J. W. YORK ELEMENTARY PTA
STANDING RULES
2009-10

GENERAL INFORMATION:

The following are officer positions and standing committees of the J. W. York Elementary PTA.  Each committee chairperson may appoint a committee to assist them.

Any office or committee chair position may be shared by two people, with the exception of the President.

Each officer and standing committee chairperson term begins July 1st and ends the following June 30th.

All officers and committee chairs recruit, train and coordinate volunteers to help them meet their goals.  All officers and committee chairs report regularly to the York PTA Board about their activities and keep the PTA President informed of all activities on an on-going basis.

Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the President, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer, without delay, all funds pertaining to the office.

Any PTA unit officer (elected) or committee chair (selected) may attend full meetings of the Wake County PTA Council (4 times per year) or the State PTA Convention in April/May.  All PTA officers and committee chairs are eligible to subscribe to the PTA Council’s Electronic Forum, an email newsletter, to receive up-to-date information on Wake PTA events and issues. 

Attending leadership training opportunities, such as N.C. PTA’s annual Camp PTA in July and PTA Council’s Leadership Roundtable Workshops in September are recommended for all active PTA leaders.

These Standing Rules may be amended by majority vote at any meeting of the association.

The order of business shall be as follows:

1. Call meeting to order—welcome and thanks
2. Minutes of previous meeting (read or distribute copies); motion to accept into record
3. Treasurer’s Report
4. Main Agenda Items and Officer’s Reports
5. Standing Committee Reports
6. Administrative Reports (Teacher Representative and Principal)
7. Unfinished Business
8. New Business
9. Announcements
10. Adjourn Meeting

OFFICERS:

PTA PRESIDENT

1. Provides leadership for promoting the National PTA mission and objectives (see Exhibit A).
2. Presides at all meetings of the association, executive board, and executive committee.
3. Performs duties as may be prescribed in the York Elementary PTA Bylaws (see Exhibit B) and Standing Rules, or as assigned by the association.
4. Insures that all officers and committee chairs adhere to the York PTA Bylaws, Standing Rules, Fundraising Policy (see Exhibit C), and Money Management Policy (see Exhibit D); and conducts their position in a manner consistent with the National PTA goals and objectives as well as the PTA unit goals.
5. Coordinates the officers, committees, and all activities for York’s PTA, in conjunction with the administration and teachers of York Elementary School.
6. Meets with school principal on a monthly basis, starting with the beginning of term.
7. Attends all PTA events and activities.
8. Conducts presentations for:  Welcome Back Teacher Breakfast in August, Kindergarten Orientation in August, Open House in September, Volunteer Appreciation Luncheon in April, and Kindergarten Open House in May.
9. Submits “President’s Message” to Newsletter Editor for PTA Newsletter.  Works with Newsletter Editor to insure newsletter contains important events and issues.
10. Submits “PTA President’s Letters” to school administration for the York Handbook and to the Student Directory chairperson.
11. Approves all correspondence, in conjunction with principal, that is to go to parents/teachers.
12. Approves all Check Requests and Mini-Grant Applications.  In the event that expenditures for a budget line item exceed the budgeted amount adopted by the association, the President has the authority to either approve or disallow the overage, provided it does not exceed 25% of the total line item.
13. Assists officers and committee chairs understand their duties and oversees their work.
14. The President shall be an ex-officio member of all committees except the Nominating Committee (see Nominating Committee Guidelines, Exhibit E).
15. Attends Wake County PTA Council meetings.
16. Attends leadership training sessions of PTA Council, State PTA Convention, Camp PTA, and other school system and community groups as needed.
17. The President may attend the North Carolina PTA Convention, with reimbursement of the convention fee and lodging expenses (if necessary) from the York PTA unit.
18. Encourages other officers and chairs to attend pertinent meetings/training and to join the Wake County PTA Council Forum (list serve) to stay informed.
19. Stays in touch with Council, State, and National PTA via their newsletters, list serves, and web sites.
20. Informs officers, chairs and parents about important events and issues.
21. Develops/maintains Newcomers Booklet.
22. Develops, in conjunction with principal, the PTA Calendar of Events.
23. Maintains PTA permanent files in a safe, locked area.  Insures that the York PTA complies with the Records Retention Policy (see Exhibit F).
24. Signs all contracts and agreements for York PTA.
25. Coordinates teacher gift certificates for distribution at the Teacher Welcome Back Breakfast in August.
26. Insures that the association’s 501(c)(3) status is protected.
27. Forwards names of new officers to the state association and PTA council.
28. Orients president-elect to the president position and forwards all records and unit information in an organized fashion at completion of term along with a Year-End Officer Report.
29. Forwards to president-elect the National PTA Annual Resources manual for the coming school year (arrives via mail to out-going president in July or August).
30. The president-elect will fill the positions of standing committee chairpersons for the coming school year.

The President, as the presiding officer, maintains a fair and impartial position at all times and encourages members to participate.  The President may vote when voting is by ballot.  In other cases, may cast a vote to create or break a tie if the result is in the best interest of the association.

