Standing Rules Template for a Local PTA Unit



-647700-657225(Name of PTA/PTSA unit) Standing RulesDate adopted Date amended National PTA ID#: Michigan PTA ID# : Incorporation with State of Michigan:This PTA/PTSA was incorporated as a non-profit, public benefit corporation in the State of Michigan on insert date_____. We shall submit an Annual Audit Report, approved Budget and proof of 990 filing by December 1, to the Michigan PTA in Ann Arbor, MI with copies forwarded to the Livonia PTSA Council.Employer Identification Number: The EIN number for this unit is ____ - _______________. This number shall be used on all financial accounts and tax forms.Tax Exempt Status: This unit is recognized by the IRS as a tax-exempt corporation within the umbrella exemption provided by the Michigan PTA under Section 501(c)(3) of the IRS Code through __ insert date . The Group Exemption Number of all units within the Michigan PTA umbrella is _____________.The treasurer shall be responsible for filing all regulatory forms, especially IRS form 990-N, 990-EZ, or 990 whichever is required by IRS code and any other necessary documents.Membership dues amount: The membership dues for this unit shall be $insert amount. This amount includes $3.75 Michigan PTA dues, $2.25 National PTA dues and $.50 Livonia PTSA Council Dues. Membership Dues must be submitted to the Michigan PTA by the 28th day of the month to the Michigan PTA and the Livonia PTSA Council. Elected officers: The elected officers shall be a president, vice-president(s), secretary(s), and treasurer. The officers of this unit shall be elected at the general membership meeting in the month of insert month, to serve a term of (1 or 2) years. A person shall not be eligible to serve more than 2 consecutive terms in the same office, unless no other candidate has come forth.New officers will take office on insert date.The Corresponding Secretary will submit the Annual Unit Dues Remittance with $25 to the Michigan PTA by June 1. Nominating Committee: Three (3) members will be selected (enter month _______________ based on the requirements in the Bylaws. The nominating committee for this PTA shall be elected by (Membership, Executive Board .The committee shall elect its own chairperson.The president may not serve on this committee.Executive Board: Shall consist of the elected officers and may include appointed standing committee chairs and others. List additional members here: (Note whether or not they all have a vote on the Executive Board)ADMINISTRATIONExecutive Board Duties:Executive Board members are expected to attend all regular and special meetings of the Executive Board, assigned committee meetings and general membership meetings. Failure to attend FORMTEXT insert number consecutive board meetings without being excused is grounds for removal from the board. If unable to attend meetings, notify the FORMTEXT insert officerExecutive board members who fail to attend meetings, for which a financial obligation has been made, without cancelation of reservations, will be billed for the cost.Any executive board member, funded by the PTA, attending workshops, conventions or conferences, shall file a written report with the Executive Board.Executive board members are expected to help carry out the program at general membership meetings.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.Finances:Section 4- FinancialMoney Handling ProceduresAll cash monies received must be remitted to the treasurer within 48 hours of the event. Once received and verified, the treasurer has 48 hours as well to deposit the cash into the bank. Cash heavy events including but not limited to carnival and fun fair will require cash to be deposited in the bank immediately following the event. In all cases, two unrelated people should maintain chain of custody, count the cash and fill out the proper cash receipt (tally) form. Cash receipt forms may be found on the Livonia PTSA Council website under the resources section. The cash shall be turned over to the treasurer who will verify the total in the chairperson’s presence. For safety sake, two people will accompany the money to the bank for late night deposits. If a cash box is needed, please request from the treasurer 5 days before a given event.Use PTA Tax Exempt form for all purchases. Tax will not be reimbursed. To obtain a copy of the tax exempt form, please contact the treasurer directly. This document will not be on the PTA website.Check Payment ProceduresChecks will be paid at PTA meetings and on the 30th of the month. Checks will only be paid otherwise on an emergency basis and will be approved on a case by case basis. Large sum purchases will be reimbursed immediately. Talk to the treasurer ahead of time for these particular instances. Blank Checks will never be issued. All monies will be paid out with a properly filled out Check Request Form. Receipts or vendor invoice must be included. Vouchers may be found on the Livonia PTSA Council website under Resources section. Vouchers require the approval of the standing committee chair before submission to the treasurer and must be