Standing Rules 2011 – 2012

STANDING RULES
Rule 1. Standing rules supplement the bylaws and are adopted as needed. They may be amended, with previous notice, by a majority vote of those present and voting, or by a two-thirds vote without previous notice. State approval is required for these rules and/or amendments therefore.
Rule 2. At the end of the school year, the outgoing PTA shall leave no more than $2,500 of uncommitted funds and no less than $2,000 in the PTA account to begin the incoming year.
Rule 3. Any funds received or raised on behalf of the association shall be counted and documented prior to delivery to the treasurer.
Rule 4. All officers and chairmen of standing committees shall keep written, detailed, and complete reports of each project or activity they undertake. These reports shall be kept and updated by incoming officers and chairmen.
Rule 5. Notification of an emergency vote taken by phone, email, or other electronic means shall be given to each board member by the president. Board members shall have at least 24 hours to respond. A complete accounting of the number of votes cast and the results shall be given at the next regular meeting where the vote shall be ratified. All of these actions shall be recorded in the minutes.
Rule 6. Disbursement Committee: The purpose of this committee shall be to seek input from the Executive Board, staff, and faculty to address the needs of the association in regards to the disbursement of excess funds at the end of the fiscal year.

    a. The Disbursement committee is to consist of 7 members as listed below:

  • 1. President
  • 2. Treasurer
  • 3. 2nd VP Budget and Finance
  • 4. Faculty Representative
  • 5. Faculty Representative
  • 6. Member at Large
  • 7. Member at Large

    • The 2 member at large positions must be filled by current PTA members and will be accepted by volunteer basis at the March regular meeting. The committee will present a prioritized list for membership approval at the May regular meeting.

Rule 7. A special Financial Committee shall have the responsibility to develop a proposed PTA budget for the following school year. This budget shall be presented at the May Executive Board and May Regular meetings for approval. This committee shall seek input from the Executive Board, staff, and faculty to address the needs of the association. The committee should study the previous year’s annual report and the current year Treasurer’s Budget Report to determine how well that budget met the organization’s needs. The budget will include those known income and expense items at the time it is developed. After the budget has been drafted, the chairman shall present the Executive Board the proposed budget in an item-by-item fashion to allow for discussion.
The Financial committee shall elect a chairman and consist of 7 members as listed below:
President – current year
President – newly elected
Treasurer – current year
Treasurer – newly elected
2nd VP Budget and Finance – current year
2nd VP Budget and Finance – newly elected
3rd VP Budget and Finance – newly elected
Rule 8. Plans for all PTA sponsored activities must be approved by the MST Principal, PTA President and the Executive Board. The Association must approve all fundraising activities.
Rule 9. All PTA monies should be submitted to the Treasurer within five (5) days of receiving. The Treasurer shall deposit all monies received within five (5) days.
Rules 10. Duties of Officers:

    A. 1st Vice President

  • a. coordinate school marquee messages and PTA bulletin boards,
  • b. arrange for the programs of regular meeting of the association and extend courtesies to guest speakers,
  • c. present a plan of programs to be approved by the executive board, be authorized to sigh on bank accounts (two of three authorized signatures shall be required on all checks), and
  • d. assume responsibility for ordering past president’s pin or recognition subject to the approval of the executive board and association,

    • B. 2nd Vice President

  • a. supervise and make a report of any fund-raising projects, including, but not limited to, documentation supporting all disbursements and receipts,
  • b. make monthly progress reports to the executive board meeting, and
  • c. submit all monies received from financial projects to the treasurer.

    • C. 3rd Vice President

  • a. vice chairman of the Budget and Finance committee and
  • b. assist the Second Vice President.

    • D. 4th Vice President

  • a. recruit and keep an accurate record of PTA membership,
  • b. aid in distributing membership cards and student directories,
  • c. submit dues, upon receipt, to the treasurer with a list of paid members, and
  • d. chair the life membership committee. The Life Membership Committee shall consist of Membership VP(s), Volunteer Services Chair, and the President,

    • E. 5th Vice President

  • a. organize refreshments at the PTA General meeting held each month, and
  • b. organize refreshments for executive board meetings and council meetings when needed

    • F. 6th Vice President

  • a. provide volunteers as needed and encourage parents and interested individuals to volunteer their talents,
  • b. submit recorded volunteer hours to Council in order to meet Council deadlines,
  • c. be responsible for all necessary records pertaining to this position, and
  • d. serve on the Life Membership committee.