FIRST VICE PRESIDENT

1. Acts as aide to the President and shall perform the duties of the President in the absence or inability of that officer to perform duties as described above.
2. Attends monthly PTA business meetings, general membership meetings, board meetings, and executive committee meetings.
3. Submits calendar information to the News & Observer for the “Schools” page when needed.
4. Coordinates web site updates.
5. Coordinates and sets up PTA meeting and program refreshments when required.
6. Insures, in conjunction with ESL Parent Liaison and ESL Lead Teacher, that there are adequate interpreters and/or translated materials for PTA meetings and programs.
7. Plans and coordinates new officer installation.
8. Oversees the activities of the following PTA Standing Committees:  Welcome Back Teacher Breakfast, Meet Your Teacher Day, Fall Family Picnic, Kids Vote, Teacher Appreciation Week, and Volunteer Recognition Luncheon.
9. Oversees the activities of the following Committees if applicable: Awards, Volunteer Coordination, Publicity, School and Community, Scrapbook, Red Ribbon Week.
10. Assists treasurer as needed.
11. The First Vice President may attend the North Carolina PTA Convention, with reimbursement of the convention fee and lodging expenses (if necessary) from the York PTA.
12.  Attends leadership training sessions of PTA Council, Camp PTA, and other training opportunities as appropriate.
13.  Keeps the President informed of all activities on an on-going basis.
14.  Forwards all records and PTA unit information pertinent to the First Vice President position, along with a completed Year-End Officer Report (See Exhibit L), to the PTA President at the end of term.
15. Provide Thank You Correspondence to all committee chairpersons upon completion of their responsibility.

SECOND VICE PRESIDENT

1. Acts as aide to the President and shall perform the duties of the President in the absence or inability of the First Vice President.
2. Attends monthly PTA business meetings, general membership meetings, board meetings, and executive committee meetings.
3. Maintains PTA bulletin board.
4. Maintains PTA Memo Book and insures copies of all PTA correspondence, flyers, and newsletters are filed in it.
5. Orders flowers, memorials, and sends cards as needed (death, illness, etc.)
6. Obtains door prizes for PTA meetings and programs as needed.
7. Arranges babysitting services for PTA meetings, programs and activities as needed.
8. Oversees the activities of the following PTA Standing Committees:  Hospitality, Cultural Arts, Reflections, Membership, 5th Grade Graduation, Parent Education Programs/Parent Involvement, and Muddy Buddy Book Club.
9. Oversees the activities of the following Committees if applicable: Awards, Volunteer Coordination, Publicity, School and Community Involvement, Scrapbook, and Red Ribbon Week.
10. The Second Vice President may attend the North Carolina PTA Convention, with reimbursement of the convention fee and lodging expenses (if necessary) from the York PTA.
11.  Attends leadership training sessions of PTA Council, Camp PTA, and other training opportunities as appropriate.
12.  Keeps the President informed of all activities on an on-going basis.
13.  Forwards all records and PTA unit information pertinent to the Second Vice President position, along with a completed Year-End Officer Report (See Exhibit L), to the PTA President at the end of term.
14. Provide Thank You Correspondence to all committee chairpersons upon completion of their responsibility.

THIRD VICE PRESIDENT

1. Acts as aide to the President and shall perform the duties of the President in the absence or inability of the Second Vice President.
2. Oversees Risograph usage, to include training, maintenance agreement, supplies, and appropriate use of machine by PTA officers, chairs and school staff.
3. Maintains PTA supply closets, storage areas and paper/office supplies cabinet.  Insures adequate supply levels and organization.
4. Maintains inventory control of all PTA supplies and property.
5. Restocks PTA paper and other supplies as needed.
6. Oversees the activities of the following PTA Standing committees:  Spring Carnival and all related activities (raffle, bake sale, lunch, silent auction, carnival ticket sales), Student Directory,   School Store, Yearbook, Clothes Closet, and Sock Hop.
7. Oversees the committees of: House and Grounds, Greenhouse, ALP Parent Liaison, Character Education, Cafeteria Ticket Volunteers, Kindergarten Registration and Super Kids Day.
8. Keeps the PTA President informed of activities on an ongoing basis.
9. Forwards all records and PTA unit information pertinent to the Third Vice President, along with a completed Year-End Officer Report and PTA Property/Supply Inventory List, to the PTA President at the end of the term.
10. Provide Thank You correspondence to all committee chairpersons upon completion of their responsibilities.

