Standing Rules

Original Adoption: 07/15/2019

Amendment Date: 09/29/2019

This PTA is affiliated with National PTA and NCPTA and as such is governed by the Uniform PTA Bylaws and the NCPTA Bylaws. This PTA shall remain in good standing by following the NCPTA good standing requirements which can be found on the NCPTA website at www.ncpta.org.

Standing rules cannot be in conflict with the NCPTA Local Unit Uniform PTA Bylaws, PTA policies, IRS Regulations or nonprofit law.

CODE OF ETHICS AND CONDUCT:

• At the beginning of each term on the PTA Board of Directors, each member and chairs of special committees shall review and sign the PTA Code of Ethics and Conduct form and return it to the PTA secretary for file in the PTA permanent records prior to starting activities.

• Each member of the PTA Board of Directors and chairs of special committees shall adhere to the PTA Code of Ethics and Conduct.

OFFICERS: Please see Uniform PTA Bylaws Article 6 

• The only elected officers of this PTA are a president, one vice president, a secretary & treasurer.

• The position of president-elect is not allowed; PTAs cannot have co-officers, co- president, co-treasurer, treasurer-elect or assistant treasurer.

• To change the number of vice presidents requires an amendment and vote by the PTA board of directors following procedure to amend these standing rules.

DUTIES OF OFFICERS: Please see Uniform PTA Bylaws Article 6, Section 6.1- 6.6

President: Please see Uniform PTA Bylaws Article 6, Section 6.7

Additional Duties:

• Inform board of directors of PTA activities on an ongoing basis;

• Preside at monthly PTA board of director’s meetings and general membership meetings;

• Adhere to the PTA Code of Ethics and Conduct;

• Maintain a fair and impartial position at all times and encourage members to participate. When the presiding officer feels that it is important for him or her to speak on an issue or debate on any motion, he or she should vacate the chair before speaking. The presiding officer relinquishes the chair to another officer who would normally take his or her place if he or she is not there;

• Prepare PTA meeting agendas;

• Keep a current copy of the bylaws, standing rules and budget;

• Be familiar with Roberts Rules of Order;

• Be a signatory on checks and disbursement requests;

• Sign all contracts after board approval;

• Meet with school principal on a regular basis as needed;

• Approve all PTA correspondence, in conjunction with the principal prior to distribution to school, community or staff;

• Ensure board of director members adhere to the Code of Ethics and Conduct; be prepared to bring issues of concern to board members regarding inappropriate behavior; if not resolved, bring to board of directors;

• Participate in leadership development opportunities such as National PTA e-Learning courses, NCPTA leadership training sessions, and NCPTA Parent Education Conference.

Vice President: Please see Uniform PTA Bylaws Article 6, Section 6.8

Additional Duties:

• Inform the President and board of directors of PTA activities on an ongoing basis;

• Adhere to the PTA Code of Ethics and Conduct; attend monthly PTA board of director’s meetings and general membership meetings;

• Maintain a fair and impartial position at all times and encourage members to participate;

• Support all PTA board approved programs regardless of personal opinion;

• Keep a current copy of the bylaws, standing rules and budget;

• Work to fill open committee chair positions under VP scope;

• Fulfill any tasks left uncompleted by vacant committees under VP scope;

• Assist other officers in completing tasks and filling positions under their scope, if needed;

• Be familiar with/up to date on NCPTA activities for local PTA units; 

• Participate in leadership development opportunities such as National PTA e-Learning courses, NCPTA leadership training sessions, and NCPTA Parent Education Conference;

• Oversee the activities and work closely with the chairs of all PTA committees and subcommittees; 

• In the event of a vacancy in committee chair position, it is the VP’s responsibility to fulfill the duties.

