Proposed Amendments to Massachusetts PTA Bylaws Proposed changes are underlined. Proposed omissions are printed with strikethrough lines Article V: Members and Dues A unit delinquent in payment of dues for two years may apply for reinstatement under their current charter by submitting the following: current membership list with membership dues, updated bylaws, and a $150.00 Reinstatement Fee at the discretion of the executive committee. Delete Section 4 Article V: Removing and adding to Massachusetts PTA policies and procedures. Article IV gives the Massachusetts PTA board of directors the right to set criteria for becoming or staying a PTA. Members and Dues The Massachusetts PTA may, under such rules and regulations as may be prescribed by the board of directors, confer a Life Achievement Award upon persons who have distinguished themselves in service to children and youth. Any local PTA or council or Massachusetts PTA board of directors upon its own initiative may recommend a person for a Massachusetts PTA Life Achievement Award. The sponsor shall make a contribution of fifty dollars ($50.00) (exclusive of pin) to Massachusetts PTA in recognition of the selection of the nominee as an award recipient. Remove: The sponsor shall make a contribution of fifty dollars ($50.00) (exclusive of pin) to Massachusetts PTA in recognition of the selection of the nominee as an award recipient. Article VI: The Massachusetts PTA may, under such rules and regulations as may be prescribed by the board of directors, confer a Life Achievement Award upon persons who have distinguished themselves in service to children and youth. Any local PTA or council or Massachusetts PTA board of directors upon its own initiative may recommend a person for a Massachusetts PTA Life Achievement Award. Remove and adding to Massachusetts PTA policies and procedures gives the Massachusetts PTA board of directors flexibility to change. Officers Now reads (title): Article VI Officers Article VI: Officers and their Election Add: and their Election Changing title of article clarifies that elections are included in Article VI Page 1
Article VI: Officers and Their Election Section 1. a. The officers of Massachusetts PTA shall be a president, president-elect, vice president of leadership, secretary, and treasurer elected at Massachusetts PTA Annual Convention, for a term of two years and to serve until their successors are elected. Remove: and to serve; add or Section 1. a. The officers of Massachusetts PTA shall be a president, president-elect, vice president of leadership, secretary, and treasurer elected at Massachusetts PTA Annual Convention, for a term of two years or until their successors are elected. Clarification to confirm with Robert s Rules of Order Newly Revised Article VI: Officers and Their Election The board of directors shall elect a nominating committee of at least three but no more than five members from its own body at the first regular meeting of the board of directors following the Massachusetts Annual Convention. This committee shall nominate one candidate for each office to be filled at the next convention. Diversity, PTA knowledge and professional expertise shall be guiding principles when making nominations and appointments. The committee shall send the report of the nominations to the state PTA office to be forwarded to each member of the board of directors, and to each council and local PTA president, at least thirty (30) days before Massachusetts PTA Annual Convention. The committee shall report to the convention at the first general session, at which time additional nominations may be made from the floor provided the consent of the nominee has been secured in writing. Remove Massachusetts Annual Convention; add newly elected; add officer elections. The board of directors shall elect a nominating committee of at least three but no more than five members from its own body at the first regular meeting of the newly elected board of directors following officer elections. This committee shall nominate one candidate for each office to be filled at the next convention. Diversity, PTA knowledge and professional expertise shall be guiding principles when making nominations and appointments. The committee shall send the report of the nominations to the state PTA office to be forwarded to each member of the board of directors, and to each council and local PTA president, at least thirty (30) days before Massachusetts PTA Annual Convention. The committee shall report to the convention at the first general session, at which time additional nominations may be made from the floor provided the consent of the nominee has been secured in writing. To clarify when nominating committee is elected Page 2