FOURTH VICE PRESIDENT

1. Acts as aide to the President and shall perform the duties of the President in the absence or inability of the Third Vice President.
2. Coordinates Passive Fundraising activities of:  Harris Teeter Together in Education program, Kroger Plus Card Education Program, Food Lion Shop and Share Program, General Mills Box Tops, Out to Eat Nights and any other such programs as approved by the Executive Committee and PTA membership.
3. Distributes “Voluntary Passive Fundraisers” brochure (see Exhibit G) to parents, teachers and staff at the beginning of the school year (early to mid-September) and makes copies available to SIMS Secretary to include in Newcomers Booklet (see Exhibit N).  Revise brochure as necessary.
4. Coordinates the Bulldog Bucks Incentive Program for teachers (see Exhibit G).
5. Oversees the activities of the following PTA Standing Committees:  Pride Stride, Passive Fundraising (and all related activities), Room Parent Coordinator, Sportswear Sales and Book Fair.
6. Serves as backup to the Recording Secretary as needed.
7. Keeps the PTA President informed of activities on an ongoing basis.
8. Forwards all records and PTA unit information pertinent to the Fourth Vice President, along with a completed Year-End Officer Report, to the PTA President at the end of the term.
9. Provide Thank You correspondence to all committee chairpersons upon completion of their responsibilities.

RECORDING SECRETARY

1. Records the minutes of all meetings of the York PTA and of the Executive Board and Committee, including names of members present at those meetings.
2. Presents the minutes for approval at the next meeting.
3. Posts a copy of current business meeting minutes each month on the PTA bulletin board.
4. Submits PTA business meeting minutes via email to Technology Chair for inclusion on York’s web site.
5. Maintains a membership list in permanent record for the year.  The list will be provided by the Membership Chairperson.
6. Keeps a current copy of bylaws, standing rules and budget in binder with meeting minutes and has available for reference purposes as needed at all association meetings.
7. Notifies parents, teachers and staff of upcoming PTA business and general membership meetings.
8. Notifies executive board and executive committee of upcoming meetings.
9. Performs such other duties as may be delegated.
10. Forwards all records and PTA unit information pertinent to the Recording Secretary position, along with a Year-End Officer Report, to the PTA President at the end of term.
11. Keeps the PTA President informed of activities on an on-going basis.
12. Provide Thank You Correspondence to all committee chairpersons upon completion of their responsibilities.

FIFTH VICE PRESIDENT

1. This will be the principal of the school.
2. Serves as liaison between the school and the PTA.
3. Serves in an advisory capacity to the PTA on school matters.
4. Meets with PTA President on a monthly basis.
5. Attends PTA calendar planning meetings, PTA business meetings and general membership meetings.

TREASURER

1. Shall have custody of all funds of the association.
2. Keeps an accurate and detailed account, in the treasurer’s permanent book, of all monies received and paid out.
3. Makes disbursements as authorized by the President, executive board, or unit membership in accordance with the budget adopted by the association.
4. Presents a financial statement at every PTA Business Meeting and at other times when requested by the executive board, and shall make a full report at the meeting at which new officers officially assume their duties.
5. Responsible for the maintenance of such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the York PTA, including specifically, the number of its members, the dues collected from its members, and the amounts of dues remitted to the North Carolina PTA in accordance with Article IV, Section 14, of the J. W. York PTA Bylaws.
6. Takes custody of funds collected as State and National dues and shall be responsible for remitting such dues to the North Carolina PTA in accordance with Article V, Section 4-8, of the York PTA Bylaws.
7. Completes and files IRS 990 tax returns in a timely fashion and submits sales tax refund requests to the N.C. Department of Revenue.
8. Provides Certificate of Resale/Merchant’s License form to Committee Chairs as necessary.
9. Prepares all treasurer’s records for audit (See Audit Preparation Guidelines, Exhibit H, and Procedures for Audit, Exhibit I).
10. Insures that the accounts and financial records of the York PTA are examined at least annually, or upon change of officers, by an auditor or an auditing committee of three members who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report (See Audit Report Form, Exhibit J, and Audit Checklist, Exhibit K).  The auditor/auditing committee shall be appointed by the Executive Board at the May business meeting.
11. Reconciles bank statements each month with PTA checkbook.
12. Prepares budget worksheet of past years (2-3 years) budget information for Executive Committee budget planning meeting held in July or August.
13. Prepares proposed budget for general membership vote at first PTA Business Meeting in August.
14. Obtains signature cards from bank and gets signatures from President, First Vice President and Treasurer as required.  Returns to bank.
15. Insures that all checks have two (2) authorized signatures and that Check Requests are approved by President or First Vice President prior to submitting payment.  Having blank checks signed is strictly prohibited.
16. Insures that association liability insurance is paid by the end of September.
17. Insures that Check Request and invoice or appropriate receipt(s) are submitted prior to writing any disbursement check.
18. Insures that all disbursements are included in the approved PTA Budget and discusses any problems with the PTA President.
19. Follows Money Management Policy for all funds received.
20. Attends monthly PTA Business Meetings, Board Meetings, and Executive Committee Meetings.
21. Forwards all records and PTA unit information pertinent to the Treasurer position, along with a completed Year-End Officers Report, to the PTA President at the end of term.
22. Keeps the PTA President informed of activities on an on-going basis.
23. Attends yearly PTA Council Orientation session for Treasurers, Camp PTA, and other meetings or training sessions as necessary.