Rule 11. Duties of Standing Committees:
A. Annual/Yearbook: this committee creates and prepares a yearbook to be distributed at the close of the school year.
B. Arts in Education: this committee coordinates the annual National PTA Reflections program. It shall assist children, parents, and the community in their knowledge and appreciation of the cultural arts in its many forms: drawing, dancing, painting, sculpting, music, and writing.
C. Citizenship & Legislation: this committee educates the membership about pending legislative action and promotes good citizenship.
D. Clothes Closet: this committee coordinates and trains volunteers for the Clothes Closet, which is a project managed by the RISD Council of PTAs. This committee manages the Lost & Found area on campus.
E. Directory: this committee prepares and publishes a PTA directory for members of the association. Also, it may solicit advertising and/or coordinate artwork for the directory.
F. Environmental: this committee assists the school with Earth Day activities, if held. Also, it coordinates the Environmental Poster Contest on campus and informs the membership about environmental issues.
G. Health Services: this committee cooperates with the home, health agencies, and the school nurse to communicate facts pertaining to mental, moral, and physical health education, and to assist with annual vision and hearing tests. This committee shall also recognize and assist the school support staff members (Resource, Speech, ESOL).
H. Library: this committee promotes an interest in reading and assists the Librarian with projects. This committee shall be responsible for Librarian Recognition Day, which includes Tech Specialists.
I. Multicultural: this committee promotes the inclusion of all cultures within our school and community and coordinates programs to further understanding by children, parents, and the community of the differences and the similarities of all cultures.
J. Newcomers: this committee welcomes newcomers throughout the year to MST and invites them to participate in PTA functions; provides newcomers with written information about the school and the local community.
K. Newsletter: this committee shall publish a PTA newsletter informing the MST community of timely information concerning the association and the school.
L. Parent Education: this committee provides opportunities to educate parents so they can effectively meet the needs of their children during each phase of their growth and development.
M. Publicity: this committee shall publicize the work of the association throughout the community; to send to the local newspapers announcements and newsworthy items that emphasize the important features of the programs and activities of the association; to work closely with the RISD Public Information office.
N. Room Rep Coordinator: this committee shall act as a liaison between room parents, the teachers, and the executive board; it shall coordinate the various activities for which room parents are responsible (for example: classroom parties and staff luncheons).
O. School Supply Sales: this committee shall work with the faculty to put together a list of school supplies needed for each grade level and publicize the list to the membership. If the board chooses to sale supplies, this committee shall work with vendors to put together packages of supplies, and coordinate the sale and delivery of the supplies.
P. Specials/Field Day: this committee shall support the Specials staff (Art, Music, Physical Education) through coordination of volunteers and/or resources; it shall act a liaison between the specials staff and the membership.
Q. Staff Appreciation: this committee shall periodically express the association’s appreciation to the staff, including luncheon(s).
R. Electronic Communications: this committee shall maintain and update PTA web sites and other internet services.
Rule 12. Other Board Positions

    A. The Council Delegates shall:

  • a. Participate fully in Council PTA discussions and deliberations;
  • b. Report announcements, important actions and the Council PTA program to this Local PTA membership and executive board; and
  • c. Coordinate participation in council sponsored activities, if the association chooses to participate, such as the Used Book Fair and 1st and 2nd grade plays.

    • B. Teacher liaison shall:

  • a. Be appointed by the principal;
  • b. Serve as a communication link between the faculty, staff and PTA; and
  • c. Solicit staff input.

Rule 13. This Local PTA shall not reimburse sales tax unless the executive board gives prior approval for the exception. Any member making purchases on behalf of or for this Local PTA shall use the tax exempt form.
Rule 14. This Local PTA shall annually purchase General Liability Insurance, Blanket Bond Insurance and Nonprofit Professional Liability Insurance.
Rule 15. Members shall obtain authorization from the executive board or membership before representing this Local PTA when communicating to school district personnel or the media.
Rule 16. All communications concerning this Local PTA for school distribution shall be approved by the President or First VP prior to dissemination.

