Ball Camp Elementary School PTA Standing Rules 2014-2015 Mission Statement: The mission of the Ball Camp Elementary School (BCES) PTA is to positively impact the lives of all children and families by working to build community, strengthen communication, foster school spirit, and provide resources that support the mission of Ball Camp Elementary teachers and parents. Goals: Specific yearly goals for the BCES PTA will be set by the start of the school year by the PTA Executive Board of Managers. These goals shall include but are not limited to membership goal, fundraising foal, community service goal, programs goal, etc. The final goals will be voted on by the PTA Executive Committee and announced at the first general PTA meeting. Standing Rules: These Standing Rules have been established to outline the operations, procedures and general conduct of the organization with specific details that are not included in the Bylaws of the elected officers, committee chairs and committee members of the BCES PTA. The Ball Camp Elementary School PTA Bylaws are the legal governing document of the BCES PTA. The BCES PTA Bylaws take precedence over Standing Rules. The Ball Camp PTA Board of Managers will adopt Standing Rules at the beginning of each academic year, without prior notice, at the first Board of Managers meeting. These Standing Rules are adopted as an ordinary motion by a majority vote and may be amended by a two-thirds vote an Executive Committee meeting. PTA Executive Committee (EC): PTA Executive Committee includes elected officers from the April General Meeting of the previous school year, the principal (not elected), and the Parliamentarian (appointed). PTA Board of Managers: The PTA Board of Managers includes all elected officers, the chairperson/coordinator of standing and/or special committees, principal, teacher representatives, the Parliamentarian, and the immediate Past President. PTA General Members: PTA General Members include all members who have registered and paid annual PTA membership dues. BCES PTA Meetings: Executive Committee meetings shall be held as needed. EC meetings can be called by the President or three (3) other members of the EC by written request with three (3) days notice given to each member.
Board of Managers meetings shall be held on a monthly basis. The dates and times of these meetings shall be set prior to the first general meeting. Meetings should be scheduled in consideration of all parents and staff schedules and not be disruptive of the school day. General Membership meetings shall be held at least two (2) times a year with the annual meeting in April. All general membership meetings will be held in the evening and have a program that the Programs Coordinator coordinates with approval of the Executive Committee. The Annual Meeting is the last general membership meeting of the school year. The officers and standing committees annual reports are given and officers are elected for the following school year. The general order of business at PTA meetings shall be as follows: 1. Call meeting to order-welcome and thank everyone for being in attendance 2. Minutes of previous meeting (read and distribute copies); motion to accept into record 3. Treasurer s Report 4. Committee Reports 5. Principal s Report 6. Unfinished Business 7. New Business 8. Announcements 9. Adjourn Meeting Board of Managers Expectations: All members of the Board of Managers shall: Attend all BCES PTA Board meetings and General Membership meetings to present a report at every meeting about their ongoing activities, budget, etc. If the PTA Board members cannot attend a meeting, he/she must notify the President or Secretary before the day of the meeting and submit a report in their absence. Absence from three consecutive board meetings without sufficient cause shall constitute resignation. Submit a Committee Plan of Work at the beginning of the school year, for approval of the PTA Executive Committee before undertaking any project. All major changes in a Committee s Plan of Work (plans for activities) from the previous year(s) must be presented to the Executive Board and approved before any change are made. Know and follow the BCE PTA Bylaws, Standing Rules and conduct all activities in accordance with the PTA Mission and Objectives, be familiar with Roberts Rules of Order, and be a current member of the BCE PTA in good standing. Maintain a current and organized committee/coordinator notebook throughout the year. This notebook will be turned over to the succeeding chair at the transitional Board meeting in May. Prepare articles with committee information for the PTA newsletter and website. These are submitted to the Communications Chair via email. All PTA communications to parents and the community must be approved by the President or 1 st Vice President and Principal prior to distribution. Make every effort to put your information in the PTA newsletter prior to sending out a separate flyer. All items to be sent home must follow the school s Monday Mail policy and be in the mailroom ready for distribution by 2:45 p.m. on Friday to be sent home the following Monday.
