Article I – Name
The name of the Association shall be the PTA of PS 199.
Article II – Objectives
The objectives of the Association are to provide support and resources to the school for the benefit and educational growth of the children, to develop a cooperative working relationship between the parents and staff of our school and to foster and encourage parent participation on all levels.
Article III – Membership
Section 1 – Eligibility
Parents of students currently attending PS 199 and teachers at PS 199 are automatically members of the PTA of PS 199. Parents include parents by birth or adoption, stepparents, legally appointed guardians, foster parents, and persons in parental relation to a child currently attending PS 199. Parents of a child who is attending PS 199 full time while on the register of a citywide program are automatically members of the PTA of PS 199. At the beginning of each school year, the Association shall send a welcome letter to inform parents of their automatic membership status and voting rights.
Section 2 – Donations
Donations are not a requirement for membership, voting or candidacy.
Section 3 – Voting Privileges
Each parent and teacher of a child currently enrolled at PS 199 shall be entitled to one vote. Proxy voting or absentee balloting is prohibited. The right of a member to vote may be limited by the Conflicts of Interest restrictions outlined in Chancellor’s Regulation A-660 (CR A-660).
Section 4 – Notices
All references to written notice contained in these bylaws shall be deemed to include any notice sent via email.
Article IV – Officers and Parents-at-Large
Section 1 – Titles
The officers of the Association shall be: President or Co-Presidents, up to three Co-Vice Presidents, up to two Co-Corresponding Secretaries, a Recording Secretary, a Treasurer, an Assistant Treasurer, and a Fundraising Officer or Co-Fundraising Officers. The Association must elect the following mandatory officers and may operate with these officers: President, Secretary, and Treasurer, in order to be a functioning PTA. There shall be no qualifications for any office other than to be a parent of a child attending PS 199.
Section 2 – Term of Office
The term of office for officers shall be from July 1st through June 30th. The term of office for all Parents-at-Large shall be October 30ththrough October 29th. All parent members are eligible to run for any office.
Section 3 – Duties of Officers
President or Co-Presidents
The President or Co-Presidents, as the case may, be shall preside at all meetings of the Association and shall be an ex-officio member of all committees except the nominating committee. The President or Co-Presidents shall delegate responsibilities to other PTA members and shall encourage meaningful participation in all parent and school activities. The President or one of the Co-Presidents shall attend all regular meetings of the presidents’ council and shall be a mandatory member of the school leadership team. The President or Co-Presidents shall meet regularly with the Executive Board members in accordance with these bylaws to plan the agenda for the general membership meetings. The President or Co-Presidents shall be one of the eligible signatories on checks. The President or Co-Presidents shall attend FACE professional development seminars relating to Association leadership when possible. The President or Co-Presidents shall assist with the June transfer of PA/PTA records to the incoming Executive Board. If applicable, the remaining Executive Board members, in consultation with the Association, will determine which Co-President will serve as the core member on the school leadership team and which Co-President will serve as the school’s representative to the region/district presidents’ council.
The Co-Vice Presidents shall act as assistants to the President or Co-Presidents and shall assume the President or Co-Presidents’ duties in his/her/their absence/incapacitation or at the President’s or Co-Presidents’ reasonable request. In the absence/incapacitation of the President or both Co-Presidents, one Co-Vice President may countersign checks with the Treasurer or Assistant Treasurer, as the case may be. One of the Co-Vice Presidents shall assist with the June transfer of the PTA records to the incoming Executive Board.
The Recording Secretary shall maintain the official record (minutes) of the proceedings and actions of all Association meetings. The Recording Secretary responsibilities shall include the preparation of notices, agendas, sign-in sheets and materials for distribution. The Recording Secretary shall prepare the minutes of each Association meeting and shall distribute copies of the minutes prior to the next scheduled meeting for review and approval by the general membership. The Recording Secretary shall maintain custody of the Association’s records on school premises. In the absence of a Bylaws Committee, the Recording Secretary shall incorporate all amendments into the bylaws and shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal’s office. The Recording Secretary shall assist with the June transfer of all PA/PTA records to the incoming Executive Board.