Article VI: Officers and Their Election When there is but one candidate for an office, the ballot for that office may be dispensed with and election held by voice vote. A majority vote shall be required for election. The newly elected officers shall assume their duties July 1 following the National PTA Convention. The time from the convention to July 1 st will give outgoing officers time to get their materials together to pass along to their successors Remove: following the National PTA Convention Will now reads: When there is but one candidate for an office, the ballot for that office may be dispensed with and election held by voice vote. A majority vote shall be required for election. The newly elected officers shall assume their duties July 1. The time from the convention to July 1 st will give outgoing officers time to get their materials together to pass along to their successors. To clarify that the assumption of duties for newly elected officers is not contingent on National PTA convention. Section 1. The officers shall b. Deliver to their successors in office all books, records, equipment and documents held in their possession by virtue of the office no later than 30 days following their election. Remove in office; remove no later than 30 days following their election; add within one week of July 1st. b. Deliver to their successors all books, records, equipment and documents held in their possession by virtue of the office within one week of July 1st. The current board is legally responsible for documents until the newly elected officers take office on July 1st The president shall: e. Appoint all special committees and assign their duties Add: after consulting with president-elect and vice president for leadership within one week of taking office e. Appoint all special committees and assign their duties after consulting with president-elect and vice president for leadership To keep consist with the way standing committees are appointed. Page 3
The president shall: g. Submit an annual report to National PTA and to Massachusetts PTA Annual Convention. Remove an annual report; remove and to Massachusetts PTA Annual Convention add Standards of Affiliation. g. Submit Standards of Affiliation to National PTA Add new letter h. h. Submit an annual report to Massachusetts PTA Annual Convention. National PTA no longer requires an annual report to be submitted. Standards of Affiliation specifies what documents are required to be sent to National PTA. Add new section h. added because a report is given to Massachusetts PTA Annual Convention Section 3. The president-elect shall: Add: committee b. Chair the annual convention b. Chair the annual convention committee Clarify - The president is the chair of the annual convention; the president elect is the chair of the convention committee Section 3. The president-elect shall: Add new letter c. c. Serve as an advisor to the Youth Committee. To assist the Youth Committee. The vice president for leadership shall: Page 4
b. Communicate with extension liaison and report activities to board of directors if extension liaison is unable to attend. Remove: Communicate with extension liaison and report activities to board of directors if extension liaison is unable to attend; add: assist with the membership chair, in the preparation of the annual Membership/Extension plan for submission to National PTA b. Assist the membership chair, in the preparation of the annual Membership/Extension plan for submission to National PTA. Extension liaison position is now the membership chair and to clarify the relationship of the Vice President of Leadership and the Membership Chair. The secretary shall: Add new letter d. d. File change of officer form and annual report with the Secretary of the Commonwealth of Massachusetts Corporations Division To ensure that the Massachusetts PTA has submitted the required filings Section 6. The treasurer shall: c Keep Massachusetts PTA financial records and the financial reports accurate and current for the audit and/or review. A CPA approved by the executive committee will conduct the audit and/or review of such records and reports prior to Massachusetts PTA Annual Convention for presentation at such convention. Remove approved; add recommended; add and approved by the board of directors; add The CPA should also prepare the Form 990 or Form 990-EZ or Form 990-N for submission to the IRS annually. c Keep Massachusetts PTA financial records and the financial reports accurate and current for the audit and/or review. A CPA recommended by the executive committee and approved by the board of directors will conduct the annual audit and/or review of such records and reports prior to Massachusetts PTA Annual Convention for presentation at such convention. The CPA should also prepare the Form 990 or Form 990-EZ or Form 990-N for submission with the knowledge of the treasurer to the IRS annually To ensure that the Massachusetts PTA has submitted the required filings Page 5
Section 6. The treasurer shall: Remove: treasurer e. Remit monthly to National PTA treasurer all monies due National PTA and the number of members in each local PTA. The treasurer and all other persons authorized to handle funds and securities of the association shall be bonded in an amount determined by the board of directors. e. Remit monthly to National PTA all monies due National PTA and the number of members in each local PTA. The treasurer and all other persons authorized to handle funds and securities of the association shall be bonded in an amount determined by the board of directors. Dues Remittance does not go to the National PTA treasurer. Article VIII Board of Directors Section 1 The board of directors of the Massachusetts PTA shall be president, president-elect, vice president of leadership, secretary, treasurer, immediate past president, extension/membership chair, regional liaisons, student members (not to exceed 2), bylaws/policies and procedures chair, reflections chair or co-chairs, state advocacy chair, federal legislation chair, program chair, diversity/inclusion chair, special education chair, health and welfare chair and communications chair. Remove welfare; add wellness Section 1 The board of directors of the Massachusetts PTA shall be president, president-elect, vice president of leadership, secretary, treasurer, immediate past president, extension/membership chair, regional liaisons, student members (not to exceed 2), bylaws/policies and procedures chair, reflections chair or co-chairs, state advocacy chair, federal legislation chair, program chair, diversity/inclusion chair, special education chair, health and wellness chair and communications chair. For clarity Article VIII Board of Directors Section 2 There shall be at least five regular meetings of the board of directors each calendar year, for the purpose of managing the affairs of Massachusetts PTA. There shall be a 30 day notice given to all board members either by mail or email. Add of such meetings Page 6
