CEDAROAK PARK PRIMARY PTA
STANDING RULES
NAME OF UNIT: Cedaroak Park PTA
FEDERAL ID NUMBER: 94-3234768
NATIONAL PTA NUMBER: 00034698
COUNCIL AFFILIATION: Clackamas Council of Parent Teacher Association
STATE AFFILIATION:
Cedaroak Park PTA is affiliated with the National PTA and the Oregon PTA and, as such, is governed by The Unified Local Unit bylaws, the Oregon PTA bylaws and the National PTA bylaws.
CONVENTION DELEGATES:
Cedaroak Park PTA will send its President, or alternate, and up to four (4) delegates to General Council meetings to represent the interests of Cedaroak Park PTA. Delegates from the PTA attending the annual meeting of the Oregon PTA (Convention) shall be appointed at a meeting of the general membership at least one month prior to the Convention.
MEMBERSHIP/ANNUAL DUES:
Annual local unit dues shall be $15.00 per individual and $10.00 per individual Cedaroak Park Primary staff member; which includes $2.25 to be remitted to the National PTA and $7.25 to the Oregon PTA. The remaining $5.50 for individual, or $0.50 for staff membership will remain in the PTA general fund.
The membership card shall be valid upon payment of dues through November 30th of the following school year.
QUORUM:
Quorum for each General Meeting shall be five (5) members. Quorum for each Executive Meeting shall be three (3) members.
MEETINGS:
General Meeting dates/times will be listed on the PTA calendar of events. Multiple methods of contact will be used if a regularly scheduled meeting date, time or location needs to be altered. A minimum of six (6) General Meetings must be held each school year.
PTA Board or Executive Committee meetings will be held when deemed necessary.
When childcare is offered during meetings/events, it must be lead by an adult volunteer (over 18 years of age) that is approved WLWV School District Volunteers or Employees.
PTA EXECUTIVE COMMITTEE:
The members of the PTA Executive Committee shall be: President, Vice President, Secretary and Treasurer. Any single position may consist of two (2) individuals, as voted on by membership.
The Executive Committee shall appoint the chairs of the standing committees. The newly elected Executive Committee, not yet in office, is authorized to meet for the purpose of appointing chairs of standing committees.
PTA BOARD:
The PTA Board shall be comprised of the members of the Executive Committee, as noted above, and the chairs of the Standing Committees.
STANDING COMMITTEES:
Standing Committees consist of committees, which are consistently a part of Cedaroak Park’s PTA yearly agenda. They include, but are not limited to:
Community Outreach
PTA Clothes Closet of Clackamas County / Clothing Drive
Green Team
Garden Care Team
Curriculum Support
Assemblies
Art Literacy
Garden Literacy
Fundraising
Fun Run
Monster Mash
Holiday Bazaar
Earth Day Art Fair
Dine Out
Spirit Wear / School Apparel
Yearbook
Hospitality
Teacher Appreciation
Staff Appreciation
Bus Driver Appreciation
Family Fun Events
Communication
Website
Calendar
Social Media
The chair of each standing committee shall present a plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the Executive Committee.
SPECIAL COMMITTEES:
The President of the PTA may, with the approval of the PTA Executive Committee, appoint special committees as deemed appropriate. Special committees cease when work is completed, and the final report is received by the PTA Executive Committee.
NOMINATING COMMITTEE:
The Nominating Committee of this association shall consist of at least two (2) members and shall be selected by the general membership at the March meeting. The report of the Nominating Committee is required at the April meeting of the Executive Committee. Once that report has been received, the work of the committee is complete. The Board shall publish the names of the prospective candidates to the general membership two weeks before the May meeting.
ELECTIONS:
Elections shall be held during the May General Meeting from the proposed slate of candidates. The newly-elected PTA Executive Committee and Standing Committee Coordinators shall assume their duties July 1st, and will serve until the following June 30th. PTA Executive Committee members may serve no more than two (2) consecutive terms in the same position.
ORDER OF BUSINESS:
Unless otherwise deemed necessary by the Executive Committee, the order of business for PTA general meetings shall be as follows:
- Call to Order
- Approval of Prior Meeting Minutes
- Reports of PTA Board
- Reports of Standing and Special Committee Coordinators
- Unfinished Business
- New Business
- Principal and Staff Reports
- Announcements
- Adjournment
VOTING:
Issues regarding the PTA Budget or Standing Rules will be decided by a two-thirds vote of eligible members in attendance, except as otherwise provided. All other issues will be decided by a simple majority.
ETHICAL AND FIDUCIARY RESPONSIBILITIES:
Bank statements are to be reviewed at least once a month, and must be signed by the treasurer and one (1) additional volunteer who is not a signer on the account, related to, or residing in the same household as the treasurer.
All money collected for fundraising or at any PTA event, must be counted down and signed off by two (2) people who are not related or residing in the same household. One (1) Executive Committee member must be present at all times during ANY counting of money. Cedaroak Park PTA will follow best practices set by the Oregon PTA for all cash counting.
Money shall remain in the PTA safe at school until it can be counted and deposited. Money collected after school hours will be left locked in the PTA safe at school and deposited on the next business day.
Only the Executive Committee members may withdraw money from the safe.
Only PTA Executive Committee members and Standing and Special Committee Coordinators acting within the scope of their responsibilities may enter into contracts on behalf of the Cedaroak Park PTA.
The designated bank signatories shall be members of the Executive Committee.
All Standing and Special Committee Coordinators shall abide by the approved budget for their event or area of focus. Board approval must be received for any expenditure, which would cause the budget for that event or budget expense line item to be exceed without prior PTA Executive Committee approval.
All formal requests for funding by Cedaroak Park PTA are to be submitted in writing to the Executive Committee. The committee will review the requests and bring requests, as necessary, to the general membership for a decision. Once a decision has been made, a written reply will be given to the requester.
An annual audit of the books will be performed by one (1) to two (2) volunteers who are not listed as signers on the account or related or living in the same household as the treasurer. Upon completion, an audit report shall be submitted to the Executive Committee and presented at the following scheduled general meeting. A copy of the annual audit shall mailed to Oregon PTA no later than November 15th.
A carry over fund of no less than $10,000 will be left in the PTA general account at the end of the fiscal year to be used by the Executive Committee to cover costs of such as back to school events and packets prior to the first PTA meeting of the new fiscal year.
The fiscal year shall run from July 1 to June 30.
STANDING RULES:
These Standing Rules may be read by request at any meeting. They may be amended or rescinded by a two-thirds vote at any general meeting. If notice of the proposed action is given at a previous meeting or in the call for the meeting, Standing Rules may be amended or rescinded by a majority vote.
SIGNATURES OF AGREEMENT BY THIS YEAR’S PTA BOARD:
President:____________________________________________________________________
Vice President:________________________________________________________________
Vice President:________________________________________________________________
Secretary:____________________________________________________________________
Treasurer:____________________________________________________________________
DATE APPROVED:
DATE SUBMITTED TO THE OREGON PTA: