TABLE OF CONTENTS

Mission Statements………………………………………………………………………………………………….3

        Heritage Elementary PTA Mission Statement

        National PTA Mission

        Objectives of National PTA

Organizational Structure…………………………………………………………………………………………….4

        Leadership Reporting Structure

Meetings………………………………………………………………………………………………………………6

        Monthly Meetings

        Meeting Attendance

        Voting

        PTA Meeting Reports

Financial Guidelines……………………………………………………………………………………………..…7

Administrative Matters…………………………………………………………………………………………….8

Communications………………………………………………………………………………………………..….10

Fundraising Policy………………………………………………………………………………………………….11

Non-Commercial Policy……………………………………………………………………………………………13

Nominating Policies and Procedures…………………………………………………………………………….14

Records Retention Policy………………………………………………………………………………………….16

Year End Report Guidelines………………………………………………………………………………………17

Annual Audit Preparation Guidelines………………………………………………………………………….…18

Membership Development Policy…………………………………………………………………………………20

Plan of Work Policy ………………………………………………………………………………….…………….21

I.        Mission Statements

The Heritage PTA‘s real working capital lies in its members, not its treasury.  When PTAs invest their human resources in programs, they create benefits for all children and youth with modest outlays of money.

PTAs can work to improve schools by supporting efforts to secure adequate funding, working with school personnel to strengthen curriculum, promoting parent-teacher cooperation and providing volunteer aid for activities and programs.  In addition, PTAs can work with community organizations to promote community-wide development projects.

        A.        Heritage Elementary School PTA Mission

The Mission of the Heritage Elementary School PTA is to build a strong, cooperative relationship between parents, teachers, and staff to realize the full educational potential of every student.  

        B.         National PTA Mission

1. To support and speak on behalf of children and youth in the schools, in the community and before governmental bodies and other organizations that make decisions affecting children
2. To assist parents in developing the skills they need to raise and protect their children
3. To encourage parent and public involvement in the public schools of our nation.

        C.         Objectives of National PTA:

1. To promote the welfare of children and youth in home, school, community and place of worship
2. To raise the standards of home life
3. To secure adequate laws for the care and protection of children and youth
4. To bring into closer relation the home and school, that parents and teachers may cooperate intelligently in the education of children and youth
5. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social and spiritual education.

II.         Organizational Structure

        The General Membership of the Heritage Elementary School PTA elects a leadership team to promote the PTA mission and objectives.  The leadership team is composed of Board of Directors, Directors and Special Committees as required in the Bylaws.  

1. The HES PTA leadership team is comprised of positions divided into three levels:

1. Executive Officers:   President, Vice President, Secretary, Treasurer
2. Board of Directors: Executive Officers + School Principal, Communications Chair, Audit Chair, Membership Chair, Nominations Chair,  and Teacher Representatives
3. Directors: BAC Director, Birthday Lunch Director, Book Fair Director, Book Fair Family Night Director, Bulletin Boards Director, Ceiling Tile Director, Clothes Closet Director, Community Partnership Director, Cultural Arts Director, Family Dance Director, Food Drive Director, Fun Run Director, Grounds Director, Heritage Herald Director, HES Mascot Director, Hydration Station Director, Newcomers Director, Read - A - Thon Director, Rebates Director, Reflections Director, Safety Director, School Store Director, School Supply Sale Director, Spirit Night Director, Spirit Wear Director,  Staff Appreciation Director, Volunteer Director, Wake Up and Read Director, Yearbook Business Director, Yearbook Design/ Yearbook Club  Director.

All Directors report to a Board of Director Member.  All Board of Director Members report to the President / Vice President.        

2. Executive Officer and Board of Director Position Descriptions        

        Detailed job descriptions are maintained in individual Google Docs given to the person holding each position.  An additional file of detailed job descriptions is maintained in the PTA office and on the PTA website; heritagepta.org.  These descriptions are also maintained on the HES PTS Google Doc account.

        Executive Officer and Board of Director Position Descriptions

1. President - The President is elected by the members to direct the affairs of the association in cooperation with the other members of the Executive Board, or where applicable, Executive Committee, for a one-year term with a maximum of two terms.  The President manages all day to day operations of the PTA and attends all PTA sponsored events and activities.
2. Vice President - The Vice President is elected by the members to direct the affairs of the association in the absence of the president.  The Vice President also assists the President in the day to day operations and coordinates Parent Education Programs.
3. Treasurer - The Treasurer, as the authorized custodian of the funds of the association, receives and disburses all    money as prescribed in the bylaws or authorized by action of the association.  The Treasurer also manages all financial records for the PTA.      

