Kreymer Elementary School PTA Standing Rules
I. Meeting Minutes
A. The president shall appoint a committee of three members at the final executive board meeting to approve the minutes of the final executive board meeting.
B. The president shall appoint a committee of three members at the final membership meeting to approve the minutes of the final membership meeting.
II. Training Expenses
A. As funds allow, the PTA shall pay the expenses of the executive board members to attend the Texas PTA LAUNCH in the following order:
1. President
2. Treasurer
3. Membership Chair
4. Any other executive board member with approval of the executive board.
B. As funds allow, the PTA shall limit expenses to the following:
1. Registration fee
2. Event-related functions
3. Hotel accommodations at the published double-occupancy rate
4. Mileage reimbursement for one vehicle per four attendees at a rate not to exceed the rate established in the current Texas PTA Travel Policy when using personal car, or the lowest available commercial airfare
5. Meals not to exceed $75 per person per day.
a. If a meal is included in a prepaid event, no reimbursement will be paid for that meal.
b. Alcohol purchases shall not be reimbursed.
6. Standard Self-Parking fees, unless valet is the only option.
III. Financial
A. The president shall appoint additional authorized signer(s) for the PTA accounts with executive board approval.
B. All money shall be counted by at least two persons, one of which may be the treasurer, and all counters shall sign a completed Deposit Form. A copy of this form shall be retained by all signers of the form, whether hard or digital copy.
C. The PTA shall require two signatures on all checks.
D. Any check made payable to the PTA that is returned as non-sufficient funds (NSF) will be re-deposited 2 times. Any charges incurred by the PTA because of insufficient funds shall be charged to the check writer. The PTA reserves the right to refuse subsequent checks from the check writer and require $30 for payment.
E. The PTA shall reimburse allowable, budgeted expenses to members who submit receipts with proper documentation to the treasurer within 30 days of the event or within three days of the end of the fiscal year, whichever comes first.
F. The 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 the PTA shall use the tax-exempt form.
G. The PTA shall obtain at least three bids when making any large purchase unless the item is a specialty item and there is but one vendor for the item.
H. The PTA shall require a written contract with any business/vendor when purchasing non-refundable merchandise or when making significant expenditures for service.
I. The PTA shall have a carryover in the checking account of not less than $5,000 at the end of the fiscal year.
IV. E-Commerce
A. Recurring Payments for PTA expenses may be set up to be deducted directly from the bank account. At the first membership meeting of the year, a motion is made to approve the recurring payment to the specific vendor.
B. Credit/Debit Cards
1. Cards are issued to authorized signers on the bank account and include the name of the PTA.
2. The credit limit should not exceed half of the income on the budget approved at the annual meeting.
3. No cash transactions (ATM, cash back, etc.) are allowed.
4. The cards are in the possession of the treasurer and are used via a checkout log. The log should include an agreement that sales tax will not be reimbursed unless pre-approved by the executive board. The log is then reconciled to the statement prior to payment.
5. Prior to use of the credit or debit card, a funds request form is completed and submitted. Following the purchase, the receipt is given to the Treasurer and attached to the funds request form.
6. If sales tax is paid for the credit card purchase, the card user reimburses the PTA unless prior approval has been granted by the executive board.
7. A change in signer on the checking account requires a change in signer on the credit card, and a financial reconciliation shall be performed. This applies when fraud or misuse of the card has been discovered.
8. If the card is lost or stolen, the account must be reconciled to identify any unauthorized transactions.
C. Online & Point of Sale Payment Collection Systems
1. The PTA membership must approve the use of an online and/or point of sale payment collection system.
2. The payment collection system must be in the PTA’s name.
3. The payment collection system’s statements must be clear with detailed and accessible information on a real-time basis. The PTA must have immediate access to know who has paid, the purpose of the payments, and the expected cash transfer amount.
4. Associated fees are budgeted as an expense line item and are accounted for and reported in every financial report. The PTA must check for these fees often to ensure that the financial statement is accurate and that the fees are correct.
5. All revenue is accounted for and reported in every financial report in the corresponding budgeted income category or categories.
6. Reconciliations must occur on a monthly basis. Whether a manual or automatic transfer to the PTA bank account occurs, transfers should occur at least monthly and proper documentation is required as with a traditional bank deposit. For daily deposits, a weekly summary of the deposits may be documented on a single deposit form. The deposit form should have the online transaction confirmation attached and does not need counters’ signatures as you are receiving a bulk deposit. The deposit form should include the amount of the deposit, which budget lines are impacted including the incurred fee budgeted expense. Alternatively, if fees are charged monthly, a funds request form should be used to document.