Attendance at leadership training opportunities held by KCC PTA and TN PTA is recommended for all active PTA leaders. Any person serving on the Board of Managers in an elected or appointed position who resigns from their position during their term, regardless of reason, will not be eligible to return as a Board Member in an elected or appointed position for the remainder of that same term and an additional academic year. Any exceptions to this rule must be approved by 2/3 vote of the Board of Managers. Code of Conduct: All Board Members will adhere to the following code of conduct and will Value all members and partners by displaying respect, fairness, honesty, integrity and support. Encourage and facilitate teamwork and collaboration. Nurture an atmosphere of trust and openness. Work cohesively to gather and balance the input of all members and partners regarding decisions affecting the school. Organize and present information in a way that honestly conveys positive and negative results from key processes, forums, and events. Respect our place as parents at BCE and not overstep our boundaries within the school and with staff members. Executive Committee Position Descriptions: President 1. Perform all duties as described in the BCE PTA Bylaws. 2. Keep a current copy of the Bylaws, Standing Rules and budget and is familiar with Roberts Rules of Order. 3. Coordinate the updated of the Bylaws and Standing Rules as required. 4. Ensure that all officers and committee chairs adhere to the BCE PTA Bylaws and Standing Rules, conduct their position in a manner consistent with the National PTA and Tennessee PTA goals and objectives as well as the PTA unit goals and mission statement, consistent with rules regulations and objectives of Ball Camp Elementary School. 5. Coordinate the officers, committees, and all activities for the BCE PTA, in conjunction with the goals and objectives of the administration and faculty of Ball Camp Elementary School. 6. Meet with school Principal on a regular basis from the date of taking office. 7. Attend as many BCE PTA events and activities as possible. Arranges for other members of the Executive Board to attend and represent President as necessary. 8. Work with the Communications Chair to ensure newsletter and website contain important events and information. 9. Communicate with the BCE staff on a regular basis to make sure they are aware of PTA plans and events. 10. Attends meetings and leadership training sessions of Knox County Council PTA, Tennessee PTA, and other school system and community groups as needed. Then, report pertinent information obtained to the rest of the board. Encourage other officers and chairs to attend meetings/training as well. 11. Inform the Board of Managers, parents, and staff about important events and information.
12. Develops, in conjunction with the Principal and Executive Board, the PTA Calendar of Events. 13. Ensures BCE PTA permanent files are maintained in a safe, locked area. Ensures that the BCE PTA complies with the Records Retention Policy. 14. Signs all contracts and agreements for BCE PTA. 15. Ensures that the BCE PTA is a unit in good standing as described by Tennessee PTA guidelines and policies. 16. Orients the newly elected President to the position and forwards records and unit information I an organized fashion at completion of term. Also, send the Year End Officer Report to KCC PTA. 17. He/she will appoint a Parliamentarian for the current year. 18. The President will coordinate the Agenda with the Secretary prior to each meeting. The President, as the presiding officer, maintains a fair and impartial position at all times, encouraging members to participate. The President may vote when voting is by ballet. In other cases, the President may case a vote to create or break a tie if the result is in the best interest of the association. First Vice-President Membership 1. Perform all duties as described in the BCE PTA Bylaws. 2. Attends monthly PTA Board meetings, General Membership meetings, and Executive Board meetings. 3. Obtains, processes and distributes membership cards from the Tennessee PTA, chooses a them for the membership drive with PTA Executive Board, plans and distributes staff invitations, develops and distributes flyers to parents to recruit families to join the BCE PTA. 4. Sets up membership tables at events as directed by the President. 5. Assists in the recruitment of volunteers for various PTA committees and events. 6. Develops and distributes flyers to parents and submits articles to Communications Chair for inclusion in the newsletter and website. 7. Creates and maintains newcomer package for new families who start during the course of the year. 8. Tracks all members, submitting a current membership list to the Secretary and dues to the Treasurer. 9. Maintains a membership list in permanent record for the year. The First Vice-President will provide updates to the list at each board meeting. 10. The First Vice-President will maintain all membership records and will provide an up-to-date membership list for all EC officers at every PTA Board meeting. 11. Return all unused cards to the Tennessee PTA (March). 12. Keeps the BCE PTA President informed of activities on an on-going basis. 13. Completes and files membership reports to the Knox County Council PTA and Tennessee PTA as required. Also, coordinates payments to the state and national PTA with the Treasurer. 14. Should the First Vice-President take over the President s position for a period linger than a month, he or she can appoint an interim First Vice-President from within the PTA Board of Managers. 15. The First Vice-President is a member of the Finance Committee. 16. The First Vice-President will be a check signatory unless a current employee of Knox County Schools. 17. Forwards all records and PTA unit information pertinent to the incoming First Vice-President at the end of term.
