Understanding Your PTA Bylaws

Transcription

1 Understanding Your PTA Bylaws PTA Governing Documents & Policy S tructure v Code for Non- Profits v Bylaws PTA (fundamental governing rules) v Bylaws Local Unit (cannot conflict with s tate) v Leadership Resource Guide v Roberts Rules of Order, Newly Revised v Standing Rules/Policies & Procedures Purpose of Bylaws Benefit Y our Local Association With Structure Contain the framework that y ou must operate w ithin t o carry out t he business of your PTA in a w ay t hat is sound, correct and legal. Rules related t o t he administration of the association rather t han t o parliamentary procedure. Indicate all t he rules t hat are considered so important that t hey cannot be changed without previous notice and specified majority (such as t wo- t hirds vote) and cannot be suspended. Can be adopted or changed as t he need arises and according to policy. 1

2 Action Items for Local Unit Bylaws ü Obtain a copy of y our local unit s Bylaws and distribute to the entire Board ü Always have a copy handy at meetings (Secretary and/or Parliamentarian) ü PTA members must v ote on amendments to t he bylaws. The BOD cannot change t he bylaws. Once voted upon by t he membership, submit changes t o GA PTA via forms in LRG. They do not become official until approved. Most common Bylaws amendments from Local Units: Ø Membership dues Number and make- up of officers Election Month (encourage earlier than May ) Amending Your Bylaws BYLAWS&AMENDMENT&FORM& Purpose: Use this form to submit bylaws amendments to the state office for approval. Instructions: Make copies of this form as needed. Use a separate form for each amendment, except if amending the election month, nominating committee report month, officer election month. (All 3 months MUST be the same). Fill in the information requested below. Please print. Submit one original for each amendment. (The originals are filed at the state office and a new full set of bylaws will be returned to your local unit.) Mail to PTA, 114 Baker Street, NE, Atlanta, GA or fax to PTA office, Attention: Bylaws Chair at Date PTA Local Unit ID # District Council PTA Name (No abbreviations) Contact Person PTA Position Address City State Cell Phone Home Phone Zip Local Unit/Council general membership voted on and approved the following amendment. (Date) Article All amendments m ust be approved by the general membership. Section Line Page The general m embership must be given 30 days notice of the proposed bylaws amendments. The amended wording now reads: STATE&APPROVAL& President s Signature!APPROVED!BY! Secretary s Signature everychild. onevoice. Standard Bylaws Articles Article I Name Announces the full legal n ame of the association Article II Purposes States w hy t he association exists Article III Basic Policies Policies t hat govern t he association Article IV Relationship with National PTA and GA PTA 2

3 Article V Membership and Dues Explains who can be a member, how to join, cost/dues, and explains rights, duties and obligations of membership Article VI Officers and their Election Article VII Duties of Officers These two articles provide for officers, how they are elected, length of term and their duties Article VIII The PTA Audit Fiscal responsibility Article IX Removal From Office Article X Board of Directors Describes the composition and duties of the board, what power is given to the board, board meetings, action without meetings, and quorum Article XI Executive Committee Duties of the EC to meet between board meetings Article XII Standing Committees Establishes the power to establish committees Article XIII General Membership Meetings States the required number of meetings & quorum Article XIV Council Membership Article XV PTA Convention Article XVI Fiscal Year States fiscal year, IRS responsibility Article XVII Parliamentary Authority Article XVIII - Amendments 3

4 Understanding Quorum The quorum for y our unit is set by y our bylaws and is t he minimum number of members w ho must be present t o conduct business at a general membership meeting. When a quorum calls for a majority (most typically for the Executive Committee and Board of Directors), that means more t han half. For example, if the Executive Committee is comprised of 7 p ersons, a majority (more than 3 1/2) is 4. Likewise, if t he Board o f Directors is comprised of 1 2 p ersons, a majority is 7. Standing Rules Keep y our standing rules, or policies and procedures, as simple as possible. Refer t o t he duties and responsibilities of officers detailed in the Leadership Resource Guide as you develop y our own procedures. Adapt based on specific assignment of duties w ithin your unit, particularly if you have more than one v ice president. Identify t he office(s) and/or position(s) t hat are responsible for executing or monitoring each rule, policy or procedure listed in y our PTA s procedures. Sample Standing Rules ADMINISTRATIVE President develops year long calendar with input from EC & school Vice President(s) coordinates standing and special committees. Divide committees between V Ps if t here is more than one. Ex: 1st V P: Membership, Hospitality, Legislative; 2nd VP: Reflections, Fundraising, Teacher Appreciation FINANCIAL (procedures, etc) ORGANIZATIONAL 4

5 Questions? Sandra Perrino PTA Bylaws Chair