2004 – 2005
JOANN FORD
ELEMENTARY
PARENT TEACHER
ASSOCIATION
A. General meetings of the association shall be held at 6:30 p.m. (day to be designated in coordination with school calendar) on the following months: September, November, January and April.
B. Executive Board meetings shall be held at 8:45 a.m. on the third Friday every month.
C. The President shall appoint a committee at the April Executive Board meeting to approve the minutes of the last board meeting.
D. The President shall appoint a committee at the annual general meeting to approve the minutes of the last general meeting.
E. Any Officers or Chairpersons of committees may make motions at the Executive Board meetings. If a committee Chairperson is absent, then one representative of that committee may make a motion. Only officers and the Chairperson/Representative of a committee may vote on motions made at the Executive Board meetings. The Parliamentarian may only vote when it is by ballot. The President only votes to break a tie or when the vote is by ballot.
A. This PTA shall pay the expenses of members to the Texas PTA State Convention and Summer Leadership Seminar, including the Texas PTA Leader Orientation, in the following order, as funds allow:
If the attendee does not attend 75% of all meetings they are expected to attend, the Board may choose not to pay that member’s expenses. If money has already been expended, the Board may require the member to reimburse the Ford Elementary PTA.
B. Expenses to be paid for shall be limited to the following:
A. The chairperson shall contact the members of the committee for suggested meeting dates, time and place to be decided by the chairperson when the majority of members can attend. Notice of the meeting shall be given to the members and alternates.
B. Suggested nominees for officers along with their qualifications may be submitted to any
member of the Nominating Committee before the committee meets.
C. Any member who cannot attend the first meeting will be replaced by an alternate who then becomes the member of the committee. The replaced member and alternates who are not needed for the first meeting do not attend subsequent meetings of the committee.
D. Suggested nominees are advisory only. The nominees selected by the committee shall be the best-qualified member for the office to be filled.
E. The final selection of nominees shall be by ballot. A majority vote constitutes the selection of the nominees.
F. The chairperson of the committee is authorized to contact the nominee for his/her consent.
G. The comments, statements, or discussions made in committee meetings are confidential and must be based on facts.
IV.
Condolences and Memorials
A. The Benevolence Committee, consisting of the Hospitality Chairperson, the President, and one general member not serving on the Executive Board, shall make all decisions concerning condolences and memorials.
B. The general member shall be appointed by the President with the approval of the Executive Board.
C. Memorials may be purchased in the case of a PTA member or family member’s death, a member of the school staff, or a member of the school district staff.
D. Memorials will not exceed $25.00.
V. Procedures for Handling Money
A. The President, 1st Vice President, and Treasurer will be on the signature card at the banking facility utilized by the PTA. These three Executive Board members will be able to sign checks for the PTA.
B. Must have at least two members present, one being an officer, to count money and both
should sign a Statement Of Deposit Record, verifying the amount. Chairpersons should coordinate with an officer prior to scheduling events where money will be counted.
C. Absolutely no money is to leave the school unless it has been counted and is to be
deposited immediately.
D. All change is to be counted, all checks must be stamped for deposit only, all cash must be
banded together according to denomination, there must be two tapes run (one for the deposit and one for the Treasurer).
E. If the Treasurer cannot make a deposit, one of the officer’s will deposit all monies in the
PTA account only.
F. It is the responsibility of the person making the deposit to make sure the deposit amount
and receipts are given to the Treasurer immediately.
G. A separate deposit is needed for each project (for example, fundraising and membership
monies cannot be deposited on one deposit slip).
H. Records of deposit must be maintained in both the Secretary’s book and with the
Treasurer’s annual report.
I. The approval of the Principal is required to purchase items for the school. Schools should
have specifications for items that can be purchased. Be sure the school will accept the gift and be responsible for repair and upkeep in the future. The school should be responsible for the installation.
J. There shall be a sum of no less that $500.00 left in the budget to start the next year’s work.
K. Reimbursement of local sales tax will not be done by this PTA.
L. Money transactions, made to the PTA by a person who has an outstanding balance with the
PTA or who has written the PTA an uncollected check for insufficient funds, shall be paid in cash or by money order.
M. Reimbursements to members are to be made only after plan of work (1) has been approved and (2) included in the budget or any amendment to the budget.
The following insurance shall be purchased annually by this PTA:
VII. Miscellaneous
A. Executive Board members shall not expect privileges or rights that are not due any other
parent or taxpayer in the school district.
