forms packet - weeblyroundrockcallisonpta.weebly.com/.../1/2/5/11257141/forms.pdf · 2018. 9....

Forms Packet

PTA VisionEvery child’s potential is a reality.

PTA MissionTo make every child’s potential a reality by engaging and empowering

families and communities to advocate for all children.

PTA Purposes • Topromotethewelfareofchildrenandyouthinhome,school,

community and place of worship.• Toraisethestandardsofhomelife.• Tosecureadequatelawsforthecareandprotectionofchildren

and youth.• Tobringintocloserrelationthehomeandtheschool,thatparents

and teachers may cooperate intelligently in the education of children and youth.• Todevelopbetweeneducatorsandthegeneralpublicsuchunited

efforts as will secure for all children and youth the highest advantagesinphysical,mental,socialandspiritualeducation.

OverviewThis packet contains the most frequently used forms and resources.

How to UseUse this packet as a reference, or to make copies for conducting PTA business.Who Should Use• President• Committee chairs• Executive board members

Table of ContentsDocuments

Bylaws Update/Amendment Instructions.......3-7Comptroller’s Letters of Exemption.............8-11IRS Determination Letter.................................12Election Meeting Sample Script.................14-17Financial Reconciliation Report Sample..........18Membership Letter to Business/Community Leader Sample..................................................20Membership Meeting Agenda Sample.............22Minutes Sample................................................24Plan of Work Sample........................................26Project-Event Guidelines..................................28Scholarship Guidelines for Standing Rules.....30Standing Rules Sample...............................32-36

FormsBylaws Made Easy Checklist...........................38Bylaws Submission Form................................40Committee Progress Report..............................42 Council PTA Delegate Report..........................44 Deposit Voucher................................................46 Disbursement Voucher......................................48 Dues Report......................................................50 EINVerificationForm......................................52Emergency Needs Relief Fund Application.................................................54, 55Equipment/Money Donations Sample Form #1…........................................................56Equipment/Money Donations Sample Form #2…........................................................58Equipment/Money Donations Sample Form #3…........................................................60Ethics/ConflictofInterestPolicy...............62,63Extended Service Award Application...............64Fundraising Activities Report...........................66 Honorary Life Membership Order Form..........68

HotelOccupancyTaxExemptionCertificate...70Itemized Receipt Form.....................................72 Legislative Submission Cover Sheet................74LocalOfficerInformation..........................76,77Membership Roster....................................78, 79Natural Disaster Relief Grant Application.................................................80, 81NominatingCommitteeConfidentialityAgreement........................................................82 Nominating Committee Report........................84Non-Signer Review of Bank Statement...........86 Plan of Work - Board........................................88Plan of Work - Committee................................90Recognition Square Brick Order Form......92, 93Records Retention Policy...........................94, 95 Reimbursement Voucher...................................96SalesTaxCertificateofExemption..................98SalesTaxCertificateofResale.......................100State Activities and Financial Review Request...................................................102, 103Tellers’ Committee Report.............................104

ReferencesGlossary of Terms...................................106-111Logos..............................................................112Policy on Local and Council PTA Bylaws.....114

3 - Texas PTA Forms PacketJuly 2011

HOW TO UPDATE OR AMEND LOCAL PTA BYLAWS AND STANDING RULES

General Information about Bylaws

The bylaws of a PTA contain basic rules relating to the association as an organization rather than to the parliamentary procedure that it follows. These bylaws define the primary characteristics of the organization, prescribe how the association functions, and include all rules that the association considers important to the rights and responsibilities of the membership. These rules cannot be changed without previous notice to the membership and a two-thirds (2/3) vote.

Since Local PTAs are organized and chartered by the Texas PTA and authorized by the National PTA, certain articles are included in every Local PTA bylaws. The Local PTA bylaws template, which can be downloaded from the Texas PTA website, includes uniform (mandatory) articles and sections for all PTAs. Any amendment made by Texas PTA to the template does not require a vote of the Local PTA membership and should be incorporated promptly into the bylaws.

Authority to amend the bylaws rests with the membership. Notice of proposed amendments should be furnished to all members 30 days prior to the meeting at which voting on the proposed amendments will occur or presented at a regular meeting where official notice was given of the proposed amendments. The minutes should include exact wording of proposed amendments.

General Information about Standing Rules

Standing rules are “related to the details of the administration of a society rather than parliamentary procedure” and may be adopted or changed when needed. These rules have no mandatory wording, contain content dictated by your PTA’s needs, and may be modeled after the Sample Standing Rules found on the Texas PTA website.

To adopt the standing rules requires a majority vote without notice. To amend requires a two-thirds (2/3) vote without notice or a majority vote with notice. Exact wording should be included in any notice and in the minutes.

Help is Available You may contact a member of the Texas PTA Bylaws Committee for consultation before presenting proposed amendments to your PTA’s membership.

Updating Your Bylaws

If you would like your bylaws updated to the current template, simply complete the Bylaws Request Form. The bylaws will be sent to you on the updated template with an approval stamp dated when your bylaws were last reviewed and approved by Texas PTA.

If you would like for Texas PTA to review and approve your bylaws and update to the new template, simply submit the Bylaws Submission Form and the Bylaws Made Easy Checklist. If your PTA has standing rules, those should be submitted as well. Once reviewed and approved, the bylaws will be sent to you on the updated template with an updated approval stamp.

Amending Your Bylaws Form a Bylaws Committee of experienced and knowledgeable PTA members following the information about forming a special committee found in the Local PTA’s bylaws. Secure a copy of the Local PTA’s existing bylaws and make enough copies for everyone on the committee.

Review existing bylaws and compare them to the Local PTA bylaws template or the Local PTSA bylaws template. Per the Texas PTA Policy on Local and Council PTA Bylaws, the Local PTA bylaws template shall be incorporated by the Local PTA and must be verbatim (exactly word-for-word). Note: The current bylaws template is available online at www.txpta.org/members/bylaws.html.

Using the Bylaws Request Form, request a current copy of your Local PTA’s bylaws from Texas PTA. The bylaws will be sent to you on the updated template with an approval stamp dated when your bylaws were last reviewed and approved by Texas PTA.

Consider recommendations submitted by the executive board or membership to see whether

1. they meet the needs of the Local PTA;

2. their intent is clear; and,

4 - Texas PTA Forms Packet

July 2011

3. they are not in conflict with or an addition to the bylaws template.

The Bylaws Made Easy Checklist for Local PTAs shall be used to submit the choices made by the Local PTA. (See instructions below.)

Present proposed bylaws or amendments to the membership and follow the process as required in Article XVI, Section 1a:

“These bylaws may be amended at any meeting of the association, provided a quorum is present, by two-thirds (2/3) vote of the members present and voting. Notice of each proposed amendment shall be provided to the membership through regular publicity channels thirty (30) days prior to the meeting at which the amendment is voted upon or at the previous regular meeting. The amendment shall be subject to approval of the Texas PTA.”

Adopting or Amending Standing Rules Form a Standing Rules Committee of experienced and knowledgeable PTA members, following the information about forming a special committee found in the Local PTA’s bylaws, Article XI. Secure a copy of the Local PTA’s existing bylaws and standing rules and make enough copies for everyone on the committee.

Review existing and current bylaws and standing rules. Both documents should be reviewed since they both contain information as to the structure and governance of the PTA. If no standing rules exist, Sample Standing Rules may be found on the Texas PTA website. Specific guidelines are provided for scholarships and projects/events, such as Project Graduation.

Consider recommendations submitted by the executive board or membership to see whether

1. they meet the needs of the Local PTA;

2. their intent is clear;

3. they are not in conflict with nor repeat any item in the bylaws; and

4. they follow Texas PTA procedures and guidelines contained in Texas PTA publications.

Present proposed standing rules or amendments to the membership. For adoption, a majority vote is required. For amending, with notice, a majority vote is required. For amending without notice, a two-thirds (2/3) vote is required.

Upon Approval of the Membership

Send the following to the Texas PTA:

1. Bylaws Submission form,

2. Bylaws Make Easy Checklist with information approved by your membership, noting amended items by checking the applicable box(es) to the left;

3. Standing Rules (if your PTA has them).

These documents can be submitted online at http://www.formsite.com/txpta/form423806932/index.html(preferred), via email to [email protected] or by mail to the following address: Texas PTA, Attention: Member Services Department, 408 W 11th Street, Austin TX 78701.

The bylaws and/or amendments are not official and should not be implemented until your PTA receives a stamped, approved copy signed by the Texas PTA President. Adoption of or amendments to the standing rules are effective upon membership approval.

Bylaws will be accepted for review September 1-June 30. Allow 6-8 weeks for response from the Texas PTA Office. During holidays and convention, an additional 2-3 weeks processing time is added. Bylaws will be returned to “Person Submitting Bylaws” noted on the Bylaws Submission form. If you have any questions, call 512.476.6769 or 800.TALK.PTA, or visit the website at www.txpta.org.

Submitted Standing Rules will be reviewed and kept on file at Texas PTA.

A current copy of the bylaws and standing rules must be on file with Texas PTA.


July 2011

Instructions for the Bylaws Made Easy Checklist for Local PTAs/PTSAs

Check the far left box on the form by any item(s) that was amended. Number Instructions Additional Information Applicable

Placement in Bylaws Template

1 Check the appropriate box to indicate whether PTA or PTSA

The Local PTA must designate PTA or PTSA; they cannot be both. PTA is used for both PTA and PTSA designation throughout the remainder of the bylaws.

Fill in the Local PTA/PTSA name selected

Do not abbreviate. This is the legal name of the PTA.

Title; Article I; Article III, Section 1

2 Fill in the Area PTA # Area PTA # that the Local PTA belongs to. For more information go to http://www.txpta.org/contact-us/find-an-area-pta/

Article I

3 Fill in the name of the town where the PTA/PTSA is located

Article I

4 Enter the amount of the LOCAL portion of dues (not the total amount of dues).

Fill in the blank with the localamount of dues collected per member. Each member must pay two dollars and twenty-five ($2.25) cents for National PTA dues and two dollars and twenty-five ($2.25) cents for Texas PTA dues as stated in the bylaws. Life members, however, do not pay the Texas PTA dues portion. The Local PTA’s membership determines the amount for the Local PTA portion. Members must be in the 9th grade or above to join any PTA or PTSA.

Article VI, Section 6

5 Check the appropriate box to indicate if your PTA/PTSA has a historian.

The position of historian is optional.

Article VII, Section 2a/2b; Article VIII, Sections 2a, 4d/e; Article VIII, after Section 6

6 Fill in the blank with the month of the election.

This must be a specific month. The Texas PTA Bylaws Committee cannot approve “either/or.”

Article VII, Section 2b; Article VII, Section 3c; Article IX, Section 1b

7 Check the appropriate box to indicate the number of members on the Nominating Committee.

The number of members may only be 3, 5, or 7.

Article VII, Section 3a

8 Check the appropriate box The number of alternates may Article VII, Section


July 2011

to indicate the number of alternates to the Nominating Committee.

only be 1, 2 or 3. 3a

9 Fill in the blank with the number of vice presidents.

Article VII, Section 2a

10 Assign specific duties to the vice presidents. Only the first vice president shall be designated as aide-to-the-president.

All vice presidents shall preside in the absence of the president (following the order in which they are listed in the bylaws). If the PTA has more than one vice president, each vice president should have administrative charge of a specific area. The first vice president shall be designated as the “aide-to-the-president.”

Article VIII, Section 3

11 Fill in the blank with all months when the regular meetings are held.

The list must be specific; “either/or” or “September-May” will not be approved. Local PTAs must include in their bylaws at least three (3) meetings. The last month listed shall be the month of the annual meeting. Any meetings not listed here will be considered a special meeting and shall conform to special meeting procedures.

Article IX, Section 1a/1c

12 Fill in the blank with the number of members required for quorum.

This must be a set number, not a percentage of the total membership. The Texas PTA Bylaws Committee cannot approve less than ten (10) members.

Article IX, Section 3

13 Check the boxes and fill in the titles (if applicable) of members of the board (in addition to the officers and principal).

Article X, Section 1

*14 Fill in the name of the Council PTA with which this Local PTA/PTSA is in membership.

Use the full correct name of the Council PTA.

Article XII, Section 1a/1c; Article XII, Section 2

*15 Check the appropriate box to indicate the method by which your Local PTA chooses their Council PTA delegate(s).

Article XII, Section 1b

*16 Fill in the blank with the month by which the selection of the Council PTA delegate(s) will occur.

Article XII, Section 1b

17 Check the appropriate box Article XIII,


July 2011

to indicate the method by which your Local PTA chooses their voting delegate(s) for convention.

Section b

18 Check the appropriate box to indicate your PTA’s/PTSA’s fiscal year.

The fiscal year must start on the first day of the month and end on the last day of the preceding month. The fiscal year is for IRS reporting purposes only. Refer to the Texas PTA Handbook, for information regarding change in accounting year.

Article XIV, Section 1

*Applies only if the Local PTA/PTSA is a member of a Council PTA


Important Information from the Texas Comptroller


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Call to Order Standing at the podium, the president raps the gavel once to call the meeting to order.

President The meeting will please come to order. A quorum is present.

Opening ceremonies (Optional)

President Please stand for the Pledge of Allegiance to the Flag of the United States, followed by a thought for the day given by____.

Introduction of Guests Begin introductions with special PTA guests (National, State, Area, then Council PTA) followed by any other special guest.

President The Chair welcomes ________. Thank you for attending tonight.

Reading and Approval of Minutes

The secretary comes to the podium when introduced by president. The secretary reads the minutes or announces that the minutes were distributed to members as they arrived.

President The secretary, (name), will read the minutes of our last meeting.

Secretary A draft of the minutes was distributed to the members as you came in.

The secretary steps aside, and the president returns to the podium.

President Are there any corrections to the minutes?

Pause and proceed without corrections.

The minutes are approved as distributed.

If the minutes had been read, the president announces that the minutes are “approved as read.”

If corrections were made, the president announces, “The minutes are approved as corrected.” The secretary sits down.

Report of the TreasurerPresident (Name), our treasurer, will give the financial report.

The treasurer comes forward and gives report. The report is read, and copies may be distributed to members or shown on a screen, giving the beginning balance, total deposits, total disbursements and ending balance. (All information is recorded in the minutes.)

Treasurer Members were given copies of the report as they came in.

The treasurer reads the report. The treasurer stands aside, and the president returns to podium.

President Are there any questions?

Pause and allow the treasurer to answer any questions.

The report will be filed for financial reconciliation.”

The treasurer returns to his seat.

Report of the Executive Board

A summary report is given with any recommendations being presented and considered separately. The report can be given by anyone on the executive board, and that person moves the adoption.

Election Meeting Script Sample

President (Name), our vice president will give the executive board report.

The vice president comes to the podium.

Vice President The executive board met on (date) with a quorum present. We have no recommendations; however, we filled the vacancy of Health Chair with (name).

The vice president sits down.

Reports of Standing Committees

Before the meeting, the president consults with all executive board members to determine who has a report. At the meeting, the president calls for the report of the committee, not the chair’s report. If the committee has made a recommendation, the person making the report moves the adoption. If no recommendations come from the committee, the president asks the membership if they have any questions.

Reports of Special Committees and/or Special Orders

These reports can be a progress report or a final report of a special committee. Upon completion of its specific purpose, the special committee ceases to exist.

President (Name), chairman of the Nominating Committee will report.

The committee chair comes forward to read the report.

Nominating Committee Chair

The Nominating Committee submits the following nominees: for president, ______; for vice president, ____; for secretary, ____; for treasurer, ____. Signed: Names of all committee members.

The committee chair hands the original report to the president and a copy to the secretary and then returns to his seat.

President Thank you, The nominating committee reports the following nominees (rereads the entire report and continues).

_________ has been nominated for president. Are there further nominations? (Pause) Hearing no other nominations, the Chair declares the nominations closed. All those in favor of _____ for president say ‘aye.’” (Pause for voice voting) “All those opposed say ‘no.’” (Pause for voice voting) “The affirmative prevails and ______ has been elected president.

__________ has been nominated for vice president. Are there further nominations? (Pause) Hearing no other nominations, the Chair declares the nominations closed. All those in favor of _____ for vice president say ‘aye.’” (Pause for voice voting) “All those opposed say ‘no.’” (Pause for voice voting) “The affirmative prevails and ______ has been elected vice president.

___________ has been nominated for secretary. Are there further nominations? (Pause) Hearing no other nominations, the Chair declares the nominations closed. All those in favor of _____ for secretary say ‘aye.’” (Pause for voice voting) “All those opposed say ‘no.’” (Pause for voice voting) “The affirmative prevails and ______ has been elected secretary.

________ has been nominated for treasurer. Are there further nominations? (Pause)

A member rises to be recognized.



Yes, would you please state your name?

Member My name is _______. I would like to nominate_______ for treasurer. Member sits down.

President ________ has been nominated. Are there further nominations? (Pause)Hearing no other nominations, the Chair declares the nominations closed. (Secretary) will read the qualifications of ____ (slated nominee). (Member who made nomination) will read the qualifications of (nominee from floor).

Qualifications are read.

Appointment of Teller’s Committee President The Chair appoints (names three members), as tellers (appoints one as

head teller). The tellers will distribute a ballot to each member. Please write on the ballot either (name) or (name). Fold your ballot one time and hand ballot to a teller.

While waiting for the tellers report the president can continue with announcements or other reports.

While the tellers committee is counting the ballots, the Chair will give some announcements.

Announcements normally provided at the end of the meeting are read now.

____, chairman of the Tellers’ Committee, is ready to report.

The committee chair comes forward with the written tellers’ report.

Tellers Committee Chair

The Tellers’ Committee submits the following report: Number eligible to vote: 100, Number of votes cast: 90, Number necessary to elect: 46, ____ received 25; ___ received 65. Signed ____,____,and____.

The committee chair hands the report to the president, gives the tally sheets and sealed ballots to the secretary and is seated.

The president rereads the report to the membership.

President The Chair declares (name) elected as treasurer. Will (names all elected) please stand? These are the elected officers to serve this PTA during the next year. Thank you; you may be seated. The Chair knows of no unfinished business. Is there any new business? (Pause to see if any member rises with a motion or question.)

Are there any other announcements? The Chair would like to introduce ______, the principal of (school name), to provide some information.

The president has informed the principal how much time is allotted. The president sits down while the principal presents the information.

Thank you. Now, ____ (Program Chair) will introduce our program this evening.”

The president sits down during the program.

Program Chair Tonight, we will have a parent education program the Texas PTA.

After the program, the president returns to the podium.


President Thank you for that wonderful information! Texas PTA has several programs from which to choose, and if you see (Program Chair) after the meeting, she can tell you the other program topics. Is there any other business to come before this assembly? There being no further business, the meeting is adjourned. Thank you for coming.


SAMPLE FINANCIAL RECONCILIATION REPORT

Name of Local PTA ______________________________________ Date ___________________________ Council PTA ____________________________________________ Area PTA # ______________________

Balance on Hand (Date of last financial reconciliation) $ ___________________

Receipts (From last financial reconciliation to date of current financial reconciliation) __________ $ Total Cash $ ____________________

Disbursements (From last financial reconciliation to date of current financial reconciliation) __________ $

Balance on Hand (Date of financial reconciliation) $ ___________________

Date of Financial Reconciliation

We have examined the records of _________________ PTA and find them to be:

(Choose one of the following) correct. incomplete. substantially correct with the following adjustments:

incorrect. The following irregularities were found: We make the following recommendations: Financial Reconciliation Committee signatures: _____________________________________ __________________________________________

_____________________________________

Date financial reconciliation completed:__________________


~ Texas PTA Handbook ~ Resources and Forms ~ 2004 ~ Rev. 6/07

Sample Letter to Business/Community Leader

Date

Name AddressCity, State Zip

Dear (Each letter should be personalized, if possible),

As a member of the business community, you are well aware that the education and health of our future workforce is important. PTA provides a vital link in bringing the home, school and community together in addressing child-related concerns. PTA is an organization dedicated to the education, health, safety, and well being of children and youth.

In the coming year, our Local PTA will conduct the following programs: (use bullets to list programs that would encourage business participation, such as offering students a chance to learn how to run a business).

We invite you to become a member of ____________ PTA. By joining, you also become a member of Texas PTA and National PTA, both of which have done outstanding work in the areas of involving parents in their children’s education, teaching television critical viewing skills, reducing school violence, and (use bullets to list other projects you feel would be important to your business community).

Your membership entitles you to receive updated information from all levels of the PTA on the concerns and issues facing today’s children and youth and, consequently, facing all of us. Your support, provided through your membership, will be acknowledged by (list types of acknowledgment, such as printing all business members’ names in the PTA newsletter or meeting programs or announcing names at a PTA activity).

For more information or to join, contact (name and phone number of person to contact). We look forward to welcoming you as a member soon. The children and youth, and especially our community, thank you.

Sincerely,

(Signature of president) (Local PTA Name) President


Membership Meeting Agenda Sample

Call to Order: The Chair stands, raps the gavel one time and says “The ABC PTA regular meeting will come to order.”

Opening Ceremonies This part of the agenda varies from PTA to PTA – Invocation, Pledge of Allegiance, poem or inspirational message (in this order, if presenting some or all of these items).

Establish Quorum The Chair declares a quorum. (Quorum for an executive board meeting is a majority of all filled board positions; for an association meeting, look in your bylaws, Article IX: Meetings, Section 3).

Approval of Minutes The Chair states if the minutes have been handed out or calls the secretary forward to read the minutes. The Chair only asks for corrections to the minutes but never asks if there are any additions – corrections are additions. The Chair states whether the minutes stand approved as (written, read or corrected).

Treasurer’s Report The treasurer reads the report (even if distributed), stating the beginning balance as of (date), total income, total expenses and ending balance (as of today’s date). The Chair asks if there are any questions about the report. The Chair states that the report will be filed. (The president and secretary receive a hardcopy of the report even if the treasurer did not distribute copies.)

CorrespondenceIf there are any thank you notes or other correspondence, the secretary stands and reads them.

Officer and Standing Committee Chair Reports (These may be listed separately.) All officers and committee chairs should present their own report. If a report also has a motion in it, the officer or committee chair makes the motion. “By recommendation of the executive board, I move to… (state the motion).

