Mary Moore Elementary PTA Standing Rules

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1 Mary Moore Elementary PTA Standing Rules Revised April 01 I. MEETINGS: A. Regular meetings of this Association shall be in the months of September, November, January, and April. B. The president shall appoint a committee of three () members at the last executive board meeting to approve the minutes of the last board meeting before the end of the fiscal year. C. The president shall appoint a committee of three () members at the last association meeting to approve the minutes of the last association meeting before the end of the fiscal year. II. TRAINING EXPENSES A. This Local PTA shall pay the expenses for members of the executive board to complete the Texas PTA Foundation Part 1: Leader Orientation B. This Local PTA shall pay the expenses of the newly-elected officers and committee chairs to attend the Council training, if applicable. As the approved budget allows, this Local PTA shall pay the expenses of any other PTA members to attend. C. This Local PTA shall pay the Registration Fee expense of the following executive board member to the Texas PTA Summer Leadership Seminar and Annual Meeting: i. President ii. Treasurer III. FINANCIAL A. The th Vice President of Budget and Finance, along with the President and Treasurer, shall serve as signers on the bank account(s) B. The Budget committee, with the Treasurer as chairman, and with the aid of the President, Budget and Finance Vice President, and its assignees, shall prepare a yearly budget to be approved by the Executive Board. Upon such approval, the budget shall be presented to the Association for its adoption. C. The Disbursement Committee, with the Budget and Finance Vice President as chairman, shall include the President, Treasurer, two () Executive Board Members, and at least two () Non Board Members. D. All money shall be counted by at least two () persons, and all counters shall sign a completed Deposit 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 the Treasurer. E. This Local PTA shall require two () signatures on all checks. F. Any check made payable to this Local PTA that is returned as NSF because of insufficient funds will be charged, to the check writer, twenty dollars ($0) to cover the bank fees incurred. This Local PTA reserves the right to refuse subsequent checks from the check writer and require cash or money orders for payment. G. This Local PTA shall reimburse allowable, budgeted expenses to members who submit receipts with proper documentation to the treasurer within thirty (0) days of the event or within three () days of the end of the school year, whichever comes first. H. This Local PTA shall not reimburse sales tax unless the President gives prior approval for the exception. Any member making purchases on behalf of or for this Local PTA shall use the tax-exempt form. I. This Local PTA shall obtain at least three () bids when making any large purchases unless the item is a specialty item and there is but one vendor for the item. J. This Local PTA shall require a written contract, to be signed by the President, with any business/vendor when purchasing non-refundable merchandise or when making significant expenditures for service. 1

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 K. This Local PTA shall have a carryover in the checking account of not less than five thousand dollars ($,000) at the end of the fiscal year. IV. ELECTRONIC BANKING and DEBIT CARD A. The debit card shall be in the name of the Local PTA. B. Signers on the debit card: i. Card is issued to authorized signers, including name of the PTA, and should be the same signers as on the bank account. C. In the event that a debit card is lost or stolen, the treasurer shall immediately report this to the financial institution and initiate the discontinuance of the card. D. A financial reconciliation shall be conducted if a signer on the bank account changes or a card is reported lost or stolen. E. In the event of a change in officers, the signature card and authorization for debit cards shall be updated. F. Automated Teller Machine (ATM) usage, cash back, or cash advances shall be prohibited. G. A disbursement form shall be completed prior to purchase and provided to the treasurer. A receipt shall be given to the treasurer after the purchase, within ten () days. H. Procedures shall be established and approved by the association that designate authorized signers, usage, distribution, name changes, credit limit monitoring, and monitoring of budgeted funds. V. BONDING and INSURANCE A. The following insurance shall be purchased annually by this Local PTA: 1. General liability insurance. Accident medical. Blanket bond insurance {commercial crime}. Property insurance {if applicable}. Social Media liability insurance. Nonprofit professional liability insurance VI. DUTIES OF ELECTED OFFICERS AND THEIR STANDING COMMITTEES: A. Each Executive Board Member shall meet the eligibility requirements as outlined in the Bylaws Article IX, Section B. Responsibility: Standing Committee Chairpersons shall be directly responsible to an elected officer of the association as follows: 1. President a. Parliamentarian b. AISD Delegate c. Council PTA Delegates (). First Vice President Aide to President a. Awards b. Citizenship and Legislation. Second Vice President Membership a. Membership Event Coordinator b. Membership Event Assistant c. Hospitality d. Pre-Kindergarten/Kindergarten Round-up Coordinator e. Pre-Kindergarten/Kindergarten Round-up Assistant f. Newcomers

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1. Third Vice President Programs a. Arts in Education b. Sunshine/Devotion c. Watch D.O.G.S. (Dad s Club). Fourth Vice President Budget and Finance a. Field Day Event Coordinator b. Field Day Event Assistant (Concessions) c. Fundraiser d. Fundraiser Assistant e. School Supplies f. Spirit Sales. Fifth Vice President Volunteer Coordinator a. Grade Level Representative b. Grade Level Representative Assistant c. Special Events Coordinator d. Special Events Assistant e. Workroom Coordinator. Sixth Vice President Staff Support a. Staff Appreciation (). Seventh Vice President Public Relations a. Directory b. Directory Assistant c. Newsletter d. Website e. Yearbook Chairman f. Yearbook Assistant. Secretary. Treasurer. Staff Liaison 1. Principal 1. Assistant Principal C. The Duties of each Executive Board Member includes but is not limited to the following: 1. President - See Article VI Section.A.of Bylaws a. Parliamentarian - See Article VI Section.L.of Bylaws b. AISD Council PTA Delegate This Executive Board Member shall attend all meetings of the AISD Council PTA and shall report to the Executive Board at the next regular meeting. c. AISD Delegate This Executive Board Member shall attend, or watch online, the AISD School Board Meetings, and shall report back to the Executive Board at the next regular meeting.. Aide to the President - This Vice President shall assist the President in carrying out her duties, preside over Executive Board Meetings in the absence of the President, fill in as needed for the President, and help with any projects that may not have a chairman. Learn the duties of the President with the option of stepping into the President position when it becomes available. a. Awards This chairman and committee of - members of the Association shall be responsible for selecting the recipient(s) of the Life Membership Award. The maximum number of life membership awards to be granted shall be determined by a vote of the committee at a fall meeting. The committee shall prepare an awards presentation ceremony to honor life membership

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1 recipients no later than the February regular meeting of the Association. Responsible for updating the plaques (President & Life Members) with appropriate engravings. Shall follow all provisions of Article VII, Section B of these Standing Rules. b. Citizenship and Legislation This chairman shall call attention to patriotic observances and customs. They shall report to the Association any need for assistance to promote passage of legislation deemed in the interest of the Purposes of PTA and shall encourage all Members to vote in all elections.. Membership This Second Vice President and committee shall follow Bylaws, Article V concerning Membership and Dues and have the responsibility of the annual membership enrollment, including reaching or surpassing the previous year s enrollment and including community members, as well as provide facilities for enrolling new members at regular meetings or at such other times as occasions demand. a. Membership Event Coordinator This chairman shall be responsible for coordinating the membership event with committee chairpersons who participate in the event. This includes organizing volunteers, contacting clubs/organizations for sign-up tables, organizing food to be served, decorations and clean-up of the event. b. Membership Event Assistant - This assistant shall aid the Membership Event Coordinator in their responsibilities. c. Hospitality This chairman shall be responsible for refreshments as necessary for meetings. They shall also be responsible for organizing the food to be served at the BooHoo/Yahoo Breakfast on the first day of school, the Life Membership Event and any other special events as needed. d. Pre-Kindergarten/Kindergarten Round-up Coordinator This chairman shall be responsible for the Pre- Kindergarten/Kindergarten Round-up held on the evenings designated by the District each spring, working in association with the school Principal, office staff, and the Pre-K and Kindergarten lead teachers to coordinate a successful Round-up Registration. e. Pre-Kindergarten/Kindergarten Round-up Assistant This assistant shall aid the Pre-Kindergarten/Kindergarten Coordinator in their responsibilities. f. Newcomers This chairman shall work with the office staff in obtaining new student names during the beginning weeks of the school year. They shall coordinate the date and time for a new family social and a new student social with the Principal and PTA President. They shall distribute an invitation to parents to the social for new Mary Moore families. Notify teachers explaining the date and time for the new student social. Arrange for pictures of new family social and new student social to be taken for the yearbook.. Programs This Third Vice President shall have the general responsibility of program planning for each association meeting as well as arranging for pictures to be taken for the yearbook at each event. An appropriate study for the type of programs desired and needed by the association and the school shall be done with the input of the Principal, School Counselor, and PTA President and used in selecting programs. Shall be responsible for organizing volunteers, advertising of program, set-up and clean-up of

