Hillside
PTA Standing Rules 2005-2006
I.
Strengthen
relationship the home and school, so that parents and teachers may cooperate
intelligently in the education of children and youth.
II.
Work
toward the theme of “Hillside Kids Have H.E.A.R.T.”
III.
Work
toward servicing the Hillside community while also maintaining an appropriate
ratio of fundraising versus non-fundraising programs.
RULE II
• OFFICERS
Co-Presidents
The
co-presidents shall:
1.
Preside
at all meetings.
2.
Call
meetings to order on time and proceed with the business.
3.
Preserve
order throughout the meeting and establish a climate in which members feel
comfortable in participating.
4.
Limit
discussion at meetings to 15 minutes per topic, allowing each member to speak
for two minutes at a time. Allow a
member to speak a second time only after all other members have had a chance to
speak.
5.
Maintain
a fair and impartial position at all times.
6.
Prepare
an agenda for all meetings (Executive Board, Executive Committee and
Membership).
7.
Have
a copy of the current NJPTA approved bylaws with him/her at every meeting.
8.
Vote
when voting is by ballot; in other cases may vote to create or break a
tie. Do not reflect or show your vote
if by voice or by hand, just include your vote in count.
9.
File
his/her signature at the bank at which the funds are deposited.
10.
Represent
the PTA at all district or state functions when invited or assign an alternate.
11.
Attend
all PT Council, Administrative Council, Elementary Presidents, and Budget Task
Force meetings. Report all pertinent
information to membership.
12.
Recruit
chairmen of Standing Committees through the Committee Interest sheets.
13.
Coordinate
the work of officers and committees so the goals of the PTA are realized.
14.
Prepare
the calendar for the year with the Executive Committee, to be approved by the
principal.
15.
Call
Executive Committee and Executive Board meetings as necessary.
16.
Share
all National PTA, NJPTA, and County PTA mailings, and other information with
all unit members, especially your chairmen.
17.
Notify
County PTA and NJPTA of change of address.
18.
Complete
the report forms from NJPTA or County PTA in a timely fashion. Return the NJPTA form for change of officers
immediately following elections.
19.
Be
ex-officio member of all committees except the nomination and auditing
committees.
20.
Sign
all contracts for the association as President.
21.
Create
and or revise the Standing Rules for the year.
22.
Revise
the trifold (committee list with co-chair names and telephone numbers) and
bring to printer.
23.
Make
a list for each Executive Committee member of committees to monitor/oversee
throughout the year.
24.
Prepare
budget with treasurer.
25.
Organize
Classroom Parent meeting early in the school year. Duties should be written and clearly explained.
26.
Be
available for school functions such as Newcomer’s Tea, Kindergarten-Prep Tea,
Fifth Grade Awards Ceremony
27.
Modify/review
Committee Interest Sheet annually
28.
Distribute
and collect Committee Interest Sheets.
29.
Prepare
committee co-chair folders.
30.
Approve
all articles for Wednesday Weekly
Bulletin and assist with the WWB where necessary
31.
Buy
flowers/gifts for incoming and outgoing PTA officers.
32.
Keep
in contact with Attendance Secretary and Principal to help Sunshine and Helping
Hands Committee co-chairs are aware of situations needing their attention.
33.
Oversee
the following committees:
1.
5th
Grade Committee
2.
Board
of Ed Observer
3.
Box
Tops
4.
Budget
Task Force
5.
Class
Room Parent/Coordinator
6.
Election
Night Activity
7.
Family
Living and Drug Awareness
8.
Gifts
and Grants
9.
Gifted
and Talented
10.
Hospitality
11.
Legislation
12.
Literary
Magazine
13.
Nutrition
14.
Parent
Ed
15.
PPEC
16.
Publicity
17.
Sixth
Grade Nominating
18.
Spring
Fundraiser
19.
Technology/Website
20.
Town
Council Observer
21.
WWB
22.
Yearbook
Vice
President of Membership
The
Vice President of membership shall:
1.
Distribute
and collect membership forms from members.
2.
Collect
dues
3.
Organize
membership drive, including membership table at Back to School Night.
4.
Number
and account for all membership cards.
5.
Report
on membership and submit dues or before November1, January 1 and March 1 with a
final report submitted and al unused and voided cards returned to the NJPTA
office by June 1.
6.
Keep
the PTA cart and bulletin board organized and up-to-date
7.
Oversee
the following committees:
1.