4. Secretary - The Secretary records minutes of all PTA meetings and keeps record of the year’s activities within the Secretary Notebook.
5. School Principal - The School Principal represents the school administration and staff on all affairs pertaining to the PTA.  The principal’s role is a vital communications component to the success of the PTA’s mission to bring parents, teachers and staff together for the benefit of all school children.
6. Communications Chair –This person is responsible for developing programs/activities to further the goals and purposes of PTA, improving communications and relationships between school staff and families, PTA social media accounts, editing the Herald and coordinating all Communication matters.
7. Audit Chair – Responsible for the Audit of all PTA records.
8. Membership Chair- Chairperson conducts the membership drive at the beginning of the school year by promoting the value and benefits of joining PTA.  The Chairperson inputs all new PTA members into State PTA database, and distributes membership cards.  Will also ensure membership dues are received and paid to NCPTA.  Also oversees volunteer director.
9. Nominations Chair- This person will assist PTA with filling positions and notifying parents of open positions.
10. Teacher Representatives (at least 2) - Selected by the school’s teachers, the representatives are the voice of the staff at PTA Executive Board meetings by promoting and advocating teaching staff’s recommendations and perspectives related to PTA programs, events, and spending priorities.  The representatives also work closely to help select cultural arts programs.

Director Position Descriptions

1. BAC Director- BAC - The BAC Director attends the quarterly meetings of schools in the Eastern Wake County Area with school administrators.  The Chairperson also periodically attends the Wake PTA Council advisory meetings and lunch-n-learn series meetings to report developments and recommendations back to PTA.  This person is also a member of the Parent Advocacy Committee.
2. Birthday Lunch Director – This person is responsible for organizing and directing all student birthday treat bags and distribution.
3. Book Fair Director – The Book Fair Director organizes and directs all activities related to the Fall Book Fair.

4. Bulletin Boards Director – This person designs and maintains all PTA bulletin boards.
5. Ceiling TIle Director - This person organizes the Ceiling TIle Painting Events.
6. Clothes Closet Director- The Clothes Closet Director organizes and maintains the emergency clothes closet for students and the Lost and Found. The Lost and Found is cleaned out quarterly.
7. Community Partnership Director – The Community Partnership Director acts as a liaison between the PTA and the community.  This person is also responsible for overseeing and recording all donations received by the PTA.
8. Cultural Arts Director – This person works with the school administration and or teacher representatives to set up at least 4 cultural arts programs for the school year.  The Cultural Arts Director also coordinated the programs with the artists that have been selected.
9. Family Dance Director - This person is responsible for organizing the Family Dance.
10. The Food Drive Director- This person is responsible for organizing and directing all food drive related activities.
11. Fun Run Director - This person is responsible for organizing everything to do with the Fun Run.
12. Grounds Director – The Grounds Director organizes Fall and Spring Clean Up Days and oversees PTA funded ground improvements.
13. Heritage Herald Director – This person is responsible for writing and editing content provided to them from the leadership team for monthly publications.
14. HES Mascot Director – This person maintains the mascot uniform and organizes the mascot for school events.
15. Hydration Station Director – This person is responsible for organizing water distribution for Field Days.
16. Newcomers Director- The Newcomers Director organizes and maintains Welcome Packets for new students.
17. Read-A-Thon Director - This person organizes the Read-A-Thon Events.
18. Rebates Director- This person manages all rebate programs including Box Tops, Amazon Smile. Lowes Foods, Harris Teeter, Publix and Giving Tree.
19. Reflections Director – The Reflections Director directs the Reflections program celebrating artistic talents of students.
20. Safety Director – This person oversees the safety improvements for the school.
21. School Store Director – This person manages the student run school store from 7:40 am – 8:10 am on Friday Mornings.
22. Spirit Night Director – The Spirit Night Director organizes all spirit night activities.
23. Spirit Wear Director – This person is responsible for ordering, selling and distributing HES t-shirts and spirit items ordered.  They are also responsible for selling Spirit Wear items during PTA activities.
24. Staff Appreciation Director – The Staff Appreciation Director is responsible for larger staff events including holiday gift wrapping, staff appreciation week, staff birthdays and holiday gifts.  This person also is responsible for monthly goody days for teacher and staff that include organizing snacks, lunch, or stocking the fridge in the teachers’ lounge.
25. Volunteer Director – The Volunteer Director oversees all members who volunteer to help throughout the year.  This person is also responsible for helping to find volunteers when a chair needs extra help or if the PTA needs additional volunteers for an event.  They are also responsible for running the volunteer of the month program, volunteer appreciation and for coordinating room parents.
26. Wake Up and Read Director – This person is responsible for organizing the book drive and delivering the books to the WUAR collection center in Cary.
27. Yearbook Business Director – This person is responsible for the sales and the distribution of the yearbook.
28. Yearbook Design/Construction Director- This person is responsible for the layout and editing of the yearbook.        

