J.G. Whittier Education Campus PTA 6201 5th Street NW Washington, DC 20011 Phone 202.576.6156 BYLAWS OF WHITTIER EDUCATION CAMPUS PTA, A LOCAL UNIT OF THE DISTRICT OF COLUMBIA CONGRESS OF PARENTS AND TEACHERS -1-
TABLE OF CONTENTS INDEX ARTICLE PAGE ARTICLE I NAME 3 ARTICLE II PURPOSES 3 ARTICLE III BASIC POLICIES 3 ARTICLE IV RELATIONSHIP WITH NATIONAL PTA AND DCPTA 4 ARTICLE V MEMBERSHIP AND DUES 5 ARTICLE VI OFFICERS (ELECTIONS AND VACANCIES) 6 ARTICLE VII DUTIES OF OFFICERS 6 ARTICLE VIII NOMINATIONS COMMITTEE 8 ARTICLE IX ELECTIONS COMMITTEE 9 ARTICLE X BOARD OF DIRECTORS 10 ARTICLE XI COMMITTEES 11 ARTICLE XII GENERAL MEMBERSHIP MEETINGS 11 ARTICLE XIII DCPTA CONVENTION 12 ARTICLE XIV FISCAL YEAR 12 ARTICLE XV PARLIAMENTARY AUTHORITY 12 ARTICLE XVI AMENDMENTS 13-2-
ARTICLE I NAME The name of this organization is the J.G. Whittier Education Campus Parent Teacher Association (hereafter PTA or the PTA ), Washington, DC. It is a local PTA organized under the authority of District of Columbia Congress of Parents and Teachers, a branch of National Congress of Parents and Teachers (National PTA). ARTICLE II PURPOSES Section 1. The purposes of the PTA are which the corporation will hereafter pursue are: a. To promote the welfare of children and youth in home, school, places of worship, and throughout the community; b. To raise the standards of home life; c. To advocate for laws that further the education, physical and mental health, welfare, and safety of children and youth; d. To promote the collaboration and engagement of families and educators in the education of children and youth; e. To engage the public in united efforts to secure the physical, mental, emotional, spiritual, and social well-being of all children and youth; and f. To advocate for fiscal responsibility regarding public tax dollars in public education funding. Section 2. Awareness. The purposes of the National PTA are promoted through advocacy and education in collaboration with parents, families, teachers, educators, students, and the public; developed through conferences, committees, projects, and programs; and governed and qualified by the basic principles set forth in Article III. Section 3. Federal Status. National PTA is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (referred to as Internal Revenue Code ). ARTICLE III BASIC POLICIES The following are basic policies of J.G. Whittier Education Campus PTA in common with those of the National PTA and DCPTA: a. The PTA shall be noncommercial, nonsectarian, and nonpartisan. -3-
b. The PTA shall work to engage and empower children, families, and educators within schools and communities to provide quality education for all children and youth, and shall seek to participate in the decision-making process by influencing school policy and advocating for children s issues, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities. c. The PTA shall work to promote the health and welfare of children and youth, and shall seek to promote collaboration among families, schools, and the community at large. d. Commitment to inclusiveness and equity, knowledge of PTA, and professional expertise shall be guiding principles for service in the PTA. e. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code. ARTICLE IV RELATIONSHIP WITH NATIONAL PTA AND DCPTA Section 1. This local PTA shall be organized and chartered under the authority of the state PTA in the area in which this local PTA functions, in conformity with such rules and regulations, as the DCPTA may in its bylaws prescribe. The DCPTA shall issue to the Whittier Education Campus PTA an appropriate charter evidencing the due organization and good standing of the Whittier Education Campus PTA. A local PTA in good standing is one that: a. Adheres to the purposes and basic policies of the PTA; b. Remits the national portion of the dues through the state PTA to reach the national office by dates designated by National PTA; c. Has bylaws approved according to the procedures of its state; and d. Meets other criteria as may be prescribed by the individual state PTA. Section 2. The Whittier Education Campus PTA shall adopt such bylaws for the government of the organization as may be approved by the DCPTA. Such bylaws shall not be in conflict with National PTA Bylaws or the bylaws of DCPTA. Section 3. Bylaws of the Whittier Education Campus PTA shall include an article on amendments. -4-