Apparel
2.
Book
Fair-Spring
3.
Book
Fair-Fall
4.
Habitat
5.
Historical/Scrapbook
6.
Human
Relations
7.
Multiculturalism
8.
Nominating
9.
Parade
10.
Safety
Recording
Secretary:
The
Recording Secretary shall:
1.
Record
minutes at general membership meetings in accordance with the NJPTA Secretary’s
Guide and as stated in the bylaws.
Minutes should be typewritten and distributed at the next meeting.
2.
Keep
minutes in bound book.
3.
Maintain
a permanent file of minutes, committee reports, membership list and other
records of the association. (These are
official documents; minutes can be subpoenaed in a court of law.)
4.
Bring
to each meeting the following:
a.
Copy
of the current NJPTA approved bylaws and these standing rules.
b.
List
of members.
c.
Agenda
d.
Minutes
of previous meeting, including treasurer’s report.
e.
List
of unfinished business.
f.
List
of all committees, their chairmen and members.
5.
Keep
member sign-in sheet along with minutes.
6.
Oversee
the following committees:
1.
Art
Appreciation
2.
Buzz
Book
3.
Earth
Day
4.
Faculty
Luncheon
5.
Helping
Hands
6.
Hillside
Carnival
7.
Hobby Hour
8.
Holiday
Gift Shop
9.
Mother’s
Day Plant Sale
10.
Original
Works
11.
Sunshine
Corresponding
Secretary:
The
Corresponding Secretary shall:
1.
Conduct
the correspondence of the association as directed by the co-presidents or the
Executive Board.
2.
Read
the correspondence received.
3.
Maintain
an up-to-date file of all correspondence.
4.
Be
responsible for P/T Council Tribute card distribution.
5.
Write
Personal Thank you letters to committee members when committee business is
finished.
6.
Maintain
Emergency Card File
7.
Buy
pins for incoming PTA officers.
8.
Oversee
the following committees:
1.
Bake
Sale
2.
Birthday
Board
3.
Cultural
Arts
4.
Fun
Time
5.
F-16
Family Photo Day
6.
Family
Night
7.
Halloween
Hoopla
8.
Kindergarten
Prep
9.
Media
10.
Teacher
Appreciation
11.
Wrapping
Paper
Treasurer:
The
Treasurer shall:
1.
Be
custodian of ALL of the PTA’s funds.
2.
Include
the following in report at all meetings:
a.
Balance
on hand in all accounts at the beginning of the period covered by report.
b.
Receipts
and disbursements in all accounts.
c.
Total
balance on hand.
3.
Keep
accurate and detailed account of all monies received and disbursed.
4.
Receive
all monies for all accounts and give receipts for same.
5.
Make
no disbursements without proper receipts from board members, chairmen and only
for approved expenditures. All
disbursements shall be by check.
6.
Forward
to the NJPTA portions of dues for NJPTA and National PTA indicating the local
unit name and local unit number on the report form.
7.
Keep
a record of the National and State portions of dues separate from the record of
general funds of the unit.
8.
Send
check for insurance and to other agencies on required filing dates.
9.
Include
the local unit name and local unit number on all checks submitted to NJPTA and
National PTA.
10.
Prepare
and file the 990 when required.
11.
Present
budget report to co-presidents as requested.
12.
Alert
Executive Board to the lines in the budget near depletion as well as those over
budget.
13.
Order
and pay for with unit funds a past president’s pin for the retiring president.
14.
File
completed new bank forms when necessary.
15.
Deposit
all funds received to a PTA account immediately following an event. For night functions arrange for a night
deposit drop.
16.
Have
books, records and receipts prepared for audit at least two weeks prior to the
meeting the audit report is due.
17.
Prepare
a report for your annual meeting.
18.
Pay
council dues when required.
19.
Send
in copy of audit report to NJPTA.
20.
Order
assignment pads for grades 2 – 5.
21.
Buy
bonds for 5th grade award recipients.
22.
Keep
track of Grade Level Book purchases.
23.
Oversee
the following committees:
1.
5th
Grade Committee
2.
Auditing
3.
Buddy
4.
Bylaws
5.
David’s
Cookies
6.
Fact
Pact
7.
Kids’
Stuff
8.
No-Brainer Fundraising
9.
Pizza
/ Lunch Volunteers
10.
School
Supplies
11.
SCRIP
Program
This
committee is made up of all the officers of the Hillside PTA. Meetings will be considered for conference
purposes only if no quorum is established.
