ByLaws, Policies & Minutes

Policies & Procedures

Floris PTA Bylaws (Jan 2016)
Vision Statement

Floris Elementary PTA Standing Rule #1:

Part A:  In order to comply with the requirements of our insurance policy, no officer of the PTA will sign blank checks on the PTA’s accounts.
Part B:  In order to comply with the requirements of our insurance policy, there will be monthly independent bank account reconciliations (re-balancing of the checkbook) performed by both the Treasurer and the Financial Secretary.
(approved by the PTA Board via electronic vote as of 7/31/2015)

Floris Elementary PTA Standing Rule #2:

Duties of Officers
This standing rule is designed to complement Article IX of our bylaws, and nothing contained herein shall be considered to override the bylaws in any way.

The President shall:

  1. Submit this local PTA/PTSA officers’ contact information form and verification of this local PTA/PTSA’s employer identification number (EIN) to the Virginia PTA state office immediately upon election of officers annually (as per bylaws).
  2. Serve as an ex-officio member of all committees of this local PTA/PTSA except the nominating committee (as per bylaws).
  3. Perform such duties as may be prescribed in the bylaws or in the standing rules of the organization (as per bylaws).
  4. Preside at all meetings of the association when reasonably practicable.
  5. Coordinate the work of the officers on behalf of the organization.
  6. Be responsible for appointing members of the various committees (with the exception of the nominating committee) and approving their plans of work.

The Vice President of Community Affairs shall:

  1. Act as an aide to the President (as per bylaws).
  2. Serve as the First Vice President and therefore perform the duties of the President in the event of the President’s inability to act, resignation or removal for any reason (as per bylaws).
  3. Perform such duties as may be prescribed in the bylaws or in the standing rules of the organization (as per bylaws).
  4. Work with the President to oversee community events and those events which raise revenue.
  5. Work with the President to oversee committees, activities and events as assigned.
  6. Perform other duties as assigned.

The Vice President of School Affairs shall:

  1. Act as an aide to the President (as per bylaws).
  2. Serve as the Second Vice President in the event that neither the President nor the First Vice President is able to act (as per bylaws).
  3. Perform such duties as may be prescribed in the bylaws or in the standing rules of the organization (as per bylaws).
  4. Work with the President to oversee committees, activities and events pertaining to academic enrichment and school affairs.

The Recording Secretary shall:

  1. Record the minutes of all meetings of the local PTA/PTSA (as per bylaws).
  2. Keep the official copy of the local PTA/PTSA bylaws (as per bylaws).
  3. Maintain a membership list as required by the Virginia PTA (as per bylaws).
  4. Perform other duties as assigned (as per bylaws).
  5. The Recording Secretary shall be the “Secretary” for purposes of our bylaws and shall, in general, act as the parliamentarian of the organization.

The Treasurer shall:

  1. Perform all duties as described in Article 7, Section 4 of the bylaws.
  2. Advise the board on financial matters.
  3. Perform other duties as assigned.

The Financial Secretary shall:

  1. Assist the treasurer, but shall not have signature authority on the accounts of the organization.
  2. Work closely with the treasurer in order to fully understand the accounting systems and financial management of the organization.
  3. Perform other duties as assigned.

The Communications Secretary shall:

  1. Prepare correspondence on behalf of the board or the membership.
  2. Work with the president to assist with communications of the organization.
  3. Perform other duties as assigned.

(Revised 8/17/15)

Floris Elementary PTA Standing Rule #3:

Waiver and Consent
In order for children to participate in certain activities and events, a PTA waiver shall be required. These activities and events shall include, but not be limited to, before/after school programs, PTA-sponsored social/community events and academic-minded events such as chess tournaments. The consents and waivers are attached to this rule as Appendices A through C.

Appendix A – Standing Rule 3 Appendix A Waiver and Consent Checkbox version

Appendix B – standing rule 3 appendix B waiver and consent fill out version

Appendix C – standing rule 3 appendix c waiver for event held at floris

(Standing Rule #3 and all Appendices Revised 8/17/15)

Floris Elementary PTA Standing Rule #4:

Credit, Refund, Cancellation and Insufficient Funds Policies
Credits, refunds, cancellations and insufficient funds policies shall be determined by the PTA board on a case by case basis.

(Revised 8/17/15)

 

Executive Board Documents

January 2017

September 2016

May 2016

General Meeting Minutes

2016-17 School Year

September 2016

October 2016

March 2017

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Previous School Year Minutes

September 2015

May, 2015
March, 2014
February, 2014
November 2014
October 2014
September 2014
June 2014
April 2014
February 2014
November 2013
October 2013
September 2013
June 2013
May 2013
March 2013
February 2013
November 2012
October 2012
September 2012
June 2012

 

Financial Forms

Deposit Form
For Committee Chairs, volunteers, and others to remit or turnover collected funds (cash and checks) to the PTA for bank deposit.  Funds for Activities/Clubs are due by the Start Date of the activity or Club.  Funds for Events and Sales are due within 10 working days from event date.

Reimbursement Form
For Committee Chairs, volunteers, school staff members, and others to request money from the PTA Treasurer.  Requests for money include the reimbursement of funds spent, payment for invoices and bills for goods or services, and start-up cash for events.  All Reimbursement Requests must be signed by the Committee Chair and submitted within 30 days of the event or expenditure.  Payments in the form of checks will be processed and mailed to the recipient indicated on the form as soon as possible.