Section 4. Bylaws of the Whittier Education Campus PTA shall include a provision establishing a quorum. Section 5. Each officer or board member of the Whittier Education Campus PTA shall be a member of the Whittier Education Campus PTA. Section 6. The bylaws of the Whittier Education Campus PTA shall prohibit voting by proxy. ARTICLE V MEMBERSHIP AND DUES Section 1. The annual membership dues for the PTA is $20 per family. Section 2. Every individual who is a member of the Whittier Education Campus PTA is, by virtue of that fact, a member of the National PTA and of the DCPTA by which the J.G. Whittier Education Campus PTA is chartered, and is entitled to all the benefits of such membership. Section 3. Each member of the J.G. Whittier Education Campus PTA shall pay annual dues to said organization. The amount of such annual dues shall include the portion payable to the DCPTA as approved by the DCPTA at its annual convention and the portion payable to National PTA as recommended by the board of directors and approved by a two-thirds (2/3) majority of the voting body at the National PTA Annual Convention. Section 4. The Whittier Education Campus PTA shall conduct an annual enrollment of members but may admit persons to membership at any time. Section 5. The annual per capita dues for active membership in the DCPTA and the National PTA shall be four dollars and twenty-five cents ($4.25) for every member of each Local Unit: two dollars and twenty-five cents ($2.25) per capita shall be sent to the National PTA and two dollars ($2.00) per capita shall be retained as the DCPTA dues. The treasurer shall send collected dues to the DCPTA by the 25th day of each month in which the dues were collected. Section 6. Membership in PTA shall be made available without regard to race, color, creed, or national origin. Membership in each the Whittier Education Campus PTA, shall be made available by the Whittier Education Campus PTA without regard to race, color, creed or national origin, under such rules and regulations, not in conflict with the provisions of the bylaws of the National PTA, as may be prescribed in the bylaws of the Whittier Education Campus PTA, to any individual who subscribes to the Purposes and Basic Policies of the National PTA. Section 7. The membership year for the J.G. Whittier Education Campus PTA organized under the authority of the DCPTA shall begin on July 1 and end on June 30-5-
of the following year. ARTICLE VI OFFICERS (ELECTIONS AND VACANCIES) Section 1. The officers of the Whittier Education Campus PTA shall be a president, a 1st and 2nd vice president, a secretary, an assistant secretary, and a treasurer. Section 2. Officers shall be elected in the month of May. Section 3. The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office that election may be held by voice vote. Section 4. The following provisions shall govern the eligibility of individuals to be officers of the Whittier Education Campus PTA: a. An elected officer of the PTA shall be a member of the PTA. b. No officer may be eligible to serve more than three consecutive terms in the same office. c. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office. Section 5. Officers shall assume their official duties following the close of the meeting in which they are elected and shall serve for a term of two year(s) or until their successors are elected. Installation shall be held during the close of the meeting at which time he or she would take office if elected. Section 6. A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the first vice president. If the first vice president is unable to serve or the office of first vice president is vacant, the second vice president shall serve as acting president for the remainder of the term. A vacancy in any office other than president shall be filled by the board of directors. Voting shall be by ballot if more than one candidate is presented. A 10 days notice of the election shall be given in writing to each member of the board of directors, and a majority vote shall elect. ARTICLE VII DUTIES OF OFFICERS Section 1. The president shall: a. Preside at all meetings of the Whittier Education Campus PTA, b. Serve as an ex officio member of all committees except the nominating committee, -6-
c. Coordinate the work of the officers and committees of the Whittier Education Campus PTA in order that the purposes may be promoted; and d. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the board of directors. Section 2. The vice president(s) shall: a. Act as aide(s) to the president; b. In their designated order (1st then 2nd), perform the duties of the president in the president s absence or inability to serve; and c. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the board of directors. Section 3. The Secretary shall: a. Record the minutes of all meetings of the Whittier Education Campus PTA; b. Be prepared to read the records of any previous meetings; c. File all records; d. Have a current copy of the bylaws; and e. Maintain a membership list; f. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, or the board of directors. Section 4. The Assistant Secretary shall: a. Assist the Secretary with the duties described in Article VII, Section 3 or perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, or the board of directors. Section 5. The Treasurer shall: a. Have custody of the funds of the Whittier Education Campus PTA including a debit card; b. Maintain a full account of the funds of the Whittier Education Campus PTA; c. Make disbursements as authorized by the president, executive board, or -7-