Secretary: Please see Uniform PTA Bylaws Article 6, Section 6.9

Additional Duties:

• Inform the President and board of directors of PTA activities on an ongoing basis;

• Attend monthly PTA board of director’s meetings and general membership meetings;

• Adhere to the PTA Code of Ethics and Conduct;

• Maintain a fair and impartial position at all times and encourage members to participate;

• Support all PTA board approved programs regardless of personal opinion;

• Keep a current copy of the bylaws, standing rules and budget;

• Record board members and additional people in attendance at each meeting;

• Deliver all PTA correspondence to the president for approval by the president and principal prior to distribution to school, community or staff;

• Distribute minutes to the board of directors via email prior to the next board of directors meeting;

• Be a signatory on checks and disbursement requests;

• Assist other officers in completing tasks and filling positions, if needed;

• Be familiar and up to date on NCPTA activities for local PTA units;

• Participate in leadership development opportunities such as National PTA e-Learning courses, NCPTA leadership training sessions, and NCPTA Parent Education Conference.

Treasurer: Please see Uniform PTA Bylaws Article 6, Section 6.10

Additional Duties:

• Inform the President and board of directors of PTA activities on an ongoing basis;

• Adhere to the PTA Code of Ethics and Conduct;

• Attend monthly PTA board of director’s meetings and general membership meetings;

• Keep a current copy of the bylaws, standing rules and budget;

• Develop financial procedures for the PTA that shall be followed for the collection and deposit of PTA funds, as well as, for reimbursement of PTA funds (See Appendix);

• Discuss with the board the PTA insurance policy, ensure it is current and submit payment in a timely manner;

• Be a signatory on checks and disbursement requests;

• Assist other officers in completing tasks and filling positions, if needed;

• Be familiar and up to date on NCPTA activities for local PTA units;

• Participate in leadership development opportunities such as National PTA e-Learning courses, NCPTA leadership training sessions, and NCPTA Parent Education Conference.

BOARD OF DIRECTORS: Please see Uniform PTA Bylaws Article 7, Section 7.1 - 7.8

• The board of directors consists of the elected officers, chairs of standing committees elected by the board, school principal, one teacher elected by the board and up to three at-large members elected by the board.

Additional Duties of each member of the board of directors:

• Prior to starting PTA activities, each prospective member of the board of directors and special committee chairs must be a member of the SMS PTA;

• At the beginning of each term, each member shall review, sign, and adhere to the PTA Code of Ethics and Conduct form prior to starting PTA activities and return it to the PTA secretary for file in the PTA permanent records;

• Inform the President of all activities on an ongoing basis;

• Attend monthly PTA board of director’s meetings and general membership meetings;

• Prior to August 1 each year, the board shall designate a board member, an officer or a membership committee to prepare and keep current an official membership roster (Please see Uniform PTA Bylaws Section 5.3);

• Participate in leadership development opportunities such as National PTA e-Learning courses, NCPTA leadership training sessions, and NCPTA Parent Education Conference.

Meetings by the Board of Directors: Please see Uniform PTA Bylaws Article 7, Section 7.4

• Regular meetings should be determined at the first board of directors meeting of the new school year and published to the membership within the first quarter.

Meetings by Electronic Media: Please see Uniform PTA Bylaws Article 7, Section 7.6

• ALL board members shall have access to telephone or electronic conference system to allow all participating members to simultaneously hear and speak to each other during electronic media meetings, where necessary.

Proxy voting: Please see Uniform PTA Bylaws Article 7, Section 7.8

Sample Order of Business/Agenda:

• The order of business for meetings of this PTA can be, but is not limited to:

  • Call to Order

  • Roll Call

  • Minutes Approval

  • President's Report

  • Principal's Report

  • Treasurer's Report

  • Officer Reports

  • Standing Committee Reports

  • Special Committee Reports

  • New Business

  • Announcements

  • Adjournment

GENERAL MEMBERSHIP MEETINGS: Please see Uniform PTA Bylaws Article 9, Section 9.1 - 9.6

General membership includes all board of director’s members and all persons who have paid dues to this PTA for the current membership year.

• General membership meetings can be held in conjunction with a school event, grade level, arts or students’ performance, PTA family and community activity or event, or parent education program.

• This PTA’s first general membership meeting usually coincides with the First Open House event of the new school year. (There will be a general membership meeting during the last quarter of the school year at the rising 6th grade event, where possible.) This meeting will include the election of officers, approval of next year’s membership dues, approval of proposed budget amendments as needed and other PTA business, as needed. (Bylaws Section 9.3: The last general membership meeting must be held in April, May or June.)

PTA may have more general membership meetings, if desired.

