West

End Memorial School PTA

Standing Rules
Original Adoption: May 6, 2014
Amendment Date:
































Note: This PTA is affiliated with National PTA and NJPTA and is governed by
West End Memorial School PTA Bylaws (adopted January 2014). Standing
Rules cannot be in conflict with local or state Bylaws, PTA policies, IRS
regulations or nonprofit law. Standing Rules are a supplement to the Local
PTA Bylaws.

Contents:
1. Duties of Officers
a. President
b. Vice President
c. Recording Secretary
d. Corresponding Secretary
e. Treasurer
2. Meetings
a. Board of Directors
b. General Membership
3. Committees
4. Financial Procedures
5. Appendix

1. Duties of Officers

(Bylaws Article IV, Section 8: Each officer or board member of this Local PTA shall be a member of this
Local PTA.)

President:

(Bylaws Article VII, Section 1: The president shall preside at all meetings of the Local PTA and of the
Board of Directors; shall perform such other duties as may be prescribed in these bylaws or assigned to
him/her by the Local PTA or by the Board of Directors; and shall coordinate the work of the officers and
committees of this Local PTA in order that the purposes may be promoted.)

Keep the Board of Directors informed of PTA activities on an ongoing basis;

As the presiding officer, maintain a fair and impartial position at all times and
encourages members to participate;
Keep a current copy of bylaws, standing rules and budget;
Approve all PTA correspondence in conjunction with the principal prior to
distribution to school, community or staff;
Participate in leadership development opportunities;
Prepare meeting agendas
Keep membership informed of PTA activities on an ongoing basis (including,
but not limited to, posting relevant information on Facebook, providing
Principal with events calendar, and sending meeting reminders and minutes)

Vice President:

(Bylaws Article VII, Section 2: The vice-presdent(s) shall act as aide(s) to the president and shall in their
designated order perform the duties of the president in the Presidents absence or inability to serve.)

Keep the President informed of PTA activities on an ongoing basis;

Keep a current copy of bylaws, standing rules and budget;
Participate in leadership development opportunities;
Assist President in communications with membership


Recording Secretary:

(Bylaws Article VII, Section 3: The recording secretary shall record the minutes of al| meetings of the
PTA and of the Board of Directors, shall have a copy of the approved bylaws, and a membership list
available at every meeting, and shall perform such other duties as may be delegated to him/her.
Immediately following the election meeting, the recording secretary shall send the Annual Report of
Local PTA Officers to the State office of the New Jersey PTA and the president of the County Council.)

Keep the President informed of PTA activities on an ongoing basis;

Record board members and additional people in attendance at each meeting;
Record minutes at each board meeting and general membership meeting;
Participate in leadership development opportunities

Corresponding Secretary:
(Bylaws Article VII, Section 4: The Corresponding secretary shall conduct the general correspondence of
the organization as directed by the president, Board of Directors or this Local PTA.)

Deliver all PTA correspondence to the president for approval by president

and principal prior to distribution to school, community or staff

Treasurer:

(Bylaws Article VII, Section 5:

a. The treasurer shall have custody of all funds of this Local PTA; shall keep an accurate record of
receipts and expenditures; shall pay out local funds in accordance with the approved budget as
authorized by this Local PTA;
b. The treasurer shall be responsible for the maintenance of such books of accounts and records as
confirmed to the requirement of Article XII, Section 2 of these bylaws;
c. The treasurer will make disbursements as authorized by the President, Board of Directors, or this
Local PTA in accordance with the budget adopted by this Local PTA. Checks and vouchers shall be
signed by the president and treasurer. In an emergency, or the unavailability of the president or
treasurer, the recording secretary may sign in place of one of the other signatories;
d. The treasurer shall keep the record of the National and State portions of the membership dues
separate from the record of the general funds of the local organization. The treasurer shall send the
annual National and State dues of each individual member of this Local PTA to the State Branch on or
before the dates listed in Article V, Section 9;
e. The treasurer shall present a financial statement of accounts at every meeting of the organization
and at other times when requested by the Board of Directors, and shall make a full report at the annual
meeting;
f. The treasurer's accounts shall be examined annually or upon change of officer, by an auditor (CPA) or
an auditing committee of not less than 3 members, who satisfied that the treasurer's annual report is
correct, shall sign a statement to the facts at the end of the report; and
g. The auditor (CPA) or the auditing committee shall be appointed by the president with approval of the
Board of Directors and shall report at the annual meeting.)

