SSE PTA Standing Rules / Bylaws -- posting for approval

STANDING RULES OF THE

Snow Springs Elementary PTA

2014-2015

National PTA ID #

Council: Lehi // Region: #9

Unit ID # 

Mission:

The Snow Springs Elementary Parent - Teacher Association (SSE PTA) is a volunteer organization of teachers, administrators, and parents working together to promote the education and well-being of all children at home, in school, and in the community. Together we are working to make our school great.

Administration:

A.      Executive Board Duties:

1.      Executive Board members include the President, President Elect, Secretary, and Treasurer.

2.      Executive Board members are expected to attend all regular and special meetings of the Executive Board, assigned committee meetings and general membership meetings.  If unable to attend meetings, notify the Secretary.

3.      Executive board members are expected to help carry out the program at general membership meetings.

4.      Procedure books shall be kept current and at the end of the term of office each officer shall turn over books to incoming officers and chairmen shall turn over books to the president.

B.      Board of Directors

1.      The Board of Directors (“Board”) shall consist of elected officers, the Principal, teacher representative(s), Legislative VP, Membership VP, Leadership VP, Fundraising VP, and up to three additional committee chairs.

C.      Meetings:

1.      A minimum of three (3) general membership meetings shall be held each school year.

2.      All minutes must be sent to the president within 5 days after the meeting.

D.     Finances:

1.      When authorized purchases are made for which the PTA is to be billed:

a.      A Check request form shall be completed, signed and forwarded to the treasurer with the bill within 2 days of the receipt of the bill.

b.      If the purchase was paid by the member, the receipts and disbursement for shall be sent to the treasurer within 10 days.

2.      When monies are available, the executive board shall determine the method of selection of attendees to workshops, conferences and conventions.

Duties of Officers:

                The President shall:

·         Preside at all meetings of the SSE PTA;

·         Serve as an ex-officio member of all committees except the nominating committee;

·         Coordinate the work of the officers and committees of the SSE PTA in order that its objectives may be promoted;

·         Perform such other duties as may be provided for in the bylaws and standing rules, prescribed by the parliamentary authority, or directed by the Board or Executive Committee;

·         Appoint or be the official representative of the local unit at council/district meetings.

The President-Elect shall:

·         Act as aide to the President;

·         Perform the duties of the President in the President’s absence or inability to serve;

·         Perform such other duties as may be provided for by the bylaws and standing rules, prescribed by the parliamentary authority, or directed by the President, the Board, or Executive Committee.

The Secretary shall:

·         Record the minutes of all meetings of the SSE PTA, the Board, and the Executive Committee;

·         Be prepared to read the records of any previous meetings;

·         File and maintain all the records of the SSE PTA, except financial records;

·         Be prepared to read the current by-laws and standing rules of the SSE PTA, as updated and amended by the SSE PTA, the Utah PTA, or the National PTA;

·         Maintain a list of the members of the SSE PTA obtained from the Membership VP

·         Perform such other duties as may be provided for in the bylaws and standing rules, prescribed by parliamentary authority, or directed by the President, the Board, or Executive Committee.

The Treasurer shall:

·         Have custody of the funds of the SSE PTA;

·         Maintain full account of the funds of the SSE PTA as required by the records retention policy;

·         Assure that proper controls exist and are carried out for the funds of the SSE PTA, including but not limited to requiring two people to count and secure PTA money collected at PTA-sponsored events, and avoid keeping PTA cash funds anywhere other than at the school or in transit to the bank;

·         Assist in the development of the SSE PTA budget for presentation members at the SSE PTA’s designated meeting;

·         Make disbursements as authorized by the President, Executive Board, the Board, or the general membership;

·         Secure two signatures on all SSE PTA checks;

·         Cause to be kept a full and accurate account of the receipts and disbursements in the books belonging to the SSE PTA (ledger);

·         Provide a financial statement to the Board at each Board meeting;

·         Remit on a timely basis any and all required dues and fees, including but not limited to the annual insurance premium, to the Utah PTA;

·         Present an annual report of the financial condition of the organization, which includes gross receipts and disbursements for the year, at the last general membership meeting of the year;

·         Submit the books of the SSE PTA for an audit by an auditor or auditing committee selected by the Board before the meeting at which new officers assume duties;

·         Report findings of the annual audit to the Board;

·         Perform such other duties as may be provided for in the bylaws and standing rules, prescribed by the parliamentary authority, or directed by the President, the Board, or Executive Committee.

PTA Funds:

·         Any profits realized from the SSE PTA fundraising efforts shall be funds of the SSE PTA and not Snow Springs Elementary School.

·         The budget for the expenditure of PTA funds shall be approved at the first meeting of the school year for the general membership. If an individual expense arises that is not contained in the approved budget, the expense must be approved by the Board.

·         Approval of the Board must be received prior to an expense being incurred in order for an expense to be reimbursed by the SS PTA if the expense exceeds the amount outlined in the budget for a given event or program.

PTA Sponsored Events:

·         Fall Carnival

·         Mother / Son Game Night

·         Reflections (unless no committee chair)

·         Father / Daughter Dance

·         Walk-a-thon (fundraiser)

·         Spring Carnival

·         6^th Grade / Graduation Dance (Party)

Parent Volunteers/ Committee members:

                Parent volunteers shall coordinate/ serve in the following: Book Fair Volunteers; Box Tops; Fall Carnival; Field Day; Battle of the Books practice and events; Reflections; Room Mothers; Red Ribbon Week; Take Home Reading; Teacher Appreciation;.

Adopted at date of meeting  meeting of the name of the unit.



Here are our Bylaws to be amended: (changes are on 3rd and 4th page) # of years in an executive board members term, and how many VPs required - we changed to minimum.