Special Committee and/or Special Orders This is where you would have the election of the nominating committee, the nominating committee report, the election of officers, the appointment of the financial reconciliation committee and the financial reconciliation committee report. The chairman of the financial reconciliation committee reads the report and makes the motion to adopt the report: “By direction of the financial reconciliation committee, I move the adoption of the financial reconciliation committee report.” You must vote to approve the financial reconciliation report.

Unfinished Business This should only be brought up if the Chair knows that there is business to come back before the group. Otherwise, you do not have to say anything or have it on your agenda.

New Business The Chair always asks if there is any new business to come before the association.

ProgramThe Chair introduces the officer or committee chair who will present the program. The Chair never “turns the meeting over” to someone else.

AnnouncementsThe Chair states any announcements and also asks if anyone has any other announcements.

AdjournmentThe Chair states, “If there is no objection, the meeting will now adjourn. (pause) Since there is no objection, the meeting is adjourned.” You do not need a motion to adjourn.

24 - Texas PTA Forms PacketTexas PTA Basic Training Series: President 8 Handouts – July 2011

Sample Minutes Minutes are the permanent record of all action taken by the association; they are a legal document. The following sample is offered as a guide for the secretary. Wording in italics provide an example of how the minutes should be stated.

_____________PTA/PTSA (Association/Executive Board) Meeting (Month, Day, Year)

The (regular/special) meeting of the (name) PTA/PTSA was called to order on (month, day, year) at (time) (a. m./p. m.) in the (place meeting held) by president, (name), the secretary being present or (name)acting as secretary. A quorum was (established/not established). (Name) presented the invocation, and (name) led the pledge OR (name) led the pledge, and (name) presented an inspirational thought. The minutes of the (previous date and type of meeting) were: (read and approved) or (read and approved as corrected). The treasurer’s report showed (beginning balance, receipts, disbursements, ending balance). Report should be attached. The treasurer’s report was filed.

Reports from officers would follow any correspondence and should be read after the treasurer’s report. If a vote on the reports is necessary, the minutes should state:

(Name) moved the adoption of the (name of the committee/executive board) recommendation to (state exact wording). After discussion the motion (carried/failed).

Reports from the standing committees would follow in the order given. State who presented the report for each committee and include a summary of the facts and action taken, if any. If the report is very long, it is permissible to attach the report to the official copy of the minutes (with a notation in the minutes to refer to the attachment).

If a member of the association makes a motion, minutes should state who made the motion and the exact wording of the motion. It is not required to list the name of the person who seconded the motion, but the minutes should indicate that the motion was seconded and the action taken. For example:

(Name) moved that (exact wording of the motion). The motion was seconded and (carried/failed).

If the motion requires a two-thirds (2/3) vote, such as an amendment made to the bylaws or standing rules, the minutes should state that the amendment carried by a 2/3 vote.

If an election is held, the minutes should state the names of the nominees and the results of the election.After unfinished business, new business, programs, and announcements have been noted in the minutes, the adjournment is recorded.

The meeting was adjourned at (time) (a.m./p.m.).

(Signature)(Name), Secretary (or Secretary Pro-tem)

Approved (or Approved as Corrected) (month, day, year) (Initials of Secretary)

Any corrections should be written on the minutes in the correct place and initialed by the secretary.



Officer/Chairman Name: (Nombre de Oficial/Presidente de Junta) Jane Doe

Position:(Posición) Youth Protection Year:

(Año) 2006–2007

Reproduce as needed for the appropriate number of goals.(Se puede reproducir para metas adicionales.)

Responsibilities/-Duties: (Responsabilidades)

Promote and advocate for the safety of our students in school and in our community. Educate students and parents on safety issues.

Committee Members: (Miembros del Comité)

John Smith Ann Jones Maria Sanchez

Goal:(Meta)

To get our students to and from school safely.

Evaluation Process:(Proceso de Evaluación)

Completion of tasks, number of participants in bus safety poster contest, number of participants and volunteers in bike rodeo.

Specific Action Steps (Proceso Especifico de Acción)

Start Date (Fecha de Empiezo)

Completion Date (Fecha de Terminación)

Budget(Presupuesto)

Work with school district and police department to get a crossing guard.

June when achieved $ 0.00

Get stripes on crosswalks repainted. July before school starts

$ 0.00

Write article on safety for PTA newsletter. September September $ 0.00

Participate in school bus safety project. August October $ 0.00

Organize and conduct a bike rodeo. February April $ 100.00

Resources: (Recursos)

1. National PTA Resources 2. Texas PTA Resources 3. School bus safety Kit

SAMPLE PLAN OF WORK(Plan de Trabajo)


Project/Event Guidelines

Local/Council PTAs can be the sponsor of projects and events, such as Project Graduation, after‐prom lock‐in, grade‐level banquets, etc., as long as proper procedures are followed.

A project or event that occurs annually should be listed as a standing committee in the standing rules, functioning as any other committee. The committee chairman submits a detailed Plan of Work for board approval. If the project or event occurs only once, as in the case of a campus anniversary or rededication ceremony, the board creates a special committee that would not be included in the standing rules but would have a line item in the budget.

The Local/Council PTA may have a separate checking account for these recurring projects/events, but the signers on this account are the same signers as on all other Local/Council PTA accounts. The bank account is in the name of the Local/Council PTA (for example, Lubbock High School PTSA Project Graduation), and the PTA’s EIN is used. If a separate, designated account is established:

A separate financial report is presented at every meeting.

A separate budget is adopted and amended, as needed, by the membership.

Bank statements are opened, reviewed, dated and signed by a non‐signer on the account.

The audit committee shall perform a separate audit on each Local/Council PTA account.

Fundraisers with funds dedicated specifically for these projects/events are approved by the membership.

The chairmen of these projects/events are appointed by the Local/Council PTA president, subject to the approval of the board, unless listed as a duty of an elected officer in that Local/Council PTA’s bylaws or standing rules. The chairman must be a member of that Local/Council PTA, and the committee members must also be members of that PTA.

The committees for these projects/events are not and do not operate as a separate board of directors. They are a committee, and committees do not have officers.

Any income from these projects/events (ticket sales, donations, etc.) is considered Local/Council PTA income and is included as such for IRS Form 990 and Governmental Accounting Standards Board (GASB) Statement #39 purposes. (For more information on the GASB #39 Form, visit the Resources page of the Texas PTA Web site.) Income from these projects/events is exempt from federal income tax and state franchise tax. Purchases made for these projects/events are exempt from state sales tax. If sales tax is paid for purchases, the tax should not be reimbursed.

Designated incoming funds can either be deposited into a designated event/project account or designated on the budget if included in the operating account. To designate an item on the budget, the income and corresponding expenses is marked with an asterisk and a footnote explaining their designated use.

Small token donations may be made to another group (for example, a Project Graduation organization that is not part of the Local/Council PTA or a reunion/alumni fund) provided all of the following criteria are met:

1. The membership votes to make the donation.

2. The group has 501(c)(3) status and PTA has documentation to prove that.


A PTA’s standing rules should include the following information regarding their scholarships. This information is taken from Schedule H of IRS Form 1023.

• Describe the scholarship(s). o Describe the purpose and amount. o Specify how the scholarship program is publicized. o Keep copies of any solicitation or announcement materials with procedures. o Keep a sample application with procedures.

• Describe how case histories are maintained (showing recipients of your scholarships, including names, addresses, amounts, manner of selection, and relationship, if any, to officers, trustees, or donors of funds to PTA).

• Describe the specific criteria used to determine who is eligible. • Describe the specific criteria used to select recipients (for example, academic

performance, financial need, etc.). • Describe how the PTA determines the number of scholarships that will be

awarded annually. • Describe how the PTA determines the amount of each scholarship. • Describe any requirement or condition that the PTA imposes on recipients to

obtain, maintain, or qualify for renewal of a scholarship (attendance at four-year college, maintaining certain GPA, teaching in public school after graduation, etc.).

• Describe your procedures for supervising the scholarships. o Does your PTA obtain reports and grade transcripts from recipients? o Does your PTA pay the scholarship directly to a school under an arrangement

whereby the school will apply the funds only for enrolled students who are in good standing?

o Describe the PTA’s procedures for taking action if the terms of the award are violated. For example, would the scholarship then be awarded to a different recipient?

• Who is on the selection committee? o Describe the criteria for committee membership. o Describe the method for replacing committee members.

• Describe how the PTA keeps clear of conflict of interest. o Are relatives of members of the selection committee eligible for the

scholarships? o Are relatives of your officers or board members eligible for the scholarships? o Are relatives of your substantial contributors eligible for the scholarships? o If you answered “yes” to any of the above, describe what measures are

taken to ensure unbiased selections.

SCHOLARSHIP GUIDELINES FOR STANDING RULES


July 2011 - 1 -

SAMPLE (LOCAL PTA/PTSA NAME)

PARENT TEACHER (STUDENT) ASSOCIATIONSTANDING RULES

(NOTE: Wording in the standing rules does not duplicate wording in the bylaws. Standing rules contain details about the day-to-day operations of the PTA.)

I. Meetings 1

A. The president shall appoint a committee of three (3) members at the last executive board 2 meeting to approve the minutes of the last board meeting. 3

B. The president shall appoint a committee of three (3) members at the last regular meeting to 4 approve the minutes of the last regular meeting. 5

6

II. Training Expenses 7

A. This Local PTA shall pay the expenses of the newly-elected officers and committee chairs to 8 attend the Council and Area PTA training, if applicable. As the approved budget allows, this 9 Local PTA shall pay the expenses of any other PTA member to attend. 10

B. This Local PTA shall pay the expenses of members to the Texas PTA Annual Convention 11 and Summer Leadership Seminar in the following order, as funds allow: (Select positions 12 and list in order of priority here.) 13

1. (President) 14

2. (First Vice President) 15

3. (______ Vice President) 16

4. (Secretary) 17

5. (Treasurer) 18

6. (Parliamentarian)19

7. (Historian)20

8. (Standing Committee Chairs) 21

9. (Other) 22

C. This Local PTA shall pay the expenses of the delegate(s) to the National PTA Annual 23 Convention, if funds permit after expenses have been allocated for the Texas PTA Summer 24 Leadership Seminar and Annual Convention. Delegate(s) shall be (elected by the membership 25 or elected by the executive board or appointed with the approval of the executive board) 26 ___________ at the (month) ______ meeting. 27

D. This Local PTA shall limit event expenses to the following: 28

1. (Early Bird) registration fee 29

2. Hotel accommodations at published seminar or convention double-occupancy rate 30


July 2011 - 2 -

3. Gasoline for one vehicle per four (4) members in attendance at _____ cents per mile 1 when using personal car, or the lowest available commercial airfare at twenty-one (21) 2 day advance booking 3

4. Meals not to exceed (insert dollar amount) $____ per person per day 4

a. Individual meals are paid up to the following limits: 5

(1) Breakfast $_____ 6

(2) Lunch $_____ 7

(3) Dinner $_____ 8

b. If a meal is included in a prepaid event, no reimbursement will be paid for that meal. 9

c. Alcohol purchases shall not be reimbursed. 10

5. Parking fees 11

E. This Local PTA shall pay the expenses for members of the executive board to attend the 12 Texas PTA Leader Orientation. 13

14

III. Financial 15

A. This Local PTA shall purchase a past president’s pin for the retiring president. 16

B. This Local PTA shall purchase tickets for the Council PTA Founder’s Day function for the 17 following persons: 18

1. (President) 19

2. (Current year’s life membership recipients and one guest) 20

3. (School principal) 21

4. (Additional attendees) ______________________ 22

C. The president shall appoint additional signer(s) for the PTA accounts with executive board 23 approval. 24

-- or -- 25

(Title) _________ shall be a signer on the bank account(s). 26

D. The secretary shall not be appointed as a check signer on the PTA account(s). 27

E. The secretary shall not be appointed to review the monthly bank statements. 28

F. All money shall be counted by at least two (2) persons at the same time, and all counters shall 29 sign a completed Itemized Receipt Form. The money shall then be given to the treasurer, who 30 shall also count and sign the Itemized Receipt Form. A copy of this form shall be retained by 31 all signers of the form. 32

G. Any check made payable to this Local PTA that is returned as NSF will be re-deposited 33 (number of times) __________. Any charges incurred by the PTA because of insufficient 34 funds shall be charged to the check writer. This Local PTA reserves the right to refuse 35 subsequent checks from the check writer and require (cash or money orders or either cash or 36 money orders) ____________ for payment. 37

H. This Local PTA shall not use credit or debit cards. 38


July 2011 - 3 -

I. This Local PTA shall reimburse allowable, budgeted expenses to members who submit 1 receipts with proper documentation to the treasurer within thirty (30) days of the event or 2 within three (3) days of the end of the school year, whichever comes first. 3

J. This Local PTA shall not reimburse sales tax unless the executive board gives prior approval 4 for the exception. Any member making purchases on behalf of or for this Local PTA shall use 5 the tax exempt form. 6

K. This Local PTA shall obtain at least three (3) bids when making any large purchase unless the 7 item is a specialty item and there is but one vendor for the item. 8

L. This Local PTA shall require a written contract with any business/vendor when purchasing 9 non-refundable merchandise or when making significant expenditures for service. 10

M. This Local PTA shall have a carryover in the checking account of not less than (amount)11 $_______ at the end of the fiscal year. 12

13

IV. Bonding and Insurance 14

A. The following insurance shall be purchased annually by this Local PTA: (Select one or more 15 appropriate insurance coverage and list here.) 16

B. (General liability insurance) 17

C. (Accident medical) 18

D. (Identity theft) 19

E. (Blanket bond insurance {commercial crime}) 20

F. (Property insurance {if applicable}) 21

G. (Nonprofit professional liability insurance) 22

23

V. Condolences24

A. Condolences expressed by this Local PTA shall be in the form of sympathy cards. 25

26

VI. Officer Duties 27

A. (For each officer, list any additional duties that do not duplicate the wording in the bylaws.) 28

29

VII. Standing Committees30

A. The standing committees of this Local PTA shall be (list committees) _____________. 31

(List each standing committee and the duties of the committee and/ or the chair here. The 32 composition of the committee {number of members, board members who may automatically 33 serve on the committee because of their position} should be included. Refer to the Texas PTA 34 Handbook and Texas PTA Resource Guides for information about job descriptions and 35 duties. Sample wording for two committees appears below.) 36

B. Hospitality37

1. This committee shall be composed of a chair and at least two (2) members. 38


July 2011 - 4 -

2. This committee shall be responsible for: 1

a. Hosting at all meetings by creating a friendly welcoming atmosphere 2

b. Providing Back to School and Teacher Appreciation events for the faculty and staff, 3 which include: 4

(1) Coordinating food item donations; 5

(2) Securing volunteers to serve; and 6

(3) Reserving school location for the events. 7

c. Securing refreshments for PTA programs and “Open Houses” 8

C. Membership 9

1. This committee shall be composed of a chair (first vice president) and at least four (4) 10 members. 11

2. The chair shall: 12

a. Call a meeting of the membership committee to create a membership campaign for 13 the coming year and set membership goals; 14

b. Ensure completion and submission of membership list and dues report to Texas PTA 15 by October 15; 16

c. Coordinate the implementation of a membership campaign; 17

d. Provide the secretary with an updated membership list for each regular meeting; 18

e. Apply for membership awards from Texas PTA; and 19

f. Chair the life membership committee. 20

D. (Other) 21

22

VIII. Other Board Positions 23

(List the positions and duties of any executive board members who are not officers or standing 24 committee chairs here. Sample wording for two positions appears below.) 25

A. Council PTA delegates shall: 26

1. Participate fully in Council PTA discussions and deliberations; 27

2. Report announcements, important actions and the Council PTA program to this Local 28 PTA membership and executive board; 29

3. Seek information or approval from the membership on matters referred to this Local PTA 30 for such approval or information; and 31

4. Report and/or vote as directed by the Local PTA membership at the Council PTA 32 meeting.33

B. Teacher liaison shall: 34

1. Be appointed by the principal; 35

2. Serve as a communication link between faculty, staff and PTA; and 36

3. Solicit staff input. 37


July 2011 - 6 -

C. Executive board members shall not be entitled to privileges that are not due to any other 1 school district tax payer because of their position in the PTA. 2

D. All communications concerning this Local PTA for school distribution shall be approved by 3 the (positions, such as president and the principal, school secretary, etc.) ______________ 4 prior to dissemination. 5

37 - Texas PTA Forms v



Texas PTA Bylaws Committee – July 2011

Check if amended

1. Name of your PTA PTSA

2. Area PTA #

3. Name the town where your PTA/PTSA is located

4. Amount of the local portion of your PTA/PTSA dues $

5. Does your PTA/PTSA have a historian? Yes No

6. What is your election month?

7. Number of people on your nominating committee three (3) five (5) seven (7)

8. Number of alternates to your nominating committee one (1) two (2) three (3)

9. Number of vice presidents

10. If more than one vice president, of what are they in charge?

(Add any additional titles and duties on back) First Vice President

Second Vice President

Third Vice President

Fourth Vice President

11. List all the months of your regular meetings (the last month listed is your annual meeting month)

12. Number necessary for a quorum (minimum of 10)

13. Check any of these that serve on your Executive Board

Chairs of Standing Committees Faculty Rep (other than principal or his/her designee) (Title) Council delegate(s)* Other (Title)

*14. Council PTA name

*15. Method of selecting council delegate(s)

Membership elects Executive board elects Appoint subject to the approval of the executive board

*16. Month by which Council PTA delegate(s) elected or appointed

17. Method of selecting convention delegates elect appoint subject to the approval of the executive board

18. Fiscal year June 1 – May 31 July 1 – June 30 August 1 – July 31

*Applies only if the Local PTA/PTSA is a member of a Council PTA

Loca l PTA/PTSA Bylaws Made Easy

for the 2011 Bylaws Template


July 2011

LOCAL PTA Name PTA/PTSA

Unit #

School District

Council PTA Area PTA #

COUNCIL Council PTA Area PTA #

SUBMITTING FOR REVIEW; NO AMENDMENTS WERE MADE

The completed Bylaws Made Easy Checklist and standing rules are attached in a Microsoft Word document(s). Both documents must be submitted, even if only one document is being updated/revised/amended.

BYLAWS WERE AMENDED/REVISED STANDING RULES WERE ADOPTED OR AMENDED

Notice through regular publicity channels Should include exact wording of proposed

amendments Should have been furnished to all member 30 days

prior to the regular meeting at which voting on the proposed amendments occurred

OR

Notice at a regular meeting

Date of Notice:

A quorum was present at the time of voting.

The completed Bylaws Made Easy Checklist and standing rules are attached in a Microsoft Word document(s). Both documents must be submitted, even if only one document is being updated/revised/amended.

Person Submitting Bylaws Date Submitted

Title Address

City Zip

Daytime Telephone ( ) Evening Telephone ( )

Email Address

President's Name

Daytime Telephone ( ) Evening Telephone ( )

Email Address

I affirm that proper procedures were followed. If the bylaws were amended, this includes notice to membership and approval by membership when quorum was present, as documented in our minutes. I further affirm that all information included on this form is true and correct.

President's Signature

Secretary's Signature

Submit all required documents online at www.txpta.org or mail to:TEXAS PTA, Attention: Member Services Department, 408 West 11th Street, Austin, Texas 78701-2113

Bylaws will be accepted for review September 1 – June 30. Allow 6-8 weeks for response from the Texas PTA Office. During holidays and convention, an additional 2-3 weeks processing time is added.

Bylaws will be returned to “Person Submitting Bylaws” above. If you have any questions, call 512.476.6769 or 800.TALK.PTA, or visit the website at www.txpta.org.

BYLAWS SUBMISSION FORMAmendments or Revisions to Bylaws and

Adoption or Amendments to Standing Rules


DUE:Email completed form to:

PTA Committee Progress Report

Committee Chair

Report Date Period Covered Explain the progress for each action step of each goal based on these indicators:

Green Lights: What’s working? What are the key accomplishments? What project milestones has your team achieved? Who can you acknowledge for their contribution or support? Yellow Lights: Where do you need to exercise caution? What are the potential barriers to success, and how do you plan to address them? What needs, expertise or resources will you need that you do not currently have? Red Lights: What deadlines or milestones have been missed? Do any tasks or strategies seem impossible? What is not working and stands in the way of your success? What help do you need? What specific actions will get you back on track?

Board Goal

Committee Goal

Action Step

Progress Green Lights Yellow Lights Red Lights

In process

Completed

Action Step


In process

Completed

Action Step


In process

Completed

Action Step


In process

Completed



Council PTA Delegate Report Form

This form is to be completed by Local PTA delegates reporting Council PTA activities.

Please report this information at a board and/or regular meeting of your Local PTA. After giving the report, turn the form in to your Local PTA president to be filed with the secretary.

1. Council PTA meeting date:

2. Council PTA meeting location:

3. Were any issues voted on? If so, what were they and what was the vote?

4. Were any matters referred to Local PTAs? If so, what were they? (Be accurate and specific.)

5. Give a brief synopsis of information presented at the Council PTA meeting:

A. Superintendent’s (or representative’s) report

B. Speaker(s)

C. Program

6. Were there any announcements regarding the next Council PTA meeting, leadership training opportunities, workshops or special meetings of any kind?


~ Texas PTA Handbook ~ Resources and Forms ~ 2009

PTA Deposit Voucher

Account: Deposit Date:

Deposited by:

Account to Credit: (If the deposit reflects more than one account, please identify each and amount that should be credited to each.)

Cash/Check For Amount

Deposit Number: Total Deposit:


PTA Disbursement Voucher Name: _______________________________________________________________________________

Address: _____________________________________________________________________________

Telephone Number: ____________________________________________________________________

Date of request: ______________________ Date check needed: _______________________________

Make check payable to: _________________________________________________________________

Account to be debited: __________________________________________________________________

(If your invoice reflects more than one account, please identify each and the amount that should be deducted from each). Remember to use the exemption certificate when purchasing items for PTA use. Sales tax is not reimbursed.

Item Place of Purchase Amount

Total $ _____________

Remarks:

Treasurer’s Notes:

Invoice Received: _______________

Date Paid: _____________________

Check Number: _________________

Amount: _______________________

Attach Receipt(s)


6/13/11

PTA DUES REPORT

Date: __ ___________

Name of PTA:

Local PTA #:

School District:

Person Sending Report:_____________________

PTA Title:_________________________________

Address: _________________________ _ ____

City:________ _______ _ _ _ __ZIP: ___________

Telephone Number: (____)___________________

Email Address: ____________________________

USE THIS BOX TO COMPUTE DUES PAYMENT

(#) Regular members @ $4.50 each $

(#) Texas Life Members @ $2.25 each $

(#)______TOTAL $_______

National PTA increased their dues to $2.25 per member effective June 12, 2011. PTAs must submit a membership roster and dues payment for at least twenty members by October 15 to

remain active and eligible for Texas PTA programs, support and services. Dues Envelopes and other orders must be paid with a separate check. Requests for refunds of overpayment of dues must be made within 90 days of payment or within 30 days

after the close of the membership year, whichever occurs first. Please ensure that your payment is accurate.

Make copies of this report form and membership list for your President, Secretary, Treasurer and Membership Chair.

The Local PTA # is your Texas ID number and NOT the National ID number.

Have you included the following?

A list of Texas Life Members and regular members with addresses (this roster should only list members’ names that have not been submitted previously during the same membership year)

PTA check or money order payable to Texas PTA (be sure your check has all required signatures) THIS FORM Current president’s name, email address and telephone number included on membership roster

Office Use Only

Batch _________ Check/Money Order ______________ Total Amount ____________

Notes ____________________________________________________________________

Texas PTA 408 West 11th St. Austin, TX 78701-2113 512-476-6769 or 1-800-TALK PTA

52 - Texas PTA Forms Packet 03/10

This form must be returned to Texas PTA by January 31 each year.

In order for your PTA to be covered by the Texas PTA group exemption, Texas PTA confirms active EINs with the IRS annually.

If you have any questions, contact the Member Services Department at 1-800-TALKPTA.

PTA Name PTA ID #

PTA City

School District

Federal Identification # (EIN)

ID used for filing tax returns

-

Which 990 Form did you file last year? 990 990EZ 990N

What is your PTA’s fiscal year end as stated in your PTA’s bylaws? / /

Was the fiscal year (as stated in your bylaws) used to file your 990 form? Yes No

(President’s Signature) (Date)

(Treasurer’s Signature) (Date)

Please return the completed and signed form to: TEXAS PTA Attn: Member Services Department 408 W. 11th Street Austin, Texas 78701-2113

EIN VERIFICATION FORM


TEXAS PTA EMERGENCY NEEDS RELIEF FUND

Application for Grant Assistance

1. If you qualify for a grant, you must mail a copy of the latest IRS Form 1040 or 1040A tax return with this application as proof of income. If other family members are employed and they file separately, you also must include a copy of their latest Form 1040 or 1040A. Not including this information will only delay the process. W-2 forms cannot be accepted

2. Type or print clearly. 3. Please fill in all the blanks. The information is important and your application cannot be processed

unless you answer all the questions. If you have any questions, please contact the Texas PTA Office at (512) 476-6769 or 1-800-TALK-PTA.

4. After you have completed the application, please send it to the Texas PTA Office, 408 W. 11th Street,

Austin, Texas 78701-2199.

5. You will receive notice in writing when the application is considered. 6. Funds are never paid directly to the recipient. All applications should include a copy of the

bills the recipient is requesting to be paid. 7. As funds are limited, grants may be made for only a portion of your request.

NAME:

ADDRESS:

CITY/ZIP CODE:

COUNTY: HOMETELEPHONE: WORK TELEPHONE:

EMAILPTA NAME/UNIT #:

CITY: DATE OF MEMBERSHIP: Reason applying for grant (please check one):

Natural Disaster Fire Flood Hurricane Tornado Other (please specify) _____________________

Catastrophic Illness: (must be

specific) _______________________________________________

Accident (must be specific)

______________________________________________


List payees and amount of each payment you are requesting:

Total amount applied for:

Will you be asking for assistance from other organizations? If so, who?

Number of persons (adult & children) in household. __________

Number of persons employed in household. __________

Does your family have medical insurance? Yes No

Does your family have disability insurance? Yes No

Print or Type Name of Local PTA President:

Signature of Local PTA President:

How did you learn about the Texas PTA Emergency Needs Relief Fund?


Equipment/Money Donations Sample Form #1 [Agreement to donate a specific sum of money to

the school/district for a specific purpose.]

Agreement between PTA and (School/School District)

The PTA is donating $ to the

school/district for the following purpose/purchase(s) of: . If

this purchase is not made by , this amount will be returned to the PTA. The PTA (Date)

will be provided with a copy of the purchase order or requisition and a copy of the paid invoice. Signed Date: PTA President

Date: Principal/Administrator -------------- In the case of equipment purchase, also complete the following --------------

The PTA is donating money for purchase of the following:

The/these item(s) will become the property of the school. It is to be used for the following purpose(s):

.

The PTA may use the item(s) under the following conditions:

.

The school will be responsible for maintenance of the item and for providing supplies. In case of loss or

theft, the school will be responsible for replacement and agrees to replace the item with a like kind. Any gift

given by the PTA is without any future liability protection or guarantees by the PTA. Signed: Date: PTA President

Date: Principal/Administrator * The PTA membership must provide for any expenditure through a budget adoption/ amendment and a specific vote at a membership meeting. This agreement is void if not ratified by the membership.


Equipment/Money Donations Sample Form #2 [Capital equipment purchased by the PTA, donated to the school.]


The PTA has purchased the following and

is donating it/them to the for the following use(s)/purpose(s): (School)

. The PTA

may/may not use the items under the following condition(s):

. The school will be responsible for the maintenance of

the item(s). The school also will be responsible for providing for the safe and continuing operation of the

item(s). In case of loss or theft, the school will be responsible for replacement and agrees to replace the

item with a like kind. Any gift given by the PTA is without any future liability protection or guarantees by

the PTA. Signed Date: PTA President

Date: Principal/Administrator

* The PTA membership must provide for any expenditure through a budget adoption/amendment and a specific vote at a membership meeting. This agreement is void if not ratified by the membership.


Equipment/Money Donations Sample Form #3 [For capital equipment purchased by the PTA, ownership to be retained by the PTA,

the item to be stored at the school. Example: popcorn popper.]


The PTA has purchased the following for its own use:

.

This equipment will be stored at (School)

but will remain the property of the PTA.

It may be used only by PTA members or under their supervision. This item may be used by school staff and/or students. Anyone using the property other than

the PTA will pay for supplies and maintenance If the item is damaged when its use occurs outside the PTA, then repayment for cost or damage will be required.

Signed Date: PTA President

Date: Principal/Administrator

* The PTA membership must provide for any expenditure through a budget adoption/amendment and a specific vote at a membership meeting. This agreement is void if not ratified by the membership.

It may be used only by PTA members or under their supervision. This item may be used by school _______________ staff and/or _________________ students. Anyone using the property other than the PTA will pay for supplies and maintenance. If the item is damaged when its use occurs outside the PTA, then repayment for cost or damage will be required.



______________ COUNCIL/LOCAL PTA/PTSA

ETHICS/CONFLICT OF INTEREST POLICY

AREA # COUNCIL

LOCAL PTA/PTSA

PRESIDENT

Members of the board of directors (board members) of this Council or Local PTA/PTSA (hereinafter referred to as “PTA”) serve in a fiduciary capacity and owe a duty of care, a duty of obedience, and a duty of loyalty to this PTA. Board members shall conduct themselves with integrity and honesty and act in the best interests of this PTA. Disclosure by a board member of any potential or actual conflict of interest is required by the standard of good faith and for the benefit of the PTA and protection of each individual.

In consideration of our PTA affiliation with the Texas Congress of Parents and Teachers (the Texas PTA), for the protection of its integrity and its 501(c)(3) status, and for our protection, we, the undersigned officers, individually, during our terms of office, shall:

1. Abide by and represent our PTA bylaws, the Texas PTA policies, positions, procedures and National PTA purposes and mission statement;

2. Discharge the duties and responsibilities of our individual offices with fidelity, integrity, and honesty and declare any and all personal and/or extended family conflicts of interest when PTA issues, decisions, and funds are involved;

3. Not misuse the PTA’s federal tax-exempt status or exemption from sales tax for personal or unauthorized purposes nor disburse funds for any purpose other than authorized, budgeted PTA programs, projects, and activities.

4. Refrain from making slanderous or defamatory comments regarding any individual or organization.

5. Follow the Texas PTA and school district guidelines for fund-raising.

6. Abide by the following conflict of interest policy:

Board members and/or their families shall not use their relation to this PTA for financial, professional, business, employment, personal, and/or political gain.

A conflict of interest exists when a board members would have to participate in the deliberation or decision of any issue of this PTA while, at the same time, the board member and/or his/her extended family has financial, professional, business, employment, personal and/or political interests outside the PTA that could predispose or bias the board member to a particular view, goal or decision.

Board members shall declare to the officers of this PTA conflicts of interest (stating the nature of the conflict and pertinent information as appropriate) between their duties of this PTA and their and/or their extended families’ financial, professional, business, employment, personal and/or political interests.

When a conflict of interest is declared, the board members shall not use his/her personal influence of position to affect the outcome of this vote and shall leave the room during deliberations and the vote.

The minutes of the meeting shall reflect that a conflict of interest was declared.

Board members shall not:



a. Use PTA’s name, influence, or resources for their benefit or gain when running for any public elected office or while serving as an elected official.

b. Directly or indirectly use their current PTA position, the PTA name or organization for or against any specific candidate for elected public office, which is contrary to federal tax laws and the guidelines and policies of the PTA.

We, the undersigned board members, have read and agree to abide by this policy and understand that the failure to adhere to the above guidelines may result in the termination of the undersigned as board members and will require the immediate return of all PTA property, documents and materials belonging to this PTA.

PTA ETHICS/CONFLICT OF INTEREST AGREEMENT

NAME POSITION DATE

Each PTA shall obtain the appropriate signatures on this form (use enough forms for the entire board of directors), make a copy of the form(s) for all signers, and keep the signed original(s) with the secretary of the PTA. (See Council or Local PTA Records Retention Policy.)



Extended Service Award Application


Report of Fundraising Activities

EVENT

Date to Treasurer Amount Date of Report Date on Treasurer’s

Report Board/Membership

TOTAL AMOUNT COLLECTED

TOTAL AMOUNT PAID TO COMPANY

Total amount sales tax

Total amount profit


Honorary Life Membership Order FormORDERING INFORMATION:

Texas Life Memberships are one of the highest honors that may be presented to individu-als for outstanding service to children and youth. Life memberships are awarded by Local, Council, Area or State PTAs to worthy individuals. Non-taxable item.TXLM $45.00

• Please print or type legibly all information. • Indicate recipient’s name as it is to appear on

the certificate. EXAMPLE: Mrs. John Doe or Jane Doe or John Public

• Cost of Texas Life Membership is $45.00. This does not include Life Membership Jew-elry. Only one item of Life Member jewelry may be ordered per member. The cost of the Life Member pinette is $15.00

• Allow four to six weeks for delivery. We cannot deliver to P.O. boxes.

