PTA Decision Required Insert minimal carry over amount. I. This Local PTA shall have a carryover in the checking account of not less than $_ at the end of the fiscal year. The Electronic Banking and Credit/Debit Card Section is required for any PTA that uses credit or debit cards or accepts payment electronically. This is the minimal language allowed by Texas PTA. If a Local or Council PTA wants to elevate the requirements, they may do so by replacing a variable or inserting additional language. These are meant to serve as protection of association funds. Insert as is IV. Electronic Banking and Credit/Debit Card A. The credit/debit card shall be in the name of the Local/Council PTA. PTA Decision Required Choose one: is issued to authorized signers, including name of the PTA, and should be the same signers as on the bank account. is issued in the name of the PTA only. The card is in the possession of the treasurer and is used via a check out log. The log is then reconciled to the statement prior to payment. B. Signers on the credit and debit cards: Insert as is or add variables that raise the threshold. The credit limit shall be voted on and approved by the membership and shall not exceed more than (25%) of the income on the budgeted adopted at the annual meeting. C. The credit limit shall be voted on and approved by the membership and shall not exceed more than fifty percent (50%) of the income on the budget adopted at the annual meeting. D. In the event that a credit/debit card is lost or stolen, the treasurer shall immediately report this to the financial institution and initiate the discontinuance of the card. E. A financial reconciliation shall be conducted if a signer on the bank account changes or a card is reported lost or stolen. F. In the event of a change in officers, the signature card and authorization for credit/debit cards shall be updated. G. Automated Teller Machine (ATM) cash back, or cash advances shall be prohibited. H. A disbursement form shall be completed prior to purchase and provided to the treasurer. A receipt shall be given to the treasurer after the purchase. I. Procedures shall be established and approved by the membership that designate authorized signers, usage, distribution, name changes, credit limit monitoring, and monitoring of budgeted funds.
J. The treasurer shall reconcile the itemized bill prior to payment. Itemized bills shall directly correspond to submitted disbursement vouchers prior to payment. Ensure your PTA is protected by listing insurance products that must be purchased each year. PTA Decision Required List all appropriate insurance coverage: liability insurance medical bond insurance insurance and officers liability insurance V. Bonding and Insurance A. The following insurance shall be purchased annually by this Local PTA: 1. _ 2. _ 3. _ Insert as is VI. Condolences Condolences expressed by this Local PTA shall be in the form of sympathy cards. Ensure officers (identified in Article VI of Bylaws) know duties in addition to what is listed in the bylaws. PTA Decision Required For each officer, list any additional duties that do not duplicate the wording in the bylaws. VII. Additional Officer Duties A. _ Ensure each Standing Committee understands the composition and duties of their committee. *A standing committee is a committee whose work is ongoing throughout the year. PTA Decision Required Refer to the Texas PTA Resource Guides for information about job descriptions and duties. Insert: the committee title, composition committee duties chair duties VIII. Standing Committees The standing committees of this Local PTA shall be _ A. Hospitality 1. This committee shall be composed of a chair and at least two (2) members. 2. This committee shall be responsible for: a. Hosting at all meetings by creating a friendly welcoming atmosphere b. Providing Back to School and Teacher Appreciation events for the faculty and staff, which include: (1) Coordinating food item donations; (2) Securing volunteers to serve; and (3) Reserving school location for the events. c. Securing refreshments for PTA programs and Open Houses.