E. H. Sutherland Elementary School
10015 S. Leavitt Avenue
Chicago, IL 60643
Ms. Maria Pullos Counselor
Case Manager .5
IB coordinator .5
IB coordinator .5
Ms. Rose Pickett
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Sutherland School PTA - Standing Rules
STANDING RULES OF THE SUTHERLAND SCHOOL PTA
WHEREAS the Sutherland School PTA (“PTA”) has adopted Illinois PTA Bylaws dated as of ________, the “Bylaws”; and
WHEREAS the Bylaws provide that certain details and procedures relating to the administration of the PTA may be described in the Standing Rules;
NOW THEREFORE, the PTA hereby adopts the following Standing Rules:
ARTICLE I - MEMBERSHIP AND DUES
Dues for the 2012-2013 year shall be $10 for and individual membership and $15 for a family membership of two (2) persons.
Dues may be adjusted beginning August 1 upon approval of the executive board.
ARTICLE II – DUTIES OF OFFICERS
In addition to the duties set forth in the Bylaws, the president shall also be responsible for the following:
1. PRIOR TO THE BEGINNING OF THE SCHOOL YEAR:.
a. Updates list of special committees/chairpersons (including email and contact numbers) and determine vacancies prior to the start of the school year and throughout the year as necessary.
b. Forwards Committee Chairperson lists to website manager and executive board;
c. Meet with first vice president and Principle to go over all dates on the PTA Event Calender.
d. Hold a summer meeting with executive board to finalize a PTA Event Calender for the entire school year, including monthly meeting dates and times; prepare budget for member approval;.
e. Draft the PTA Welcome Packet. The Packet generally consists of a welcome letter from the President; a membership cover letter and form; a volunteer sign up form; a room parent sign up form and a calendar of PTA Events. Have Packet printed and distribute the packet the first week of school. Also, when PTA packet is finished, it must be e-mailed to the Website Manager to be posted on the website.
2. BEGINNING OF THE SCHOOL YEAR:
a. Organize the Opening Day Welcome Coffee for Sutherland parents.
b. Prepare opening remarks (e.g. encourage membership in the PTA; introduce the Board; preview the year; field questions) for the Welcome Coffee..
c. Organize a back to school movie night/picnic for the first Friday of the school year (or create a committee to facilitate).
3. DURING THE SCHOOL YEAR:
a. Schedule an executive board meeting at least bi-monthly to review any new business;
b. Prepare the agenda and moderate general meetings. If not available to moderate a the meeting, then the 1st Vice-President will moderate such meeting.
c. Keep in contact with and provide assistance or advice to board members and committee chairpersons, as needed.
d. Serve as liaison to the Principal: discuss with Principal any new events planned, teacher breakfasts, teacher appreciation week ect. so that principal is aware of things happening in the school and can plan accordingly.
e. Field complaints from, or provide help to parents.
In addition to the duties set forth in the Bylaws, the first vice president shall also be responsible for the following:
a. Arrange for guest speakers at general meetings in accordance with the objects/purposes of the Illinois PTA as set forth in the Bylaws; and
b. Assists the President in planning/scheduling PTA events and activities with the Principal.
In addition to the duties set forth in the Bylaws, the second vice president shall also be responsible for the following:
a. promote PTA membership;
b. determine the amount of dues to be paid by the Treasurer to the Illinois PTA by October 1st and every month thereafter in which new members joined the PTA;
c. distributes membership cards to current members.
In addition to the duties set forth in the Bylaws, the corresponding secretary(s) shall also be responsible for the following:
a. Monitor correspondence received in the school office each week and distribute to the appropriate parties.
b. Provide an overview on any noteworthy correspondence received (e.g. thank you notes) to members at meetings.
c. Organizes room parent and committee volunteer lists in early September. Makes list available to relevant teachers and PTA Committees as soon as possible, as such room parents and volunteers are needed for September events.
d. Create a list of all PTA volunteers throughout the school year for inclusion in the Volunteer Appreciation event.
In addition to the duties set forth in the Bylaws, the recording secretary(s) shall also be responsible for the following:
a. Forwards approved minutes of each meeting to the website manager for posting;
b. Maintains a binder containing approved minutes of each meeting;
c. Reviews teacher classroom enhancement requests; submits request to executive board for approval; follows up with teachers.
In addition to the duties set forth in the Bylaws, the treasurer shall also be responsible for the following:
a. Files an Annual Report with the State of Illinois by September 1.
b. Pays insurance premium by October 1.
In addition to the duties set forth in the Bylaws, all officers be responsible for the following:
a. Participates in approval process for Classroom Enhancement Requests from teachers.
b. Assists in PTA sponsored fundraisers, events and activities as needed and when possible.
ARTICLE III – STANDING AND SPECIAL COMMITTEES
Charipersons should attend PTA meeting regularly, and must attend (or appoint a person to attend) the meeting immediately preceding their event or activity in order to speak about said event. Chairpersons of committees with an ongoing mission should report their activities to members at least three (3) times during the year.
The committee chairperson shall be responsible for the collection of any funds received in connection with the event or activity. The chairperson shall count all funds and complete a Deposit Voucher . A second person shall count such funds and sign the Deposit Voucher. Funds should be promptly delivered to the Treasurer, or another authorized signor on the PTA bank abbount, for deposit into the PTA bank account.
Unless otherwise notified in writing, the chairperson shall not incur any expenses unless such expenses are approved by the executive board in advance.
The executive board may give a chariperson permission to incur expenses without approval at its discretion and in writing, provided the chairperson first presents the executive board with an itemized list of expenses and cost estimates.
ARTICLE IV – REIMBURSEMENT OF EXPENSES
No expense shall be approved for reimbursement by the executive board unless it directly relates to an event or activity meeting the objects/purposes of the PTA.
The person seeking reimbursement must submit a Check Request, signed by the Committee Chairperson and his or herself. The expense must be detailed, with an invoice or receipt attached, detailing such expense.
ARTICLE V – FAMILY CRISIS RESPONSE
The executive board may determine to lend support to a Sutherland student or staff member experiencing a crisis in his/her household,including but not limited to a death of a parent or sibling, house fire or serious accident.
ARTICLE VI – PTA LIASIONS TO THE ATHLETIC BOARD
Two (2) PTA Liasions to the Sutherland Athletic Board shall be appointed by the executive board for a term of two (2) years, which terms shall expire in consecutive years. There are no term limits.
The PTA Liasion shall not be a current coach of any Sutherland athletic teams.
a. PTA Liasions shall periodically report to the executive board or at a general meeting on Athletic Board activities.
b. A PTA Liasion shall provide a monthly bank statement of the Athletic Board account to the executive board.
ARTICLE VII – USE OF SUTHERLAND WEBSITE
Only the president and the first vice president may submit PTA information from third parties to the website manager for posting.
ARTICLE VIII – AMENDMENTS
These Standing Rules may be amended by a majority vote of the members.
Approved by: _____________________________________
on _______________________________ __________________________________
Date PTA Corresponding Secretary
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