CHRISTA MCAULIFFE ELEMENTARY SCHOOL

STANDING RULES

 

These standing rules may be amended without notice at any general meeting of the association by two-thirds (2/3) vote of the members present and voting; or by majority vote, previous notice having been given.

 

I.          ANNUAL MEETING AND REPORTS

 

a.         The president shall make members aware of any news conducted in the Board meetings and present any motions that the General membership needs to vote on.

b.         Each officer, chair and coordinator shall include his Plan of Work in her procedure book to be given to the successor, prior to the end of the current school year.

c.         The president shall review Council Delegate reports and distribute the information to the appropriate committee volunteer.

 

 

II.        EXPENDITURES AND REIMBURSEMENTS

 

a.         Board approved reimbursements for officers and standing committee chairs attending PTA conventions or conferences shall be as follows (as funds allow, priority shall be President, 1st Vice President, Treasurer, Secretary, Parliamentarian, other officers, Standing Committee Chairs):

                                    1) Registration fee and prepaid event functions.  

                                    2) Housing fee – if applicable and not to exceed convention rate.

                                    3) Mileage – 41 cents per mile – attendees must travel a minimum of 40 miles round trip.

                                    4) Meals – not to exceed $30.00 per person per day.

 

b.         This unit will reimburse the expenses for the Officers and standing committee chairs to attend the Texas PTA Leadership Orientation Training Course.

 

c.         Expenses will only be reimbursed if the expenditure is listed on an approved POW outlined in the budget.  A check request form must be submitted with an attached receipt. The check request form must include the budget line item covering this expense, details on items purchased, and their purpose.  All Executive Board Members are responsible for their budgets; if it is not in the budget it will not be reimbursed.

 

d.         This unit shall purchase tickets for the Council Founder’s Day function for the new Life Members of the Christa a.       Arts and Education Services Committee Chair shall: oversee the coordination of the Reflections program, coordinate and schedule Visiting Author; coordinate curriculum enrichment; provide updates/reports as requested by the executive board.

 

b.      Youth Protection Committee Chair shall: oversee Red Ribbon Week in conjunction with Principal/Counselor; Bike Rodeo; and provide updates/reports as requested by the executive board.

 

c.       Corporate Incentives Committee Chair shall: coordinate direct donations; solicit sponsorships from local businesses starting in June; coordinates sponsorship with the Fall Event Fundraiser Committee Chairperson and the Spring Event Fundraiser Committee Chairperson during and prior to events; solicits and write grants and community opportunity.

 

d.      Event Fundraiser Committee Chair shall: coordinate the work of the Fall event fundraising committees in the 1st semester of school; coordinates the work of the Spring event fundraising committees in the 2nd semester of school; coordinates the said events with the Corporate Incentives Committee Chair for solicited sponsorships; presents a plan of work for each event; provides updates/reports as requested by the executive board.

 

e.       Silent Fundraiser Committee Chair shall: Coordinate all catalog sales; provide reports/updates as requested by the executive board.

 

f.       Watch Dogs Committee Chair shall: Serve as a direct point of contact for any Watch DOGs general inquiries (background check inquiries should be directed to the school secretary), coordinate and host the Watch DOGs kick-off meeting/pizza party early in the Fall, ensure the Watch DOGs signup calendar is current and confirm there is sufficient coverage on days with significant need, maintain Watch DOGs social media page with any pertinent information or general school/PTA updates, coordinate and host the Watch DOGs Donuts with Dad meeting in January of each school year.

 

g.      Sunshine Committee Chair shall: recognize Secretary’s Day, Nurse’s Day; coordinates new family welcome basket; purchases and presents each staff member with birthday cards, coordinates a McAuliffe business directory for families to reference; acknowledges condolences for McAuliffe families in need; recognize retirees.

 

h.      Student Services shall: coordinate with principal when ordering spirit wear; open spirit wear store twice a month; set up and sell spirit wear at PTA events when appropriate; serve on Fall and Spring Event fundraising committees; maintain spirit wear inventory; and solicit spirit wear sales through take home forms deemed necessary; coordinate the sales and distribution of WRAP PACS.

 

i.        Hospitality Committee Chair shall:  organize and provide volunteers to help with monthly staff luncheons and/or treats.