MEMBERSHIP AND DUES: Please see Uniform PTA Bylaws Article 5, Section 5.1 - 5.3

• PTA’s must vote each year on the annual dues amount for the coming year at the last general membership meeting.

• See Articles 5, 9 and Section 9.3 in Uniform PTA Bylaws.

• Each year, the dues amount must be recorded in meeting minutes, entered in the PTA Year-End Report (Financial Review) online in NCPTA database and should be recorded in standing rules.

• Dues Formula: 

Member Annual Dues = Local PTA dues + NCPTA dues + National PTA dues. 

Household Dues (2 Members): $15.50 (local) + $1.75 (determined by NCPTA) + $2.25 (determined by NPTA) = $20 

Individual dues: $6.00 (local) + $1.75 (determined by NCPTA) + $2.25 (determined by NPTA) = $10

 Educator Dues: $1.00 (local) + $1.75 (determined by NCPTA) + $2.25 (determined by NPTA) = $5

FINANCE AND BUDGET: Please see Uniform PTA Bylaws Article 6, Section 6.10 Treasurer, Article 8, Section 8.2 Audit Committee, and Article 11, Section 11.1 - 11.8 Finance and Budget, and finally, Article 13 Fiscal Year: The fiscal year of this PTA begins on July 1 and ends on the following June 30.

• Monthly Financial Review: The audit committee will conduct a monthly review of this local PTA’s bank statements and supporting documents and shall sign an acknowledgment on the bank statements that the expenditures were consistent with the approved budget. 

Annual Budget: Please see Uniform PTA Bylaws Article 11, Section 11.4

Officers prepare a proposed annual budget which, following approval by the board, shall be considered and adopted at the first general membership meeting of the fiscal year. Amendments to the budget may be considered and adopted at a regular or special general membership meeting after approved by the Board of Directors.

Checks: Please see Uniform PTA Bylaws Article 11, Section 11.5

• All bills of this local PTA shall be paid by check.

• Checks must be signed by two of no more than four officers authorized by the board of directors to sign checks, except that none of these officers so authorized shall be related, and at least one of these authorized officers shall be the Treasurer.

• The signing of blank checks is prohibited.

• The board of directors can authorize the following year roles to sign checks:

  • Treasurer

  • President

  • VP

  • Secretary

  • Committee Chairperson

• Check signing roles begin on July 1 of each fiscal year of this PTA and end on the following June 30.

• Check signing roles do not roll over from year to year. 

• The outgoing Treasurer and 1 other board officer with check signing authority must remove all outgoing check signers prior to the last day of the current fiscal year.

Expenditures and fund availability: Please see Uniform PTA Bylaws Article 11, Section 11.6

All expenditures of this local PTA must be consistent with the approved budget and based on actual fund availability. 

All reimbursements for expenditures will be contingent upon actual fund availability.

Depositories: Please see Uniform PTA Bylaws Article 11, Section 11.7

• All depositories of local PTA funds, including checking, savings and investment accounts, must be approved by the board of directors.

• This PTA’s funds are in the following depository/financial institution/bank:

(Provide name and address of all depositories.)

ANYWHERE Bank, Address, City, State, Zip; Phone: 919-319-4834

Contracts and other financial agreements: Please see Uniform PTA Bylaws Article 11, Section 11.8.

• All contracts and other financial agreements require the prior approval of the board and must be signed by the President or Vice President acting on behalf of the President, appointed by a quorum and vote prior to absence.

Financial Procedures established by board of directors and treasurer: Check Request Procedures

• All requests for checks to reimburse an expense that has been paid on behalf of the PTA must be submitted on a digital or printed “Check Request Form.”

• A “Check Request Form” MUST be complete and include originals or scanned copies of originals of paid receipts from Company/Vendor.

• When possible, PTA purchases should be made separately from personal purchases.

• The “Check Request Form” MUST also include the PTA Budget line item this funding request is from AND have the appropriate approval signatures.

• Check can be paid from a purchase order; the receipt for payment must be obtained from the vendor when the check is delivered and given to the treasurer. The receipts can be scanned and sent digitally, handed in person (keep a copy for your personal records) or mailed to the treasurer.