the Whittier Education Campus PTA in accordance with the budget adopted by the Whittier Education Campus PTA; d. Cause to be kept a full and accurate account of the receipts and disbursements in the books belonging to the Whittier Education Campus PTA; e. As requested, provide a written financial statements during PTA meetings; g. Present an annual report of the financial condition of the organization; h. Submit the books annually for an audit by an auditing committee selected by the board of directors at least one month before the meeting at which new officers assume duties. i. Report the findings of the annual audit to the board of directors; and j. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority or directed by the president, or the board of directors. ARTICLE VIII NOMINATIONS COMMITTEE Section 1. There shall be a committee to nominate officers, composed of three members who shall be elected by the PTA at a regular general membership meeting at least one month prior to the election of officers, as outlined in Article VI, Section 2. Section 2. Nominating Committee A nominating committee shall consist of three (3) members from the Whittier Education Campus PTA. a. The committee shall elect its chair. b. The nominating committee shall nominate an eligible person for each office to be filled and report its nominees at the regular general membership meeting in April, at which time additional nominations may be made from the floor. c. Only those individuals who are current members of the Whittier Education Campus PTA and who have signified their consent to serve if elected shall be nominated for such office. Section 3. Duties The nominating committee s responsibilities are as follows: -8-
a. It shall be the duty of this committee to nominate at least one candidate for each office to be filled at the Whittier Education Campus PTA general body meeting. It shall also be the duty of this committee to present nominations for candidates to fill vacancies occurring during its term. b. The committee shall seek recommendations for each office to be filled at the Whittier Education Campus PTA general body meeting from the board of directors and the Whittier Education Campus PTA membership. c. The committee shall provide outreach in the month of February of officers whose positions expire in that year for the purpose of soliciting nominations for appointments for officers. Section 4. A vacancy occurring in the nominating committee shall be filled by the board of directors. Section 5. The committee shall distribute a report on the nominations for the regular election to each member of the board of directors and Whittier Education Campus PTA members at least fourteen (14) days before the date of the election. The committee shall report to the general body meeting before the election, at which time additional nominations may be made from the floor, provided consent of the nominee has been obtained and all eligibility requirements set forth have been met. Individuals accepting a nomination to the ballot may not serve on the nominating committee. In the event of inability of a nominee to serve, the nominating committee shall proceed to fill the vacancy on the slate. Section 6. The names of all nominees that meet all eligibility requirements shall be printed on the official ballot. ARTICLE IX ELECTIONS COMMITTEE Section 1. There shall be a committee to elect officers composed of three members who shall be elected by the PTA at a regular general membership meeting at least one month prior to the election of officers, as outlined in Article VI, Section 2. a. The committee shall elect its chair. b. Only those individuals who are current members of the Whittier Education Campus PTA and who have signified their consent to serve if elected shall be nominated for, or elected to, such office. c. No member may serve concurrently on both the nominations and elections committees nor may be on the ballot for the election. Section 2. Duties -9-
