2007
New Town Elementary School PTA
Standing Rules
PART I: ADMINISTRATION
Executive Board Duties
1. 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 three consecutive board meetings without being excused is grounds for removal by a
majority vote of the Executive Board. If unable to attend meetings, notify the President, if the
President is not available notify the Vice President and then the Secretary if the Vice President is
not available.
2. Executive Board members, who fail to attend training and/or seminars paid for by the PTA will
be billed for the cost.
3. Any Executive Board member attending workshops, conventions, or conferences funded by the
PTA shall file a written report with the Executive Board within 2 weeks.
4. Executive Board members are expected to help carry out the program at general membership
meetings.
5. Procedure books shall be kept current. 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 incoming President
within 3 weeks from the last day of school.
6. Elections are to be conducted by a Board appointed Nominating Committee.
B. Meetings
1. Regular meetings of the Executive Board shall be held on the 2nd Tuesday of every month unless
otherwise noted in the PTA calendar. Meetings shall begin at 7:00pm and adjourn no later that
8:30pm.
2. General membership meetings shall be held a minimum of two times per school year and shall
begin at 7:00pm and adjourn no later than 8:30pm unless otherwise noted in the PTA calendar.
3. All motions shall be presented in writing and a copy given to the Secretary for permanent
records.
C. Finance
1. When authorized purchases are made for which the PTA is to be billed:
a. A disbursement request form shall be completed, signed, and forwarded to the
treasurer with the bill within 10 days of receipt of the bill.
b. If the purchase was paid by the member, the receipts and disbursement form 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. Approved expenses may be reimbursed
as follows;
a. Travel – $0.44 per mile (or what ever the Government standard is)
b. Meals – Maximum of $35 per day, (Breakfast $9, Lunch $11, Dinner $15). No alcohol
beverages will be reimbursed. Receipts are mandatory and due within 10 days of
returning from the training.
c. Hotel – Rate for one-half of an average double room at the hotel for the PTA function.
Receipts are mandatory and due within 10 days of returning from the training.
d. Parking/Tolls - Paid, receipts are mandatory and due within 10 days from returning
from the training. No Valet parking will be reimbursed.
e. Airfare expenses are subject to approval in advance by the Executive Board when
applicable.
3. When the need arises to amend what is budgeted and approved, excess monies to be spent must be
approved as outlined in the National and State PTA Bylaws.
PART II: STANDING COMMITTEES
The Duties of Each Committee Chair person shall develop a plan of work to present to the executive
board for approval prior to the first General Meeting, provide two articles per school calendar year for the
newsletter related to the committees plans, and maintain a procedure book for the next years' incoming chair.
Plan of Work shall contain the following elements:
1. Committee name
2. Chairpersons name and telephone number
3. Names of committee members and contact information
4. Goals for the year
5. Activities to accomplish goals
6. Anticipated expenses
Standing Committees and Responsibilities
A. Cultural Arts / Reflections
1. Promote the National PTA Reflection program.
2. Plan for student programs throughout the year including the NTES Annual Cultural Arts event.
B. Legislation/NW Advisory Representative
1. Study legislation at the local, state, and national levels that pertain to children and youth and/or
Educational matters.
2. Present the state and national legislative program to the membership.
3. Draft testimony to reflect the position of the PTA.
4. Attend a scheduled NW Advisory Council meeting and report back to the EB on these meetings.
C. Membership
1. Share the membership goals with the school community.
2. Establish dates for main drive and prepare materials for collecting and recording dues, etc.
3. Turn over money collected immediately to the Treasurer, both people count and initial envelopes.
4. Maintain list of names of all members and copy for the Treasurer and President to have as well.
5. Distribute membership cards to all members.
D. Hospitality
1. Arrange for refreshments at all Executive Board and general membership meetings.
2. Arrange a luncheon for teachers during Teacher Appreciation week.
3. Arrange for parent refreshments and volunteers for American Education Week.
E. Family Involvement
1. Plan family involvement events throughout the school year.
2. Contact presenters and send confirmation note.
3. Arrange for Audio-visual equipment, etc., if needed.
4. Send thank you notes.
F. Newsletter/Community Outreach
1. Publish the newsletter at least twice a year.
2. Copy and arrange for distribution to all members.
3. Establish business contacts within the community to support PTA activities i.e., venders.
G. Nominating Committee
1. The Nominating Committee shall be in charge of nominations and conduct an orderly voting process
following Roberts Rules of Order.
a. Candidate must submit an interest and qualifications candidate form to the PTA prior to
elections, explaining interest and prior PTA experience.
b. Candidates nominated for President, shall have at any one time held a NTES Executive Board
position for the period of at least one school year, and must be an active NTES PTA member
for the election year.
H. Fundraising
1. Plan fundraising activities according to the approved budget.
2. Gather at least 6 committee members for organizing, distributing, and dealing with customer
service issues if and when issues arise.
3. Review fundraisers to assure all legal/ethical requirements are met.
4. Count with at least two other volunteers all money, all sign envelopes and immediately turn over
funds to the Treasurer each day.
****No money is to be counted off the school site and no money is to be taken off site except
for the Treasurer who is to go directly to the bank for deposit into the PTA account.