Luther and Anna Mae Bolin Elementary School PTA



Standing Rules Approved By Orderof the Texas PTA Board of DirectorsTexas PTA PresidentLuther and Anna Mae Bolin Elementary School PTASTANDING RULESSeptember 17, 2014Budget and FinanceThe president, treasurer and one other executive board member’s signature should be on file with the bank for signatures on checks issued by the Luther and Anna Mae Bolin Elementary School PTA.Two signatures are required on ALL checksNo board member shall approve or sign a check that is being issued to him/herTwo board members that are not check signors and not the treasurer shall review and sign the bank statements on a monthly basis.Any checks made payable to Luther and Anna Mae Bolin Elementary School PTA that is returned as NSF will be re-deposited 1 time. Any charges incurred by the PTA because of insufficient funds shall be charged to the check writer. Luther and Anna Mae Bolin Elementary School PTA reserves the right to refuse subsequent checks from the check writer and may require cash or money orders for payment.Luther and Anna Mae Bolin Elementary School PTA will not take a credit or debit card out in the PTA’s name. Luther and Anna Mae Bolin Elementary School PTA shall obtain at least 3 bids when making any purchase over $500 unless the item is a specialty item and there is only one vendor for the item. The newly elected president and treasurer (if serving first term in each position) will be required to attend leadership training and/or participate in online training. The must also attend Texas PTA summer seminar and/or council president’s/treasurer’s training. The local unit shall pay they summer seminar expenses as follows:Expenses to be paid shall be limited to the following:Registration feeHousing feeGasoline for one vehicle per four members in attendanceMeals – not to exceed $30.00 per person per dayFor all board members expenses for Texas PTA Council leadership training shall be reimbursed. Expenses for State Convention, Fall and Spring District Workshops, and other educational opportunities for the board will be discussed and voted on by the board. The PTA shall pay the expenses of the members attending said events in the following order, as funds allow:TreasurerPresident1st Vice PresidentParliamentarianVP - MembershipVP Ways & MeansVP ProgramsSecretaryHistorianVP VolunteersAny approved committee chairIt is the responsibility of the outgoing board to create a budget that adequately funds the following year’s expenses. This budget is voted on at the May board/general meetings.There will be no reimbursement for funds spent without a receipt. Any sales tax paid will not be reimbursed.Two persons are required to count cash at all fundraising events. Both signatures should appear on the deposit voucher and all funds given to the treasurer immediately following the count. The treasurer is then to perform a count in person as well. In the event the treasurer is not available, a check signor will do the third count in person. At least $2000.00 should be left in the budget to start the next year’s work.Life Membership: budget for up to 4 certificates and pins from State PTA. Banquet: budget to pay for 1 banquet table total (2 Life Memberships recipients and their significant other and principal and their significant other) Donate 2 tickets to Council.The executive Board will work with the school counselor to administer a Student Aid Fund. The items may only be school related (school supplies, field trip expenses, etc.) Funds cannot be allocated for cash donations or medicines. The school counselor will determine allocations for the Student Aid Fund. Each incoming PTA board shall determine the amount of this budget line item, but will not be less than $250.All reimbursements must be submitted within 30 days of expenditure by June 30th.Special CommitteesFinancial Reconciliation CommitteeThe committee is approved by the executive board at the last meeting of the school year.The committee shall consist of three members and one alternate.Current and newly elected treasurer and anyone currently signing checks for the Luther and Anna Mae Bolin Elementary School PTA may not serve on the committee.The financial reconciliation report is to take place within 30 days after the end of the fiscal year.The financial reconciliation report will be presented at the first general meeting of the school year for presentation and mittee members cannot live in the same household. Nominating CommitteeThe committee is elected at the January general meeting.The committee shall consist of 3 members and 2 alternates (president may not serve on this committee).Confidentiality must be maintained by this committee at all times.The slate of candidates must be posted 7 days prior to any election.The election is to take place at the April meeting.Budget CommitteeThis committee shall consist of the President, 1st Vice President, Treasurer, and Ways & Means Chairperson. It may include but not exceed 3 other interested board members. The Treasurer is the chairperson of this committee.All plans of work will be completed by August 1 and turned in to the President, 1st Vice President, Treasurer and Ways & Means. The committee shall meet after the 1st board meeting and use individual budgets (from plans of work) to plan the yearlong budget for the Luther Anna Mae Elementary School PTAThis budget is to be presented to the board in September and general membership at the first meeting of the school year for approval.The Treasurer and/or budget committee shall periodically throughout the year review and amend the budget as necessary. (NOTE: budget, amended budgets and any new allocations of funds must be approved by vote of the general membership). Bolin Scholarship FundGeneralTo be awarded each academic year. Number and dollar amounts for this award will be based upon the current budget state and funds available.Each year, Luther Anna Mae Elementary School PTA will supplement the scholarship fund with a minimum of $500 at Foundation. Eligibility RequirementsApplicant must be a graduating Allen High School senior.Applicant must be a member of the local PTA in good standing.Applicant must have attended the Luther and Anna Mae Bolin Elementary School for 3 years or the 6th grade.Applicant must plan to be enrolled full time in an accredited college or university of technical pleted application and required paperwork must be postmarked by March 1st to be eligible for consideration.Application GuidelinesA one page resume listing school activities, community involvement, special recognitions, and awards received in high school. Also a list of any work experience during their school career.A one page essay describing the candidates goals and how the PTA organization has helped the candidate to achieve these goalsThe application must be signed by the applicant and parent/guardianThe applicant will be asked for basic identification and contact informationAward