ESL PARENT LIAISON

1. Assures that the needs of York’s culturally diverse ESL parent population are represented at Executive Committee and Board Meetings.
2. Works in collaboration with ESL teachers and PTA President to formulate and implement a plan for ESL parent involvement.
3. Develops and maintains interpreter and translator lists.
4. Coordinates parent interpreter volunteers to assist other non-English speaking parents during PTA Business and General Meetings, Parent Education Programs, Parent-Teacher Conferences, Open Houses, Kindergarten Orientation, and Meet Your Teacher Day.
5. Coordinates translator volunteers to translate key written materials distributed to parents via Tuesday folders throughout the school year.
6. Assists teachers in utilizing interpreters/translators in the classroom setting.
7. Works with Technology Chair in obtaining parent volunteers to translate key materials, such as Principal’s Weekly Letter, to include on the York website.
8. Assists in the planning and coordination of ESL Parent Orientation programs in collaboration with ESL teaching staff.
9. Contributes information to the Grants Committee to aid in obtaining parent involvement and classroom/curriculum grants that would benefit the ESL program at York.
10. Assists ESL parent volunteers in the coordination of the International Food Booth at Spring Carnival.
11. Forwards all records and PTA unit information pertinent to the ESL Parent Liaison position, along with Year-End Officer Report, to the PTA President at the end of term.
12. Keeps the PTA President informed of activities on an on-going basis.
13. Provide Thank You correspondence to all committee chairperson upon completion of the responsibilities.

NOTE:  It is preferable that this position be filled with a bilingual parent who is fluent in Spanish since the majority of ESL families are Spanish speaking.

All officers and chairpersons of committees shall:

1. Submit an annual report in duplicate by the May Transitional Board Meeting each year.  An addendum may be submitted with additional information about your committee’s activities.  (See Exhibit M, Year-End Committee Report)
2. Attend all meetings of the Executive Board.  Absence from three consecutive board meetings without sufficient cause shall constitute resignation.  If the committee chairperson cannot attend, she/he must notify the President or 1st Vice President before the day of the meeting and provide a committee report.  Even if there is no report, input and feedback is needed!
3. Submit plans of work for approval of the board, before undertaking any project.
4. Maintain a current and organized notebook for your successor.  Included in this should be a properties list of your committee’s supplies/equipment.
5. Strictly follows all policies of the PTA, including Money Management Policy, Fundraising Policy, Records Retention Policy, Guidelines for PTA Reimbursement (see Exhibit O), York PTA Operations Guidelines (see Exhibit P), and  Budget Tracking Guidelines (see Exhibit Q).
6. All major changes in a committee’s plans for activities from the previous year(s) must be presented to the Executive Committee and approved before any changes may be made.
7. Follows the J. W. York PTA bylaws and conducts all activities in accordance with the PTA Mission and Objectives.
8. Prepare articles with committee information for the newsletter and submit to the newsletter editor monthly as appropriate to your committee activities.  Either place articles in Newsletter mailbox in main office workroom or email to newsletter editor.  It is very helpful to email articles.
9. Provide Thank You correspondence to all appropriate upon completion of their responsibilities.

STANDING COMMITTEES

Accelerated Learning Program (ALP) Parent Liaison
Works with Lead ALP teacher to advertise and arrange training for parent reading and math “coaches” in the Accelerated Literacy Program.  May recruit volunteers, arrange snacks, or perform other duties as identified by you and the ALP teacher.  Keeps Recording Secretary informed of activities on an on-going basis.

Advisory Council Representative
Advisory Councils are set up by districts based on which school board member the school falls under.  Each school PTA selects one representative to attend regular meetings then report back to the membership meeting highlights during PTA Business Meetings.  This representative also solicits concerns from York parents and takes these concerns to Advisory Council meetings.  Periodically submits articles to Newsletter Editor to keep parents informed of Advisory Council activities.

Auditor/Audit Committee
Conducts a sampling audit of the PTA Treasurer’s books in July of each year.  This can be done by one auditor or a committee of three.

Awards
Encourages unit to submit nominations for awards and applies for those Council, State and National PTA awards for which the unit is eligible.  Participates in the Council award selection process.  Orders and distributes awards reception tickets.  Attends annual Wake PTA Awards Reception.  Keeps 1st Vice President informed of activities on an on-going basis.

Book Fair
The Book Fair is a one-week event, usually held in November, where students and parents are given the opportunity to shop for books.  Responsibilities include:  collaborates with Media Center Specialist in arranging dates and set-up of fair with book fair vendor; arranges for volunteers for the duration of the fair to assist students with preview and purchases, serve as cashiers, work Family Night, and for set-up and pack up of books; develops and distributes flyers to teachers, staff and parents; publicizes event; creates wish list forms for students and teachers; arranges with Treasurer for cash box change and for daily deposits of revenues on purchase days; keeps the 2nd Vice President informed of activities on an on-going basis.

Box Tops
Throughout the school year students collect and submit General Mills and Betty Crocker box tops.  Responsibilities include:  Provides collection boxes to classroom teachers; develops and distributes flyers informing parents, teachers and staff of box tops collection process, list of specified products, and collection dates; submits trimmed box tops along with submission form to Betty Crocker; reports results in PTA Business Meetings and in PTA newsletter.  Keeps 2nd Vice President informed of activities on an on-going basis.