A quorum is equal to half the total number of committee members, plus
one.
The
Executive Committee shall:
1.
Attend
NJPTA or County PTA leadership training programs for training.
2.
Recruit
chairmen of Standing Committees in cooperation with the co-presidents.
3.
Make
recommendations to Executive Board for programs, calendar and other actions
deemed necessary.
4.
Meet
at the call of the co-presidents or a majority of the members of the Executive
Committee.
5.
Prepare
the calendar with the co-presidents.
6.
Discuss
how the PTA funds should be spent.
Devise a plan to bring before membership for a vote.
7.
Need
not obtain a vote from membership to spend $500.00 or less.
8.
Review
and provide for “families in need” on an as needed basis.
9.
Communicate
to membership via the Wednesday Weekly Bulletin.
10.
Attend
all Executive Committee meetings and PTA membership meetings, whenever
possible.
11.
Plan
and organize Winter Party for membership in December.
The Executive
Board shall consist of the Executive Committee and the Standing Committee
Chairmen.
Executive
Board Members shall:
1.
Keep
a procedure book (or Committee Information Sheet) needed for job, detailing
work done throughout the year, to be passed to successor when leaving
position.
2.
Keep
important documents stored on disks, if possible, to be handed to successor
when leaving.
3.
Set
meeting with incoming chairman to pass all records and books within 14 days of
the end of your term.
4.
Attend
all PTA membership meetings or notify co-president when unable to attend.
5.
Be
prepared to report at meetings when necessary.
6.
Prepare
final report for presentation at annual meeting.
7.
Work
effectively with school principal and faculty representative.
8.
Perform
other assigned duties.
9.
Discuss
any major changes in established committee work with co-presidents before
changes are made.
10.
Send
notices home via the Wednesday Weekly Bulletin. Deadline for submission is the Wednesday before the WWB is due
out.
11.
Have
flyers signed by co-president before sending home.
12.
Have
Principal’s approval on all correspondence with teachers.
13.
Not
sign any contract, for liability reasons.
14.
Request
space for meetings or events in school.
Be sensitive to religious holidays.
15.
Notify
co-presidents of date(s) of scheduled events.
16.
Give
list of committee members to corresponding secretary when committee work is
done so she can write thank you letters.
17.
Promote
school theme through committee events.
The
Executive Board shall:
1.
Hold
an organizational meeting to:
a.
Acquaint
each officer and chairmen with their responsibilities.
b.
Set
dates for Executive Board and general meetings.
c.
Plan
programs with appropriate chairmen.
2.
Review
and submit the prepared budget to the association for approval.
3.
Present
a report at regular meetings of the association of activities conducted between
meetings of the association.
The Nominating
Committee shall:
1.
Meet
as soon as possible following their election.
2.
Review
bylaws to confirm election dates.
3.
Gather
nominations for each office due for election.
4.
Check
to see that the nominee is still interested and request their permission to
nominate in writing.
5.
Report
proposed nominations to the co-presidents for information only.
6.
Prepare
written report to be presented at designated meeting.
7.
Chairman
of committee will present report at designated general membership meeting,
giving a written copy of the report to the co-presidents at that meeting.
Standing
Committee Members shall:
1.
Help
chairman to keep an up-to-date procedure book detailing work done throughout
the year.
2.
Undertake
no work without prior approval.
3.
Obtain
prior approval for all expenditures.
4.
Stay
within budget.
5.
Submit
receipts of all expenditures to treasurer.
6.
Count
all income received at functions with a second person.
7.
Forward
all monies to the treasurer immediately following counting and obtain receipt
for same.
8.
Submit
all bills immediately for payment, having check made payable to vendor.
9.
Not
sign any contracts, for liability reasons.
10.
Keep
membership informed through Wednesday Weekly Bulletin articles.
I.
The bylaw
committee shall review these Standing Rules at least once during an
Administration.
II.
Standing
Rules may be adopted without previous notice by a majority vote at any business
of the Executive Committee. They may be
suspended by a majority vote; or may be amended or rescinded by a 2/3 vote at
any meeting, or by a majority vote with previous notice.
PTA
is an organization whose members care about ALL children and youth, the school
that they attend, the communities that they live in, and their opportunities
for growth into happy, healthy, responsible citizens.
PTA
is a democracy at work, making a place for all citizens regardless of color,
race, religious belief, political preference, or economic and social status.