NOTE:

• The treasurer will mail all checks unless otherwise notified. Check Requests will usually be completed and mailed within one week of receipt. For quicker turn-around time for emergency situations, please contact the treasurer.

• Money for cash boxes is obtained by submitting a completed ‘Cash Box Form’ indicating the event and date that the money is required. Please include any special instructions (number of tens, fives, etc.). Please arrange a pickup time with the treasurer.

• Upon receiving and counting the cash, the treasurer will request that a “Cash Box Form” be signed as documentation for the check request.  

Do NOT leave PTA funds at school.

Deposit Procedures

• Make sure all checks include the following information:

1. Must be payable to SMS PTA

2. Signed

3. Dated (post-dated checks are not allowed)

4. Correct Amount

5. Notation of purpose in the Memo Line

• Please add and account for each check using a tape calculator or excel sheet with the total at the bottom. Do this twice to ensure accuracy. Submit both tapes along with the “Deposit Form.”

• Organize cash in 20’s, 10’s, 5’s, and 1’s categories. Organize coins in quarters, dimes, nickels, and pennies, using paper rolls when full amounts are present.

• Contact the treasurer to arrange a time to drop off the deposit.

Do NOT leave deposits at school or in the PTA mailbox.

Please provide the treasurer with the following documents:

• One signed and dated deposit form

• Two tapes

• Cash and Checks

• Sales Tax Information

As a non-profit 501(c)(3) organization, the PTA is not exempt from paying North Carolina sales tax on items purchased for use. However, the PTA is eligible for reimbursement of these state and county taxes on a semi- annual basis. The only exception to this rule is for purchases of items for resale during fundraisers. In these instances, please contact the treasurer for a certificate of Exemption to submit to vendor. In addition, PTA’s are not required to collect sales tax on these items sold through a fundraiser.

Please note: Only payments made on a PTA check are eligible for sales tax reimbursement, THEREFORE, please make every effort to use a PTA check when making large dollar amount purchases.

COMMITTEES: Please see Uniform PTA Bylaws Article 8, Section 8.1 - 8.5

SMS PTA shall have 2 types of committees: standing committees and special committees.

• Standing committees carry on the work of the PTA on an ongoing, month-to-month basis.

• Special committees have work on a short-term basis, for 1-3 months, 1 or 2 events, or as needed and terminate once a project is completed.

• This decision is intentionally left for individual PTA’s to indicate which committees are standing committees and special committees to offer PTA’s flexibility in determining the best way for it to carry out the PTA mission with the exception of 3 standing committees: audit, nominating and advocacy.

STANDING COMMITTEES: Please see Uniform PTA Bylaws Article 8, Section 8.1

• Standing committee chairs are members of the board of directors, attend monthly meetings, vote, and are counted in the quorum for board of director’s meetings.

• The committee has a chair and may have sub-committees.

• Chair presents plan of work to the board of directors for approval prior to starting committee activities. (Please see Appendix.)

• Chairs review all PTA correspondence for accuracy prior to distribution to school, community or staff.

• The board shall have the following committees (See Uniform PTA Bylaws Section 8.1a):

  • Audit Committee – elected by board of directors by July 1

  • Nominating Committee – elected by board of directors by November 1

  • Advocacy Committee - elected by board of directors by November 1

The board may establish additional standing committees at any time as needed. When determining if a committee should be a standing committee, the board should take into consideration work involved on an ongoing, month-to-month basis, collection of funds involved and confidentiality of information used in the work of the committee.

Advocacy Committee: Please see Uniform PTA Bylaws Article 8, Section 8.4.  The advocacy committee shall: 

• Develop and organize meetings, activities, and programs to further the goals and purposes of the local PTA.

• Improve communications and relationships between school staff and families;

• Educate families and caregivers on important issues related to the health and educational success of their children and helping to make each child’s potential a reality.

• The advocacy committee may have one or more members and is elected by the board of directors by November 1

Audit Committee: Please see Uniform PTA Bylaws Article 8, Section 8.2

• The audit committee is elected by July 1 by the board.

• The audit committee is responsible for monthly bank statement and budget review, and audits and financial reviews at the end of the fiscal year.