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1 the event. Shall also be responsible for planning and presenting any study course requested by the local unit and/or the Council to the Executive Board as well as handling records and reports pertaining thereto. a. Arts in Education This chairman shall be responsible for creating an interest in the Arts through the Reflections program. They shall plan, organize, display information and posters, or other means that will focus public attention on the Reflection s Contest. This chairperson will distribute the timelines and rules for the contest and provide judges for the contest and submit selected entries to the next level of contest. b. Sunshine and Devotion This chairman shall, in the event of birth of a new child to a facility or staff member or death/serious illness of a student, faculty or staff member, or immediate member of their family, send a card, plant, arrange for meals, or make a response as indicated by the Executive Board. This chairperson shall arrange for a short devotion or inspirational message at each meeting. c. Watch D.O.G.S. (Dad s Club) This chairman shall be responsible for encouraging a positive male role model presence on campus as well as providing extra sets of eyes and ears to enhance school security and reduce bullying. They shall organize and promote the Dads and Kids Pizza Night. They shall follow the steps to maintaining the Watch D.O.G.S. schedule and encouraging and promoting involvement in the program.. Budget and Finance This Fourth Vice President and committee shall devise and execute, with the approval of the Executive Board, plans to raise necessary funds to carry on the work of the Association. They shall oversee the implementation of the approved budget. They shall work with the President and Treasurer to prepare the annual budget for approval by the Association in April. They shall propose budget amendments as needed during the year. They shall serve as the chairman of the Disbursement Committee, if one is required, for disbursements of surplus Association funds. This person shall be available to cosign all association checks with the President and Treasurer. a. Field Day Event Coordinator This chairman shall work directly with the P.E. teacher, President, and the Budget and Finance Vice President to coordinate on field volunteers, reimbursement forms for Field Day Substitutes, and student ribbons for the annual Field Day events. b. Field Day Event Assistant (Concessions) This assistant shall work with the Field Day Event Coordinator and the P.E. teacher, President and the Budget and Finance Vice President to coordinate concession supplies. They shall abide by federal nutritional guidelines and AISD contracts with vendors for beverages. c. Fundraising This chairman shall work directly with the President, Budget and Finance Vice President, and school Principal to implement plans to raise necessary funds to carry on the normal operation of the Association or other special needs which should arise and have been approved by the Executive Committee and General Association Members. They shall promote passive fundraising opportunities including but not limited to Amazon Smile, Kroger Community Rewards, and Box Tops for Education.

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1 d. Fundraising Assistant This assistant shall aid the Fundraising Chairperson in their responsibilities. e. School Supplies This chairman shall work directly with the President, Budget and Finance Vice President, school Principal, and grade level Team Leaders to determine the necessary school supplies needed by each grade level. This chairperson shall secure a company to handle school supply orders, and organize the ordering and delivery process. f. Spirit Sales This chairman shall work directly with the President, Budget and Finance Vice President, and school Principal to plan and implement a sale of school spirit items for the purpose of encouraging school spirit and raising funds to assist in carrying on the work of the Association. They shall search out a vendor to supply spirit items to be sold, coordinate volunteers to sell spirit items during specified selling times, and distribute items sold.. Volunteer Coordinator This Fifth Vice President shall encourage and organize parent volunteers to provide services for which the principal and faculty have expressed a need, in accordance with the policy guidelines of the District. They shall assist office staff in preparation for the opening of school and organize, promote, and lead Volunteer Orientation. They shall work with faculty and staff to coordinate volunteers that are needed throughout the year. a. Grade Level Representatives Coordinator This chairman shall assist the faculty in selecting grade representatives in each grade level whose function is to provide planning and organizational assistance for school parties and activities. They shall send forms to parents for volunteers, compile responses, coordinate with Lead Teacher in each grade to report selections, and lead Grade Level Representative/Room Parent Orientation. They shall work with the office staff and the Volunteer Coordinator to insure that all parents selected to serve as grade representatives are district approved volunteers. They shall fill vacancies or openings as the need arises. This chairman will be in charge of maintenance of the sno-cone and popcorn machines, and maintaining the supplies for these two machines. b. Grade Level Representatives Assistant This assistant shall aid the Grade Level Representatives Coordinator in their responsibilities. c. Special Events Coordinator This chairman shall assist P.E. teacher with the annual Variety Show. This person will oversee the decorations, secure judges for the Variety Show try-outs, and organize the necessary volunteers for this event. They shall assist the School Counselor in promoting Red Ribbon week. This person will also oversee any other special events PTA chooses to do, with approval of the Executive Board and General Association Members. d. Special Events Assistant This assistant shall aid the Special Events Coordinator in their responsibilities. e. Workroom Coordinator This chairman shall assist in finding volunteers for the workroom, keep the workroom organized, keep copy projects as up-to-date as possible, and assist the Volunteer Coordinator in accomplishing the tasks of that office. This person shall also work with the Principal s Secretary in