Board and Director Rules:

• Spouses or partners can NOT both serve on the PTA Board of Directors.
• No one that holds a PTA Board position can profit in any way from any PTA events or programs.

III Meetings

A.        PTA Meetings and Attendance - Meetings are generally held on the 3rd Thursday of every month in the Media Center at 6:30 p.m. The meeting times/location will be confirmed on the PTA calendar posted on the website, emails and texts that are sent out.   All meetings will be commonly referred to as “PTA Meetings” to better encourage attendance by all interested persons.  The entire PTA Leadership Team is highly encouraged to attend the monthly meetings.  In order to establish a quorum, one more than half of the Board of Directors must be in attendance. Should a member of the Board of Directors not be able to attend, notification should be made to the President or Secretary as early as possible.

B.        Voting - Most voting at PTA Meetings is conducted by a voice or ballot vote.  Should a counted vote be necessary at any regular PTA Meeting, only the Board of Directors votes will be counted.  Voting is restricted to this level to better ensure our ability to establish a quorum at the meetings.  

Counted votes are rare at regular PTA Meetings.  It is important to note that the PTA values every interested person’s opinion and perspective.  That perspective can help educate those with voting responsibility and is essential for the PTA to make informed decisions.  Each voice is important and the best way to make your opinion known is to attend the meetings.

For procedural purposes, the August, January and May meetings are designated as General Meetings in which all PTA members, regardless of whether they serve in a leadership capacity, are entitled to vote on any business before the PTA.  Budget approval and any significant expenditure of the PTA are placed on the agenda at a General PTA Meeting.

C.        PTA Meeting Reports: Board of Directors and Directors - An agenda will be set for each monthly PTA Meeting. Executive Officers and Board of Director Members are required to submit a report.  If there is no business to report, an oral report of “no report” is sufficient.  Reports do not need to be written if presented in person.  However, if the report is lengthy it is helpful to the Secretary taking minutes if it is submitted in a written format via email.

If for any reason the report cannot be submitted in person, a written report is required.  The report may be sent via email and should be submitted to the PTA Secretary or President by Wednesday evening prior to the Thursday meeting.  

All Directors are requested to provide a report at the monthly PTA Meetings during the active period of the program or event.  If a Director cannot be present at the PTA Meeting, the written report should be submitted to person to whom they report or directly submitted to the PTA Secretary.  A report does not need to be written if it is presented in person.

IV. Financial Guidelines

.         A. Check Requests

All check requests must be submitted on the Check Request Form (available in the PTA Office and under Forms on the HES PTA website).  The requestor must submit the request attached with receipts of purchase or documentation and place it in the President’s mailbox located in the PTA office for authorization.  If for any reason the President is unavailable, the Vice President will authorize the request.  Once authorized, the Check Request Form will be submitted to the Treasurer for processing. If the check request is for over $250 PRIOR AUTHORIZATION IS REQUIRED. The request will need to be emailed to 5 board members and 3 will have to approve the purchase before it is made.  Attach this approval email to the check request.

All checks require two signatures.  Those authorized to sign checks are the Presiden, Treasurer and a third named board member.  In the rare event a check request must be processed in an emergency, the Treasurer should be alerted via telephone, email or text, with the correct documentation stating the authorization.  No authorized check signer is allowed to sign a check that is written to them or to someone that is related to them. All check requests will be processed weekly.  

        B.        Reimbursement Requests

Reimbursement for personal expenditures should be made using the Check Request Guidelines.  All receipts must be attached to the Check Request.  HES PTA purchases should be the only items on this receipt.  

        C.        Petty Cash Requests

Any requests for Petty Cash  must be submitted to the President for authorization and submit to the Treasurer – please use the Petty Cash form found in the PTA Office or on the PTA website.

        D.        Funds Processing

Any event in which funds are acquired must strictly follow the deposit guidelines.  All funds must be counted in the PTA office and as soon as it is received. At no time funds should leave the school, unless taken to the bank by an authorized person. The responsible Chair or Director must count the funds.  If funds are counted with a responsible person present, they verify deposit and count as a Witness.  Both persons must sign the Deposit Form and be in agreement as to the amount of the deposit.  The Deposit Form is available in hard copy or electronically on the HES PTA website or in the PTA Office.

