Allegiance Officers Reports Committee Reports New Business Unfinished Business Adjourn Announcements Page 6