Second Vice-President- Programs 1. Perform all duties as described in the BCE PTA Bylaws. 2. Attends monthly PTA Board meetings, General Membership meetings, and Executive Board meetings. 3. Chairs on of the following committees: Events or Programs. 4. Keeps the President informed of all activities on an on-going basis. 5. Performs such other duties as may be delegated. 6. Assists in the recruitment of volunteers for various PTA committees and events. 7. Coordinates with the BCE staff for board approval approved and school approved programs or events. Secretary 1. Perform all duties as described in the BCE PTA Bylaws. 2. Distributes meeting minutes to all board members who were in attendance within 5 days after the meeting for board approval. 3. Assists the President with the agenda for all meetings. 4. Copies and distributes agendas and minutes from the previous meeting. 5. Assists President in notifying parents and staff of upcoming PTA business and General Membership meetings. 6. Notifies Executive Committee and Board of Managers of upcoming meetings. 7. Keeps a current copy of the BCE Bylaws, Standing Rules and budget in binder with meeting minutes and has available for reference purposes as needed at all meetings. 8. Performs such other duties as may be delegated. 9. Keeps the PTA President informed of activities on an on-going basis. 10. Writes appropriate Thank You notes and/or letters to individuals or companies who donate items or services. 11. Forwards all records and PTA unit information pertinent to the incoming Corresponding Secretary at the end of term. Treasurer 1. Perform all duties as described in the BCE Bylaws. 2. Be familiar with Roberts Rules of Order. 3. Takes custody of funds collected as State and National dues and shall be responsible for remitting such dies to the Tennessee PTA. 4. Completes and files IRS 990 tax returns in a timely fashion and submits sales tax refund requests to the Tennessee Department of Revenue. 5. Provides copies of the Tax Exempt form and Non-Profit form to Committee Chairs as necessary. 6. Keeps a current copy of the BCE Bylaws, Standing Rules, and budget. 7. Prepares all Treasurers records for audit. 8. Submits Audit Report to Tennessee PTA required for this academic year. 9. Reconciles bank statements each month with PTA checkbook. 10. Prepares budget worksheet of past years budget information for Executive Committee budget planning meeting. 11. The Treasurer will Chair the Finance Committee. 12. As Chair of the Finance Committee, the Treasurer prepares a proposed budget for General Membership approval at the first PTA General Membership meeting of the year.
13. Arranges for signature cards from bank and gets signatures as required. 14. Ensures that Check Request forms, invoice or appropriate receipt(s) are submitted prior to writing any disbursement checks. 15. Ensures that all disbursements are included in the approved PTA budget. Check requests for items over $50 require approval by President or First Vice-President prior to submission. 16. Ensures that all checks have two (2) authorized signatures. The President and Treasurer are primary signatories unless currently employed by Knox County Schools. Having blank checks signed is strictly prohibited. 17. Ensures that association liability and bonding insurance is paid by the end of September. 18. Attends monthly PTA Board meetings, General Membership meetings, and Executive Committee meetings. 19. Ensures that more than one Board member is present when the permanent books of accounts and records are viewed by anyone other than the Treasurer. 20. Keeps the PTA President informed of activities on an on-going basis. 21. Performs such other duties as requested by the PTA Board. 22. Forwards all records and PTA unit information pertinent to the Treasurer position to the incoming Treasurer at the end of term. Parliamentarian 1. Will advise the presiding officer on questions of parliamentary law and matters of procedure. 2. Notifies the presiding officer when actions are out of order. 3. Only with the agreement of the presiding officer is the Parliamentarian permitted to rise and explain a parliamentary point. 4. Be familiar with Roberts Rules of Order and bring a reference copy to all PTA meetings. 5. The Parliamentarian must attend all EC and PTA Board meetings. 6. He or she will offer support in obtaining Bylaw amendments. Principal 1. Serves as liaison between the school staff and the BCE PTA. 2. Serves in an advisory capacity to the PTA on school matters. 3. Meets with PTA President on a regular basis. 4. Attends PTA Board meetings and General Membership meetings as a voting member. 5. Sends proxy if unable to attend PTA Board meetings. 6. Keeps a current copy of Bylaws, Standing Rules and budget. Standing Committee Descriptions: Events Coordinator 1. Coordinates reviews and recommends all social events for BCE PTA as approved by the Executive Committee. 2. Works with the Community Service Chair to coordinate family nights with ongoing community service projects. 3. Works closely with the library to coordinate family nights in conjunction with the book fair.