After completing the Deposit Form, print one copy which will be placed with the funds that are being deposited.  Provide one copy to the Chair or Director with budget responsibility for their record-keeping and reconciliation with any documentation (order forms or notes).  The copy may be placed in the appropriate mailbox if the Chair or Director is not present.  Next, the funds should be placed in a small plastic bag along with the Deposit Form (it should be folded and placed in the bag or stapled to the bag).  The entire deposit should then be placed in the safe located in the PTA Office.  The bag is dropped into the safe opening to secure the funds are in the safe properly.  

At no time should funds leave the school building for counting.  If time does not permit counting, funds may be dropped into the safe in a plastic bag with a deposit form indicating the event and responsible party.  Contact the President, Treasurer and Assistant Treasurer to notify them of funds left in safe.  

Funds received in the PTA mailbox are secured daily by the President, Vice President or Treasurer. During periods when funds are coming in more slowly, deposits are only made on Fridays.

E.        Bank Deposits

Treasurer or president performs bank deposits twice weekly unless unnecessary due to relative inactivity and then makes deposits on Friday only.  If deposit needs to be changed, the date and time must be approved by President.  The Deposit Forms and funds are removed from the safe, processed, and deposited into the PTA checking account at North State Bank Immediately. The Deposit Form and receipt of the deposit are stapled together and placed into the Treasurer’s mailbox in the PTA office for accounting purposes.

V.        Administrative Matters

        A.        Office Supplies

PTA office supplies are purchased at a discount offered by Office Depot and delivered to school at no charge.  Orders are placed online by the President or Secretary only to maintain budget control. Any requests for office supplies should be submitted via email to the President and/or Secretary for processing.          

        B.        Copying Guidelines

The HES PTA has two options for copying. Please feel free to consult with your Board of Directors or the President if you are unsure which option to use:

• Copier in the school copy rooms – use the PTA code (02468 or 2468) for these copiers and use paper from the PTA office (colored and white available on shelves). We are allotted 10,000 copies per year for HES PTA use on these copiers. When these copies are gone, we can no longer use the school copy room.
• Staples – all Wake County PTAs are given a substantial discount ($.03 per copy – b/w, $.035 for premium paper b/w) at Staples. Use the code 3695580435 when checking out to get our special pricing.

A list of teachers and the number of copies required per classroom is pinned to the bulletin board in the PTA Office. If you are copying items for Monday Folders, the items need to be in teacher mailboxes by end of day on Thursday.

C.        PTA Computer

A Chrome Book is located in the PTA office.  The purpose of the Chrome Book is to maintain financial records, communications documents, and promotional documents.  The Chrome Book is for PTA business only and use for personal reasons is prohibited.  While the financial records are password protected, the Chrome Book is available for use by any member of the PTA Leadership Team.  To access the PTA please sign in as a Guest from the main screen.

A color printer/scanner/copier is attached to the PTA machine and is also available for use.

D.  Electronic Document Storage

All files created for PTA use should be stored in the HES PTA Google Doc folder that it corresponds to.  Each position has a designated folder and there are also general folders for use by all Leadership Team members (Logos, Pictures of HES, etc.)  All folders are shared with each Leadership Team Member at the beginning of the new school year.  PTA documents should not be stored on personal computers.  These documents can be accessed and used from year to year and they can be updated as needed.          

E. PTA Office Key

The President has a key to the PTA Office.  Custodial staff typically unlocks the office door when the school is opened each day.  If for any reason the door is locked, please ask at the main school office for the custodial staff to unlock the door or contact the President directly.

F. Mailboxes

All PTA Executive Officers and Board Members have a mailbox in the PTA Office.  Only select Directors have mailboxes due to space constraints.  The Director mailboxes are reserved for those positions that are especially active throughout the year and have a significant amount of paperwork.  

All mailboxes should be checked weekly.  Avoid storing unnecessary documents in the mailboxes and instead transfer materials to notebooks or upload them to the Google Doc for your position.

        G.        Calendar

The PTA calendar of events is set early in the new school year to minimize conflict between school and PTA events.  The President works directly with the School Principal and staff to set dates and times for events.   All Leadership Team Members should work directly with the President in making scheduling requests.  

H.        Use of School Facilities

All PTA events on school property, including PTA meetings, must be requested using the WCPSS Facility Use Application.  When possible, the application should be prepared as soon as the event is scheduled.  The Leadership Team Member responsible for the event or meeting should contact the President to submit the required paperwork. Requests for table set up should be made with the Front Office and are written in a daily log notebook for custodial staff.  It may be necessary to set up tables without the help of custodial staff.  