B. All contracts entered into shall be signed by the President.
E. Emergency voting on a motion may be done by the Executive Board through email or by phone or a combination of the two. All voting members of the Executive Board must be contacted to vote. The President and Secretary will conduct the vote. The vote will be reaffirmed at the next Executive Board Meeting.
F. Executive Board members will not speak to school district personnel or media as representing the local PTA unit unless authorized to do so by the Executive Board or the General Membership.
VIII. Duties of the Executive Board Members
A. Each officer and chairperson shall include his/her Plan of Work and annual report in her procedure book to be given to her successor in a timely manner.
B. Duties shall consist of, but not be limited to, the following:
1. President
Shall serve as presiding officer and carry out the will of the association. Shall study bylaws and attend officers’ and chairperson’s training. Shall decide all parliamentary questions, decisions subject to an appeal by any two members, with the majority vote of the association deciding the question. Shall call upon each chairperson to prepare a plan of work. Serve ex-officio on all committees, except the nominating and the audit committees. Shall consult with officers and chairpersons before each meeting to see that all details are ready as planned.
2. 1st Vice President
Shall serve as aide-to-the-President and serve at the direction of the President. In case of absence or vacancy of the President, the First VP shall assume the duties and responsibilities of the President. Shall assist the 2nd Vice President in contacting all Executive Board members to remind them of the Executive Board meeting by telephone or email.
3. 2nd Vice President-Membership Chairperson
Shall hold membership drive by enrolling parents, teachers and interested citizens. Assures that membership list and dues are sent to state office by the October 15th reporting date. Shall ensure membership dues are mailed to the state within one week of receipt. Shall provide the Secretary with an updated list of members for each general meeting. In case of absence or vacancy of the President and the First VP, the Second VP shall assume the duties and responsibilities of the President. Shall assist the 2nd Vice President in contacting all Executive Board members to remind them of the Executive Board meetings by telephone or email.
4. 3rd Vice President-Fundraising Chairperson
Shall plan projects to be undertaken by the Association to earn money for the operation of the Association, training of its Executive Board and for contributions towards programs and services to JoAnn Ford Elementary. In case of absence or vacancy of the President, the First VP, and the Second VP, the Third VP shall assume the duties and responsibilities of the President.
5. 4th Vice President-Volunteer Chairperson
Coordinates PTA volunteer activities in the school in cooperation with school staff. Encourages participation by parents and interested citizens in the school program through volunteerism. In case of absence or vacancy of the President, the First VP, the Second VP, and the Third VP, the Fourth VP shall assume the duties and responsibilities of the President.
6. Secretary
Shall keep accurate records of the proceedings of the Association by recording all business transacted at each meeting as well as meetings of the Executive Board. Shall maintain a members sign in list at each meeting in order to establish a quorum. Shall have: Minutes Record Books, state-approved bylaws, and standing rules, a current membership list, list of committees, copy of the approved budget and a copy of agenda for each meeting and maintain these for transfer to his/her predecessor .
7. Treasurer
Shall keep an accurate and detailed account of all monies received and disbursed. Shall obtain a fidelity bond to insure the Association. Shall present financial reports at General and Executive Board meetings. Shall keep Association current with federal income tax and Texas sales tax/exemption. Shall be an authorized signer on all bank accounts with a minimum of two additional officers authorized to sign. Two signatures shall be required on all checks. Shall credit and forward to Texas PTA Office the amount of membership dues covering state and national portions in a timely manner.
8. Parliamentarian
Shall advise the presiding officer on parliamentary law and matters of procedure when requested. Shall have a fundamental knowledge of the objects, policies, and principles of the PTA. Shall not vote on any question except in the case of a ballot vote. (The Chair alone must make the ruling to the assembly and is not obliged to follow the recommendation of the parliamentarian.) Should have on hand at every meeting a copy of the Bylaws and Standing Rules and a copy of Robert’s Rules of Order Newly Revised.
9. Historian
Shall compile and record activities and achievements of the Association and make historical facts available on request to the membership. Shall be responsible for distribution of award forms to committee chairpersons and submission of these completed awards to council, district, and Texas PTA. All awards are to be displayed at the school or placed in the Historian’s book. This does not include recognition pins (membership, cultural art, etc).
IX. Standing
Committees/Persons
1. Council Representative
Shall act as a liaison between Ford PTA and the Georgetown Council of PTAs. Promotes the programs and plans of the council to the local unit, communicates effectively to the council the needs and wishes of Ford and accurately represents Ford in all matters requiring debate and vote.