1 1 1 1 1 1 1 1 0 1 0 1 0 1 0 1 reporting supply needs for the Workroom and restocking those supplies when they arrive.. Staff Support This Sixth Vice President shall be responsible for providing refreshments and support to our faculty and staff one or more times each grading period. This person shall coordinate with the President and the Spirit Sales chairman to provide new faculty and staff with a welcome gift to include a t-shirt and spirit items. They shall keep up to date the Mary Moore Staff Information binder with new and current staff/teacher Information/Favorites Sheets. They shall work with the Staff Appreciation representatives to provide for an individual birthday gift for each staff or faculty member. A projected budget for all Staff Appreciation events shall be given to the Treasurer by this Vice President during the beginning weeks of the school year. a. Staff Appreciation These representatives (one for each grading period) shall coordinate PTA activities related to the appreciation of the faculty and staff with the Staff Support Sixth Vice President. These activities may include, but are not limited to, a Teacher Appreciation Day or Week, faculty and staff meals, and faculty and staff birthday gifts.. Public Relations This Seventh Vice President shall be responsible for the contact between the PTA organization, parents, administrators, and the community. This person shall work with the local media, the District, and Council to provide coverage on social media and other publication, of PTA events and special projects, in compliance with the AISD and school guidelines. a. Directory Coordinator This chairman shall compile a student directory in compliance with the policies set forth by the District. This person shall be responsible for contacting local businesses to sell advertisements and raising funds to cover printing costs as well as to assist in carrying on the work of the Association., distribute permission form for each student s parents to sign, layout the directory, arrange for printing and distribution of the directory. b. Directory Assistant This assistant shall aid the Directory Coordinator in their responsibilities. c. Newsletter This chairman shall compile information and news and notes beneficial to parents and students into a regularly distributed newsletter. The Executive Board will determine schedule changes of the distribution dates if deemed necessary. d. Website- This chairman shall compile information beneficial to parents and students and publish it on the PTA website. They shall work with the Budget and Finance Vice President to keep current on hosting and domain fees. e. Yearbook Coordinator This chairman shall compile a student yearbook of all of the activities and projects that occur during the school year in compliance with the policies set forth by the District. This person shall arrange for parent approval for student photos to be included, the layout and design, the printing, the sale of books, Sixth grade ads, and distribution of the yearbook. f. Yearbook Assistant This assistant shall aid the Yearbook Coordinator in their responsibilities.. Secretary - See Article VI Section.J.of Bylaws. Treasurer - See Article VI Section.K.of Bylaws

1 1 1 1 1 1 1 1 0 1 0 1 0 1. Staff Liaison This person shall serve as a communication link between faculty, staff, and PTA as well as solicit staff input to PTA events. 1. Principal This person will be a staff representative on the Executive Board. 1. Assistant Principal This person will be a staff representative on the Executive Board. VII. SPECIAL COMMITTEES A. Budget and Finance Amendments 1. This committee shall be composed of a chair (treasurer) and th Vice President of Budget and Finance, and President.. The committee shall recommend amendments to the budget based on Plans of Work, and submit these amendments to the executive board.. The treasurer shall present the budget amendments to the membership for approval at the next regular Association meeting of the year. B. Life Membership 1. This committee shall be composed of the Awards chair and at least two () additional members of the Local PTA appointed by the president. When possible, one (1) member of the committee shall hold a Texas PTA Honorary Life Membership.. This committee shall select individuals for recognition by awarding the Texas PTA Honorary Life Memberships and Texas PTA Extended Service Award, as the budget allows. VIII. AWARDS A. Awards in the form of recognition pins (membership, etc.) shall be retained by the recipient. B. Awards in the form of certificates, plaques, etc. shall be the property of this Local PTA and not individuals. IX. MISCELLANEOUS A. This Local PTA s mailing address shall be 00 Park Springs Blvd. Arlington, TX 01. 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. All communications concerning this Local PTA for school distribution shall be approved by the President and the Principal prior to dissemination. E. This Local PTA shall purchase tickets for the Council PTA Founder s Day function for the following persons: 1. President. Current year s life membership recipients and one guest. School principal. School Namesake