VI.        Communications

        A.  Streamlining Communication Means

All communications to be should be approved by President / Vice President before printing.  To reach all students and families it is necessary to send communications by a variety of means:  The PTA website (www.heritagepta.org), the printed newsletter (The Heritage Herald),  the school bulletin boards, mass communication (Facebook), the PTA website (heritagepta.org), Remind 101 Texts, announcements at HES PTA meetings (minutes) and the weekly email sent to HES families (this is sent by the Principal.)  PTA also can use PeachJar and Mail Chimp to communicate information and events to members and families.

Individual flyers for upcoming events should be kept to a minimum and should be approved for school-wide distribution by the President / Vice President and only with the approval of the School Principal.  In place of individual flyers content should be submitted to the Communications Chairperson, Heritage Herald Director and President for inclusion in one or more of the above-mentioned means.

        B.        Deadlines for Submissions

All content for inclusion in the Heritage Herald must be by the 3rd week of the month.  The Heritage Herald is photocopied the last week of the month and distributed in the month’s first Monday folders.  Any supplemental flyers or forms approved by the President/ Vice President and approved by the Principal should also be photocopied with every effort made to have them distributed to teacher mailboxes by Thursday afternoon.  Distribution later than that reduces the likelihood of inclusion in the students’ Monday Folders.

HES PTA

FUNDRAISING POLICY

I.        Introduction

The Heritage PTA‘s real working capital lies in its members, not its treasury.  When the PTA invests human resources in programs it creates benefits for all children and youth with modest outlays of money.

The HES PTA should work to improve the school by supporting efforts to secure adequate funding, working with school personnel to strengthen curriculum, promoting parent-teacher cooperation and providing volunteer aid for activities and programs.  The HES PTA should also work with community organizations to promote community-wide development projects.

II.        Objectives

Fundraising will never be a primary focus of the PTA.  Fundraising shall be a means to supplement annual dues to serve the mission of the PTA.

Requirements for acceptable fundraising in accordance with the National PTA (Source: National Congress of Parents and Teachers literature entitled “Funding PTA Projects”)

To reflect the high principles of the PTA, a PTA fundraising project should meet the following criteria:

• Be undertaken only to further the purposes of the PTA;
• Have educational, social, or recreational value;
• Create good will toward the PTA (including PTA-approved vendors);
• Involve children and youth only as an outgrowth of regular schoolwork or as a constructive use of leisure time;
• Have the approval of school officials;
• Comply with local, state and federal laws; and
• Conform to the noncommercial, nonsectarian, and nonpartisan policies of the PTA.

        The HES PTA must be aware of the risks involved in soliciting or accepting commercial contributions to finance, or assist in financing projects.  Such contributions may create obligations that violate the noncommercial policy of the HES PTA – a policy designed to protect PTAs from exploitation.  Every PTA leader should be familiar with the non-commercial policy and its interpretation (see National PTA Handbook).

III.         Fundraising Rules

• For every fundraising activity, there should be at least three (3) non-fundraising projections aimed at helping parents or children, or advocating for school improvement.

• All fundraising activities shall be approved by the Board of Directors and by the Principal of Heritage Elementary School.  

• Each fundraising program should be held with a purpose and that purpose should be supported and documented by the members of the Heritage Elementary School.

• No fundraisers shall allow door to door sales by students at any grade level.

• Any fundraising activity will yield a minimum profit margin of 40% (revenue less cost of merchandise or product sold) in accordance with Wake County Board of Education Policy (section 6830.7)

• Incentive awards shall emphasize broad participation and school spirit, as opposed to large awards to a limited number of participants.

• Fundraising activities should be consistent with examples outlined in the Wake County PTA Council Fundraising Handbook:

IV.        Appropriate Needs to Fund

        Heritage Elementary PTA should NOT fund the following:

• Capital outlay for equipment – copiers, air conditioners, fans, carpeting, computers, etc. (Should a PTA decide to purchase these, determine if the requested equipment supports the instructional program.  Remember that all equipment becomes the property of the school system.  It is acceptable for a PTA to purchase a copier or computer for its own business purposes and maintains such property as an asset of the Heritage Elementary PTA.)
• Personnel
• Staff Development
• Teacher or Student expenses for any conference or event

        Heritage Elementary PTA should fund the following:

• Leadership development for unit officers, board members and general membership
• HES PTA participation in state and national conventions and conferences
• State and National dues
• Parent Education including workshops, handbooks, newsletters, and publications
• Child health and safety projects
• Special projects including campus beautifications, flags, nature center or gardens, and outdoor science labs
• Programs that enhance the instructional program including, but not limited to, supplemental library books, cultural arts, math/science curriculum kits, software, and awards/incentives for students
• Teacher and staff appreciation
• Volunteer appreciation

V.         Possible alternatives to product sales:

                Fall Carnivals

                Spring Festivals

                Bake Sales

                Chicken, Barbeque, Spaghetti dinners

                Walk-a-thon, Bike-a-thon, Read-a-thon

                Recycling programs

                Buy a brick

                Street fairs

                Book fairs

                Yard sales

                Dances

                Athletic games

                Field days

Drama or musical productions

School spirit items (bumper stickers, t-shirts, sweatshirts, etc.)