• All requests must be accompanied by remittance (check, money order, Mas-tercard or VISA) to: Texas PTA, 408 W. 11th St., Austin, Texas 78701-2113 or fax credit card orders to 512-476-8152. Sorry, phone orders cannot be taken. You may also order life memberships from our website at www.txpta.org.

Name of PTA: _____________________________________________ Unit #:_________________________________________

Date of Presentation:_______________________________________________________________________________________

Payment Type: q Check/Money Order q Mastercard q VISA

Card Number: ______________________________________ Exp. Date:______________________________________

Signature:_________________________________________________________________________________________

Return To: Name:__________________________________________________________________________________________

The address on the next line is for a: q Business/School or q Home

Physical Address (P.O. boxes are not acceptable):__________________________________________________________

City:_______________________________________, TX ZIP:___________ Phone: (_____) _____________________

Recipient: Name:_________________________________________________________________________________________

Address:____________________________________________ City:______________________, TX ZIP_________

Recipient: Name:_________________________________________________________________________________________


Recipient: Name:_________________________________________________________________________________________


Recipient: Name:_________________________________________________________________________________________


_____ Memberships @ $45.00 = __________

_____ Pinettes @ $15.00 = __________

Shipping and Handling = ___$8.00___

TOTAL = __________

Pinettes are in the shape of an oak leaf with the ititials “TLM” in the center. PINETTES ARE AVAILABLE TO TEXAS LIFE MEMBERS ONLY.


12-302(Rev.4-07/17) TEXAS HOTEL OCCUPANCY TAX EXEMPTION CERTIFICATE

NOTE: This certificate is for business only, not to be used for private purposes, under penalty of law. The hotel operator may request a govern-ment ID, business card or other identification to verify exemption claimed. Certificate should be furnished to the hotel or motel. DO NOT send the completed certificate to the Comptroller of Public Accounts. The certificate does not require a number to be valid. Refer to Hotel Rule 3.161 for exemptions.

Check exemption claimed:

United States government or Texas government official exempt from state, city, and county taxes. Includes US govern-ment agencies and its employees traveling on official business, Texas state officials or employees who present a Hotel Tax Exemption Photo Identification Card, and diplomatic personnel of a foreign government who present a Tax Exemption Card issued by the US Department of State.

Religious, charitable, or educational organization or employee exempt from state tax only. Educational organizations include school districts, private or public elementary and secondary schools, and Texas institutions of higher education as defined in Section 61.003, Texas Education Code. Beginning October 1, 2003, non-Texas institutions of higher education (public and private universities, junior colleges, community colleges) must pay the state hotel occupancy tax. Religious and charitable organizations must hold a letter of exemption issued by the Comptroller of Public Accounts to claim the exemption.

Other. Organization exempt by law other than Chapter 156, Tax Code. Specify reason for exempt status below. Supporting Documentation Required.

Name of exempt organization Organization exempt status (Religious, charitable, educational, governmental)

Address of exempt organization (Street and number, city, state, ZIP code)

GUEST CERTIFICATION: I declare that I am an occupant of this hotel/motel on official business sanctioned by the exempt organization named above and that all information shown on this document is true and correct. Guest name (Please print)

Date

FOR HOTEL/MOTEL USE ONLY (OPTIONAL)Name of hotel/motel

Address of hotel/motel (Street and number, city, state, ZIP code)

Room rate Local tax Exempt state tax Amount paid by guest Method of payment

You have certain rights under Chapters 552 and 559, Government Code, to review, request and correct information we have on file about you. To review or correct your state tax-related information, contact the Texas State Comptroller's office.

Hotels may require verification before accepting a hotel occupancy tax exemption certificate. An organization may qualify for hotel occupancy tax exemption even when it does not have a Comptroller's letter of hotel tax exemption or cannot be found on the Comptroller's list of exempt organizations. Some examples include churches, public schools and community colleges.

You may need to pay the tax until verification of hotel tax exemption can be obtained from the Comptroller's office. You can apply to the hotel for a refund or credit.

A list of charitable, educational, religious and other organizations that are exempt from state and/or local hotel tax is onlineat http://window.state.tx.us/taxinfo/exempt/exempt_search.html. Other information about Texas tax exemptions, including applications, is online at http://window.state.tx.us/taxinfo/exempt/index.html.

You can also send an e-mail to [email protected] or call (800) 252-1385.

CLEAR FORMPRINT FORM


Itemized Receipt Form (To be used when giving funds to Treasurer)

Event Date Chairman Phone No. Person completing form Phone No.

(Please make sure that there are always 2 people counting money to protect the reliability of the count)

Total of checks (attach a tape/written account) $

Bills # Amount $100$50$20$10$5$2$1

Total Total Bills $

Coins # Amount Dollar

50 Cent Quarters Dimes Nickels Pennies

Total Total Coins $

Total Cash $

Total Deposit $

Counter’s Signature

Counter’s Signature Date

Received by Treasurer Date

(When turning in a deposit, please allow time for another count of the total deposit so a receipt can be given to the person turning in the deposit)


For use in submitting resolutions or legislative position statements*

Two copies and documentation of any resolution or legislative position statement proposed for action by delegates to the Texas PTA Annual Convention must be received in the Texas PTA Office, 408 W. 11th Street, Austin, Texas 78701-2113, by the stated deadline: Deadlines for proposed resolutions and legislative position statements are April 30 and September 1 prior to convention. An early deadline of April 30 is provided to allow time to submit and make changes if directed by the Texas PTA Legislative Action Committee. The September 1 deadline is the final date to submit for consideration at the following annual convention.

Subject: (check one) Resolution Legislative Position

Related to federal or state status, rules, regulations, agencies or legislative action? Yes No

Submitting Group: Local PTA Council PTA Area PTA State PTA

Name of Group/PTA:

Address (Campus or Area PTA President)

City Zip

Contact Information

Name Position

Address

City Zip

Telephone (Day) Telephone (Evening)

Email

CHECKLIST: Is the proposed action: In accordance with PTA Purposes and policies? Yes No Related to education, health and welfare of children and youths? Yes No Accompanied by:

1. Table of contents Yes No 2. Background data Yes No 3. Reference sheet Yes No

Signed by the group’s president and secretary? Yes No Approved by the membership? Yes No

Date adopted by membership ___________

Signature of President Signature of Secretary

* The Texas PTA Board of Directors reserves the right to reject a resolution/legislative position for any reason deemed necessary for the best interest of the Texas/National PTA. All resolutions/ legislative

positions must have a 2/3 approval of the Texas PTA Board of Directors before forwarding to the delegate body.

LEGISLATIVE SUBMISSION COVER SHEET


June, 2011

DUE BY MAY 1 20__- 20__ LOCAL OFFICER INFORMATION

Texas PTA 408 West 11th Street Austin, TX 78701-2113 E-mail: [email protected]

Please email or mail your local officer form to Texas PTA by May 1. Faxing is not recommended as the form doesn’t always come through legibly. An electronic copy of the form is available on our Web site at www.txpta.org. This information must be submitted even if your officers remain the same as the previous year. Please submit a new form for any future additions or changes. Please provide your Council PTA president with a copy of this form. In order to receive membership cards and information from Texas PTA and National PTA, officer information must be on file with the Texas PTA. Texas PTA sends the Local PTA president information regularly via email.

Name of PTATexas PTA Local ID #

SchoolName City PrincipalName School TelephonePrincipal Email

President* ______________ (last name) (first name)

Mailing Address (If P.O. Box, give street address for UPS delivery) (City) (ZIP)

Telephone Home (_____) Work (_____)

E-mail

First Vice President ___________________________________________________________________(last name) (first name)



E-mail

Second Vice President _______(last name) (first name)

Telephone Home (_____) Work (_____) E-mail

Third Vice President (last name) (first name)


Fourth Vice President (last name) (first name)


Secretary (last name) (first name)


Treasurer* (last name) (first name)




June, 2011

E-mail

Historian (last name) (first name)


Parliamentarian (last name) (first name)


Membership Chairman* (last name) (first name)



E-mail

Legislative Chairman* (last name) (first name)



E-mail

Arts in Education Chairman* (last name) (first name)



E-mail

Environmental Chairman (last name) (first name)


Chairman (last name) (first name)


(Continue if necessary)


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MEMBERSHIP ROSTER FORM FOR THE SCHOOL YEAR 20___

Mail the hard copy with the dues report and payment to Texas PTA

408 West 11th Street Austin, TX 78701

Date Submitting Texas PTA Local Unit #

PTA Name School District

PTA President's Name Email

Home Address City ZIP

Telephone Number Day ( ) Night ( )

CHECK ONE: Our officer information was previously submitted Our officer information is attached

Identify member type ‘‘R’’ = Regular Member, "F" = Faculty, “C” = Community Member, “S” = Student Member Check “LM” box if the member is a life member. Verify life membership on Texas PTA’s website. Please list members alphabetically if possible.

Member’s Name (Sort by this column before

printing)

Member Type

LM Address City Zip E-mail Address

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Texas PTA Natural Disaster Relief Grants, of up to $500.00 each, are awarded to Local and Council PTAs within Texas that are recovering from the effects of a recent natural disaster. Application and support materials must be mailed to: Texas PTA Natural Disaster Relief Grant Fund, 408 West 11th Street, Austin, Texas 78701. Applicants will be notified within ten (10) business days from the date the application is received.

For more information, contact the Texas PTA Director of Finance at 1-800-TALK-PTA.

PTA Name

PTA President

Address

City Zip

Daytime Telephone Email

If a Local PTA:

Unit # Current Membership

Council Name Area PTA #

Have you received funds from this grant before?

If yes, when? ______________________________________

Date and cause of current damage ______________________

Yes No Unknown

__________________________________

Check the needs your PTA is currently experiencing:

Recruitment of Officers Parent Education Programs

PTA Officer Training Clothes Closet

Leadership Training for Members School Supply Closet

Motivational or Other Programs for Students Library Books

Other (please explain)

Explain the conditions your PTA is currently experiencing: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Natural Disaster ReliefGrant Application



Explain the financial hardship your PTA is experiencing due to the natural disaster. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Briefly explain how you intend to use this grant.

Timeline for implementing your plan:

Methods to be used to evaluate your plan:

The PTA fully understands that if we are recipients of a Texas PTA Disaster Relief Grant, the money shall not be used for other programs or activities except for those listed on this application form. It is also understood that a written evaluation of our efforts within 90 days of the receipt of the grant money will be due to Texas PTA. Since our project may not be completed within the first 90 days, we know we may be asked to give additional follow-up evaluations. All evaluations are to be sent to Texas PTA, 408 West 11th Street, Austin, Texas 78701, Attention: Director of Finance.

PTA President Date

PTA Secretary Date

For more information, contact the Director of Finance at 1-800-TALK-PTA.



_________________ PTA

Nominating Committee Confidentiality Agreement

I hereby acknowledge by my signature below that any information either presented or discussed during the meetings of the ________________________ PTA Nominating Committee will not be divulged by me outside the meetings or with any individual not a member of this committee.

Furthermore, I acknowledge that a violation of this agreement shall result in my removal from the committee.

Signature:__________________________________________________

Date:_______________________



Example of a Nominating Committee’s Report

The Nominating Committee submits the following nominees for the year ________:

President

Vice president

Secretary

Treasurer

Signed:

The report should be signed by all committee members who agree with the report.