 

j.        Parent Student Outreach Committee Chair shall:  organize and coordinate Senior Breakfast, Boo Hoo Breakfast, Muffins with MOM, Thanksgiving Feast; coordinate donuts with DAD with Watch Dog chair; provide all events according to and within the budget provided by PTA.

 

k.      Campus Beautification Committee Chair shall:  coordinate and implement recycle/green programs related to the Texas State PTA theme each year; maintain school flower beds and pots; coordinate Holiday Lighting event in conjunction music teacher and art teacher event.

 

l.        Volunteers Committee Chair shall:  coordinate with principal, executive board, coordinators, and committee chair to distribute a volunteer packet at the beginning of the school year and in April for solicitation of volunteers; include guidelines and rules for the volunteers in the volunteer packet and newsletter; coordinates with the 2nd VP of membership to include membership information in the volunteer packet; promote the use of member in the community as volunteers; and provide updates/reports as requested by the executive board.

                                                                                                                                               

VI.       COORDINATORS   

                                                                                                           

All Coordinators shall:                                   

1) Work with the 3rd VP Communication for the publicity for their event, including flyers, newsletter announcements, reminder notices and posters.

                        2) Remit immediately to treasurer any money that might be collected.

3) Submit expense report and receipts for reimbursement to treasurer in a timely manner.

4) Provide updates and reports as requested by the executive board.

5) Submit cash from any event to the treasurer or deposit in the bank within 24 hours.

6) Work with the 1st Vice President and/or Committee Chair assigned to oversee their committee.

                                                                                   

The following coordinators, which may include, but are not limited to, report to 2nd VP –Membership:

1) Phone Directory Coordinator: publishes and distributes a phone directory of PTA members as early in the year as possible.

            2) Phone Directory Editor:  organizes the selling of ads for the phone directory and coordinates with                the publisher in the timely delivery of the directory.

 

The following coordinators, which may include, but are not limited to, report to 3rd VP –Communications:

1) Social Media: Submit to news media announcements and news concerning the PTA or school; oversee the execution of all social media, print media and digital media.

2) PTA website: Keep the PTA website up to date with pertinent information.

           

The following coordinators, which may include, but are not limited to, report to 4th VP –Programs:

1) Holiday Lighting Event: Coordinate the Holiday Lighting event in conjunction with the music teacher and art teacher event.

2) Talent Show: Work with the Talent Show coordinator to organize the show acts.

 

The following coordinators, which may include, but are not limited to, report to the 5th VP –Grade Level Representative:

1) Grade Level Coordinators: assists coordination of selection of room parents, assists coordination of all activities with the lead teacher of each grade level.

2) Teacher Appreciation Week: Coordinate the decorating and treats for week for the teachers.

 

The following coordinators, which may include, but are not limited to, report to Arts and Education Services Committee Chair:

1) Reflections: promotes involvement in National PTA Reflections program, coordinates local unit competition, arranges for judges and ribbons/prizes, and hosts a reception.

            2) Visiting Author: schedules and organizes visits of authors.

 

 

The following coordinators, which may include, but are not limited to, report to Youth Protection Committee Chair:

1) Bike Rodeo:  schedules a date and alternate rain date for a safety rodeo in the fall; arranges for the Highland Village Police Department to present a safety program; sets up obstacle courses; organizes parent volunteers; and fills out certificates.

            2) Drug Awareness: promotes and organizes drug prevention programs, including Red Ribbon Week                   Campaign and National PTA’s drug awareness program. 

 

                                                                                                                                               

The following coordinators, which may include, but are not limited to, report to the Corporate Incentives Committee Chair: 

1) Sponsorships: Solicit sponsorships from local businesses starting in June.

            2) Event Fundraisers: Coordinates sponsorship for Fall and Spring event fundraisers.

 

The following coordinators, which may include, but are not limited to, report to the Event Fundraiser Chair: 

1)      Fall Fundraiser: Coordinate the work of the fall event committees in the Fall.

2)      Spring Fundraiser: Coordinates the work of the spring event committees in the Spring.

 

The following coordinators, which may include, but are not limited to, report to the Silent Fundraiser Chair: 

            1) Catalog Sales: Coordinates start and finish of all catalog sales.

