Northfield Elementary School PTA Standing Rules
(Revised July 2012)
I. Unit Meetings
A. Regular meetings of this local PTA shall be held the second wednesday of each month September through May, Except December.
B. Traditional order of business at unit meetings
1. Call to order
2. Special recognitions
3. Reading and approval of minutes
4. Reading of correspondence
5. Treasurer’s report
6. Reports of:
a. Executive board members
b. Standing committees
c. Special committees
7. Unfinished business
8. New business
II. Requirements for officers and chairmen
A. All executive board members and chairmen shall be familiar with the bylaws and standing rules of this unit and the responsibilities of each respective position as provided by the Ohio PTA.
B. All executive board members and chairman shall maintain a procedure book for their successors that contains copies of the bylaws and standing rules.
A. The Unit shall:
1. Keep the membership list of this organization confidential and not released to outside interests.
2. Provide for leadership development by sending interested board members to council workshops, PTA conventions, district conferences and similar workshops with all or part of the expenses paid within provision of the budget.
3. Decide if the following awards shall be awarded, accept nominations, vote and invite recipients to the May installation:
a. Outstanding Educator of the Year by or during the January meeting.
b. Helping Hands award by or during the January meeting.
c. Ohio Achievement Award recipient to an outstanding member or citizen by or during the March meeting
4. Pay for any gift and meal expenses at the May installation of the Outstanding Educator of the Year. Helping Hands award recipient, Ohio Achievement Award recipient and the outgoing President within provision of the budget. If the budget permits, the association may pay for the meal of the Principal, school secretary, and incoming and outgoing officers.
5. Present an engraved Past Presidents’ pin to the President at the May installation.
B. The President shall:
1. Meet with the Principal at the earliest possible time after the election to plan the upcoming year.
2. Set up the first meeting of the new executive board after the election to make plans and set a schedule and goals for the coming year.
3. Ensure the bylaws and standing rules are reviewed annually by the November meeting.
4. Appoint special committees as needed.
5. Ensure the date, time, and location of monthly PTA meetings are provided to all members.
C. The Secretary shall:
1. Provide copies of the minutes at the monthly meetings. Copies of the minutes and copies of the financial reports shall be kept in the permanent record.
2. Keep a correspondence folder to pass around at monthly meetings for all members present to view.
D. The Treasurer shall:
1. Pay all bills by check.
2. Ensure that all funds disbursed have an itemized bill or a check request form with all receipts attached.
3. Order a pin for the Ohio Achievement Award recipient before the May installation.
4. Order and have engraved the Past President’s pin before the May installation.
E. Budget Committee
1. A Budget Committee consisting of the incoming President, incoming Vice President, incoming Treasurer, shall meet prior to the first PTA meeting of each new school year.
2. The Budget Committee shall develop a proposed budget and present to the executive board and then to the general membership at the first PTA meeting of the new school year.
F. Nominating Committee
1. The Nominating Committee shall have a copy of the bylaws and standing rules and perform duties as outlined.
2. The Nominating Committee shall have a copy of the Northfield PTA membership list.
G. Scholarship Committee
1. The Scholarship Committee consisting of five members shall be appointed at the March meeting. The First Vice President will act as chairman.
2. The Northfield Elementary School PTA scholarship will be awarded to two graduating seniors of Nordonia High School (NHS). The amount will be set each year according to the budget.
3. The scholarship shall be awarded to students who attended Northfield Elementary School at the spring NHS Awards program.
H. Audit Committee
1. If the books are not audited by an auditor, an Audit Committee consisting of the incoming President, incoming Treasurer, and one other PTA member shall meet each year by July 31 to audit the books. If there is no change in Treasurer, an at-large member will be added who shall not be a person who has signature approval on checks.
2. The audit should start with the records posted after the last audit. It should consist of checking beginning balances; examining monthly bank statements to make sure they were reconciled correctly; comparing canceled checks to ledger and checkbook; matching checks to vouchers; making sure there is a bill or receipt for each check; checking minute meetings and/or budget to substantiate all disbursements that do not have a bill or receipt attached; checking each deposit against the checkbook and bank statement; and making sure all cash receipts match ledger entries. All dollar amounts should match exactly. If actual canceled checks are not returned from the bank, the information on the bank statements may be used.
3. The Audit Committee shall complete an audit report form that shows beginning and ending balances matching the general ledger and checkbook. Any outstanding checks or deposit s should be listed. When the audit committee is satisfied the information is correct, draw a line across the items where the audit concludes. All committee members should sign and date the ledger, checkbook and audit report using a different color of ink. Statement readingâ€”“Examined and found correct:________(name and date).”
4. The audit report must be presented and adopted by the membership at the first general meeting of the fiscal year. A copy of the financial report is sent to the Ohio PTA office.
5. If the income for the year exceeds $25,000, a Form 990 will be filed by the outgoing Treasurer in the presence of the incoming Treasurer at the conclusion of the audit.
I. Membership Committee Builds an informed, active membership through collection of membership dues, distributing membership cards, disseminating information about the benefits of being a PTA member and maintaining a current membership list.
J. Ways-n-Means Committee Arranges for fund raisers to support the PTA Budget which in turn supports the goals established by the organization.
K. V.A.S.T. Committeeâ€”Coordinates volunteers for school and PTA-sponsored activities.
IV. General Traditions
1. At least one thousand ($1,000.00) should be set aside in the budget to be used as an operating fund for the coming year.
2. The President shall have an allowance of fifty dollars ($50.00) per year to be used, at the President’s discretion, without prior executive committee approval.
3. A subscription to the Ohio PTA News shall be provided for the President, and is to be circulated at the monthly meetings.
B. Remembrances and Donations.
1. The profit from the Book Fair, if held, should be donated to the library for the purchase of materials, books, and/or computer accessories, chosen with the input of the librarian.
2. In the event of the death of a student or faculty member, education material, the cost of which shall not exceed twenty-five dollars ($25.00), shall be purchased and donated to the Northfield Elementary School inscribed: “In Memory of __________.”