Keep the President informed of PTA activities on an ongoing basis;

Develop financial procedures for the PTA that shall be followed for the
collection and deposit of PTA funds, as well as reimbursement of PTA funds;
Discuss with the board the PTA insurance policy, ensures it is current and
submits payment in a timely manner;
Make timely payments of membership dues to NJPTA;

2. Meetings

Board of Directors Meetings:
Regular meetings are to be determined by the President and approved at the
Board of Directors Organizational Meeting (during the summer) or first
Board of Directors Meeting of the school year (September);
Members of the Board of Directors include PTA officers and standing
committee chairs;
Board of Directors Meetings include all board of directors members, in
addition to invited Special Events/Program Sub-Committee Chairs
Regular meetings are held:
1st Tuesday of the month, 7 pm (in the school library)

General Membership Meetings:
General membership includes all board of director members and all persons
who have paid dues to this PTA for the current membership year;
Regular meetings are held:
1st Tuesday of the month, 7:30 pm (in the school library)

3. Committees

Standing Committees:
Chairs of standing committees are members of the board of directors, attend
monthly board meetings, vote and are counted in the quorum for board of
director meetings;
Chair presents plan of work to the board of directors for approval prior to
starting committee activities;
Chair delivers all PTA correspondence to the president for approval by
president and principal prior to distribution to school, community or staff;
The board shall have the following standing committees

Fundraising: coordinate and recruit volunteers to run various
fundraising opportunities (Scholastic Book Fair, fall and spring
fundraisers, and ongoing fundraisers such as Target, Box Tops,
etc.), in addition to securing grants and donations.

Events and Programs: recruit volunteers to chair and assist in
coordinating and running special events and programs, as needed
(Holiday Shop, Mileage Club, Talent Show, Mayfair, etc.)

Student Enrichment: identify and address student needs and

creating opportunities for improving the bond between home and
school (in keeping with the PTA Purpose, as found in our Bylaws).

Hospitality: recruit volunteers to provide and serve refreshments
for various events.

Bylaws: meets as needed to keep Bylaws up-to-date.

Membership: chair is responsible for distributing membership
recruitment materials each fall, compiling a distribution list of all
dues paying members, providing the treasurer with all monies
received for dues, and coordinating distribution of NJPTA
membership cards. Volunteers may be recruited to assist the chair.

Audit: a committee of not less than 3 members, who review and
sign the treasurer's annual report.

Nominating: comprised of 3 members (and 1 alternate), the
Nominating Committee shall select one (1) eligible person for each
office and report its slate of nominees to the president, followed by
a report to membership at least 30-days prior to the planned
elections.

The board may establish additional standing committees at any time as
needed.

4. Financial Procedures

On a monthly basis, the Treasurer will:
Reconcile bank statements with the activity register
Make payments (as required) to NJPTA for membership dues collected
Pay invoices, as needed
Prepare a Treasurers Report, including all notable activity, and present this
report to the Executive Committee and General Membership at the monthly
meetings

Annually, the Treasurer will:
Prepare the Annual Audit for NJPTA (due Jan 15)
File Federal Tax Form 990N (due Jan 15)
Keep the PTA Insurance Policy current with an annual payment (May/June)

As needed for Special Events and Fund Raisers, the Treasurer will:
Provide a cash box
Reimburse volunteers for out-of-pocket expenses incurred in the planning of
an event
Pay any bills associated with the Event or Fund Raiser in a timely manner
Deposit any monies collected from the Event or Fund Raiser

This PTA funds are in the following depository/financial institution/bank:



TD Bank: * General Account




* Special Use Account (ie. Available for use for deposit of




proceeds from games of chance per State of NJ




guidelines)




* Webster Account (monies from this account must only




be used for projects that benefit the West End




Community outside of the school)