Example of a Tellers’ Report

Number of votes cast

Necessary to elect

received

received

Illegal votes (2 ballots folded together, 2 votes for ineligible)

Signed:

Nominating Committee Report


Non-Signer Review of Bank Statement PTA

Bank Statement Date:

Date statement reviewed:

I verify that I have checked this bank statement for the following and have noted any concerns below:

Checks appearing in non-sequential order

Checks made out to “cash”

Checks made payable to non-approved vendors

Checks written for non-approved expenses

Missing check numbers

ATM/Debit/Electronic Transfers

Checks made out to an individual for an even dollar/cent amount (i.e. $20.00)

Transactions on statement verified against financial report(s)

Items of concern:

_____________________________________________Printed Name of Reviewer

_____________________________________________Signature

_______________________Date



Officer/Chairman Name: (Nombre de Oficial/Presidente de Junta)

Position:(Posición)

Year: (Año)

Reproduce as needed for the appropriate number of goals.(Se puede reproducir para metas adicionales.)

Responsibilities/-Duties: (Responsabilidades)

Committee Members: (Miembros del Comité)

Goal:(Meta)

Evaluation Process:(Proceso de Evaluación)

Specific Action Steps (Proceso Especifico de Acción)

Start Date (Fecha de Empiezo)

Completion Date (Fecha de Terminación)

Budget(Presupuesto)

Resources:(Recursos)

PLAN OF WORK(Plan de Trabajo)


Chair Name:

Committee: Year:

Reproduce as needed for the appropriate number of goals.

Mission/Purpose of the Committee:

Responsibilities:

Board Goal:

Committee Goal:

Committee Members:

Evaluation Process:

Resources (Internal):

Resources (External):

Specific Action Steps Start Date Completion Date Budget

COMMITTEE PLAN OF WORK



Texas PTA Recognition Square



Texas Brick Order Form


____________ PTA/PTSA Records Retention Policy

The ___________________ PTA/PTSA adopted this policy regarding records retention on ___________ (date).This policy shall be reviewed by the ______________ PTA/PTSA executive board annually and may only be changed by a majority vote of the association at a membership meeting. This document shall be maintained by the secretary of this PTA.

Description of Record(s) Manner of Record-Keeping* Disposition Accounts payable records 7 yearsAnnual financial reconciliation reports Permanent Articles of Incorporation, if applicable Permanent Bank reconciliations 1 year Bylaws, including all amendments Permanent Cash receipt records 7 years Checks (canceled) (see exception, next line) 7 years Checks (canceled) for important payments, i.e., taxes, special contracts, etc. (Checks are filed with the papers pertaining to the transaction.)

Permanent

Contracts and leases (expired) 7 years Contracts and leases still in effect Permanent Corporation reports filed with the secretary of state, if incorporated

Permanent

Correspondence with customers or vendors 1 year Correspondence (general) 3 years Correspondence (legal) Permanent Duplicate deposit slips 1 year Employee records (post-termination), if applicable 3 years Employment applications, if applicable 3 years Ethics/Conflict of Interest Policy Secretary Permanent Equipment owned by the PTA Permanent Financial statements (year-end) and budgets 10 years Grant award letters of agreement 10 years Insurance records, accident reports, claims, policies, certificates

Permanent

Inventories (products and materials) 7 years Invoices 7 years Journals (ledger books) Permanent Minute books of board, association and committees Permanent


Description of Record(s) Manner of Record-Keeping* Disposition PTA charter Permanent Purchase orders 7 years Record retention policy Permanent Sales records 7 years Standing rules (current) Permanent Tax-exempt status documents Letter assigning IRS Employee Identification

Number (EIN) Form 990/990-EZ and Schedules, as filed with

IRS State tax information returns, as filed Form 990-T, if applicable, for unrelated

business income Correspondence with IRS Other information returns filed with the

government

Permanent

Vouchers for payments to vendors, officers, etc. (includes allowances and reimbursements to officers, members, etc., for travel and other expenses)

7 years

* The “Manner of Record-Keeping” refers to both the storage location as well as the type of record (electronic or print).


PTA Reimbursement Voucher

Payable to: ___________________________________ Date needed: __________________________

Address: _____________________________________ Phone: _______________________________

Check requester: _______________________________ Date: ________________________________

Account to Debit: ______________________________ Invoice # _____________________________

(If your invoice reflects more than one account, please identify each and amount to be deducted from each.)

_______________________ ___________ ___________________________ __________

_______________________ ___________ ___________________________ __________

Item Place of Purchase Amount

Total:

(Receipts are attached and sales tax will not be reimbursed)

Treasurer’s Notes: Remarks:

Date Invoice Received:________________

Plan of Work _______ Motion: ______

Date Approved:_______ Paid: _______

Check Number: _____________________

Amount of Check: ____________________

Chair’s Authorization:

Treasurer’s Signature:

President’s Signature:

Attach receipt(s)


01-339 (Back) (Rev.7-10/7)

Texas Sales and Use Tax Exemption Certification This certificate does not require a number to be valid.

Name of purchaser, firm or agency

Address (Street & number, P.O. Box or Route number) Phone (Area code and number)

City, State, ZIP code

I, the purchaser named above, claim an exemption from payment of sales and use taxes (for the purchase of taxable items described below or on the attached order or invoice) from:

Seller:

Street address: City, State, ZIP code:

Description of items to be purchased or on the attached order or invoice:

I understand that I will be liable for payment of all state and local sales or use taxes which may become due for failure to comply with the provisions of the Tax Code and/or all applicable law.

I understand that it is a criminal offense to give an exemption certificate to the seller for taxable items that I know, at the time of purchase, will be used in a manner other than that expressed in this certificate, and depending on the amount of tax evaded, the offense may range from a Class C misdemeanor to a felony of the second degree.

Purchaser claims this exemption for the following reason:

Purchaser Title Date

NOTE: This certificate cannot be issued for the purchase, lease, or rental of a motor vehicle. THIS CERTIFICATE DOES NOT REQUIRE A NUMBER TO BE VALID. Sales and Use Tax "Exemption Numbers" or "Tax Exempt" Numbers do not exist.

This certificate should be furnished to the supplier. Do not send the completed certificate to the Comptroller of Public Accounts.

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

CLEAR SIDESAVE A COPY


01-339 (Rev.7-10/7)

Texas Sales and Use Tax Resale Certificate Name of purchaser, firm or agency as shown on permit Phone (Area code and number)

Address (Street & number, P.O. Box or Route number)

City, State, ZIP code

Texas Sales and Use Tax Permit Number (must contain 11 digits)

Out-of-state retailer's registration number or Federal Taxpayers Registry (RFC) number for retailers based in Mexico

(Retailers based in Mexico must also provide a copy of their Mexico registration form to the seller.)

Seller:

Street address:

I, the purchaser named above, claim the right to make a non-taxable purchase (for resale of the taxable items described below or on the attached order or invoice) from:

Description of the type of business activity generally engaged in or type of items normally sold by the purchaser:

The taxable items described above, or on the attached order or invoice, will be resold, rented or leased by me within the geographicallimits of the United States of America, its territories and possessions or within the geographical limits of the United Mexican States, in their present form or attached to other taxable items to be sold.

I understand that if I make any use of the items other than retention, demonstration or display while holding them for sale, lease or rental, I must pay sales tax on the items at the time of use based upon either the purchase price or the fair market rental value for the period of time used.

I understand that it is a criminal offense to give a resale certificate to the seller for taxable items that I know, at the time of purchase, are purchased for use rather than for the purpose of resale, lease or rental, and depending on the amount of tax evaded, the offensemay range from a Class C misdemeanor to a felony of the second degree.

Description of items to be purchased on the attached order or invoice:

City, State, ZIP code:

Purchaser Title Date

This certificate should be furnished to the supplier. Do not send the completed certificate to the Comptroller of Public Accounts.

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

CLEAR SIDESAVE A COPY

102 - Texas PTA Forms PacketOctober 2010

Complete this form and mail to: Texas PTA, 408 W. 11th Street, Austin, Texas 78701‐2113, Attention: State Review Request.

Upon receipt in the Texas PTA Office, Texas PTA staff will verify that the review requestors are current members of the Local PTA named below. The Texas PTA President will determine whether a state review is necessary or if other actions should be taken. The review requesters will be notified of the action taken by the state president.

All information provided will be held in strict confidence. The names of the review requestors will not be revealed to other members of the PTA in question.

Omission of required information may result in denial of the requested review.

PLEASE NOTE: The Texas PTA President has the authority to require the PTA to halt all action and expenditure of funds until the review process has been completed.

Local PTA

Location (city) School District

Review Requesters

Requester(s) must be either three current members or the current president of the Local PTA in question. Membership is verified using the latest membership roster on file in the Texas PTA Office.

(Please print)

Name Position

Home Address City/Zip

Home # ( ) Cell # ( )

Name Position


Home # ( ) Cell # ( )

Name Position


Home # ( ) Cell # ( )

Concerns

Check the issues that pertain to the PTA in question:

General Procedures Parliamentary Procedures Missing Funds Personality Conflict

Financial Procedures Bylaws Elections Misconduct of officers Other

Please give a brief explanation of the situation:

LOCAL PTA STATE ACTIVITIES AND FINANCIAL REVIEW REQUEST FORM

103 - Texas PTA Forms Packet October 2010

Previous Resolution Attempts

If your PTA is a member of a Council PTA, has contact been made with Council PTA officers regarding this situation? Yes No

If no, why?

If yes, who was contacted?

What were the results?

Has any contact been made with Area PTA officers regarding this situation? Yes No

If no, why?

If yes, who was contacted?

What were the results?

Additional Information Required

Financial reconciliation completed?

Yes No Date of Financial Reconciliation Report

Were irregularities reported? Yes No If yes, please explain:

IRS Form 990 Filed Yes No Date Form Filed

Signatures of Review Requesters

FOR OFFICE USE: Local # __________ Council # _________ Area # __________ Active Inactive

Membership roster received in Texas PTA Office? Yes No Date(s) received:

Number of paid members: Number of life members:

Check # Amount: Received:



Current year officers’ list in state office? Yes No Date(s) received: ___

Bylaws on file in state office? Yes No Last revision date:



Example of a Nominating Committee’s Report

The Nominating Committee submits the following nominees for the year ________:

President

Vice president

Secretary

Treasurer

Signed:

The report should be signed by all committee members who agree with the report.

Example of a Tellers’ Report

Number of votes cast

Necessary to elect

received

received

Illegal votes (2 ballots folded together, 2 votes for ineligible)

Signed:

Tellers’ Committee Report


GLOSSARY OF TERMS

Acclamation Process by which a nominee is elected by unanimous consent. May only be used when only one individual is nominated for a position and the Chair declares that the nominee is elected.

Adjourn Tocloseameetingofficially,withorwithoutaspecifieddateforthe next meeting.

Adopt To accept or agree.

Agenda An outline of the order of business for use by the Chair in conducting a meeting.

Amend To alter a subject.

Area PTA Geographic division of PTA. Eighteen Area PTAs provide service and support to Local and Council PTAs and serve as a link to the state association.

Area PTA Annual Meeting

AmeetingofdelegatesinanAreaPTAforelectionofofficers;may also include learning opportunities and recognition activities.

Area PTA Newsletter

Newsletter sent from the Area PTA to all Local and Council PTA presidents.