Nominating Committee: Please see Uniform PTA Bylaws Article 8, Section 8.3

• The nominating committee is elected by the board of directors by November 1.

• The nominating committee nominates only one person for each office (President, one VP, one Treasurer and one Secretary.  The nominating committee does not nominate committee chairs/members.

SPECIAL COMMITTEES: Please see Uniform PTA Bylaws Article 8, Section 8.5

Special committee chairs are not members of the board of directors; chairs only attend board of director meetings when their committee’s work is in progress; chairs do not vote and are not counted in the quorum for board of director’s meetings.

• A special committee is a committee that is created to perform a special project and terminates upon project completion;

• Special committees may have one or two projects, programs, activities or events during a specific time period for the fiscal year;

• Special committees are great committees for people to serve on who want to volunteer for the PTA but cannot commit on an ongoing basis.

• The board of directors may create special committees and shall specify the duration and duties of such committees.

• The president shall appoint the chairs and members of special committees with the approval of the board.

• The committee chair presents a plan of work to the board of directors for approval prior to starting committee activities. (Please see Appendix.)

• The committee chair delivers all PTA correspondence to the president for approval by the president and principal prior to distribution to school, community or staff.

Communications Committee & Chair: 

Communications to school families are delivered in a variety of ways including our new PTA Spartan Life Blog, Social Media, and Weekly E-Newsletter. Communication tools are utilized to encourage and increase parent, teacher, student and community involvement and to keep these vested partners abreast of programs, activities and events.

Communications Sub-Committees, Chairs & Coordinators:  All PTA communications to school families, staff and the community must be reviewed and approved by Communications/PR Chair, Editors and SMS PTA VP for accuracy prior to distribution.

Communications & Public Relations Chair: 

• Coordinates efforts of sub-committees and assists subcommittees as needed; keeps board apprised of activities.

• Creates relevant, up to date content and ensures effective, timely, and appropriate communication within our PTA, Salem Middle School, and the community, including but not limited to overseeing Communications/PR committee chair and volunteer duties and tasks. 

• Promotes and maintains SMS and SMS PTA brand identity.

Spartan Newsletter Author: 

• Works closely with BOD and School staff to maintain the SMS PTA Blog Forum; 

• Posts information in a timely manner and updates content on a regular basis; 

• Prepares and publishes weekly SMS PTA Newsletter content and ensures deadlines are met;

• Verifies the accuracy of calendar events, content submissions, citations, and maintain digital archives.

Spartan Newsletter Editor:

• Reviews and edits grammatical errors for SMS PTA weekly Newsletter; 

• Verifies the accuracy of calendar events, content submissions, and citations.

Social Media Community Coordinator: 

• Works closely with BOD and School staff to maintain the SMS PTA Facebook and Instagram accounts; 

• Posts information in a timely manner, and updates content on a regular basis. 

Website Update Coordinator: 

• Works closely with BOD and School staff to maintain the SMS PTA website; 

• Posts information in a timely manner, and updates content on a regular basis.

Member Directory Coordinator: 

The SMS PTA can choose to publish an annual SMS Student & Staff Directory for students, parents and staff members at the beginning of each school year. The Member Directory is a handy reference of students’ names, addresses & phone numbers, and contains additional but not limited to important information including school phone numbers, a staff directory with e-mail addresses, PTA information such as President’s letter and Board roster, school calendar, SAT and ACT dates, Business Alliance, Spartan Athletic, Band and Other  information, bell schedule, bus routes, school map, school clubs and fall athletic schedule that teachers, parents and students find extremely useful. 

Volunteer Coordinator: 

• Works closely with committee chairs to develop initiatives and guide a volunteer campaign that is positive, enthusiastic and allows for recruiting parents, teachers, students and the community to volunteer at events, programs and activities;

• Communicates with school leaders, [Principal, Teachers, etc.] and PTA BOD to determine volunteer needs; 

• Serves as a liaison between the school, other PTA chairs, volunteers, Board Members, and the community to promote ways to get involved and how to help. 

• Tracks new and existing volunteer survey submissions for areas of interest and places volunteers in areas needed; 

• Balances ongoing recruiting efforts throughout the school year with event participation to encourage new and returning volunteers for PTA activities; 

• Reminds volunteers to register annually as a volunteer with WCPSS.