submitted for reimbursement within 30 days of the event.Banking ProcedureThe bank chosen to house the PTA account will be selected by the treasurer with approval by the executive committee.There will be a checking account and a savings account. Monies will be deposited in the savings account to accrue interest until needed and will then be transferred to the checking account by the treasurer.There will always be three designated signers on the checking account. These will include the president, the treasurer and the secretary. All checks will require two signatures. The president and the treasurer will be the primary signers. The secretary will only sign checks made out to either the president or the treasurer and in the case of an emergency and inability to reach the president.Electronic banking is not permitted without prior approval of the executive board. Online account review will be utilized and the president and treasurer will have access to this information.Bank statements will be mailed to the school and will be reviewed each month by a member of the executive committee who is not a designated signer on the account, looking for any irregularities or “red flags”. Once review is completed, this person will initial and date the statement and will turn it over to the treasurer for reconciliation. (This is required under the bonding portion of our insurance policy.)Budget ProcedureThe budget committee will consist of the executive committe. Budget Request and Plan of Work forms will be filled out and returned to the treasurer no later than June 15th of the previous fiscal year. The budget committee will meet the third week of July (unless vacations prohibit) to review and finalize a proposed budget. The proposed budget will be presented to the executive board for review at an executive board meeting in August, quorum having been confirmed ahead of time. Once approved by this body, the budget will be made available to membership for review during a 30 day review period. The budget will never be posted publicly but will be accessible by contacting the treasurer. The treasurer will verify the request is coming from a member and will respond accordingly.The budget will be presented for approval at the first general membership meeting of the year, prior notification having been given. The budget will always be approved following approval of the audit report. Amendments to the budget will be made if needed upon approval of the executive board and presentation to the general membership, prior notice having been given.Audit ProcedureThe audit committee will be elected following procedures set forth in the bylaws. The Audit Committee should make every effort to attend the Annual Livonia PTSA Council Audit Party, held on the third Wednesday of July, at the Board of Education Offices. If the Audit Committee cannot attend, the audit will be scheduled for early July, just following receipt of the June bank statement. To be considered a correct audit, the audit must balance to the penny. Any concerns about incorrect audits will be shared with the executive committee and a decision will be made between both groups as to next best steps. The correct audit report will be presented for approval at the first general membership meeting of the year, prior to the presentation of the budget.Teacher Start Up fundsTeachers will be allotted $50 at the beginning of the year to help furnish their classroom with necessary supplies. The treasurer will handle notifying the teachers of this at the Welcome Back Luncheon. Each teacher will be given an envelope with a welcome note, a blank voucher and a membership form. Reimbursement procedure will be explained in the welcome letter as well. Teachers must be members of the PTA in order to receive start up funds.When authorized purchases are made for which the PTA is to be billed:A Reimbursement request form shall be completed, signed and forwarded to the treasurer with the bill within 10 days of the receipt of the bill.If the purchase was paid by the member, the receipts and disbursement for shall be sent to the treasurer within 30 days.The Committee Chair shall sign off on all reimbursements before the Treasurer issues a check. When monies are available, the executive board shall determine the method of selection of attendees to workshops, conferences and conventions. Expenses may be reimbursed as follows:Travel - FORMTEXT insert dollar amountMeals – Maximum of ($30 per day, breakfast $6., Lunch $9.. Dinner $15.)Hotel – Rate for one-half of a double room at the hotel for a PTA function.Parking/tolls – Paid receipts required.Plan of work should contain the following elements:Committee nameChairman’s name and telephone numberNames of the committee membersGoals for the yearActivities to accomplish goalsAnticipated expensesStanding Committees and Responsibilities:Here list the duties and responsibilities of each standing committee in your unit:Communication-All communications will include the official PTA logo.All email blasts, flyers and any other communications to the ABC PTA community will be reviewed and approved by (in