Blaney Elementary of Elgin PTA

Standing Rules

(last updated 4/29/14)

Article 1 Unit Name

The name of this unit shall be Blaney Elementary of Elgin Parent Teacher Association (PTA), a.k.a. Blaney Elementary PTA, a unit of the South Carolina State PTA. We will adhere to their bylaws. The Local Unit number is 02363634, chartered on May 21, 2009. Current By-Laws expire May 3, 2019.

Article 2 Non-Profit Guidelines

As a 501(c)(3), Blaney Elementary PTA will comply with the non-profit articles of the State of South Carolina. The EIN assigned to the Blaney Elementary PTA is 27-0268268.

Article 3 Membership Dues

Membership dues for the Blaney Elementary PTA will be $5.00 for an individual membership with a discounted rate of $3 for each additional member in the same household from July 1 - September 30 each year. These fees include $1.00 for SCPTA, $2.25 for National PTA. Each individual receives one card and one vote. All board members and committee chairpersons are required to be Blaney Elementary PTA members in good standing.

Article 4 Election of Officers

Officers shall be elected at a General Membership meeting in the month of April. The new officers shall assume office on July 1st. Voting may be by voice vote if only one (1) candidate is nominated for an office. Absentee or mail–in proxy ballots are prohibited. To be eligible for election to an office, a person must be a member of the Blaney Elementary PTA in good standing for at least thirty (30) days prior to the election. The (30) thirty-day requirement is waived for parents or guardians of students enrolled at Blaney Elementary within the past (60) sixty days. No person shall serve in the same office for more than two consecutive terms. An officer having served eight (8) or more months shall be considered to have served a full term.

Article 5 Executive Committee

The executive committee of this organization shall consist of the following elected officers: President, Vice President, Treasurer and Secretary. All offices may be shared as co-offices, with the office receiving one (1) vote. The Vice President is to take the position of Interim President in the event the President is no longer able to continue holding office until an election can be held to fill the position at the next General Membership Meeting.

Article 6 Board of Directors

The Board of Directors will consist of the members of the Executive Committee, Standing & Special Committee Chairpersons, Principal, Assistant Principal, up to four (4) Teacher Representatives. Only the Board of Directors may vote during a Board of Directors meeting.

To be eligible to be on the Board of Directors, a person must be a member of the Blaney Elementary PTA in good standing upon accepting appointment. Executive Board Members must be a member of the Blaney Elementary PTA in good standing for at least thirty (30) days prior to the election or appointment.

If any member of the Board of Directors ceases to meet the qualifications or fulfill the duties of the position, that person may be removed from the Board by a two-thirds (2/3) vote of the Board of Directors.  A Board Member is subject to removal from office if the officer is absent three (3) consecutive Board meetings, unless excused by the President. If a vacancy occurs in an office, the Executive Committee may appoint a PTA member to serve the remainder of the term.

Article 7 Teacher Representatives

One (1) teacher representative will be chosen from each category: 4K, Kindergarten and First Grade; Second and Third Grade; Fourth and Fifth Grade; and Related Arts. Teaching staff will nominate and vote on Teacher Representatives. Voting and nominating will be overseen by the Nominating Committee.

Article 8 Committees

A. Standing Committees

B. Special Committees

Article 9 General Meetings

There shall be a minimum of two (2) General Membership meetings per year. Additional meetings may be called by the President and announced by special notice via telephone, email or Internet or in the PTA newsletter no less than two (2) days prior to the meeting. Special meetings may be called by the President or by a majority of the Board of Directors with two (2) days notice prior to the meeting. Two (2) day notice shall be given for a change of date. A legal quorum shall be met at a General Membership meeting if there are at least thirteen (13) PTA members present. A simple majority (50% + 1 of all members present) vote is required for the transaction of PTA business.

Article 10 Board Meetings

There shall be a minimum of six (6) Board of Directors meetings per fiscal year. Monthly meeting dates shall be established at the first meeting of the year for the Board of Directors.  Additional meetings may be called by the President and announced by special notice via telephone, email or Internet or in the PTA newsletter no less than two (2) days prior to the meeting. A legal quorum shall be met at a Board of Directors meeting if at least one-fourth (1/4) of the Board of Directors is present.  A simple majority (50% + 1 of all Board Members present) vote is required for the transaction of PTA business.  All regularly scheduled Board of Director meetings shall include the following items of business: reading and approval of minutes, approval of financial reports, old business, new business, and announcements.

Article 11 Parliamentary Procedure

The current edition of “Robert’s Rules of Order Newly Revised” shall govern the association in all cases in which they are applicable and in which they are not in conflict with these Standing Rules and Unit Bylaws. A Parliamentarian may be appointed by the President.