Fundraising Committee & Chair:

• Coordinates and oversees several projects and special events to raise funds to help carry out Our SMS PTA Mission: To enhance learning opportunities at our school.

Fundraising Sub-committees, Chairs & Coordinators: 

The Spartan Shop offers a variety of SMS spirit wear items which may include, but are not limited to: t-shirts, sweatshirts, magnets, etc. for sale online, during lunch and at special events.

Spirit Wear Shop Manager/Fundraising Co-Chair:  

• Chair coordinates efforts of sub-committees and assists sub-committees as needed, and collects funds from the school store in a timely manner following financial procedures and delivers to treasurer;

• Collaborates with the Communications Chair to help maintain SMS/SMS PTA brand guidelines with all spirit wear and promotional items;

• Works alongside the SMS Treasurer to set budgets, maintain pars for orders, perform re-orders, and make price adjustments;

• Works with the SMS school bookkeeper, Fundraising Chair, Spirit Wear Coordinators, and Vendors to ensure the SMS Spirit Wear On-Premise and Online Shops are up to date.

Spirit Wear Coordinator: 

• Works with the Fundraising Chair/Co-Chair, Spirit Wear Shop Manager, and Volunteers to perform monthly (and post-event) item inventories, receive/check-in and organize incoming orders; 

• Participates in SMS PTA and SMS events to assist other committee chairs and volunteers with selling and promoting spirit wear items.

Spirit Night Coordinator: 

SPARTAN NIGHT is a safe, alcohol-free & drug-free event for students usually held in the evening on a weekday. 

• Collaborates with the Fundraising Chair/Co-Chairs to help organize and facilitate fundraising events with businesses within our community;

• Announces event to students via morning announcements, social media, posters at school; 

• Announces to parents/guardians via Spartan News Forum, social media and website.

Special Event Coordinator: 

• Collaborates with the Fundraising Chair/Co-Chairs to help organize and facilitate special events for SMS PTA; 

• Serves as liaison between the Communications Chair, school, other PTA members, and the community to promote special events.

Book Fair/Basket Auction Coordinator: 

• Plans, organizes, and facilitates the annual SMS Book Fair and Basket Auction; 

• Works within and across committees to promote and communicate the timelines and any other fundraising related aspects that run tandem with these events.

Color Battle Coordinator: 

• Collaborates with Fundraising Chair/Co-Chairs, Vendors, Volunteers, Teachers, and Students to plan and facilitate this fun and segmented fundraising event for our school.

New Member Coordinator: 

• Welcomes new PTA members to SMS and guides them to their appropriate path of interest, and provides an in-depth orientation of our programs, services and all other areas of our SMS PTA.

• Maintains official membership roster, including working closely with the Communications/PR Chair, School PTA Reps, and Board of Directors to keep NCPTA membership database accurate and up to date;

• The membership roster and database are confidential documents that can only be used for membership and PTA activities deemed appropriate by the board of directors and indicated to members on the membership form.  The membership roster cannot be used for any other purpose as this would violate PTA policies, Code of Ethics and Conduct and subject PTA to increased liability

Programs Committee & Chair: In collaboration with Salem Middle School leaders [Principal, Teachers, and Counselors] this committee: 

• Coordinates special programs, workshops, and events that align with WCPSS curriculum and guidelines to enrich and strengthen the lives of our SMS students and community members; 

• Oversees and coordinates several Program Committees including Cultural Arts, Reflections, Track Out Hunger, and Wellness. 

Program Sub-committees, Chairs & Coordinators:

Reflections Coordinator: The primary responsibilities of volunteers for this program include an in-depth understanding of program/contest rules, regulations, deadlines for entry, fundraising, small event planning, purchasing, announcements, and newsletter content creation (Reflections portion).  

Cultural Arts Coordinator: Organizes CA events, schedule artists of various types (dancers, singers, storytellers, acting, art) for the school.

Tracking Out Hunger/Donation Coordinator: Organizes special programs and food drive collections to assist SMS families in need.

Wellness Program Advocate: Researches, coordinates, and implements wellness programs to promote healthy eating, physical activity, social, and emotional wellbeing.

Awards & Academic Recognition Coordinator: Communicates with SMS leaders [Principal and Teachers], and volunteer coordinator to award all exemplary student, volunteer, and educator achievements. Works within budget to purchase honor cord gifts and other awards. 

Academic Recognition criteria at Salem Middle School: 

Unweighted 3.5 GPA and above.

• Criteria must follow Board of Education Policy;

• Reviews past academic recognition events, recognition letters & pins, criteria and discuss new strategies for implementation;

• Presents a report to Program Chair to present at Board Meeting for review and discussion;

• Plans academic recognition event annually, held in the fall of the next school year. The event will be in recognition for students who qualified from the previous school year.

Grant Writer/Coordinator: Works with PC and others to guide the implementation of the SMS, Student Assistance, Student Groups and Teacher Grants; communicates availability of grants to groups.

• Student Assistance: Works closely with any relevant Chairs of other committees, Board members, staff, school counselors and educators to develop grant opportunities for students in need; reviews submissions with president, VP, secretary and treasurer;

• Student Groups: Work closely with the committee chair, student club representative/advisors and students to develop grant application; distributes application(s) to student councils, club advisers and clubs; reviews submissions with committee chair(s), president, VP, secretary and treasurer;

• Teacher: Works closely with committee chair and PTA Teacher Representatives to develop grant application to distribute application(s) to the principal and assistant principals; reviews submissions with Teacher Representatives, president, VP, secretary and treasurer

Services Committee: Hospitality, Grounds, Copy Services, and Lost & Found

Services Sub-Committee Chair and Coordinators: 

• Provides copy services (paper and printing supplies) for the SMS Staff and Teachers.

Hospitality/Staff Appreciation Coordinator: Organizes several hospitality programs at SMS. Chair works closely with the Services Chair to plan and coordinate staff appreciation events throughout the school year that may include, but is not limited to: Back-to- School luncheon, winter break treats, Meet-the-Teacher events, Appreciation Week activities, etc.

Lost & Found Coordinator: Gathers, sorts and posts images of items found around the school to the SMS PTA website Spartan Newsfeed; organizes items not claimed for donation drop-off/pickup. 

Copy Room Coordinator: Reviews and tracks copy requests from SMS teachers and staff; organizes copy room schedule and works alongside other CR volunteers to ensure turn around efficiency; performs copy room services [includes copying, sorting and delivery to classrooms] as needed.

PTA Mission, Value, Vision, and Tenets

PTA Mission

To make every child’s potential a reality by engaging and empowering families and communities to advocate for all children.

PTA Vision

A Salem Middle School that is a model for competency at building students' character and academic success, inspiring respect, appreciation and strong support from parents and the community.

PTA Values

• Collaboration: We will work in partnership with a wide array of individuals and organizations to broaden and enhance our ability to serve and advocate for all children and families.

• Commitment: We are dedicated to children’s educational success, health, and well-being through strong family and community engagement, while remaining accountable to the principles upon which our association was founded.

• Diversity: We acknowledge the potential of everyone without regard, including but not limited to age, culture, economic status, educational background, ethnicity, gender, geographic location, legal status, marital status, mental ability, national origin, organizational position, parental status, physical ability, political philosophy, race, religion, sexual orientation, and work experience.

• Respect: We value the individual contributions of members, employees, volunteers, and partners as we work collaboratively to achieve our association’s goals.

• Honesty: In addition to respect for one another, we believe in honesty in our words and actions.  We do not seek to disrupt the organization or the lives of others with false communications, false accusations and defaming language of any sort regarding an individual’s person or professional involvement in this organization.

• Accountability: All members, employees, volunteers, and partners have a shared responsibility to align their efforts toward the achievement of our association’s strategic initiatives.

PTA Tenets

• Honesty

• Transparency

• Inclusion

• Appreciation

• Sustainability/Transferability

• Anti-Drama

• Apolitical

• Student Leadership Development/Involvement

PTA Code of Ethics & Conduct

also found on this page

A code of ethics is a set of guiding principles that act as a benchmark for professional behavior. It is a promise to adhere to the values we all share as PTA members.

As a PTA volunteer, I am subject to a code of ethics similar to that which binds the professional workplace. The personal conduct of the members of the PTA Board of Directors directly affects the image of the PTA.

PTA board members will inspire others to recognize their own worth and potential by:

• Recognizing that the chief function of the PTA is to serve the best interests of children and youth;

• Conducting all organizational and operational duties with professional competence, fairness, impartiality, honesty, efficiency, and effectiveness while demonstrating the highest standards of personal integrity;

• Understanding and upholding the Mission, Purposes, Basic Policies of National PTA and NCPTA;

• Understanding and upholding the Bylaws and Standing Rules of this PTA;

• Recognizing that the president is the official spokesperson of the PTA;

• Acknowledging that the dignity of each individual is a right that needs to be recognized and protected by contributing to a board environment that is fair and democratic;

• Respecting all members of the board, and refraining from comments, public and private, that defame the work or character of any board member;

• Respecting the PTA refraining from making statements that will undermine the public confidence in the organization or damage its reputation;

• Empowering others to lead and lead by example;

• Fostering support for continuous learning through supportive partnerships;

• Maintaining professional relationships that are free from vindictiveness and intimidation

• Providing a culture of high expectations for all;

• Refraining from using one’s position for the personal financial gain of self, family, or personal friends.

PTA board members will value all members and partners by displaying respect, fairness, honesty, integrity and support by:

• Ensuring all board members and individuals receive direction and support;

• Respecting the confidentiality of all information, both oral statements and written materials; 

• Keeping confidential matters confidential. Materials and statements designed to be shared with the membership are not considered confidential. 

• Exercising discretion, sensitivity and sound judgment in discussing PTA matters, protecting all privileged or confidential information;

• Respecting and supporting decisions adopted by the Board and made within the parameters of the Bylaws and Robert’s Rules of Order. Disagreements with those decisions need to be brought before the PTA Board. Decisions deserve the respect and confidentiality of each member of the Board;

• Valuing others’ contributions and avoiding preferential treatment;

• Promoting collegiality and recognizing individual achievements;

• Working cohesively to gather and balance the input of all members regarding decisions affecting PTA;

• Recognizing the diversity within the school community and value differences and similarities in people through actions and accountability. These differences and similarities include age, ethnicity, language, and culture, economic status, educational background, gender, geographic location, marital status, mental ability, national origin, organizational position and tenure, parental status, physical ability, political philosophy, race, religion, sexual orientation and work experience (From National PTA Diversity and Inclusion Policy);

• Being knowledgeable about the diverse populations within the school system;

• Respecting, valuing and embracing the culture of the diverse school communities;

• Nurturing an atmosphere of trust and openness;

• Recognizing and valuing the strengths and abilities of all board members and encouraging and supporting their growth and leadership;

• Supporting and serving on committees to achieve the PTA mission.

PTA will respond in a timely manner to the needs of board members, individual members and school administration.

• Respond to phone/email messages promptly;

• Notify board members, members and school administration of upcoming events in a timely manner;

• Meet deadlines for information.

PTA will make meaningful changes to improve services and create new value for stakeholders.

• Inspire a shared vision;

• Encourage and facilitate teamwork and collaboration;

• Nurture, protect, and model effective practices;

• Initiate change when areas for improvement are identified by the board;

• Evaluate the impact of change

PTA will recognize their responsibility to the individual members, board members, school administration and students.

• Apply and enforce all rules and regulations impartially and consistently;

• Serve as positive role models;

• Demonstrate high standards of personal character;

• Find opportunities for personal service and encourage others to serve the community through volunteerism and financial support of projects;

• Make decisions that are not influenced by race, gender or appearance;

• Make decisions that are not based on personal gain.

PTA will understand how it contributes to the success of units and WCPSS and will work to align its strategies to support and enhance the work of all.

• Support the PTA mission in both words and actions; 

• Work in cooperation with other board members to achieve goals;

• Share best practices with others;

• Refrain from language that does not support PTA;

• Work to solve problems without assigning blame to others.

By signing (via electronic form), the PTA Board of Director member accepts these guidelines and agrees to abide by the Code of Ethics, and all other standing rules and contents of this document.