PROCEDURES FOR PTA DAILY FUNCTIONS

MEETING PROCEDURES

Officer Meeting Guideline:       

All topics to be discussed at the officer meeting must be submitted to the President the day before at noon.   Officers are responsible for getting information from their chairs by this deadline also.  President provides agenda.

Board Meeting Guidelines:                       

All executive board members must submit their agenda item by the Sunday before the meeting to the President.  The President will send a reminder.  If the board member does not submit it by the deadline, the President can choose to bring it up for new business or table it at the next board meeting.  President provides agenda.  Secretary shall post minutes at website within 5 days of meeting.

General Meeting Guidelines:

All agenda items must be submitted to the President by the Sunday before the meeting.  This includes

Powerpoint presentations, guest speaker requests, and any other items to cover at the meeting.  Meeting    themes shall be developed as requested by President via a volunteer request.  2^nd VP provides PP agenda.  Secretary shall post minutes at website within 5 days of meeting.

COMMUNICATION PROCEDURES:

Email Guidelines:

Once a week if needed, the Newsletter Chair will send out a weekly email on Tuesdays to announce any upcoming events.  Board members must submit articles by Monday at noon for the Newsletter Chair. 

The Newsletter Chair and other members sending e-mails using a distribution list shall use an e-mail template approved by the Officers, reviewed annually.  Exceptions to the email from Publicity are time specific events as needed.  Publicity Chair will coordinate with chairs on events as needed or requested. Articles for the school newsletter need to be approved by the Principal and PTA President.

Volunteer Request for Events:

If you have an event need for volunteers, you must submit your request to the Online Volunteer Coordinator one week before the need.   IVolunteer will track the information for you.  You may solicit for volunteers by other means, but you must coordinate with the Publicity Chair.    

Website Coordination: 

All officers shall post needed documents on the website.  Minutes from meetings should be posted by

5 days after the meeting, and financial reports within one week of the meetings.  Membership list, calendar events, and all other pertinent information will be updated as needed to be current.   PTA registration is included in this and will be set up by the first week of school.  Newsletter Chair will update events weekly, and write or solicit for timely website articles.  No shared websites are allowed for PTA event/activities.  Pictures of children may not be posted on any PTA internet mail or website. 

DOCUMENT PROCEDURES:

PTA Calendar:

PTA Calendar shall be issued to the school Principal, Registrar and Executive Board before the first day of school.  The Board shall approve a schedule and posted on the website.  It will be updated as needed.  Secretary is responsible for PTA Calendar after the first calendar provided by the President.

Volunteer Reporting:

Reporting Volunteer Coordinator shall collect, summarize and provide PTA volunteer hours by 10^th of the following month.  Post monthly volunteer hours report on PTA website.  Provide volunteer hours and the volunteer winners to Publicity Chair for display outside of office. 

Reimbursement Procedures:

A Reimbursement Form must be completed and accompanied by receipts for all reimbursement requests. This form, now also available as an Excel document with auto calculations (recommended), is available for download at the PTA website under “Documents – Forms” or in the PRO room #210.

NOTE: all reimbursement forms MUST be signed by the Committee Chair before the reimbursement will be processed. The list of board members has an (*) next to the names of the Committee Chairs that qualify as signers on reimbursement forms.

The PTA is a Tax Exempt organization and will not reimburse for sales tax. The only exceptions to this rule will be in the cases where items are purchased at wholesale clubs, such as Costco and Sam’s. To avoid paying sales tax, present the merchant with a copy of our Tax Exempt Certificate, also available for download at the PTA site, or in the PRO room #210. 

Completed reimbursement forms can be placed in the Treasurer’s mailbox in the PRO room or can be emailed along with scanned copies of the receipts to This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Reimbursement checks will be delivered to the Chair’s mailbox or mailed (if requested) on the 1^st and 15^th  of every month. If checks are needed for certain events, the board member must notify the treasurer a week before to ensure checks are ready when needed.

Deposit Procedures:

An Itemized Receipt form must be completed and accompany all deposits to the Treasurer. This form, now also available in Excel (recommended), is available for download on the PTA website in the Forms folder or in the PRO room #210. Two people (counters) are required to count the money at the same time and sign the itemized receipt form before turning it into the Treasurer along with the money (Note: the Treasurer may be one of your counters). The counters will receive a receipt for the deposit that they should keep until the year’s audit is complete. All money should be counted and turned over to the Treasurer immediately. Never keep money at home to avoid liability.

Postal and Interoffice Mail:

The Historian sets a schedule for each officer to do mail distribution each month of the year. 

Plans of Work:

Each Officer shall submit a Plan of Work for their position as well as gather the ones from the chairs in their communication chain.  The chairs shall produce their own Plan of Work.  All Plans of Work require Executive Board for approval and should be accomplished in September or before any funds are expended.  The Plan of Work form shall be posted at the PTA website in Secretary’s documents.  Secretary shall post all completed Plan of Work forms at the website.

PTA Registration:

Registration Chair shall coordinate with Treasurer the registration of PTA membership and submit PTA registration forms by deadlines.               

PTA Executive Board List:

President shall create Ex. Board List and keep current.  President shall post at PTA website.

PTA Materials:

Parliamentarian shall post at PTA website current local PTA Bylaws and Standing Rules.  Parliamentarian  shall amend bylaws and rules as requested by the PTA Officers and submit to PTA Council for approval. President shall take amendments to Gen. Membership for approval.

Vendor Contracts: 

No one is authorized to sign any contracts for a PTA event except for the President.