Article 12 State and National Events

The voting delegates for State and National PTA events shall be selected by the Board of Directors. Registration, hotel and banquet fees for the voting delegates shall be paid for by the PTA unit, within budgetary guidelines. Individuals sponsored by the Blaney Elementary PTA at state events shall be prepared to report on the activities and workshops they attended. If said individuals are absent from State and National events and not excused by the President, they will be responsible for any fees accrued by the Blaney Elementary PTA.

Article 13 Standing Rules

The Standing Rules may be amended by majority vote of a quorum of board members present at any meeting of the Board of Directors.

Article 14 Budget

A budget will be drafted annually and adopted at the first general meeting of the school year.  A line item shall be added to the budget for contingency needs.  Any expenditure in excess of budgeted line items requires an amendment to the budget at a general membership meeting.   All funds processed through the PTA shall be accounted for in the budget with the exception of the State & National portion of the Blaney PTA dues.

Article 15 Finance

All cash and checks received must be counted and verified by two (2) PTA members one of whom shall be a board member. A receipt with both counting members’ signatures must accompany the cash and checks. Money shall be counted in a secure location, out of public view, immediately following the event. In the case of an evening fundraising event, monies shall be counted immediately following the event, and placed in the PTA’s safe until it can be taken to the bank. To count and handle PTA money, you must be a current Blaney Elementary PTA member in good standing. Under no circumstances will money be taken home.

Each bank account shall be reconciled monthly during the school year and at least once during the summer.

All reimbursements shall include a receipt and check reimbursement form and shall be submitted to the treasurer within thirty (30) days of purchase and received by June 15th. No checks will be issued for expenditures not covered within the budget.

The fiscal year shall run July 1st to June 30th.

Article 16 Audits

The Treasurer’s books are to be audited annually by a certified auditor or the Financial Review Committee prior August 1st, as well as any time a signer is added to or removed from the bank account. If a certified auditor is used, the Financial Review Committee shall oversee the audit and shall be responsible for presenting the audit report to the Board. The Executive Committee shall submit the completed financial review to the State PTA Office no later than October 1st.

Article 17 IRS

The current treasurer, with assistance from the outgoing treasurer, is responsible for ensuring the IRS form 990 or 990EZ or E-postcard is filed prior to November 15th.

Article 18 Bank Signature Cards

Two authorized officers’ signatures shall appear on all checks. Authorized officers may not sign checks written to themselves or to a member of their immediate family. A minimum of three (3) elected officers are to be signers on all accounts. An audit shall be performed any time a signor is added to or removed from a bank signature card. No two members from the same family shall be on the signature card at the same time.

Article 19 Banking Fees

In the event of an NSF check, an eighteen dollar ($18.00) service fee will be charged in addition to any bank penalties the Blaney Elementary PTA may accrue. Blaney Elementary PTA will not accept any checks from this individual in the future until the NSF check(s) are paid. The Blaney Elementary PTA will not accept post dated checks or be responsible for any fees accrued by an individual that writes a check to the Blaney Elementary PTA. If a check written by the PTA is lost or stolen, the member who was issued the check must notify the Blaney Elementary PTA Treasurer immediately. The Treasurer will contact the bank and place a stop payment order on the check. A check will be reissued in the original amount minus the stop payment fee imposed by the bank. Exceptions to this policy must be brought before and voted on by the Board of Directors.

Article 20 Contracts

All contracts must be in writing and should be signed by two members of the board, to include at least one (1) Executive Committee member, including the titles of the officers on the signature line. All contracts including the terms and conditions of the contract must be fully understood and agreed upon by the Blaney Elementary PTA Executive Committee.

Article 21 Codes for the Safe

The safe for the Blaney Elementary PTA is in the PTA Room. Multiple codes can be programmed to give individuals their own code. Codes are not to be shared with unauthorized persons. Persons having access to the safe will be Executive Board Members, Fundraising Chair, Volunteer Chair, and others as approved by the Executive Board.

Article 22 Key Fobs

Key fobs for the school’s check-in system have been purchased by the Blaney Elementary PTA. Key fobs must be programmed into the system by Melissa Emmons (or other Blaney staff member who has access to programming the check-in system). Each key fob will have a number on it to help with keeping track of them. Key fobs may be issued to Blaney Elementary PTA Board Members, and others as approved by the Blaney PTA Board. The frequency and amount of time spent volunteering based on reports from the volunteer log-in system will be used to make decisions about issuing key fobs.