Area PTA Workshop

Conducted by the Area PTA for training, information and exchange of ideas.

Assembly Members of a society actually assembled for the transaction of business.

Association Meeting

Refer to Membership Meeting.

Ballot A secret vote.

Board Refer to Executive Board.

Budget Itemized estimate of income and disbursements adopted by the membership.

Business Important matters to be brought before the assembly for action.

Bylaws A document, adopted by an association, which contains the basic rules for governing that association.

Chair Thepresidingofficer;authorityisvestedintheposition,nottheperson. May also refer to the chair of a committee.

Committee A group of members appointed or elected to consider, investigate or take action on a program/project of the association.

Council PTA Local PTAs organized within a city, county, community or independent school district (ISD) as approved by the Texas PTA; does not legislate for Local PTAs.


GLOSSARY OF TERMS (CONT.)

Credential Acertificateindicatingthatapersonisauthorizedtobeavotingdelegate.

Debate Formal discussion of a debatable motion.

Dues Monies paid to the Texas PTA, to the National PTA and to the Local PTA as prescribed in the Local PTA’s bylaws.

Ethics/Conflict of Interest Policy

The document, required by the bylaws, that each Local, Council, Area PTA executive board adopts each year. The policy is signed by each executive board member and maintained by the secretary. A copy of this document, the Council/Local PTA/PTSA Ethics/ConflictofInterestPolicy,isincludedinthispacketandisavailable for download from the Texas PTA website.

Executive Board Includeselectedandappointedofficers,standingcommitteechairs, principal and any other positions designated in the Local PTA bylaws. Conducts business for the members between membership meetings.

Ex-officio Byvirtueoforbecauseofoffice–whenitisprovidedinthebylaws,certainofficesautomaticallyconfermembershiponcertainexecutiveboardsorcommittees.Anex-officiomemberretains the right to debate and vote unless restricted in the bylaws but does not count in determining a quorum.

Fidelity Bond A bond policy that covers losses sustained by a PTA through any fraudulent or dishonest act or acts committed by any of theemployeesornon-compensatedelectedofficersandtheirsuccessors or any non-compensated person who is authorized by anofficertohandlePTAmoniesactingaloneorinconspiracywith others.

Fiduciary Relatingtoorinvolvingaconfidenceortrust.

Financial Reconciliation

Examinationandverificationoftheassociation’sfinancialrecords.

Gavel The Chair’s mallet used to call the meeting to order, adjourn it and obtain attention.

General Consent A form of voting that is an informal agreement of the members.

Germane Closely related to or of the same subject matter.

Leader Orientation Training provided by the Texas PTA for leaders at all levels; mandatory course for PTA executive board members according to the bylaws.

Legislative Position

A call to action by the Texas PTA for new laws or revisions to existing laws.



Local PTA Key organizational component of PTA; self-governing; chartered by the state; constituent association of the Texas and National PTAs.

Majority More than half of the members present and voting.

Member An individual in the 9th grade or above who believes in and supports the Mission and Purposes of PTA and has paid the National, Texas and Local PTA portions of dues to the Local PTA.

Membership The voting body of the association.

Membership Meeting

A regular or special meeting of the members of the association as required by the bylaws; also called an association meeting.

Motion A formal proposal that the assembly take certain action.

National PTA Organized in 1897 in Washington, D.C., by Alice McLellan Birney and Phoebe Apperson Hearst. On June 22, 1970, in Atlanta, Georgia, National PTA and the National Congress of ColoredParentsandTeachersunified.

National PTA Annual Convention

TheannualgatheringoftheofficialdelegatebodyoftheNationalPTA.

New Business New matters for consideration presented to the assembly.

Noncommercial Policy restricting the use of the name of the association or the namesofanymembersintheirofficialcapacitiesfromendorsingor promoting a commercial concern.

Nonpartisan Policy stating that the association shall not—directly or indirectly—participate or intervene (in any way, including the publishing or distribution of statements) in any political campaign onbehalfof,orinoppositionto,anycandidateforpublicoffice;or devote more than an insubstantial part of its activities to attemptingtoinfluencelegislationbypropagandaorotherwise.

Nonsectarian Policy stating that the association shall not support or oppose any particular belief or philosophy.

Nomination The formality of submitting the name of a person as a candidate for appointment or election.

Obtaining the Floor

To obtain recognition by the Chair in order that a member may address the assembly or make a motion.

Officer and Chair Training

Trainingopportunityforofficersandcommitteechairsscheduledby Council PTAs for their member PTAs. Local PTAs not belonging to a Council PTA can contact the Area PTA president for training information.



Order of Business Refer to Agenda.

Our Children OfficialpublicationoftheNationalPTAmailedtotheLocalPTApresidentfivetimesperyearwithinformation,timelyarticlesandcommentary on children and education, programs, legislation and policies that affect them.

Parliamentarian Position held by an individual knowledgeable about bylaws and parliamentary procedure; acts in an advisory capacity.

Parliamentary Authority

The book adopted by an assembly to govern parliamentary procedure in meetings of the society. PTA’s parliamentary authority is Robert’s Rules of Order Newly Revised.

Pending A motion is said to be pending after it has been stated by the Chair and until it has been disposed of either permanently or temporarily.

Plurality The largest number of votes given any candidate or proposition when three or more choices are possible. A special rule adopted by the membership is required before this can be used.

Policies Principles stated in the PTA bylaws that guide PTA activities and relationships with other organizations.

Pro Tem For the time being; temporary.

Prevailing Side The winning side; the side having the greatest number of votes.

Previous Question Motion to vote immediately if seconded and carried by two-thirds of votes cast.

Purposes of PTA Purpose statements of the PTA found in the PTA bylaws.

Question of Privilege

A request to correct a problem of discomfort (i.e., unable to hear speaker, too cold/hot, etc.).

Quick-Reference Guides

National PTA publications that contain information for PTA leaders on membership, money matters, programs and other resources.

Quorum The minimum number of members that must be present for the legal transaction of business at a meeting.

Ratify Amotiontoconfirmorvalidateapreviouslytakenaction.

Recess A short break in a meeting.

Recommendation The expression of opinion or advice, usually from a committee, on a motion or subject referred to it for study.

Records Retention Policy

The document, required by the bylaws, that the membership of each Local and Council PTA adopts each year. The completed, adopted policy is maintained by the secretary.



Refer to Committee

A motion for consideration of a subject by a small number of members.

Regular Meeting A scheduled meeting of the executive board or the membership of the association as required by the bylaws.

Resignation Aformalnoticestatingthatoneisrelinquishinghisoffice,position or membership.

Rescind A motion to reverse an action previously adopted. May not be used if impossible to reverse.

Resolution An original main motion which, because of its importance, length or complexity, is submitted in writing. Resolutions call for action by the Texas PTA or its constituent bodies (Area, Council, or Local PTAs). Resolutions seek to address problems, situations or concerns which affect children and youth and which require action for solution.

Revise Refers to bylaws, a total document that is being replaced by a new one.

Second Actiontakenbyamembertoconfirmthatamotionshouldcomebefore the assembly but does not necessarily indicate that the member is in favor of the motion.

Special Meeting A meeting of the executive board or the membership of the associationcalledtoaddressaspecificitemoritemsofbusinessrequiring notice as required by the bylaws.

Standing Rules Rules that relate to the details of administration of a group.

Table A motion to lay aside items in case of emergency.

Tellers Individualsofficiallydesignatedtocountballotsorvotes.

Texas PTA Organized in 1909 by Ella Caruthers Porter.

Texas PTA Annual Convention

TheannualmeetingoftheofficialdelegatebodyoftheTexasPTA.

Texas PTA Handbook

Resource for Local PTA presidents providing information about TexasPTAbylaws,governance,finances,programs,projectsandpublications. Available for purchase or download from the Texas PTA website.

Texas PTA Summer Leadership Seminar

Training session for Local and Council PTA leaders provided by the Texas PTA.



Texas PTA’s The Voice

OfficialpublicationoftheTexasPTA,publishedonlinefourtimes a year. It offers information, timely articles on children and education, programs, legislation and policies that affect them.

Unanimous Consent

Refer to General Consent.

Unanimous Vote No dissenting vote.

Unfinished Business

Matters referred from the previous meeting(s) or as a result of adjourning without completing the agenda.

Viva Voce A voice vote.

Vote Aformalexpressionofopinionorchoice,eitheraffirmativeornegative, made by a group of members.• Majority vote–morethanhalfofthevotescast.• Two-thirds–two-thirdsofvotescast.• Plurality–largestnumberofvotescast.• Tie vote–equalnumberofvotesintheaffirmativeandthe

negative.



Texas PTA Logos

POLICY ON LOCAL AND COUNCIL PTA BYLAWS

Adopted 02/02/2011

The Texas PTA Bylaws Committee reviews the Local and Council PTA bylaws templates to confirm that those documents conform to federal and state laws and contain the information necessary for the successful function of these constituent divisions of Texas PTA.

These templates are amended on a two‐year cycle and proposed amendments are presented to the board of directors for approval. Proposed amendments shall require thirty (30) days notice to the board of directors and a two‐thirds (2/3) vote of the board members. Once approved by the Texas PTA Board of Directors, the amended templates shall go into effect at the conclusion of the Texas PTA Summer Leadership Seminar.

Using the Template

Local PTAs/PTSAs and Council PTAs shall adhere to the standard wording of these templates except where options have been provided. Additions or changes to the templates are not permitted.

Items to consider when completing a bylaws template or amending existing bylaws:

Only one (1) person shall serve in any one capacity. Each board member shall have separate, identified responsibilities; therefore, there are no “co‐chairs” or “co‐officers.”

The secretary shall not serve as a signer on the bank account(s). As the official record keeper of the association’s documents, the secretary maintains copies of all documents, including the financial statements. A separation of responsibilities is a best practice.

The member appointed to open, review, initial and date the bank statement(s) shall not:

serve as the secretary, or

be related to any signers on the bank account(s) by blood or marriage or reside in the same household as those signers.

The current president shall conduct the election, which shall be held according to the bylaws and prior to the end of the school year. Since all board positions become vacant at the close of the school year, an election must be held to fill the positions; otherwise, no one would be in office to chair the meeting and conduct the election.

Local PTAs shall remit names of its members, along with dues payments, to Texas PTA within five (5) days of the member’s join date.

Student Members

Texas PTA encourages students as leaders to bring the youth voice to PTA decisions and to develop their skills and experience. For legal considerations, members under the age of 18 shall not:

serve as the president, first vice president, secretary or treasurer;

serve as a signer on the bank account(s);

serve as the member appointed to open, review, initial and date the bank statement(s);

POLICY ON LOCAL AND COUNCIL PTA BYLAWS

Adopted 02/02/2011

serve as a member of the Financial Reconciliation Committee; or

sign contracts.

Policy Amendments

Amendments to this policy shall require thirty (30) days notice and a majority vote of the Texas PTA Board of Directors or, if no notice was given, a two‐thirds (2/3) affirmative vote of the board members present and voting.


Texas PTA408 West 11th Street

Austin,Texas78701-2133512-476-6769or1-800-TALK-PTA

FAX:512-476-8152www.txpta.org

Item#L-6314RevisedJune2011

This item is for PTA use only.