order) The Standing Committee Chair The PTA President The School PrincipalThe various electronic forms of PTA communication including but not limited to the website and Facebook page, will be reviewed and updated regularly by the PTA Communications Chair with oversight from the LMC Director. Adding of additional social media sites must be approved by the executive committee.All communication will be sent electronically unless otherwise requested. All families by request, may receive a hard copy. School office will let PTA know which families need to receive a hard copy. Any hard copy communications will be sent using the “Youngest & Only” list. This list will be kept in the PTA mailbox under “Youngest & Only munication within the executive board will occur primarily via email. Contact may also be made via the PTA mailboxes, located in the school copy room. All Executive Board Members will have their own files within the mailbox. When an issue arises which may potentially cause disagreement or conflict, please pick up the phone. Tone cannot be inferred through email and may be misconstrued. Respect your fellow board members family time and please try to conduct all PTA communications Monday through Friday.CalendarThe PTA calendar will be set in May for the following school year. Event dates need to be submitted to the President who will work with the school secretary to finalize the calendar. The calendar will be reviewed again in August and September and periodically as needed.MEETINGSExecutive Board meetings: Shall be held (i.e.: 2nd Tuesday, 7:00 p.m.)**At all meetings of the board, a majority of the board members shall constitute a quorum for the transaction of business.Special meetings of the board may be called by the president or at the request of a majority of the board with days notice.Standing Committees: The standing committees of this PTA are: (list committees).General Membership Meetings: A minimum of meetings shall be held each year. The months and date will be (i.e.: 3rd Tuesday, 7:00 p.m.) A quorum at General Membership Meetings shall be a minimum of _________members.The annual meeting shall be held in insert month. (It shall be for the purpose of electing officers, conducting any other business like approving the budget).Special meetings of the general membership may be called by the president, or at the request of a majority of the board of directors, or a majority of the membership. At least seven (7) days notice shall be given.Awards: (OPTIONAL SECTION)This PTA will nominate one Outstanding Educator and/or one Outstanding Volunteer and submit those applications to the Michigan PTA prior to the application deadline established by the Michigan PTA. This PTA unit will apply for any Michigan PTA Awards that are applicable and in which this PTA has met the requirements of the awards outline on the Michigan PTA website.This PTA unit will award a Michigan PTA Honorary Life Membership to a member of this PTA(specify if this will be annual or regular award – for example, it will be awarded to a President on completion of their term.Voting delegates to PTA Council, and MT PTA Convention (as outlined by each) shall be chosen in the following manner: Livonia PTSA Council: voting delegates/members will be according to the membership guidelines as established in the PTA Council Standing Rules. Voting Delegates at the Annual Michigan PTA Convention: this PTA shall have one voting delegate for the President or their designee and an additional voting delegate for every twenty-five (25) members. Voting delegates for the Michigan PTA Convention shall be determined by the Executive Board of this PTA unit. (How and month)This PTA should budget funds for approved members to attend the MT PTA Convention and/or the National PTA Convention. Fiscal year will be (this must match the date on record with the Internal Revenue Service).Two signatures are required on all checks.An annual financial review of this PTA’s financial records is required. Designate when the financial review will be completed after your fiscal year ends.Designate when budget is proposed and approved.Legal documents: Include National PTA Bylaws, Michigan PTA Bylaws, Local Unit Bylaws, and Standing Rules.Record retention: (See National PTA’s Money Matters Quick Reference Guide).Amendments: These standing rules may be amended at any time by a majority of the executive board members present if a quorum has been established and prior notice to amend was given. If no notice to amend was given, and a quorum is established, a 2/3-majority vote of the members present is needed.These standing rules shall be read and approved at the first Executive Board meeting of each membership year and may be read by request at any meeting or shall be available for reading. Date of last review: insert dateA copy of these standing rules shall be given to all members of the Executive Board.One (1) copy shall be mailed to the Livonia PTSA Council annually. If amended, a copy of the new document must be forwarded to the Livonia PTSA Council. ................
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