Programs Coordinator 1. Organizes and recommends all programs for the PTA General Membership meetings for BCE PTA as approved by the Executive Committee. Programs should last about 30 minutes 1 hour and have an education element that benefits Ball Camp staff, students, and/or parents. 2. Coordinates Red Ribbon Week events, PTA Teacher Appreciation Week, and educational seminars as approved by the BCE PTA Executive Committee. Fundraising Coordinator 1. Coordinates all fundraising activities for BCE PTA as approved by the Executive Committee which includes Ball Camp merchandise, Pancake Breakfast, and larger fundraising activities. 2. Oversees all fundraising committee activities including publicizing, organizing, and executing fundraisers. 3. Reports to PTA membership the status of each fundraiser and a summary of what the money will be spent on. 4. Closely coordinates deposits and disbursements with the Treasurer. 5. Notify the Secretary about thank you cards needed. 6. Fundraising Chair is a member of the Finance Committee. Silent Fundraising Coordinator 1. Coordinates all silent fundraising collections throughout the year by collecting items, counting items, and submitting reports as required by said companies. 2. Promotes collections with various classroom contests. 3. Reports all collection amounts to the board and Communications chair for newsletter and website. Volunteer Coordinator 1. Communicates, in conjunction with the Executive Committee, the volunteer needs of the PTA and school. 2. Develops a volunteer sign-up process to encourage parents to volunteer. 3. Learns and uses the Ball Camp volunteer database to coordinate all volunteers. 4. Logs all volunteer hours throughout the year and presents a total to the board when needed. 5. Organizes volunteers by activity and forward lists to committee chairs. 6. Works closely with Ball Camp Elementary office to fill the volunteer needs of the school. 7. Submits articles to the Communications Chair such as announcements of events and thank you notes to volunteers for helping. Community Partners Coordinator 1. Coordinates the Corporate Sponsor banner program at BCE. Promotes membership and the sale of banners, sends the renewal letters to current donors, hangs banners, and makes sure banners stay hung throughout the school year. 2. Submits all Corporate Sponsor donations to Communications Chair for inclusion in the newsletter.
3. Works closely with other PTA coordinators to fill their donation needs for events and programs. Then, solicits donations from local businesses. 4. Asks local businesses to participate in membership, programs, and events at BCE as needed by the PTA Board of Managers. Beautification/Playground Coordinator 1. Works to keep our school s interior and exterior grounds and courtyards maintained and works with appropriate staff on special event requests or long-term project requests. 2. Plans landscaping and beautification projects in collaboration with the Executive Committee, Principal, and appropriate faculty. 3. Coordinates volunteers to assist with projects such as clean up days, pulling weeds, planting seasonal flowers and maintaining flower beds. 4. Responsible for coordinating the purchase and/or repair of any damaged or additional playground equipment. 5. Submits articles to the Communications Chair for inclusion in the newsletter and website. Hospitality Coordinator 1. Coordinates volunteers to donate items for certain PTA events throughout the year. The events may include: a. Monthly Teacher Birthday Celebrations b. Back to School luncheon c. PTA Teacher Appreciation Week luncheon d. Boo-Hoo Breakfast for Kindergarten Parents 2. Responsible for the set-up and cleanup of each Hospitality event. 3. Submits articles to the Communications Chair such as announcement of events and thank you notes to volunteers. Communications Chair 1. Gather all BCE PTA communication activities, electronic and print. 2. Publish PTA Press on a monthly basis and distribute to students, parents, and staff via email and/or print. 3. Establishes deadlines, press and distribution schedule. 4. Types and lays out newsletter. 5. Assures that the PTA President and Principal review the draft prior to print. 6. Assures accuracy of newsletter and website updates through a proofreading process to be determined with President. 7. Advertises news deadlines and solicits articles from PTA officers, Principal and staff. Community Service Chair 1. Coordinates and carries out all community service projects for BCE PTA, as approved by the Executive Committee. 2. Coordinates drives with the BCE office and staff regarding collection bins, dates, etc. 3. Arranges for the pickup and delivery of goods collected.