Cafeteria Meal Ticket Sales
Every day the first two weeks of school and then each Monday morning thereafter from 8:30 – 9:15, and during Meet York Teacher Day and Kindergarten Orientation, sell cafeteria meal tickets to students and parents wish to pre-pay for meals/snacks.  Responsibilities include:  Meets with cafeteria manager to establish process for collecting and documenting money; arranges for volunteers to cover collection days; orients volunteers to the collection and documentation process.  Keeps Recording Secretary informed of activities on an on-going basis as necessary.

Character Education
Works with guidance counselor and other staff to promote good character traits and recognition of students who display them.  Examples of school programs may include Good Character Recognition breakfasts, popcorn parties, and ceremonies; bulletin board and other displays about good character, character narrative contests, parent nominations for good character awards and more.  Coordinator is invited to attend a county-wide Character Education Conference in the fall to share ideas and get inspiration for our program at York.  Keeps 3rd Vice President informed of activities on an on-going basis.

Clothes Closet Coordinator
York has a cabinet of extra clothes for students who need them as loaners throughout the school year.  Responsibilities include:  Keeps clothing neatly arranged in cabinet by clothing size and type; informs parents through flyer distribution of the need for additional clothing.  Keeps the Recording Secretary informed of activities on an on-going basis as necessary.

School and Community Involvement
Throughout the school year 3-4 service projects are planned in conjunction with the PTA President and Executive Committee.  Responsibilities include:  Arranging for various service projects undertaken by York students; develops and distributes flyers to parents, teachers and staff informing them of upcoming projects; arranges for collection boxes as needed; submits articles to Newsletter Editor announcing service projects and results.  Keeps 1st Vice President informed of activities on an on-going basis.

Corporate Contributions
This committee will work to develop a database of employers who donate to schools for various projects or who donate money for volunteer hours put in by their employees/spouses.  This committee will also solicit corporate sponsorships to help fund some of our major school projects not funded by the school system.  This committee will work closely with the Grant Committee and the PTA Executive Committee.  Keeps PTA President informed of activities on an on-going basis.

Cultural Arts
Cultural Arts assemblies are scheduled for students periodically throughout the school year.  Responsibilities include:  attends Cultural Arts Fair, sponsored by the United Arts Council, at the beginning of the school year and recommends artists and performers who will visit York during that year; works with school administration and performers to arrange performances; publicizes the performance schedule and distributes announcement flyers for each performance; maintains budget and coordinates compensation to performers with Treasurer; may also arrange for Visiting Artists to complement school curriculum.  Keeps the 1st Vice President informed of activities on an on-going basis and insures that all contracts are signed by the PTA President.

Fall Family Picnic
This is an informal social event where families bring their own picnic dinner, drinks, blankets and lawn chairs to school one weekday evening in early October.  Responsibilities include:  Arranges date with PTA President and Principal; plans event to include scheduling the Good Humor ice cream truck and any special attractions such as face painting, clowns, etc.; communicates with head custodian to be sure there are ample trash cans available the night of the picnic; communicates with P.E. teacher to arrange for a supply of playground items such as kickballs, soccer balls, basketballs, etc.; develops and distributes flyers to parents, teachers and staff announcing the event and submit article for newsletter.  Keeps 1st Vice President informed of activities on an on-going basis as necessary.

5th Grade Graduation
A reception is held following the 5th Grade Graduation ceremony.  Graduation begins at 10:00; the reception is held at 11:00 and lasts an hour.  Set-up for the reception begins at 9:00 a.m. and clean-up would last until about 12:00 noon.  Parents of 5th graders should not volunteer for this committee.  Responsibilities include:  Plans the food and drink offerings and obtains items; communicates with head custodian about the set-up of tables needed; coordinates set-up, serving, and clean-up volunteers.  Keeps 1st Vice President informed of activities on an on-going basis as necessary.

Grade Parent Coordinator
Each year classroom teachers rely on parents to plan and coordinate special learning experiences during the school year and other classroom activities.  Responsibilities include:  Assists teachers in the recruiting and selection of Room Parents; sends information folder to each Room Parent as soon as they are identified; recruits “surrogate room parents” to support teachers in the event they have no room parent volunteer; plans and directs an informational meeting for room parents; sends information to room parents regarding Teacher Appreciation Week activities and coordination of the Classroom Basket for Spring Carnival.  Keeps 1st Vice President informed of activities on an on-going basis.

Grants
Grant monies help York Elementary and our PTA to achieve outstanding educational goals.  Responsibilities include:  To secure any and all grants for the school, teachers, PTA, students, parents or volunteers that are available on a county, state and national PTA level.  In addition, the committee will continually research grants that are available from other resources, such as the State of NC Department of Education and Instruction and business sources. Conducts any follow-up necessary for grants awarded as dictated by benefactor.  Works in collaboration with school administration, PTA Board, and teacher grant representative.  Keeps PTA President informed of activities on an on-going basis.