It shall be the duty of this committee to prepare for and oversee elections. This includes a. preparing paper ballots b. ensuring only members of the PTA vote in the election Section 3. A vacancy occurring in the elections committee shall be filled by the board of directors. ARTICLE X BOARD OF DIRECTORS Section 1. The affairs of the PTA shall be managed by the board of directors in the intervals between local PTA general membership meetings. Section 2. Each board member shall be a member of the PTA. Section 3. The members of the board shall be: a. Elected officers. b. Standing committee chairs, special committee chairs, teacher representatives, and student representatives. Section 4. Duties of the board shall be to: a. Carry out such business as may be referred to it by the membership of the Organization; b. Create special committees and appoint standing committee chairs and members; c. Create a report at the regular general membership meetings of the PTA; d. Select an auditor or an auditing committee to audit the treasurer s accounts; e. Prepare and submit an annual budget to the PTA s general membership for adoption and; f. Approve payment of routine bills within the limits of the approved budget. Section 5. Meetings of the board may be called by the president or when requested by three members upon five days written notice to each member of the board. Section 6. At all meetings of the board, a majority of the members of the board shall -10-
constitute a quorum for the transaction of business. Section 7. Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the board, they shall automatically cease to be a member of the board and shall be relieved of all duties and responsibilities incidental to such membership. All records, books, and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days. ARTICLE XI COMMITTEES Section 1. The board of directors may create standing or special committees, as it may deem necessary to promote the purposes of PTA and carry on the work of the Whittier Education Campus PTA. Section 2. Only members of the PTA shall be eligible to serve in any elective or appointive positions. Section 3. The term of office of a committee chair shall be one year or until the selection of a successor. Section 4. The chair of the committee shall be nominated by the President and elected by the Board of Directors. Section 5. The chair of each committee shall present a plan of work to the Board of Directors for approval. No committee work shall be undertaken without the consent of the Board of Directors. ARTICLE XII GENERAL MEMBERSHIP MEETINGS Section 1. Regular meetings of the Whittier Education Campus PTA shall be held on 3 rd Thursday of each month, unless otherwise provided by the Whittier Education Campus PTA, or the board of directors. Three days notice shall be given to the membership of any change of date. Section 2. Special meetings of the Whittier Education Campus PTA may be called by the president or by a majority of the board of directors, two days notice having been given. Section 3. The annual meeting shall be held in May. Section 4. Seven members shall constitute a quorum for the transaction of business in any meeting of this local PTA. -11-
ARTICLE XIII DCPTA CONVENTION Section 1. A convention of the DCPTA shall be held annually in May, the time and place to be fixed by the Board of Directors. Notice of such Convention shall be sent to each member of the board of directors and to the president of each local Unit of the DCPTA at least sixty (60) days before the Convention. Section 2. The annual convention shall be the governing body for the Constituent Association. Section 3. The annual convention of the DCPTA shall be open to all members of the DCPTA in good standing, and upon payment of a registration fee set by the board of directors. The privilege of making motions, debating, and voting shall be limited to the voting body which shall consist of the members of the board of directors and duly accredited delegates from each local PTA and PTSA in good standing as shown on the books of the treasurer of DCPTA as of March 31 preceding the annual convention. A voting member shall have one vote. Section 4. Each local PTA/PTSA of the DCPTA in good standing as provided for in Article V of these bylaws shall be entitled to be represented at all annual conventions of the DCPTA by its president or alternate, and by one (1) delegate, or alternate, for every twenty (20) members, or major fraction thereof, of such local PTAs/PTSAs of the DCPTA. These delegates or alternates are to be elected or appointed by the local PTA/PTSA or its Board of Directors at least 30 days prior to the convention. Section 5. Thirty-five (35) delegates shall constitute a quorum. a. All representatives to the DCPTA convention must be members of this local PTA. b. Delegates and their alternates shall be chosen by the board of directors in June. ARTICLE XIV FISCAL YEAR The fiscal year of the J.G. Whittier Education Campus PTA shall begin on July 1 and end on the following June 30. ARTICLE XV PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert s Rules of Order, Newly Revised, shall govern the PTA in all cases in which they are applicable and in which they are not in conflict with National PTA Bylaws, the DCPTA Bylaws, special rules of order -12-