Staff Representatives 1. Serves as a liaison between the Executive Committee, PTA Board of Managers and the BCE staff. 2. Attends PTA Board meetings. 3. Shares any concerns or issues the BCE staff has with PTA. 4. Reports calendar of events and information to BCE staff. Special Committees: All Pro Dads 1. Team Captain(s) selected by the PTA Executive Board will work with the Champions Are Made organization on all activities, which may include: a. Training to be recognized as an All Pro Dads Team Captain b. Promote All Pro Dads within Ball Camp Elementary School c. Schedule monthly meetings at the school with approval from Principal 2. Manage financial support for food needed at meetings 3. Support the All Pro Dads mission and goal and ensure they align with BCE PTA s mission. BCE PTA Procedures: Request for PTA Funds Any person requesting PTA funds must be a member in good standing with the BCE PTA A Request for PTA Funds form must be filled out and turned in to the PTA mailbox. The request for funds will be presented at the next PTA meeting. The requestor will be notified of the meeting date where the request will be on the agenda. The requestor will have the opportunity to request funds in person and answer any questions the PTA Board may have regarding the request. Once funds are approved, the requestor will be notified and the funds will be available. The requestor must provide the PTA with a receipt and/or report regarding the purchase. Ball Camp Grant Program The BCE PTA has allocated funds in the annual budget to award grants to educators and/or administrators at Ball Camp Elementary School. The purpose of the grant program is to encourage the implementation of new, innovative programs that will enhance the education of current and future students at Ball Camp Elementary. Each year, the PTA Executive Committee will establish the amount of grant money available as well as the dollar limit per grant. Grant Guidelines: a. The proposed purchase must be a non-consumable item that will act as an educational resource for the children and all materials will become property of Ball Camp Elementary School. b. The PTA will take into consideration how many children will benefit from the resources purchased with grant money.
c. Any person requesting a PTA grant must be a member in good standing with the BCE PTA. d. All grants will be awarded on a first come first serve basis. Grant money requested must be spent during the current fiscal school year. Once the money is gone, there will be no more grants issued for that current school year. e. Grant applications are to be submitted to the PTA via the PTA mailbox. The Executive Committee wil review the grants on behalf of the association and present the applications to the PTA Board of Managers at the next regularly scheduled PTA meeting. The Board of Managers will vote on each grant application and the recipients notified. f. All items purchased with BCE PTA grant monies will be labeled as such so staff members, students and parents can see where the PTA grant money is being spent. The BCE PTA Standing Rules were approved by a two-thirds vote at the first BCE PTA Board of Managers meeting for the school year. This meeting is scheduled for. Signed by: Ball Camp Elementary School PTA President Dated:
Committee Chairperson Guidelines Thank you for taking on this volunteer opportunity. Our goal is to work as a team to accomplish the goals of the PTA. By stepping into this position, you have decided to help make a difference at Ball Camp Elementary School. Your dedication and commitment is greatly appreciated. Here is a list of guidelines to follow as you take on this position. Board Meetings: The committee chair is expected to attend all board meetings and be prepared to report all activities for his or her committee. If the chair cannot attend, another committee member may be selected to attend in his or her place. If this is not possible, a written report should be emailed to the President at least two days prior to the meeting. Committee Budget: Your committee will be assigned a budget. If you need to use any funds for your committee, it will need to be approved by the Executive Board. Once approved, turn in a copy of the original receipt with a Request for Reimbursement form to the Treasurer via the PTA mailbox within one week of purchase. Remember to be as frugal as possible with the PTA funds. There is no need to use all funds allocated to your committee simply because it is available. Be Creative: Use your creativity to come up with fun ways to complete your goals. This is a NEW school year and a NEW chance to bring fresh ideas to the school and this committee. Say Thank You: It is very important that the people who volunteer or donate items feel appreciated. Make sure you always personally thank or send a thank you note/email to all volunteers. Any thank you note received from the staff should be posted in the PTA room for others to see. Have Fun: This is a great opportunity to meet other parents in the school and make new friends. It is proved that your child s education will improve when you are personally involved at your child s school. It doesn t have to be work it can be fun! Volunteers do not necessarily have the time; they have the heart.