AUSTIN ACADEMY

 

ARTICLE VII: Officers and Their Election

 

**Section 1.  Each officer shall be a member of this PTA.

^#Section 2.  Officers and their election:

        a.    The officers of this organization shall consist of a president, three vice president(s), a secretary, a treasurer, a historian and a parliamentarian.

        b.         Officers, with the exception of the historian and parliamentarian, shall be elected by ballot in the month of April.  However, if there is but one nominee for an office, election for that office shall be by voice vote.

               The historian and the parliamentarian shall be appointed by the president subject to the approval of the newly elected officers.

        c.    An individual must be a member of the local PTA prior to taking office.

        d.         Officers shall assume their official duties following the close of the school year and shall serve a term of one year or until their successors are elected. [1]

        e.    No officer shall serve in the same office for more than two consecutive terms.  One who has served more than one-half of a term shall be credited with having served that term.

 

Officer Descriptions

(A complete description is included in the by-laws, a copy of which is in the school office.)

 

President:

        *         preside at all meetings of the association;

        *         appoint chairmen of special committees subject to approval of executive board;

        *     be authorized to sign on bank accounts;

        *         represent the local unit as a delegate to council;

        *     be a member ex-officio of all committees except the nominating and audit committees;

        *     be responsible for contacting the Facilities Management Department of GISD/Principal and reserving the school building for all PTA activities

 

First Vice President - Programs:

        *     be the aide-to-the-president and be in charge of programs;

        *      preside in the absence of the president;

        *     assist in making arrangements for the installation of officers at the May association meeting;

        *     be responsible for all details pertaining to programs;

        *     be responsible for obtaining and presenting past presidents pin (1^st year) or bar (2^nd year) to be given at the May association meeting or In/Out board dinner.

 

Second Vice President - Membership:

        *     be director of membership;

        *     work with the secretary and treasurer in sending the membership dues to Texas PTA;

        *      conduct a membership drive in the fall and spring and encourage people to join

              throughout the school year; and,

        *     serve as chairman of life membership committee.

 

Third Vice President Budget and Finance:

        *     be in charge of budget and finance;

        * prepare an annual budget and present it to the executive board for approval and adoption by the association at the first association meeting;

        *     plan ways and means for meeting the budget;

        *        appoint a budget and finance committee as needed

 

Secretary:

        *         record the minutes of all meetings of the association [to be kept in a permanent

                 record book and provide the president a copy of the minutes];

        *     keep an accurate record of attendance at executive board meetings;

        *     be responsible for correspondence;

        *     sign on bank account(s) with treasurer if president is not available

 

Treasurer:

        *     have custody of all the funds of the association;

        *     make disbursements in accordance with the budget adopted by the association;

        *     sign on bank accounts;

        *         present a financial report, both written and verbal, at every meeting of the unit and as requested by the executive board or the association;

        *     be responsible for the maintenance of such books of account and records

        *         submit books to the audit committee as requested;

        *     fill out state and federal forms as required;

        *     be a member of the budget and finance committee.

 

Historian:

        *     act as custodian of all records and materials pertinent to the history of the association;

        *         compile and keep a record of events and activities to be presented as the official history to the general body for adoption at the annual meeting;

        *         promote Founders Day in February;

        *         prepare and deliver scrapbook to council and/or district for judging

 

Parliamentarian:

        *         advise the presiding officer on questions of parliamentary procedure;

        *     serve as chairman of the bylaws and revisions committee and provide up to date

                copies of the bylaws as requested or needed;

        *     serve as an authority on the bylaws and on Roberts Rules of Order Newly Revised

 

All officers shall:

        *     be a graduate of the Texas PTA Leader Orientation or complete the course by October 15 after their election;

        *         submit a Plan of Work to the executive board for approval;

        *     attend all meetings of the association;

        *          deliver to their successors or the president all official materials within fifteen (15) days following the date at which their successors assume their duties.

Standing Committees

 

There shall be the following committees: Arts in Education, Council Delegate(s), Environmental, Hospitality, Legislative Action, Newsletter, Parent Education, Publicity, Room Representatives (3), Special Projects, Student Directory, Teacher Appreciation, Volunteers and Website Administrator.

 

I.                   Duties of Standing Committee Chairmen

 

A.      Arts In Education Chairman shall:

1.    work with other chairmen and school personnel to achieve greater

interest and participation in cultural arts;

2.    keep the membership informed as to any cultural arts activities in

the school, community, or area and encourage their attendance and participation; and

                   3.  organize publicize, and promote participation in the National PTAs                                        annual Reflections program by working through the Garland ISD

                         Council of PTAs.

 

    

B.      Council Delegate and/or Alternate shall:

1.    attend all regular council meetings;

2.    vote in accordance with the policies of the local unit;

3.    attend regular meetings of the Austin Academy PTA executive board; and

4.    relay information and materials to the executive board and/or appropriate officers and chairmen.

 

C.     Environmental Chairman shall:

1.    work with other chairmen and school personnel to achieve greater

interest and participation in protecting and preserving the environment;

2.    plan and coordinate projects that protect the environment and

beautify the campus; and

3.    organize participation of students in programs sponsored by the

National PTA, Texas PTA, District X and Garland ISD Council of PTAs, such as the EPA poster contest.