Greenhouse
The greenhouse (solar shed), located on the school grounds, has been built to support the curriculum of students, especially 3rd graders.  Responsibilities include:  Assists 3rd grade teachers and students in projects and upkeep of the greenhouse; obtains any necessary supplies as indicated by teachers; coordinates volunteers.  Keeps Recording Secretary informed of activities on an on-going basis.

Hospitality
Refreshments are served at various functions through the year.  Primary events include the Welcome Back Teacher Luncheon (August), Teacher Holiday Luncheon (December), and the Teacher Appreciation Luncheon (March).  Hospitality also provides for Bus Driver Appreciation in April.  Responsibilities include:  Develop themes and menus for each event; send flyers to teachers and staff as necessary to inform of event; arrange for volunteers to make food for various activities or to arrange with food vendors when items are catered; arrange for volunteers for serving/hostessing, set-up and clean-up as needed; submit articles to Newsletter Editor in announcement of events and thanks for volunteer help.  Keep 1st Vice President informed of activities on an on-going basis.

School Beautification
This committee works to keep our school grounds maintained.  Responsibilities include:  Plans landscaping projects in collaboration with Executive Committee and Principal; organizes campus clean-up days throughout the school year; coordinates volunteers to assist with these projects; develops and distributes flyers to parents about campus clean-up days and submits articles for newsletter.  Keeps the Recording Secretary informed of activities on an on-going basis.

Kids Voting
Encourages student/parent voting by encouraging the PTA to adopt a polling site and recruits volunteers to staff the Kids Voting polls.  Attends Kids Voting training.  Keeps 1st Vice President informed of activities on an on-going basis as necessary.

Kindergarten Registration
Registration for incoming kindergarteners is held at York each February.  Parent volunteers are utilized to assist in the registration process.  Responsibilities include:  Organizes volunteers to assist SIMS secretary register new students; sets up small play area for children to use while parents complete paperwork.  Keeps Recording Secretary informed of activities on an on-going basis as necessary.

Legislative
PTA is the largest advocacy organization for children in the United States.  The   Legislative Representative informs the PTA Board and parents of pending legislation of concern to educators and parents, and encourages them to express their views to elected officials.  May encourage parents to vote for a school bond issue or to support or oppose legislation related to children and/or education.  Many NOT support or oppose specific candidates.  Invites elected officials to visit school during January’s National PTA’s Invite an Elected Official event.  Attends Legislative Rep training sessions, Camp PTA (July), and may attend annual State Legislative Conference.  Keeps informed about PTA resolutions and political positions through reading State and National PTA newsletters and visiting their web sites.  Makes Board and parents aware of these PTA resolutions and political positions, as needed.  May encourage the unit to adopt a resolution and submit to the State PTA Convention.  Keeps PTA President informed of activities on an on-going basis.

Membership
Recruiting families to join the York PTA is crucial to meeting our goals and objectives.  The majority of the activity takes place in the week before school begins and the first few weeks of the school year.  Responsibilities include:  picking up membership cards and envelopes from NC PTA; choosing a theme for the membership drive; plan and distribute teacher and staff invitations; develop and distribute flyers to parents to recruit families to join PTA; set up membership table at Meet Your Teacher Day (week before school), Kindergarten Orientation (week school begins), and Open House (September);  assist in the recruitment of volunteers for various PTA committees; track all members who join, submitting Membership List (and updates as necessary) to Recording Secretary and dues to the Treasurer; develop a themed bulletin board in the lobby to track participation;  arrange incentives for those classrooms meeting membership goals; return unused cards to NC PTA (March).  Keep 1st Vice President informed of activities on an on-going basis.

Newsletter Editor
A PTA newsletter is distributed monthly to all students, teachers and staff at York.  Responsibilities include:  Gathers articles and information for publication; typing and layout of newsletter; assures accuracy of newsletter through a proofreading process to be determined in collaboration with the PTA President; prints and distributes newsletter; posts a copy of current newsletter on PTA Bulletin Board in lobby and places a copy in the “PTA Memos” book located at the front desk; emails newsletter to Technology Chair each month for inclusion on the York web site and copies ESL Parent Liaison for translation; advertises news deadlines and solicits articles from PTA officials, principal, teachers, parents and students.  Keeps the PTA President informed of activities on an on-going basis.

Nominating Committee
This committee, formed in January, nominates and presents a slate of officers at the March Business Meeting for the following school year.  Responsibilities include:  electing own chairperson; meeting as a group to identify individuals to fill the roles of the executive committee; contacting individuals to determine their willingness to serve in the nominated role; presenting a slate of officers at the March PTA Business Meeting; assisting with the vote for the slate of candidates at the April General Membership Meeting.