 

The following coordinators, which may include, but are not limited to, report to the Watch Dogs Chair: 

1)      Donuts with Dad: Coordinate event in January of each school year.

2)      Social Media: Ensure the signup calendar is current and confirm there is sufficient coverage on days with significant need; maintain Watch Dog social media page with any pertinent information.

3)      Kickoff Party: Coordinate and host event early in the fall.

 

The following coordinators, which may include, but are not limited to, report to the Sunshine Committee Chair: 

            1) McAuliffe Business Directory: coordinates a directory for families to reference.

            2) Condolences and Celebrations: recognizes Secretary’s day, Nurse’s day, birthday cards for the                     staff, new family welcome baskets and acknowledges condolences for McAuliffe families.

 

The following coordinators, which may include, but are not limited to, report to the Student Services Chair: 

1)      Spirit Wear: Coordinates with principal when ordering spirit wear; coordinate spirit stores; sell spirit wear at PTA events, when possible.

2)      Wrap Pacs:  Coordinate the sales and distribution of Wrap Pacs.

 

The following coordinators, which may include, but are not limited to, report to the Hospitality Chair: 

            1) Staff Appreciation: Organize and provide volunteers to help with monthly luncheons and/or treats.

 

The following coordinators, which may include, but are not limited to, report to the Parent Student Outreach Committee Chair: 

1)      Senior Breakfast: Plans and recruits volunteers to serve breakfast for graduating Marcus High School seniors who attended McAuliffe.

2)      Boo Hoo Breakfast: Plans and recruits volunteers to provide breakfast for new kindergarten and 1st grade parents on the 1st day of school.

 

The following coordinators, which may include, but are not limited to, report to the Campus Beautification Committee Chair: 

            1) Holiday Lighting: coordinate event in conjunction with music teacher and art teacher event.

 

The following coordinators, which may include, but are not limited to, report to the Volunteers Committee Chair: 

1)      Room Mom Coordinators: coordinate with volunteer chair to recruit volunteers for school events.

2)      Fall Event: Coordinates and recruits volunteers for the fall event fundraiser.

3)      Spring event: Coordinates and recruits volunteers for the spring event fundraiser.

4)      Field Day: Helps coordinate volunteers to man the events at Field Day.

 

VII.  SPECIAL COMMITTEES

 

While standing committees have a continuing existence such as Arts and Education Services and Hospitality, Special Committees are those that go out of existence as soon as they have completed a specified task, such as Nominating or Financial Reconciliation Committee. Special Committees shall:

 

1) Conform to general guidelines for standing and special committees as defined in Article XI of the McAuliffe PTA Bylaws.

2) Only members of the association shall be eligible to serve in any elective or appointive position.

 

a.         Financial Reconciliation Committee: certifies the accuracy of the books and records of the association. Committee consists of three (3) people appointed by the executive board at least 30 days prior to the last meeting of the association. Members may not be signers on any association bank account.

            b.         Nominating Committee: as outlined in the PTA Bylaws Article VII, Section 3, pg 6.

c.         Board and General Minutes Committee: distributed via email to executive board members and standing committee chairs to review for accuracy before they are filed and distributed. 

d.         Life Membership Committee: shall be selected by the 2nd VP –Membership acting as the chair for the committee. The committee is to consist of at least three (3) persons, no more than seven (7), and always an uneven number. It is not required that a Life Membership be awarded each year.

e.         Budget & Finance Committee: Chaired by the outgoing Treasurer. Other members include the following outgoing officers: President, 1st VP, 3rd VP of Fundraisers, and the following incoming officers: President, 1st VP, the standing committee events chair person, the standing committee silent chair person, and the Treasurer. Also, the chair may invite guests with an interest in the coming year’s budget.  This committee meets at the end of the year with data gathered from the executive board members and their coordinators to compile a budget for the upcoming year.  Their proposed budget is given to the incoming executive board for review, change and approval as they see fit.

f.          Bylaws/Standing Rules Committee: Chaired by the Parliamentarian. A committee of no less than three (3) people will meet to formulate any changes needed to the Bylaws and/or the Standing Rules on an as needed basis.  The Executive Board and the General Membership must accept the committee’s recommendations before being forwarded to the Texas State PTA for approval.