Thrift shop

School Stores

 Box Tops program

Harris Teeter Together in Education programs

Direct contributions from parents, community

Car wash

Dinner Theatre

Tours of gardens, parks, public buildings and historic sites

Arts and craft sales

Sale of refreshments at school events

HES PTA

NON-COMMERCIAL POLICY

I.        General Policy Guidelines

1. HES PTA is prohibited under federal law from engaging in substantial business activities that are unrelated to their tax-exempt purposes, which are legally defined as educational and charitable.
2. HES PTA should not endorse any products, companies, or foundations.
3. HES PTA should not sell or lend mailing lists or email addresses.
4. HES PTA may accept and acknowledge contributions of sponsors of PTA programs.
5. HES PTA may accept advertising as long as it complies with postal regulations and does not jeopardize the objectives and non-profit status of the PTA.
6. HES PTA should comply with local, state and federal laws and requirements regarding licensing and liability before sponsoring or conducting public events.

II.        Corporate Sponsorship

        Contributions from a corporate sponsor are acceptable as long as the HES PTA name is never utilized to promote or endorse a commercial entity or its goods or services.  The only benefit given to the corporate entity is acknowledgement of thanks, not endorsement.

III.        Commercial Co-Venturing

        Commercial co-venturing is not recommended because monies generated have no relation to the efforts of the HES PTA but the success of the commercial entity.  In addition, all amounts received would be         considered taxable unrelated business income.

IV.        Corporate Donations

        All corporate donations associated with HES PTA volunteers and projects shall be received by the HES PTA.  The HES PTA federal tax identification number can only be utilized for donations directly received by and for the Heritage Elementary School PTA.

HES PTA

NOMINATING POLICIES & PROCEDURES

The election of officers is one of the most important duties of the HES PTA because it provides for future PTA leaders.  Officers should be chosen for their abilities, their knowledge of PTA and their willingness to serve.

The Nominating Committee is comprised of an odd number of members according to the bylaws including at least two board chairpersons and one member of the PTA not currently serving on the board.  The Committee shall select a Chairperson and should have a copy of the bylaws, HES Standing Rules and Procedures Handbook and the current PTA membership list.  

The Committee shall survey current members of the leadership and general PTA members.  The Committee shall contact nominees to inform them of the duties of each office and to obtain their consent to serve if elected.  All discussions of nominees are confidential.  If a member of the Nominating Committee is themselves nominated, they should excuse themselves while their nomination is considered and return to vote for the slate of officers.

The Nominating Committee is responsible for the Slate of Officers for the Board of Directors only. They may make recommendations for committee chairpersons and directors but these recommendations are to be confirmed and finalized by the current year’s Board of Directors.

All Nominating Committee members who concur shall sign the report of the committee.  The Nominating Committee shall nominate an eligible person for each office to be filled and report its nominees at the meeting designated by the Board at which time additional nominations may be made from the floor.  A slate of officers form is then filed with the Secretary.

The committee automatically disbands when its report is presented to the membership.  However, if a candidate withdraws before the election, the Nominating Committee must seek another candidate.

Timeline for Nominating Committee

November                        Nominated Committee formed

Mid-February                        Nominations forms/information sent home in student folders and posted on PTA website.

Mid-March                        Deadline for submitting nominations

April PTA Meeting                        Slate of Board of Directors Officers presented

May PTA Meeting                        Slate of Officers voted on at General PTA Meeting; a         2/3 vote is required.

                                Ballot vote required if more than one nominee for any office.

June PTA Meeting                Transitional PTA Meeting

HES PTA  -  SLATE OF OFFICERS FOR SCHOOL YEAR  _____________

Position                                        Nomination

President                                        ___________________________________________

Vice President                                        ___________________________________________        

Secretary                                         ___________________________________________        

Treasurer                                        ___________________________________________        

Audit                                                ___________________________________________        

Nomination                                        ___________________________________________

Parent Advocacy/ Communications                         ___________________________________________        

Program Chair                                        ___________________________________________        

Membership                                        ___________________________________________        

Fundraising Chair                                        ___________________________________________        

Teacher Representative 1                                ___________________________________________        

Teacher Representative 2                                ___________________________________________        

Nominations Committee Chairperson Name:                 ___________________________________________

                                Signature:         ___________________________________________

Committee Member Names:

_______________________________________                                     _______________________________________

Officers Presented to Board on: ________________________________________________________ (date)

Meeting Date Officers Elected by Membership: ___________________________________________ (date)

[Secretary must file this form in permanent file with minutes of general membership meeting.]