Math Science Technology Magnet PTA
Organized August 1995
Reviewed & Amended October 1997
Reviewed & Amended April 1999
Reviewed & Amended September 1999
Reviewed & Amended January 2000
Reviewed & Amended April 2000
Reviewed & Amended April 2001
Reviewed & Amended December 2004
Reviewed & Amended May 2009
Reviewed & Amended January 2010
Amended May 2011 to remove PAC Rep information per Council—see addendum

ADDENDUM #1
TO STANDING RULES OF THE MST PTA

The Parent Advisory Committee (PAC) was created by the RISD Board of Trustees in the fall of 1980 as a result of a recommendation of the RISD Council of PTAs Executive Committee. PAC is made up of a parent/guardian from each school, a parent/guardian that resides within RISD boundaries from an early childhood PTA unit in membership with the RISD Council of PTAs, the PAC chairman, the president of the RISD Council of PTAs, the superintendent, the Superintendent’s Council, and the RISD Board of Trustees.

The purpose of PAC is to provide direct access for parents/guardians to administrators and school board trustees in order to convey current and accurate information with regards to district-wide concerns.

PARENT ADVISORY COMMITTEE REPRESENTATIVE GUIDELINES
Each local school campus shall elect its representative and alternate for a one (1) year term of service in the following manner: The current PTA executive board or the nominating committee shall submit the name of a nominee for PAC representative and an alternate at the PTA election meeting. All parents/guardians of children enrolled in this school may make nominations from the floor and vote for the PAC representative and alternate. Membership in PTA is not required for purposes of voting or for standing for election as PAC representative or alternate. Neither the principal nor the PTA president may appoint these individuals.
The representative & alternate shall meet the following qualifications:
1. must have had a child enrolled in the RISD for at least one year prior to the year of service, and a child enrolled in the RISD school which the person is representing during the year of service. Early childhood representatives and alternates must be parents/guardians residing within the RISD boundaries;
2. must be willing to present all points of view from the area that he/she represents and be willing to seek that input;
3. will only accept concerns and/or questions from identified persons;
4. should be included on the local PTA unit’s executive board as a honorary member who shall have the privilege of debate, but not making a motion or voting;
5. shall not serve as representative or alternate for more than two (2) consecutive years on the Parent Advisory Committee, no matter the school represented. The service limitation does not apply to the trustees, superintendent, Superintendent’s Council, president of the RISD Council of PTAs, or the PAC chairman in their official capacity, but treats the alternate’s service as if serving as the representative.
6. shall be elected by the end of May to serve the following school year. The name shall be turned in to the RISD School Board Staff Secretary, 400 South Greenville Ave., Richardson, TX 75081.

PARENT ADVISORY COMMITTEE CHAIRMAN
The PAC chairman shall serve as a honorary member of the RISD Council of PTAs and Council executive board. The PAC chairman must meet the following qualifications: (1) been a voting member of the RISD Council executive board for at least 3 years, with no more than three years elapsing since being a voting member; (2) must reside within RISD boundaries; (3) have a child enrolled in RISD school or have had a child graduate from a RISD high school; and (4) have a broad knowledge of RISD. Specifics as to the selection of the PAC chairman are found in the RISD Council of PTAs Standing Rule XVIII.

PARENT ADVISORY COMMITTEE MEETING
1. PAC meetings shall be set by the PAC chairman and the superintendent.
2. There shall be a minimum of three (3) meetings annually.
3. PAC chairman may hold a training session for the representative and alternates.
4. Minutes of the PAC meeting shall be taken by a secretary appointed by the superintendent.
5. Copies of the questions and answers shall be posted on the RISD website within 2 weeks after the meeting.
6. Meeting format shall be: topic presentation, previously submitted questions with answers provided by a member of the Superintendent’s Council or a member of the Board of Trustees, and informal exchange of concerns as time permits.

REVISION OF PARENT ADVISORY COMMITTEE GUIDELINES
Any revisions to these guidelines shall be referred to a committee composed of the current and the immediate past PAC chairman, the president of the RISD Council of PTAs, and one additional past PAC chairman. Final approval of any revisions shall be referred to the RISD Board of Trustees and the superintendent.
Approved: February, 2011

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