Timelines (annual)August through September – number and amount of awards will be decided as part of the budget process September – number and amount of the awards will be voted upon at the PTA General Membership each yearOctober – Executive Board will choose Scholarship selection committee to report directly to the PTA mittee must have a minimum of 3 members with 1 member serving on the Executive Board.November through February – selection committee will advertise program at meetings, on PTA website, newsletters, high school career development center and any other means reasonable.March – March 1st submission deadline. Committee selection process to occur during MarchApril – April 1st deadline for selection committee to turn in selection(s) to PTA president. President to announce selection(s) at April Executive Board and General Membership meetings. Award Funding Donations – the PTA will accept tax deductible donations or the sole use and funding of this scholarship award. No tracking or end of year reporting to and for the donor will be provided. It is the responsibility of the donor to properly keep, track and report donations to the IRS for tax purposed. Donations for this award will be held in a separate budget line item, entitled “Scholarship Award Donations” General fund Budget Allocations – the Bolin PTA Executive Board may allocate dollars out of the yearly General Fund budget process for this award in addition to the donations that fund this award.Recipients must submit student account information and the scholarship fund shall be applied directly to the student’s account. Teacher GrantsThe grant committee shall consist of five people including the 1st Vice President who shall serve as chair and four parents (must be a PTA member).As fund permit, a list of grant award recipients will be approved at the Executive Board and General Membership meetings.The last grant should be awarded no later than April 15th to allow time to purchase items before the end of the fiscal year.Items purchased using the teacher grants will become property of the Luther and Anna Mae Bolin Elementary School as a gift from the PTA and items will be labeled as such.If the price of the item to be purchased changes (or shipping is not calculated in the original grant application) after the grant award, no additional funds will be available to cover the increase from the PTA.Sales tax may not be reimbursed.Grants may not be used for continuing education purposes, such as teacher trainings. Teachers applying for grants must be a member of the Luther and Anna Mae Bolin Elementary School PTA.CondolencesCondolences expressed by Luther Anna Mae Elementary School PTA shall be in the form of sympathy cards.Bonding and Insurance The following insurances shall be purchased annually by Luther and Anna Mae Bolin Elementary School PTA:General Liability InsuranceFidelity Bond Insurance (for all persons on signature card at bank)Property Insurance (if applicable)Officers Liability InsurancePTA sponsored activities off campus are not covered by the above insurances – a rider must be obtained for such an event.MiscellaneousExecutive board members shall not expect privileges or rights that are not due any other parent or taxpayer in the school districtLuther and Anna Mae Bolin Elementary School staff members are not eligible to hold Executive board positions. Executive board members will not speak to the media as representing the local PTA unit, unless authorized to do so by the executive board or general membership.During both Executive and General Board Meetings all cell phones should be set to vibrate or silent, so the focus is on business at hand. If there is a matter that needs to be addressed via cell phone during one of these meetings it will take place outside of the room where the meeting is being held.Job DescriptionsAll officers and chairs should keep a procedure book to hand on to the person who succeeds them in their job. They shall hand off their books to their successor within two weeks of the end of the school year.Standing CommitteesEach of these positions included membership on the board Arts in EducationBe responsible for working with the Principal ( the Principal’s delegate) to develop, promote and implement special programs for students related to the cultural artsBe responsible for the publicity and promotion of student participation in the National PTA’s annual reflections ProgramBe responsible for working with the Luther and Anna Mae Bolin Elementary “ Art to Go” school coordinatorReport all ideas to the Programs VPEnvironmental ServicesDevelop programs and projects that will enhance the beauty of the schools and communityEncourage environmental education for students and the general publicDevelop recycling programs or support programs already in place if applicableOrganize local participation in the TX PTA Environmental Awareness ContestReport all ideas to the Programs VPFaculty Representative (s)Serve as a liaison between faculty and the PTA executive boardCommunicate board meeting information to all faculty membersBring information from all departments to board meetingsMay be appointed by the PrincipalVoting member (s)Works directly with the PresidentHospitality/Teacher AppreciationBe responsible for the coordination of all hospitality events and activitiesBe responsible for the welcome/recognition of all new board members and school facultyBe responsible for the coordination of all activities undertaken by the Luther and Anna Mae Bolin Elementary School PTA in appreciation of faculty, administration and support staff. This includes activities in conjunction with the Teacher Appreciation Week Reports all ideas to the 5th VP, Programs Publicity/Website/Social MediaBe responsible for the promotion and publicity of Luther and Anna Mae Bolin Elementary School PTA and student activities and events through the news mediaReports to the PresidentRoom Parent CoordinatorPromote the use of volunteersCoordinates (and is the main source of communication) with the Room Parent TeamsRemind all volunteers have district security clearanceDevelop recycling programs or support programs already in place if applicableOrganize local participation in the TX PTA Environmental Awareness ContestReport all ideas to the Programs VPNewsletterWork closely with the executive board and school administration for the procurement of new and information, articles, and calendars for the development, publication and distribution of the Luther and Anna Mae Bolin Elementary School PTA newsletterObtain newsletter/electronic – newsletter/website content approval from the President and the Principal (or Principal’s delegate) prior to the publication and distributionWatchdogsBox TopsReport all ideas and earnings to Ways and MeansSpirit WearReport all ideas and earnings to Ways and MeansBook FairReport all ideas and earnings to Ways and Means ................
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