HES PTA

RECORDS RETENTION POLICY

Purpose:  To establish guidelines for retaining HES PTA records in order to comply with Internal Revenue Service guidelines.

• In July of each year, the outgoing President and the Incoming President of the HES PTA shall collect all documents as outlined in the Records Retention Schedule.
• If there is no outgoing President, as in the situation when a President is serving a second term, then the incoming President-Elect or the Treasurer will work with the President to collect, file new records, and destroy any documents dated for disposal.
• In collaboration with the school Principal, the PTA President shall designate a safe, secure location for the maintenance of PTA records.  This location should be within the confines of the school building.
• PTA records should never be kept at any individual’s home.
• All records are to be maintained in cardboard bank boxes (available at office supply stores) and clearly marked.  If a file cabinet is used, separate like documents in file folders clearly marked.
• All permanent files should be stored together.  To insure that these documents not be destroyed, a ring binder with divider tabs shall be utilized.
• All 10 year documents shall be secured together with a disposal date clearly marked.
• All 7 year documents shall be secured together with a disposal date clearly marked.
• All 3 year documents shall be secured together with a disposal date clearly marked.
• All 1 year documents shall be secured together with a disposal date clearly marked.
• All documents to be destroyed should be shredded for security purposes.

All PTA positions have access to a Google Doc FIle for their specific position.  All position holders also have access to Logo Folders, Generic Folders, etc.

All HES PTA Position holders are required to store all PTA documents in their PTA Google Doc folders.  This is so that we can have access to all PTA files and use and update them as needed from year to year or event to event.  

HES PTA

YEAR END REPORT GUIDELINES

All Leadership Team members are expected to complete a Year-End Report and a copy to the PTA President during the Transitional Board Meeting held in June.  If you are unable to attend this meeting, reports must be submitted prior to the meeting.  A copy of the report will be filed in the President’s Book and the original should go to the Leadership Team Member for the coming school year.  If there is no change in leadership for the office or committee, it is only necessary to submit one copy for the President’s Book.

The Year-End Report must include the criteria listed below at the minimum:

REPORT CRITERIA

• Name of Office or Committee
• School Year (i.e. 2015-2016)
• Contact Information for the Officer or Chairperson
• Budget Information (amount budgeted, expenditure amounts, income amounts, total spent and earned)
• Funds Received (if fundraising event) and cost of goods to vendor
• Contact names, phone numbers, and email addresses for vendors, suppliers, printers, etc.)
• Volunteers – Number and task information
• Supplies needed
• General activities involved with this Office or Committee
• Specific Timeline of Tasks (chronological listing of what much be done and when)
• Specific instructions for event date and function
• Evaluation of Event or Activity
• Suggestions for Changes or Improvements
• All copies of handouts, flyers and other publicity items or related communications to the even shall be included with report or stored on disc for uploading to the PTA Office computer.  These also need to be uploaded to the HES PTA Google Docs account.

HES PTA

ANNUAL AUDIT PREPARATION GUIDELINES

Purpose of the Audit

The purpose of the audit is:

• To certify the accuracy of the books and records of the financial officer;  and
• To assure the membership that the association’s resources/funds are being managed in a businesslike manner within the regulations established for their use.

Responsibilities of the Treasurer

Financial records should be placed in order for the auditing process shortly before the end of term of office.  The outgoing treasurer cannot pay bills after the books are closed for the audit.  Upon assuming office, the incoming treasurer may deposit funds in the PTA bank account, but cannot pay bills until after the audit process has been completed.  During the audit process of the financial records, it is recommended that expenditures within an adopted budget be limited to those of an emergency nature only.  The audit should be completed as expeditiously as possible.

The Treasurer shall deliver the following to the auditor(s):

• A copy of the last audit report
• Checkbook and cancelled checks
• Bank statements and deposit receipts
• Treasurer’s book or ledger
• Annual financial report
• Itemized statements and receipts of bills paid
• Check requests
• Copies of board, executive committee, and organization minutes that would include an adopted budget, as well as any amendments that were approved during the year.
• Current bylaws, standing rules & procedures manual
• Any other information requested by the auditor or audit committee

Audit Results

It is required by the North Carolina PTA that a copy of the audit report is forwarded to their office by August 31 each year.  This report should be completed online at www.ncpta.org.