2. Newsletter Liaison
In coordination with the school Principal and other school officials will publish a monthly newsletter for the school. PTA news shall include upcoming programs, projects and meetings of the Association. Also included may be current legislative issues, parent education, and community notices.
3. Teacher Hospitality
Shall organize luncheons for teachers at least every other month. Provides snacks or treats as needed. Informs office, cafeteria, ESE and janitorial staff at Ford Elementary of upcoming events.
4. Family Hospitality
Shall organize any event involving families (i.e. Donuts for Dads/Grandparents, Muffins for Moms) creating a feeling of friendliness and warmth at each PTA event by providing refreshments and other activities as planned.
5. Student Programs
Shall plan and arrange for programs for students that carry our PTA objects. Informs and coordinates with school personnel.
6. PPCD and Pre-K Grade Representatives
Shall serve as spokesperson for elected room representatives from each schoolroom of PPCD and Pre-K classes. Secures names and addresses of parents whose children are enrolled in each room. Promotes parent participation in PTA activities. Shall secure coordinators for classrooms that will enlist parental help for each class. Shall plan and implement school parties and coordinate room parents. Shall plan a meeting for all room parents to decide who would like to plan each event. Shall make a master list of all classes to be kept in the PTA box in school.
7. Kindergarten & 1st Grade Representative
Shall serve as spokesperson for elected room representatives from each schoolroom of Kindergarten and 1st Grade. Secures names and addresses of parents whose children are enrolled in each room. Promotes parent participation in PTA activities. Shall secure coordinators for classrooms that will enlist parental help for each class. Shall plan and implement school parties and coordinate room parents. Shall plan a meeting for all room parents to decide who would like to plan each event. Shall make a master list of all classes to be kept in the PTA box at the school.
8. 2nd & 3rd Grade Representative
Shall serve as spokesperson for elected room representatives from each schoolroom of 2nd and 3rd Grades. Secures names and addresses of parents whose children are enrolled in each room. Promotes parent participation in PTA activities. Shall secure coordinators for classrooms that will enlist parental help for each class. Shall plan and implement school parties and coordinate room parents. Shall plan a meeting for all room parents to decide who would like to plan each event. Shall make a master list of all classes to be kept in the PTA box in school.
9. 4th & 5th Grade Representative
Shall serve as spokesperson for elected room representatives from each schoolroom of 4th and 5th Grades. Secures names and addresses of parents whose children are enrolled in each room. Promotes parent participation in PTA activities. Shall secure coordinators for classrooms that will enlist parental help for each class. Shall plan and implement school parties and coordinate room parents. Shall plan a meeting for all room parents to decide who would like to plan each event. Shall make a master list of all classes to be kept in the PTA box in school.
10. Teacher Representative
Shall serve as liaison between Ford Elementary staff and PTA to present staff interests and concerns and enlist the aid of the PTA.
11. Box Tops Coordinator
Shall manage all aspects of the Box Tops program for the school and PTA.
12. Environmental Coordinator
Shall manage the recycling program for the school.
13. Library Coordinator
Shall work with the Ford Librarian coordinating volunteers and assistance where needed.
Overseas Birthday Book Club and Book Fair special committees.
14. Safety Patrol Coordinator
Shall complete the coordination, preparation, and printing of school Safety Patrol schedules for 5th grade students.
X. Special Committees
1. Reflections
Shall publicize and promote participation of students in National PTA Reflections Programs and EPA poster contest. Collect entries, arrange for judging and deliver winning entries to the next level of judging. Plan and implement projects emphasizing cultural arts and environmental education.
2. Festival Chairperson
Shall oversea planning, coordination, and conduct of the entire festival ensuring it is in compliance with the PTA and school objectives.
3. Student Directory
Shall compile and arrange for publication of student directory for the local members, and have ready for distribution following fall membership drive. Shall work to gain advertising to be included in the directory to help defray publishing cost.
4. Birthday Book Club
Shall encourage students to join the Birthday Book Club to increase funds for the school library. Compiles list of students who need to be recognized. Prepares bookplates for books and have bookmarks and books ready in the office for Principal to present. Reports to the Library Standing Committee Chairperson.
5. Book Fair Coordinator
Shall coordinate and manage the conduct of two book fairs during the school year. Reports to the Library Standing Committee Chairperson.
6. School Supplies
Shall coordinate the ordering, packaging, and delivery of pre-packaged school supplies for the upcoming school year.
7. T-Shirt/Book Sox
Shall coordinate the school T-shirt design, purchasing, ordering and selling of the school T-shirt. Shall coordinate with the Georgetown High School for the sell of Georgetown Eagles book sox.