STANDING RULES
OF THE FRANKFORD MIDDLE SCHOOL
PARENT TEACHER ASSOCIATION

There shall be such standing rules as may be deemed necessary, and they shall be adopted in the following manner: a motion to adopt a standing rule may be presented at any regular meeting and adopted at the same meeting by a two-thirds (2/3) vote of the members present. No standing rule may be adopted which conflicts with the by-laws of the association. These standing rules may be amended or rescinded at any regular meeting of the PTA by two-thirds (2/3) vote of the members present and voting.

RULE 1
The following Financial policies shall be adhered to by the Association:

1. The Association shall function as a tax-exempt entity under Section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future Federal Tax Code.
2. The fiscal year shall run from June 1 until May 31.
3. The Treasurer, President and two other officers, appointed by the President, shall be authorized to sign the Association’s checks. A check shall require two signatures.
4. The Treasurer shall receive the proceeds of all Association fundraisers.
5. The newly elected Treasurer shall serve on an audit committee and shall appoint two other Board members to serve with her/him. Those must be individuals who did not have authority to sign checks during the year to be audited. If the Treasurer is repeating in office or had check signing authority in the previous year, she/he shall not serve on the audit committee, and committee members shall be appointed by the President.
6. The Executive Board may choose by simple majority to hire an independent outside auditor.
7. The Executive Board may choose by simple majority to hire an independent accountant to file the Federal 990 tax form.
8. The audit committee's report shall be completed by August 1, and shall be adopted by the Board and adopted by the general membership at the first general meeting.
9. The Treasurer shall serve as chairman of a budget committee.
10. The President, Principal, Second Vice President - Fundraising, and two other Board members appointed by the President shall serve on the budget committee.
11. The budget committee shall prepare a budget proposal to submit to the Board at its August meeting.
12. The general membership shall vote by majority of those in attendance to adopt a budget at its August meeting.
13. The budget, as approved by the general membership, shall be published in the edition of the newsletter following general membership approval.
14. The Executive Board shall have the authority to amend the budget in amounts up to $500, with any such amendments published in the edition of the newsletter following Board approval.
15. The Executive Board shall have the authority to propose budget amendments larger than $500 to the general membership. Such proposed amendments shall be reported to the general membership through standard publicity channels with an explanation for the procedure to amend the budget. If, within two weeks of publication, ten members of the Association request a general membership meeting to consider the budget amendments, the President shall convene such a meeting. Otherwise, the proposed budget amendments shall be adopted as approved by the Board.
16. The Association shall purchase general liability insurance, fidelity bond insurance for all persons on the signature card at the bank, officer’s liability insurance and property insurance (if applicable) as required by current year PISD policy.
17. No officer shall approve or sign a check that is being issued to her/him.

18. Money transactions made to the Association by a person who has an outstanding balance with the Association or who has written the Association an uncollected check for insufficient funds, shall be paid by cash or money order, including a non-sufficient funds fee charged to the Association by the bank and any additional charges incurred by the Frankford PTA.

19. As items are purchased for an approved and/or budgeted item, the purchaser shall fill out and
submit a Reimbursement Payment Request form, along with receipts, within 30 days of
expenditure. All Reimbursement Payment Requests shall be submitted to the Treasurer by
the last day of school. The Treasurer shall reimburse with a check for that specific amount
within 14 days of receipt of original request. Sales tax will not be reimbursed.

20. A $5.00 non sufficient funds (NSF) servicing charge will be charged to anyone writing a check to the Frankford PTA that is returned by the bank.

21. A minimum of $1,000 shall be maintained in the Association’s operating bank account to be
applied to the following fiscal year’s budget.

RULE 2

The following are specific duties of the Association Officers:

1. The President shall:
a. Preside at all monthly meetings of the Association, including but not limited to, the Executive Board and general meetings.
b. Serve on the budget committee.
c. Confirm that a quorum is present before conducting business at Board and General meetings.
d. Be authorized to sign on bank account(s) of the Association.
e. Call meetings of the officers.
f. Call meetings of the general membership as necessary with the approval of the Executive Board.
g. Perform other duties as may be prescribed by these bylaws or assigned by the Association.
h. Submit a plan of work to the Budget Committee, including all financial requirements needed to perform the duties of the position.
i. Be required to attend all meetings of the Association.

2. The First Vice President shall:
a. As requested, act as an aide to the President and perform the duties of the President in any absence of that officer.
b. Act as Program Chairperson and be responsible for the overall organization and coordination of all educational, parenting and special programs sponsored by and/or participated in by the Association.
c. Oversee the Faculty program budget
d. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

3. The Second Vice President shall:
a. As requested, act as aide to the President and perform the duties of the President in any absence of that officer.
b. Promote membership in the PTA by enrolling new members.
c. Furnish a current membership list of names of Frankford Middle School PTA to the President, Treasurer, Secretary and the state PTA prior to every membership meeting.
d. Chair a committee to select PTA life members and submit said information to State PTA, obtaining certificates and pins before life membership banquet to ensure proper recognition.
e. File membership with Texas State and National PTA meeting all State and national deadlines.
f. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
g. Be required to attend all meetings of the Association.

4. The Third Vice President shall:
a. As requested, act as an aide to the President and perform the duties of the President in any absence of that officer.
b. Serve as the Volunteer Chairperson and be responsible for coordinating volunteers where and when needed along with supporting the chairperson of all the volunteer committees' activities.
c. Tally and report volunteer hours to the Board at their monthly meetings.
d. Serve as PTA registration/schedule pick-up coordinator.
e. Schedule and organize volunteers for classrooms, as needed.
f. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
g. Be required to attend all meetings of the Association.

5. The Fourth Vice President shall:
a. As requested, act as an aide to the President and perform the duties of the President in any absence of that officer.
b. Research and recommend fundraising events to fulfill the goals and budgeted needs of the Association.
c. Serve as Fundraising Chairperson and support the chairperson of each fundraising project and/or activity. Some of these activities may occur before each school year begins.
d. Serve on the budget committee.
e. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
f. Be required to attend all meetings of the Association.

6. The Secretary shall:
a. Keep accurate records and record the minutes of all the meetings of the Executive Board and other meetings of the Association.
b. Keep records and minutes archived for at least five (5) years on the school's premises, and work with the Treasurer and/or the school's representative(s) to ensure the safekeeping of records.
c. Notify Executive Board of the next meeting, along with making and distributing copies of the minutes to each such member within a fair and reasonable time period prior to each such meeting.
d. Have on hand at each meeting the accepted order of business, the minutes of the previous meeting, the roll of members and a list of all standing committees and their members.
e. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
f. Be required to attend all meetings of the Association.

7. The Corresponding Secretary shall:
a. Correspond with the Frankford Middle School PTA Board, Frankford Middle School faculty and
general membership as needed.
b. Update the PTA mailboxes as needed.
c. Maintain the PTA bulletin board and post information relevant to the Association.
d. Read any correspondence received by the Association at the monthly meetings as requested.
e. Be responsible for purchasing in memoriam books for donation to the Frankford Middle School library and notifying the board and families of such donations.
f. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
g. Be required to attend all meetings of the Association.

8. The Treasurer shall:
a. Serve as Chairman of the budget committee and arrange for an appropriate audit of the previous year's books.
b. Be authorized to sign on bank account(s) of the Association.
c. Be responsible for all dues and monies, accounts payable, and receivable, and related funds for the needs of the Association.
d. Be responsible for purchasing general liability insurance, fidelity bond insurance for all persons on the signature card at the bank, officer’s liability insurance and property insurance (if applicable) as required by current year PISD policy.
e. Make disbursements in accordance with the budget adopted by the general membership or in accordance with the budget amendments by the Association’s Board of Directors under the Frankford Middle School PTA Bylaws Article V sections 14 and 15.
f. Keep an accurate record of revenues and expenses.
g. Present a statement of account at each meeting of the Association and at other times as requested by the Board of Directors.
h. Have the books ready for audit and for the new Treasurer within three (3) weeks after the end of each school year.
i. Prepare and file necessary Federal and State tax returns on a timely basis pursuant to tax procedures, codes and laws of each fiscal year or hire an accountant to prepare said forms.
j. Keep records, budget, books, receipts, statements, and other related material for at least five (5) years and work with the Secretary to ensure safekeeping of such.
k. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
l. Be required to attend all meetings of the Association.

7. The Parliamentarian shall:
a. Have on hand at each meeting a copy of the bylaws, the standing rules and the accepted order of business.
b. Coordinate and be responsible for the bylaws committee of the Association for the annual review and/or revision of the established bylaws and standing rules, and for the presentation of the review and revisions to the Board.
c. Distribute revised bylaws and standing rules to the Board and make available to the general membership.
d. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

8. The Historian shall:
a. Keep all records and materials pertinent to the history of the Association and assist in developing and coordinating the archiving of such.
b. Compile and keep record of events and activities, in book form, to be presented as the "Official History" at any meeting of the Association.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

RULE 3

The following are specific duties of the Association Standing Committees:

1. The Appreciation – Staff Chairperson shall:
a. Be responsible for teacher/staff birthday celebrations.
b. Be responsible for staff recognition weeks as noted in the PISD calendar.
c. Coordinate with Appreciation-Teachers chairperson and Hospitality chairperson in the planning
and coordination of all hospitality events and activities.
d. Submit a plan of work to the Budget committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

2. The Appreciation – Teachers Chairperson shall:
a. Be responsible for planning and coordination Teacher Appreciation Week.
b. Coordinate with Appreciation-Staff chairperson and Hospitality chairperson in the planning and coordination of all hospitality events and activities.
c. Submit a plan of work to the Budget committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

3. The Arts In Education Chairperson shall:

a. Assist Third Vice President in securing, organizing and scheduling volunteers to assist
teachers with planned art and art appreciation programs in each grade when necessary.
b. Promote participation in the National PTA Reflections program and shall coordinate Frankford
Middle School involvement including providing judges for said program.
c. Submit a plan of work to the Budget committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

4. The Beautification Chairperson shall:
a. Be responsible for the planning, preparation and implementation of decoration of the building and landscaping of the school as approved by the Principal and/or the PISD and the Executive Board.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association.

5. The Communications Flash Chairperson shall:
a. Gather, edit, produce and distribute a summary of PISD, school and Association news for students to take home with them each month or as needed.
b. Forward the document for inclusion on the Frankford Middle School website if requested.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association

6. The Directory Chairperson shall:
a. Be responsible for the planning, publication and distribution of the Association's directory to Frankford parents, students, faculty and staff only.
b. Prepare and issue an addendum to the directory, if needed.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

7. The Educational Enhancements Chairperson shall:
a. Coordinate with the Principal to solicit additional items requested from faculty and staff.
b. Work with the Principal to evaluate requests, then develop and present the proposed list of requests to the Executive Board for approval.
c. Be responsible for the implementation and acquisition of approved items.
d. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

8. The Fundraising Coordinator Chairperson shall:
a. Coordinate with the 4th VP-Ways and means to coordinate and secure volunteers where
and when needed and support approved fundraising events.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association

9. The Health and Safety Chairperson shall:
a. Provide members with information regarding pertinent health issues.
b. Coordinate the annual Safety Poster Contest.
c. Act as a liaison with the on-campus police to address health and safety concerns.
d. Bring appropriate programs to Frankford concerning drug prevention, alcohol abuse
prevention and other relevant issues.
e. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
f. Be required to attend all meetings of the Association

10. The Hospitality Chairperson shall:
a. Be responsible for the planning and coordination of all hospitality events and activities.
b. Coordinate with Appreciation Chairmen in the planning and coordination of appreciation events and activities.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

11. The Ice Cream Chairperson shall:
a. Work with the School Store Chairperson to coordinate and oversee the acquisition of volunteers for ice cream/school store sales during lunchtime.
b. Be responsible for ice cream inventory and completion of payment.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

12. The Individual Student Services Chairperson shall:
a. Coordinate with the school personnel to schedule and organize the volunteers for the special education and tutoring programs.
b. Secure, provide and train volunteers to work in such programs.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meeting of the Association.

13. The Library/Technology Volunteers Chairperson shall:
a. Organize, train and schedule volunteers for the library as requested by the librarian.
b. Work with the librarian and volunteers to coordinate and supervise Book Fairs and any other relevant event as requested by the librarian.
c. Act as a liaison with the school webmaster.
d. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

14. The Newcomers Chairperson shall:
a. Develop a program to properly welcome new students and families to Frankford Middle School.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association.

15. The Newsletter Distribution Chairperson shall:
a. Coordinate distribution of the Frankford Flyer newsletter to all Frankford families every 6 weeks.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association

16. The Newsletter Production Chairperson shall:
a. Gather, edit, produce and distribute information from PISD, school, Association and students in order to produce each newsletter as needed.
b. Publish and mail newsletters to each family in the school every six weeks.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

17. The Office Volunteer Chairperson shall:
a. Work with school personnel to schedule and organize the volunteers for the copy room, attendance office, nurse’s office and counselor's office as needed as well as other offices as requested by the school.
b. Procure, train and coordinate schedule pick up volunteers.
c. Coordinate filing of necessary student information forms
d. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
e. Be required to attend all meetings of the Association.

18. The Publicity Chairperson shall:
a. Assist in the promotion, publicity and awareness of Frankford Middle School and the Association in the media.
b. Be aware of and follow all district guidelines for publicizing in the media.
c. Coordinate with all Board chairperson(s), faculty and staff to promote events within the school.
d. Communicate with and notify area homeowners associations of Frankford Middle School
activities, fundraisers and news.
e. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
f. Be required to attend all meetings of the Association.

19. The PISD School Board/Legislative Representative shall:
a. Attend PISD School Board meetings and/or other related meetings concerning pertinent issues including legislation, district policies, children’s advocacy issues and current events that may affect the school.
b. Report to Association all information gathered from any meetings of the PISD or any other meetings attended.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

20. The PTA Council Representatives shall:
a. Attend all council general meetings or see that a duly elected or appointed alternative is able to attend.
b. Report announcements, important actions and council programs to the local association and or
the Executive Board.

21. The Principal Chairperson shall:
a. The principal chairperson will be the acting principal of Frankford Middle School or their designee.
b. Be required to attend all meetings of the Association.

22. The Required Reading Chairperson shall:
a. Communicate with school staff to determine needs for required reading and procure and stock
said material.
b. Coordinate with the School Store Chairperson to prepare for PTA sale days.
c. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
d. Be required to attend all meetings of the Association.

23. The School Store Chairperson shall:
a. Order, stock and be responsible for the sales of all school store items, including, but not limited to, each grade level’s school supplies, and packages, required reading material and other related merchandise.
b. Work with the Ice Cream Chairperson to coordinate and oversee the acquisition of volunteers
for Ice Cream/School Store sales during lunchtime.
c. Work with the school's educational personnel to promote and sell appropriate materials.
d. Coordinate with the Required Reading Chairperson to prepare for the PTA sale days.
e. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
f. Be required to attend all meetings of the Association.

24. The Socials-Volunteer Chairperson shall:
a. Secure, provide and train volunteers to work at school sponsored socials for each grade level
as well as other related social activities.
b. Assist the other Socials Chairpersons as needed to carry out planned refreshments, theme,
entertainment and decorations.
c. Coordinate with other Socials Chairpersons to create and submit a plan of work to the Budget Committee, including all financial requirements needed to perform the duties of the position.
d. Be required to attend all meetings of the Association

25. The Socials-Events Chairperson shall:
a. Coordinate the theme, refreshments, entertainment and decorations for the school sponsored
Socials for each grade level as well as other related social activities.
b. Assist the other Social Chairpersons as needed.
c. Coordinate with other Socials Chairpersons to create and submit a plan of work to the Budget Committee, including all financial requirements needed to perform the duties of the position.
d. Be required to attend all meetings of the Association.

26. The Socials-Student Liaison Chairperson shall:
a. Work with the Frankford Student Council and other student organizations to obtain feedback
and facilitate student participation.
b. Assist the other Social Chairpersons as needed.
c. Coordinate with other Socials Chairpersons to create and submit a plan of work to the Budget Committee, including all financial requirements needed to perform the duties of the position.
d. Be required to attend all meetings of the Association.

27. The Spiritwear Chairperson shall:
a. Develop, purchase, sell and distribute all spiritwear.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association.

28. The Student Organizations Chairperson shall:
a. Communicate the plans and accomplishments of Frankford student organizations and teams
to the board and general membership. Such channels of communication may include but are
not limited to: the Frankford Flash, Frankford Flyer, the Frankford Middle School website and
Publicity chairperson.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association

29. The Student Programs Chairperson shall:
a. Work with the 1st VP Programs to research and recommend programs to be presented to the
Frankford student body.
b. Submit a plan of work to the Budget Committee, including all financial requirements needed to
perform the duties of the position.
c. Be required to attend all meetings of the Association

30. The Executive Board may create such standing committees as it deems necessary to carry on the work of the Association.

Created August 2003