Parent Education Programs/Parent Involvement
This is a broad area of involvement and can include everything from coordinating school-based parent workshops or programs, to CPR training for parents, teachers and staff, to advertising Parentscope workshops.  Committee chair works with Executive Board, principal and teachers in identifying needs and scheduling events.  Develops and distributes flyers to parents regarding scheduled programs and submits newsletter articles.   Keeps 1st Vice President informed of activities on an on-going basis.

Pride Stride Walk-a-thon
This is the PTA’s fall fundraiser and revenues constitute at least one half of the PTA operating budget for the year.  Students get pledges for laps walked in a 20-minute period.  Responsibilities include:  Sets date with Executive Committee and principal; develops and distributes parent information; publicizes the event through newsletter articles, flyers, posters and the media; organizes volunteers for the day of the event and to count pledge money for several days after the walk-a-thon; directs activities the day of the event.  Keeps 2nd Vice President informed of activities on an on-going basis.

Publicity
Coordinates activities to publicize York events and accomplishments throughout the school year.  Keeps 1st Vice President informed of activities on an on-going basis.

Red Ribbon Week
The purpose of Red Ribbon Week, held in September each year, is to present a unified and visible commitment toward the creation of a Drug Free America.   A different activity is scheduled for each day of the week in support of this objective.  Responsibilities include:  Works closely with school counselor to plan and organize the event and activities; develops and distributes flyers to parents, teachers and staff; directs activities during Red Ribbon Week; coordinates volunteers to assist with the activities.  Keeps 1st Vice President informed of activities on an on-going basis as necessary.

Reflections
Advertises annual Reflections contest and encourages students to enter.  Organizes the judging at York (if more than 20 entries) and rewards all students who participate.  Prepares entries for submission and turns entries into the PTA Council Reflections Chair.  Handles tickets for annual Wake PTA Reflections Reception and encourages entering students and their families to attend.  Keeps 1st Vice President informed of activities on an ongoing basis.

School Beautification
School beautification is part of the site-based management, which is an effort to give schools local control in making key decisions in each school on how to improve student achievement.  Responsibilities include:  Reports on goals of the school improvement plan to the Board and to the PTA membership.  Works with school administration and teachers to involve parents in achieving these goals.  Encourages the principal to invite parents to serve on school committees.  Keeps PTA President informed of activities on an on-going basis.

School Store
The school store sells York school spirit items and is open one half hour before school two mornings each week.  Responsibilities include:  Orders and reorders products; submits articles to Newsletter Editor; coordinates parent volunteers to supervise student workers; recommends new product offerings to Executive Board for approval; prepares deposits and submits to Treasurer as necessary; maintains an adequate supply of change in cash drawer; reports suggestions from suggestion box to PTA Board.  Keeps 2nd Vice President informed of activities on an on-going basis.

Scrapbook
A scrapbook is put together each year documenting events at York.  This scrapbook is kept on display in the school office throughout the year.  Responsibilities include:  Organizes volunteers to assist with taking pictures during the various activities and events that take place throughout the school year; organizes pictures and puts together a photo album scrapbook.  Keeps 1st Vice President informed of activities on an on-going basis.

Sock Hop
The Sock Hop is a family fun event which includes a disc jockey, best socks contest, snacks and drinks.  Responsibilities include:  sets date with Executive Committee and principal; schedules disc jockey and arranges for payment with Treasurer; develops and distributes flyers to parents, teachers, students and staff; communicates with head custodian for set up, trash bins, and clean-up; obtains cookies, drinks, napkins, ice and cups; coordinates volunteers to set-up, clean up, serve snacks and drinks, and to judge best socks contest; obtains prizes for socks contest.  Keeps 2nd Vice President informed of activities on an on-going basis as necessary.

Spring Carnival
The Spring Carnival is the PTA’s major spring fundraiser and revenues constitute about half of our total revenues for the year.  This event includes carnival booths, a raffle, silent auction, bake sale, cake walk, pizza lunch, and international food court and is an excellent family event for adults and children alike.  Responsibilities include:  Plans and coordinates games; obtains prizes for games; organizes donations of 2-liter drinks for drink booth and canned drinks for the lunch area; orders pizzas; arranges change needs for cash boxes with Treasurer; obtains tickets to be sold for games; develops and distributes flyers to parents; organizes volunteers for day of event; communicates with head custodian to arrange for custodial help and with cafeteria manager to arrange for cafeteria staff availability during lunch period.   Keeps 2nd Vice President informed of activities on an on-going basis.

Spring Carnival—Bake Sale and Cake Walk
Develops and distributes flyer to parents soliciting donations of bake sale items and cakes/cupcakes for the Cake Walk; organizes volunteers to assist with receiving and pricing bake sale items and to work the booth the day of the carnival.  Keeps 2nd Vice President informed of activities on an on-going basis during preparation for the Carnival.

Spring Carnival—Classroom Baskets
Develops and distributes information regarding classroom basket for auction to Room Parents; sets up receiving site for baskets; assists other auction volunteers the day of the auction.  Keeps Auction chair informed of activities on an on-going basis.

Spring Carnival—Games Coordinator
Coordinates classroom volunteers to work games booths the day of Carnival; assists in setting up games and cleaning up at end of day.  Keeps Carnival chair informed of activities on an on-going basis.

