Proposed Amendments to Billie Stevenson PTA Bylaws

August 9, 2018

Current Language Proposed Additions/ Revisions Rationale

ARTICLE XIII Fiscal Accountability E. The financial reconciliation committee Treasurer’s materials, such as checkbooks,
shall provide the outgoing executive board budget info, vendor contacts, etc. should be
Section 3. Financial Reconciliation. with a committee meeting date at the last transitioned in a timely manner to ensure
meeting of the year. that all financial obligations are met by the
A. A financial reconciliation shall be incoming board and to provide time to
performed: 1. at the end of the fiscal year; 2. F. The financial reconciliation committee establish the association’s budget for the
when any authorized check signer is added or shall return all financial records to the next fiscal year.
deleted on any bank account; and 3. at any incoming treasurer within one week (7 days)
time deemed necessary by the president or of receipt.
three (3) or more members. B. The president
shall appoint, subject to the approval of the
executive board, a financial reconciliation
committee consisting of not less than three
(3) members, who are not authorized signers.
Members of the financial reconciliation
committee shall not be the incoming
treasurer or be related by blood or marriage
and shall not reside in the same household as
the authorized signers. C. For the financial
reconciliation required at the end of the fiscal
year, the president shall appoint the financial
reconciliation committee at least thirty (30)
days before the last meeting of the year. D.
The financial reconciliation committee report
shall be adopted by a majority vote of the
association at the first regular meeting
following the financial reconciliation
 ARTICLE XIII Fiscal Accountability C. For the financial reconciliation required at This language helps to clarify that the
the end of the fiscal year, the president shall meeting being referenced is the general
Section 3. Financial Reconciliation. appoint the financial reconciliation membership meeting, rather than a board
committee at least thirty (30) days before the meeting.
A. A financial reconciliation shall be last general membership meeting of the
performed: 1. at the end of the fiscal year; 2. year.
when any authorized check signer is added or
deleted on any bank account; and 3. at any
time deemed necessary by the president or
three (3) or more members. B. The president
shall appoint, subject to the approval of the
executive board, a financial reconciliation
committee consisting of not less than three
(3) members, who are not authorized signers.
Members of the financial reconciliation
committee shall not be the incoming
treasurer or be related by blood or marriage
and shall not reside in the same household as
the authorized signers. C. For the financial
reconciliation required at the end of the fiscal
year, the president shall appoint the financial
reconciliation committee at least thirty (30)
days before the last meeting of the year. D.
The financial reconciliation committee report
shall be adopted by a majority vote of the
association at the first regular meeting
following the financial reconciliation
X. Officers and Standing Committee Charis
C. The Committee Chairs shall include the
following positions:
II. Financial and Membership
A. The First Vice President (Vice President of
Programs) shall be a signer on the Billie
Stevenson PTA bank account(s).
D. The Volunteer Coordinator Chair, who The volunteer coordinator plays a key role in
shall: 1. Solicit, assign and oversee volunteers communicating with general membership.
for all special events, including all volunteer This relationship between home room
needs from special teachers such as gym, parents and the parents of Billie Stevenson
librarian, art and others. 2. Solicit, assign and students directly impacts engagement,
oversee volunteers to assist with office/ participation and perception of PTA.
administrative tasks such as copying,
laminating and distributing materials to
classrooms. 3. Work in conjunction with
teachers and President to recruit volunteers.
4. Manage all communications to volunteers.
5. Oversee subcommittee to manage tracker
folders i. Responsible for ensuring staffing
during Thursday folder stuffing, as needed ii.
Coordinate student volunteers, as needed. 6.
This position falls under the review of the
Vice President of Membership.
II. Financial and Membership Due to the recent resignation of our VP of
A. The First Vice President (Vice Programs, in 2018-2019 we will need to
President of Programs) shall be a address adding a third signer. This revision
signer on the Billie Stevenson PTA will also provide an opportunity to ensure
bank account(s). continuity for future boards if a similar
B. In the event that the First Vice situation arises.
President position is vacated at any
point during their term, their signing
privileges shall be revoked and the
Second Vice President (Vice President
of Membership) shall be added as a
signer on the Billie Stevenson PTA
bank account for the remainder of
the term.