Section 2 There shall be at least five regular meetings of the board of directors each calendar year, for the purpose of managing the affairs of Massachusetts PTA. There shall be a 30 day notice of such meetings given to all board members either by mail or email. For clarity Article VIII Board of Directors Section 5 The board of directors shall consider the budget, submitted by the budget committee prior to July 1. Remove consider and add approve Section 5 The board of directors shall approve the budget, submitted by the budget committee prior to July 1. The board of directors approves the budget it does not consider Article IX Executive Committee The executive committee shall: Add new letter c. Renumber rest of section c. Hold at least three meetings a year either in person or telephone conference or through other electronic communications media so long as all the members can simultaneously hear each other and participate during the meeting. to ensure that the executive board schedules meetings to fulfill their duties Article X Standing Committees Standing committees of Massachusetts PTA shall be, but not limited to: nominating, state advocacy, bylaws/policies and procedures, reflections, budget, extension/membership and diversity/inclusion. Remove: and; add: and health and wellness Standing committees of Massachusetts PTA shall be, but not limited to: nominating, state advocacy, bylaws/policies and procedures, reflections, budget, extension/membership, diversity/inclusion, and health and wellness. health and wellness was previously omitted in error Page 7
Article XII State Convention The voting power of the convention shall be vested in the members of the board of directors, the presidents of PTA councils or their alternates, chosen by their councils, the president and one vice president of each local PTA or their alternates, and one delegate for every twenty-five (25) members or a major fraction thereof, as shown on the books of the state PTA treasurer on December 31 preceding Massachusetts PTA Annual Convention Remove voting power; add delegates. The delegates of the convention shall be vested in the members of the board of directors, the presidents of PTA councils or their alternates, chosen by their councils, the president and one vice president of each local PTA or their alternates, and one delegate for every twenty-five (25) members or a major fraction thereof, as shown on the books of the state PTA treasurer on December 31 preceding Massachusetts PTA Annual Convention Clarify per Robert s Rules of Order Newly Revised a convention is an assembly of delegates Article XII State Convention A voting member shall have but one vote. The privilege of making motions, debating, and voting shall be limited to the board of directors and the accredited delegates. Remove voting member; add delegate. A delegate shall have but one vote. The privilege of making motions, debating, and voting shall be limited to the board of directors and the accredited delegates. Clarify Identifies who has the ability to vote. Article XII State Convention Section 6. At any convention, a quorum shall be a number of voting members at least one more than twice the number of board of directors members present and voting Remove voting member; add delegates. Section 6. At any convention, a quorum shall be a number of delegates at least one more than twice the number of board of directors members present and voting Clarify Identifies who has the ability to vote. Page 8
Add new Article XV Electronic Meetings and Communication Section 1. The Massachusetts PTA board of directors and all committees and subcommittees shall be authorized to meet by telephone conference or other electronic communications media so long as all the members can simultaneously hear each other and participate during the meeting. Unless members indicate otherwise to Massachusetts PTA, all communication required by these bylaws, including meeting notices, may be sent electronically unless otherwise specified in these bylaws Clarify - that meetings of Massachusetts PTA board of directors and all committees and subcommittees can be held through electronic communications. Change Article XV Parliamentary Authority to Article XVI Added new Article XV Electronic Meetings and Communication Change Article XVI Amendments to Article XVII Added new Article XV Electronic Meetings and Communication Article XVII Amendments Section 1c The amendment or amendments shall have been distributed to local units and council thirty (30) days prior to Massachusetts PTA Annual Convention. Add by mail or email Section 1c The amendment or amendments shall have been distributed by mail or email to local units and council thirty (30) days prior to Massachusetts PTA Annual Convention Clarifies distribution methods Page 9