Spring Carnival—In-House Auction Coordinator
Develops and distributes flyers to parents, staff and teachers; establishes a collection box for donated items and logs all donations; forwards donations to Auction chair at time of deadline for pricing and bid sheet development.  Keeps Auction chair informed of activities on an on-going basis.

Spring Carnival—International Food Booth
Collaborates with ESL Parent Liaison and ESL teachers to plan and organize international food items donated by ESL parent; organizes volunteers to work the booth the day of Carnival, set up and clean-up; prices food items for sale; obtains any paper goods necessary to serve food items.  Keeps ESL Parent Liaison informed of activities on an on-going basis.

Spring Carnival—Raffle
A raffle is held in the weeks preceding the Carnival and a raffle booth is set up the day of the event.  Responsibilities include:  Solicit businesses for raffle prizes; develop and distribute raffle information and tickets to parents/students; arrange for deposit of money collected with Treasurer; coordinate volunteers to work the Raffle booth the day of the Carnival; conduct Raffle drawing at end of Carnival and award prizes.  Keep 2nd Vice President informed of activities on an on-going basis.

Spring Carnival—Silent Auction
The Silent Auction includes business donation, parent donations, and classroom baskets.  Responsibilities include:  Organize volunteers to solicit area businesses for donations and provide informational packet; meet with classroom basket coordinator and in-house auction coordinator and provide informational folder; communicate with these two coordinators on a regular basis; establish deadline and site for collection of donations; develop bid sheets for every item; arrange for change of cash box with Treasurer; coordinate volunteers for day of auction; arrange for deposit of money with Treasurer.  Keep 2nd Vice President informed of activities on an on-going basis.

Sportswear
Sales of York logo clothing are held each fall and spring.  Responsibilities include:  Coordinates with vendor which items will be sold; obtains Certificate of Resale for vendor from Treasurer; develops and distributes flyer and order form; displays items prominently prior to sale; organizes submitted orders; places order with vendor; distributes individual orders after production; coordinates deposits with Treasurer; organizes parent volunteers to assist with the distribution process.   Keeps 2nd Vice President informed of activities on an on-going basis.

Student Directory
A student directory is provided for all York families during the first quarter of the school year.  Responsibilities include:  develops flyer and directory form and distributes to all students; establishes collection bin for returned forms; types student information into computer, arranging by class and grade level; arranges for proofreaders to assure accuracy; obtains from PTA President a President’s letter, PTA Executive Committee Contact List, PTA Committee Chair list, and other information as deemed appropriate by the Executive Committee; arranges for printing of directory and distributes to students, teachers and staff; reserves extra copies for SIMS Secretary to distribute to families as new students are enrolled throughout the school year.  Keeps the 2nd Vice President informed of activities on an on-going basis.

Super Kids Day
A day of outdoor team events usually held in May.  Responsibilities include:  Collaborates with P.E. teacher to determine games to be played, schedule for the day, set-up of stations, and scheduling of volunteers; obtains ice and cups for the water station; assists with the coordination of volunteers during the event.  Keeps the Recording Secretary informed of activities on an on-going basis as necessary.

Technology
Encourages PTA officers to become computer literate and use email and other technology in transacting PTA business.  Promotes technology to increase communication with parents.  May sponsor technology education presentations for parents.  May work with school administration and Grants Committee to write grants or raise funds for needed hardware.  Works with the school webmasters and websters and with the PTA Board to supply up-to-date information for the PTA web page on the school web site.  May train other officers, parents, teachers or students in web page design.  Recruits and supports a team of volunteers to meet these goals.  Keeps the PTA President informed of activities on an on-going basis.

Volunteer Coordinator
There are numerous opportunities for volunteer involvement at York.  Responsibilities include:  determines, in conjunction with the Executive Board, the volunteer needs of the association; develops and distributes volunteer sign-up sheets to parents to determine parent interests; organizes volunteers by activity and forwards lists to committee chairs; develops and implements new programs such as the grandparent/retiree volunteer program or the college student volunteer program.  Works closely with 1st Vice President to fill the volunteer needs of our school and keeps 1st VP informed of activities on an on-going basis.

Wake Education Partnership Parent Liaison
Keeps school informed of Partnership activities and recruits parent volunteers to serve on WEP subcommittees, such as teacher development, parent involvement, etc.  The purpose of WEP is to unite community resources for excellence in public education in Wake County.  It is best known for its teacher grants, “Pieces of Gold,” teaching excellence awards, school finance public forums, school board candidate training school, and its annual Education Summit.

Yearbook
A school yearbook is published each school year.  Responsibilities include:  works with photographer to determine timeline for publishing; develops and distributes flyer and ordering information to parents; organizes orders and forwards all monies to the school secretary for deposit; distributes individual orders when publishing is complete.  Keeps 2nd  Vice President informed of activities on an ongoing basis.

Approved by unanimous vote at PTA Business Meeting on 03-18-02.