President

The Executive Committee includes all elected officers and the principal. 
Appointed persons serve on the executive committee only if the bylaws denote that. The Executive committee should set goals and projects for the year and develop the budget to reflect the goals. The officers are bonded if PTA insurance is purchased.

The Board of Managers includes all elected officers and appointed chairmen.
Most local PTA boards meet once a month to discuss finances, goals, and projects that are upcoming. Try to have a regular meeting date for each month. (The first Tuesday of every month…)

The president and the principal should approve all plans and activities of the officers and chairmen.

Board meetings are closed meetings, should contain no gossip, and the discussions and minutes should be kept within the board.

All board members must be a member of that school's PTA.

Officers and Chairmen

1st Vice-President should act as an aide to the president, and in most cases is the Program chairman.

2nd Vice-President is in most cases the Membership chairman.

3rd Vice-President is in most cases the Ways & Means chairman.

4th Vice-president is in most cases the Communications (newsletter) chairman.

Make sure your bylaws or standing rules state each officer’s job. Put in your standing rules what committees your board will have, and list all members of the board. (i.e. Executive committee, standing committee chairmen, counselor, Family Youth Resource Coordinator...)

Working with the principal:

• The principal is in charge of the building, the students, the staff, and everyone, and everything that happens in the building. The principal must approve everything; all notices, newsletters, etc. must be approved by the principal.
• The principal is a member of the Executive Committee and board of managers. He/she has one vote as a member of the board and/or Executive Committee.
• Develop an open/honest relationship with the principal.
• The principal should always be given time on the agenda.
• The president should schedule regular meetings to discuss plans with the principal (monthly meetings are suggested;) be organized so as not to waste his/her time.

Bylaws:

Know your bylaws and follow them! They are the most important legal document of your PTA.
 ("By law", you must follow them.) Look for these points, which are unique to each PTA:
      Date of renewal:___________
      Quorum*: _____________
      Dues:____________                  
      Number of VPs:_________
      Month of officer elections:________
      Month officers take office:________
      Length of officer’s terms:_________
      Number of consecutive terms allowed:____________
      Number of general meetings:_____
      Members of  Nominating committee:________
*This will be the quorum for general meetings only. The quorum for board of managers meetings is a majority.

• Bylaws need to be renewed every 5 years.
• Bylaws need to be approved by the general membership body every five years or to make an amendment.
• Are there any needed amendments to your bylaws?
• Amendments must be approved by the board, then taken to the general body, with previous notice. (Notice can be thirty days written notice, or changes read at one meeting and voted on at the next meeting.)
• Once the amendments have been approved, send four copies as previously written and as amended, and a copy of the meeting's minutes to the State Procedure & Bylaws Chairman. Make sure the minutes state that there was a quorum present.

Standing rules are the procedures of the organization, or general policy that are not included in the bylaws. They cannot be in conflict with the bylaws. Unlike bylaws, standing rules can be changed or amended at any time, with a two-thirds vote of the board of managers. Standing rules are unique to each specific PTA, and are for the use of the PTA board, therefore they do not need to be sent to the state or district offices. Standing rules make the frequent/common actions simpler and provide for fairness and continuity of board decisions. They are the details of daily PTA work.

A few examples:

Bylaws state how many general meetings of the association are held.
Standing Rules tell when and what time these meetings are held.
Bylaws give the number of officers for a specific PTA.
Standing Rules give the specific officers’ duties and list the standing committees.
Bylaws state that a PTA must conduct the parent representative election to the school SBDM Council.
Standing Rules give the specifics of carrying out the election.

Some things you may wish to include in your standing rules are:

• The duties of officers and other board members.
• A list of officers and committee chairmen that will comprise your board. (Don't for get to include your counselor and
• FYRC Coordinator.)
• Provisions for officers and other board members to submit plans of work for approval by the president.
• Provisions for expense reimbursement for board members.
• Policy regarding handling money.
• Provisions for conducting the parent representative election for the SBDM Council. (See the KY. PTA SBDM Parent Handbook)
• If, to whom, and under what circumstances flowers, gifts or cards will be sent.
• The amount of money to be spent on gifts for staff, faculty, and board members.
• Members of the board who may attend the state, district and other PTA events at your PTA's expense. (i.e. State Convention, KY. PTA Leadership Conference, legislative training, Awards Banquet...)
• Who will receive subscriptions to the KY. PTA bulletin, and the national PTA magazine at your PTA's expense.
• When board meetings will be held.
• Who the check signers will be (it's best to have three--usually the president, treasurer, and one other officer.)
• Who will buy and present the outgoing president's pin.
• Provisions for notification when a board member cannot attend a meeting.
• Provisions for replacing a board member, in the event that a board member misses too many meetings unexcused, or fails to carryout his/her responsibilities.
• The standard expectations of board members.

Procedure Books should be given to each chairman and should contain:

1. A job description of the officer or chairman, with a detailed report of the responsibilities of the officer or chairman.
2. A plan of work and calendar.
3. All materials received pertaining to the office (reports, evaluations, correspondence, notes, receipts).
4. A copy of the bylaws.
5. A copy of the standing rules.
6. An expense/income report for the previous year’s chairman and a working one for this year.
7. A calendar of events, including meetings.
8. A list of the board members names, addresses, phone numbers and e-mail addresses.
9. A copy of the current budget and financial reports.
10. A list of contacts used the previous year and how to reach them.  
11. Agendas and minutes of all meetings .
12. A summary or evaluation each year by the chairman of what worked, what didn't.

In short, procedure books are valuable tools to help each new chairman begin and carry out his/her job.
As well as the chairmen, the president should keep accurate records and materials in a procedure book—it can only help the next president!  And one of the biggest jobs a president has is training the next president.

Things to remember: