Universal Bylaws and Standing Rules. Heather Starks, Minnesota PTA President Denise Foy Minnesota PTA Bylaws Chair

Transcription

1 Universal Bylaws and Standing Rules Heather Starks, Minnesota PTA President Denise Foy Minnesota PTA Bylaws Chair

2 The History Behind Universal Bylaws Local PTA units in North Carolina and Washington have operated under Universal (or Uniform) Bylaws for a few years. Minnesota explored the idea in fall 2017 and decided to put the concept up for vote at the annual convention in spring In March 2018, the proposed Universal Bylaws were published for feedback. Amendments were accepted for discussion at convention. On May 19, 2018, at the Minnesota PTA Convention, members unanimously passed the Universal Bylaws with three amendments to the original document.

3 What are Bylaws? From the National PTA website: Bylaws govern an organization s operations and contain the basic rules relating principally to itself as an association. Think of them as the bones or skeleton of your organization. Without them, you can t stand up.

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5 Universal PTA Bylaws for Minnesota Units Where to find: Editable PDF on first two pages add your PTA s contact information then print and/or save electronically. Pages 3-14 (the bylaws themselves) cannot be edited. You DO NOT need to turn in to the MN PTA office!

6 Highlights Items in red were amended at convention. Items in green require wording in the standing rules. Article I Name just like it sounds J Article II Articles of Organization legal stuff Article III Purposes from National PTA Article IV Basic Policies from National PTA

7 Highlights Article V Relationship with State and National unit in good standing records charter withdrawal or disaffiliation procedures members, voting state and national dues (minimum of 20 members) Article VI Membership and Dues more detail than Article V on this issue local unit dues

8 Highlights Article VII Officers and their Election minimum president, secretary and treasurer - unit may add more positions in standing rules ballot vs. voice vote (when elections are held is detailed in standing rules) terms (this was also amended at convention) nominating committee vacancies Article VIII Duties of Officers job descriptions absences procedure for removing a board member

9 Highlights Article IX Executive Board who can be on the executive board duties meetings Article X Meetings minimum meetings, notice for change of date quorum procedure for removing a board member Article XI Committees details regarding committee structure & operations

10 Highlights Article XII Standing Rules creation/adoption copy sent to MN PTA office Article XIII Minnesota PTSA Convention make all reasonable efforts to be represented Article XIII (XIV) Council Organizations details regarding council structure & operations Article XIV (XV) Council Membership details local membership in a council

11 Highlights Article XV (XVI) Fiscal Year every unit is moving to a July 1 June 30 fiscal year in More details to come. Article XVI (XVII) Parlimentary Authority Roberts Rules of Order Article XVII (XVIII) Amendments Procedure for amending Universal Bylaws

12 Questions?

13 Bylaws Amendments If your PTA would like to propose any changes to the Universal Bylaws, here is the procedure: Submit amendments to by March 1, MN PTA Board of Directors reviews proposals at their next meeting. They do not APPROVE the amendments just make sure they are congruent with National PTA Bylaws. Proposed amendments are published 30 days prior to convention for review by membership.

14 What are Standing Rules? From Roberts Rules of Order: Standing Rules contain only such rules as may be adopted without previous notice by a majority vote at any business meeting. If Bylaws are your skeleton of the organization, the Standing Rules are the muscles. Without them, you cannot move.

15 Examples Bylaws say the organization shall meet at least one during the school year. Standing Rules may enhance by indicating when, where and how often the PTA will meet beyond the one required. Bylaws say the officers shall consist of at least: a president, a secretary and a treasurer. Standing Rules may enhance by adding a co-president, VP of membership or other roles.

16 Standing Rules are EASIER! Amendments Bylaws Standing Rules Vote Needed 2/3 vote Majority vote Advance Notice 30 days, written None Action Taken After 30 days Any meeting Standing Rules are more nimble and can change as your organization does. This document is meant to be a support to your PTA, not a hinderance.

17 Standing Rules Template Name of Unit EIN (from IRS) National PTA Number Council Affiliation (if applicable) State and National PTA Affiliations Statement

18 Standing Rules Template Standing Rules may not contradict the bylaws, but they can add to them. Example: Standing Rules may say you meet monthly. It CANNOT say you don t meet at all. Items with an asterisk (*) are required by bylaws, but the wording is not mandated. Items with two asterisks (**) are required by bylaws ONLY IF you have officers or officer responsibilities that are not included in the bylaws. You do not need to repeat information in the bylaws.

19 Standing Rules Template One Asterisk (required) items Annual Dues: what your unit charges for membership. Quorum: how many people need to be present at your meeting to conduct business (general and board). Meetings: when, possibly where, your general and executive board meetings will take place. Election of Officers: when officers will be elected, when they take office, and term length and limits. Standing Rules: review and change procedures.

20 Standing Rules Template Two Asterisk items (required only if applicable) Officers: if you have officers beyond president, secretary and treasurer. Officers responsibilities: defining roles not listed in bylaws.

21 Standing Rules Template Optional Sections Order of Business: general order of meeting content Standing Committees: groups that are consistent year to year Special Committees: groups that change by need Nominating Committee: more detail than that in the bylaws Convention Delegates: for Minnesota PTA Convention

22 Standing Rules Template Optional Sections, continued Financial Procedures: this is a good section to spend a lot of time on as it can save you many headaches down the road. who can sign checks, how many signers required reimbursement processes and timelines cash and deposits event procedures/cash boxes emergency contingencies Fundraisers, NSF procedures New Business Other Policies

23 Questions?

24 Standing Rules When complete and approved by a majority vote of your membership at a general meeting, a copy should be sent to the MN PTA office: mnpta@mnpta.org Standing Rules should be turned in no later than December 31, Standing Rules should be resubmitted EVERY TIME you make a change, so we can have the most updated version to support you, should there be questions.

25 Still have questions? Contact us! Denise Foy, Bylaws Chair Heather Starks, President

26 Additional Information National PTA has an e-learning course on Parliamentary Procedure you need an account to access. (651)