7. The payment collection system must be Certified Compliant with the Payment Card Industry Data Security Standards (PCI DSS).
8. For swiped transactions, the PTA should research the payment collections system’s policies on handling cards that do not read correctly. Card numbers are not written down for any reason. Only swiped transactions that are immediately authorized, via internet or phone access, are accepted. The PTA does not swipe or store transactions for later settlement.
9. In the case of electronic payment disputes, the PTA should research the payment collection system’s policies on challenging a disputed payment. The PTA confirms that only the PTA Treasurer has access to issue a refund to the customer. Any challenge of payment must be responded to promptly and accurately. Confirming a refund requires the same approvals and documentation as required for a funds request form. The authorized refund is recorded in the check registry prior to withdrawal. If merchandise has not already been provided, goods and services are withheld until the dispute is cleared. If the dispute is not resolved favorably, the action is treated in the same manner as a non-sufficient funds check.
V. Bonding and Insurance
A. The following insurance shall be purchased annually by the PTA:
1. Event Insurance (General Liability)
2. Directors & Officers
VI. Condolences
Condolences expressed by the PTA shall be in the form of sympathy cards.
VII. Additional Duties of Officers and the Respective Committees
All officers shall participate in a leadership capacity at all major events that the PTA sponsors throughout the year.
A. Vice President
1. Promote and participate in district-wide programs hosted by Council.
B. Secretary
1. Distribute executive board meeting minutes to its members within seven days after each executive board meeting.
C. Treasurer
1. Obtain all necessary insurance for the PTA.
VIII. Standing Committees
All standing committee chairs shall participate in a leadership capacity at all events that the PTA sponsors throughout the year.
A. Class Parties
1. This committee shall be composed of one chair.
2. This committee shall:
a. Plan, coordinate and execute Fall, Winter, Valentine Class Parties
B. Communications
1. This committee shall be composed of one chair.
2. This committee shall:
a. Maintain the PTA's social media
b. Promote PTA events
c. Create PTA flyers
C. Fundraising
1. This committee shall be composed of one chair.
2. This committee shall:
a. Coordinate school and PTA fundraising and fundraising events
b. Set up spirit nights
c. Set up and promote reward accounts with local retail stores and online vendors
D. Holiday Store
1. This committee shall be composed of one chair.
2. This committee shall:
a. Plan for and operate a holiday store in December
E. Hospitality
1. This committee shall be composed of one chair.
2. This committee shall:
a. Coordinate teacher appreciation activities
b. Coordinate teacher events as needed or approved by the board
c. Coordinate teacher appreciation week
d. Coordinate any other hospitality events
F. Membership
1. This committee shall be composed of one chair.
2. This committee shall:
a. Promote membership throughout Kreymer Elementary families and community.
b. Oversee membership dues.
c. Coordinate membership drives.
d. Keep accurate membership records.
G. Programs
1. This committee shall be composed of one chair.
2. This committee shall:
a. Plan and execute events for our school and parents
b. Work with committee to coordinate decor, food, music, and activities for planned events approved by the board
c. Oversee parent educational programs
d. Coordinate educational assemblies to enrich and enhance student curriculum
H. Spirit Wear
1. This committee shall be composed of one chair.
2. This committee shall:
a. Assist in design, coordination, ordering, and delivery of Kreymer Spirit Wear
I. Volunteers
1. This committee shall be composed of one chair.
2. This committee shall:
a. Recruit volunteers for all PTA events or school events
b. Select and award volunteer recognition monthly. Report recognition to Council.
IX. Duties of Other Executive Board Positions
All executive board members shall participate in a leadership capacity at all events that the PTA sponsors throughout the year.
A. Council PTA delegates shall:
1. Participate fully in Council PTA discussions and deliberations;
2. Report announcements, important actions and the Council PTA program to the PTA membership and executive board;
3. Seek information or approval from the membership on matters referred to the PTA for such approval or information; and
4. Report and/or vote as directed by the PTA membership at the Council PTA meeting.
5. Promote and assist in council projects.
X. Special Committees
A. Budget and Finance shall:
1. This committee shall be composed of a chair (treasurer) and at least two additional members of the PTA.
2. The committee shall prepare a proposed budget for the next fiscal year.
3. The treasurer shall present the proposed budget for the next fiscal year for adoption by membership at the annual meeting.
XI. Awards
A. Awards in the form of recognition pins (membership, etc.) shall be retained by the recipient.
B. Awards in the form of certificates, plaques, etc. shall be the property of the PTA and not individuals.
XII. Miscellaneous
A. The PTA’s mailing address shall be the school address.
B. All communications concerning the PTA for school-wide distribution shall be approved by the president prior to dissemination.