 

 

D.     Hospitality Chairman shall:

1.    be responsible for coordinating all refreshments, set up and clean

up as needed;

2.    provide adult or student greeters as needed;

3.    coordinate the in/out executive board dinner in May;

4.    provide nametags for each board member to wear at each association meeting; and

5.    be responsible for planning the Welcome Reception for parents, on the first day of the school year.

          

E.      Legislative Action Chairman shall:

1.    review legislative information from Texas PTA and National PTA;

2.    keep membership aware of legislative positions and any legislative actions that are being undertaken in our local city, Austin and Washington D.C. concerning our students, school administration, teachers and community;

3.    coordinate any efforts of the association for developing resolutions and input to the legislative positions for presentation to Texas PTA; and

4.    promote school board appreciation month in January.

 

F.      Newsletter Chairman shall:

1.    compile and distribute a newsletter every six weeks to the parents,

teachers and administrators;

2.    provide a copy of each one sent to the historian for the

scrapbook;

3.    send an electronic copy (e-mail) of each one sent to the website

administrator; and

4.    seek assistance in translating printed copies into Spanish.

 

G.     Parent Education Chairman shall:

1.    provide parent network events through workshops, coffees and

seminars, or through other community organizations and agencies throughout the year;

2.    coordinate with Council, District, State and/or National PTA chairmen for needed assistance or ideas for workshops and seminars; and

3.    keep accurate records and complete all Council, District and State

award forms in a timely manner.

 

H.     Publicity Chairman shall:

1.    send notices of meetings and items of interest to the news media;

2.    coordinate and distribute the publicity  for all association activities; and

3.    maintain the PTA bulletin board located outside the school office next to the public telephone.

 

I.         Room Representatives shall:

6^th and 7^th Grade Room Representative:

1.       be chairman of the individual room representatives;

2.       select room representatives for each homeroom at the beginning of the school year and submit their names to the student directory chairman;

3.       present room representative guidelines and plan of work;

4.       coordinate all activities for which the room representatives are responsible for, such as occasional bake sales and school dance chaperones; and

5.       cooperate fully with the principal and teachers.

8^th Grade Room Representative:

1.       all the above mentioned responsibilities; and

2.       work in conjunction with a sub-committee chairman who is responsible for the 8^th grade Graduation Dance held in May.

 

J.       Special Projects Chairman shall:

1.    coordinate the work of all school/student related service projects with subcommittees such as the Title I Project, Bookfair, Girls Escape Club, Multi-cultural event and Box Tops etc; and

2.    perform such duties as may be delegated to them by the president of the executive board.

 

K.     Student Directory Chairman shall:

1.    compile, edit and have printed a student telephone directory by

November 1;

2.    confer with the executive board regarding the dedication of the directory;

3.    distribute directories to those who have purchased one;

4.    coordinate with the membership chairman to attach membership cards to directories prior to distribution;

5.    submit the required number of copies for Council/District judging; and

6.    provide a copy of the directory to the historian for the scrapbook.

 

L.      Teacher Appreciation Chairman shall:

1.    provide a back-to-school reception for teachers during the week

 preceding the start of school;

2.    recognize staff birthdays;

3.    be responsible for monthly food activities for the staff; and

4.    be responsible for coordinating teacher appreciation week held in May.

 

M.  Volunteer Chairman shall:

1.  compile a volunteer list from the survey and distribute to

appropriate officers and chairmen by September 15;

2.  attach the GISD background check form to the volunteer

survey and ask that copies be returned to the school office;

3.  attend training provided by the PTA Council and/or school district;

4.  coordinate with grade-level chairmen in providing room representative volunteers;

5.  develop and implement appropriate training programs for volunteers in various aspects of their responsibilities, including sign-in procedures;

6.  provide needed volunteers as requested by various officers, chairmen and school personnel;

7.  send all required reporting forms in a timely manner to the GISD Council representative; and

8.  be responsible for coordinating volunteer appreciation week held in April.

 

N.     Website Administrator shall:

1.    maintain and promote Austin PTA website; and

2.    work with school personnel to link PTA website to school site.

 

II.                ALL STANDING COMMITTEE CHAIRMEN shall:

 

A.                assume their official duties following the close of the school year and shall serve for a term of one year or until their successors are appointed;

B.                 present a tentative plan of work to the executive board for approval no later than the August executive board meeting.  No work shall be undertaken without the consent of the executive board.

C.                 submit a written year-end report of the years activities.  Copies of this report shall be submitted to the historian and to the president at the May executive board meeting.  A copy of this report, together with official records and procedure book, shall be delivered to each successor no later than the first (1^st) of June.  The treasurers books will be passed to his successor by the auditing committee at the completion of the audit.

D.                perform duties outlined in these Standing Rules and those assigned from time to time;

E.                 attend all workshops provided by Council and District pertaining to their position;           

F.                  remit any council, district, Texas PTA and/or other award entry forms pertaining to their position; and

G.                 attend all association and executive meetings.