HERITAGE ELEMENTARY SCHOOL PTA

AUDIT POLICY

An audit of the PTA financial records is always conducted whenever there is a change in treasurer, whenever the current term of office ends (even if the same treasurer is re-elected), or anytime the Executive Board or Association requests an additional audit to certify that the books are balanced and in order.

An audit must be conducted at least once a year according to the bylaws (Article VII, Section 4, Item d).  The audit may be conducted by a committee or HES PTA member (i.e. an accountant volunteer for the task) or pay for the services of a professional auditor.  There is not a requirement that HES PTA hire a CPA or another professional auditor to audit the financial records.  The audit committee should not include any person who is authorized to sign on the HES PTA bank accounts.  If a member of the HES PTA volunteers to perform the audit, the volunteer cannot be a member of the executive committee or a close relative of anyone who has check signing authority.

AUDIT PROCEDURES

Note:  Begin with records posted after the last audit.  Unless the Executive Board dictates otherwise, a “sampling audit” may be performed.

1. Reconcile each month’s bank statement with

1. the cancelled checks
2. the checkbook
3. the treasurer’s report
4. the total expenditures of the HES PTA

2. Verify that every check written is substantiated with a receipt, invoice or bill and an authorized Check Request Form.
3. If a check was issued and no receipt, invoice or bill can be found, verify if the expenditure is an approved budget item.
4. Reconcile each deposit slip with

1. the bank statement
2. the checkbook
3. the total income of the HES PTA

5. Verify that a receipt has been issued to the appropriate person for all funds received by the treasurer.  This “receipt” may include a signed copy of the “Funds Received” Form.
6. Verify that all income and expenditures are allocated into the same categories that constitute the approved budget.

HES PTA - MEMBERSHIP DEVELOPMENT POLICY

Membership development is a legitimate PTA expense.  The HES PTA is encouraged to have a budget line item for “Membership Development” as a means to develop members into leaders for the future success of the HES PTA.  Below is a general cost outline of conferences, training events, and conventions that are available for members to attend.  All PTA Leadership Team members and especially the Executive Committee members are encouraged to attend as many training and education programs as possible.

New Officer Training

• Sponsored each spring by the Wake County PTA Council
• Cost – Free
• Includes a general program presentation of benefit to all officers in attendance, including finance, communications, basic operations and management.
• Groups are divided by year-round PTA units, newly formed PTA units, and traditional calendar PTA units to better meet round table discussions, best practice sharing, and additional training information specific to a PTA units needs.

Summer Leadership Training Conference

• Sponsored by Wake County PTA Council for Wake County and surrounding counties.
• Cost - $10 per person, includes morning refreshments and lunch
• Includes programs for all officers and committee chairs as a follow-up to the New Officer Training Program or as a preparation for the new school year.

Leadership Roundtable Workshops

• Sponsored each fall (usually September) by Wake County PTA Council
• Cost – Free; dinner available for purchase
• Various workshops offered as well as a keynote speaker of interest
• Especially important for officers and committee chairs and directors to attend but is open to any interested PTA member

Regional Wake County Leadership Training Programs

• Provided throughout the school year
• Sponsored by Wake County PTA Council
• Cost – Free for Wake County PTA Council members
• Special programs may be offered as needs arise such as PTAs needing extra assistance, parent education train-the-trainer programs, and grant writing

North Carolina PTA Convention

• Usually held in late April or early May each year on a Friday and Saturday
• An excellent opportunity to the PTA Leadership Team, there are a variety of workshops and general sessions with special speakers in addition to being a important opportunity to network and learn from other PTAs
• It is recommended that at a minimum the President or other HES PTA Executive Committee officers attend
• Cost:  Total NC PTA Convention expenses are generally $125 per person

National PTA Conventions and Exhibition

• A 3-4 day convention held in late June each year in a different state
• When the convention is held within driving distance, it is recommended that the President and Vice President or other designees attend
• Cost - $160 per person full conference advanced registration fee (excludes travel, meals, and special events and programs)

HES PTA – PLAN OF WORK POLICY

The Directors of each standing/special committee are expected to complete a Plan of Work Report and present it to the Board of Directors for approval. The Plan of Work must be approved by the Board of Directors prior to activities.

REPORT CRITERIA

• Name of Office or Committee
• School Year (ie 2015-2016)
• Goal / Action
• Specific details / Timeline of tasks
• Budget Information (available budget / projected cost)
• Supplies needed
• Volunteers (Number needed / Task Information)