Corresponding Secretary (ies)
The Corresponding Secretary (ies) shall be responsible for reviewing, maintaining and responding to all correspondence regarding the Association. The Corresponding Secretary (ies) shall maintain an official file of all correspondence and shall provide a copy of all correspondence to the Co-Presidents. The Corresponding Secretary (ies) shall be the liaison between the PTA and parents. The Corresponding Secretary (ies) shall make all correspondence available to the principal and the President or Co-Presidents for their review prior to transmittal. Upon request, the Corresponding Secretary (ies) shall read any correspondence at any meeting. The Corresponding Secretary (ies) shall assist with the June transfer of all PA/PTA records to the incoming Executive Board.
The Treasurer shall be responsible for all financial affairs and funds of the Association. The Treasurer shall also be responsible for maintaining an updated record of all income and expenditures on school premises and, except as otherwise provided herein, shall be one of the signatories on checks. The Treasurer shall adhere to and implement all financial procedures established by the Association. The Treasurer shall be prepared to present and provide copies of financial reports at all Association meetings. The Treasurer shall also prepare and provide copies of the interim and annual financial reports. The Treasurer shall make available all books or financial records for viewing by members upon request and for audit. The Treasurer shall attend FACE professional development seminars relating to financial affairs when possible. The Treasurer shall assist with the June transfer of all PA/PTA records to the incoming Executive Board.
The Assistant Treasurer shall assist the Treasurer in his/her duties. The Assistant Treasurer may be one of the signatories on checks in lieu of the Treasurer if necessary.
Fundraising Officer or Co-Fundraising Officers
The Fundraising Officer or Co-Fundraising Officers shall be responsible for working on new fundraising ideas and strategies and for implementing the fundraising plan that he/she, the Treasurer and the Executive Board plan for the year. This shall include coordination of the schedule of fundraising events and communication between all the PTA fundraising committees. The Fundraising Officer or Co-Fundraising Officers shall prepare a fundraising calendar as well as fundraising updates for all regular Executive Board Meetings and General PTA Meetings. All significant fundraising decisions will be voted on by the Executive Board. The Fundraising Officer or Co-Fundraising Officers shall also be responsible for chairing the school’s annual Family Giving drive.
Up to seven members shall hold the position of Parent-at-Large; provided, however that the number of positions may be increased to nine in the event any non-mandatory officer positions are not filled. The Parents-at-Large shall represent the parent members at all meetings of members and meetings of the Executive Board. In addition, they shall assist in all Executive Board functions, fund raising projects, and committee functions and shall be expected to serve on at least one committee.
Section 4 – Election of Officers and Parents-at-Large; Vacancies
Officers shall be elected between the third Wednesday in May and the third Friday in June for a one-year term beginning July 1. Any timeline established by the PA/PTA to complete the nominations and election process must adhere to this timeframe. The principal must be notified in writing of the date of the election by May 1.
Parents-at-large shall be elected between the first Wednesday in October and the third Friday in October for a one-year term beginning October 30. Any timeline established by the PTA to complete the nominations and election process must adhere to this timeframe. The principal must be notified in writing of the date of the election by September 30. Employees of the school, including parent coordinators, may not serve as Association officers.
A nominating committee must be established during the September general membership meeting. The nominating committee shall consist of three to five members of the Association. The majority of the committee members must come from the general membership. The remaining members of the nominating committee shall be selected by the Co-Presidents, subject to the approval of the Executive Board. The nominating committee shall choose one of its members to serve as chairperson. No person employed at PS 199 shall be eligible to serve on the nominating committee.
No person who is running for the Executive Board may serve as a member of the nominating committee. The nominating committee shall solicit candidates from the membership in writing, in English and other languages as appropriate, for recommendations of candidates for all offices. The nominating committee will also be responsible for conducting the election meeting. This includes the following:
- Canvassing the membership for eligible candidates;
- Preparing and distributing all notices of any meeting pertaining to the nomination and election process, in accordance with CR A-660. Notices should be translated into languages spoken by parents in the school whenever possible;
- Preparing ballots, attendance sheets, a ballot box, tally sheets and all other materials pertaining to the election;
- Verifying the eligibility of all interested candidates prior to the election;
- Ensuring that an opportunity is provided to all members allowing for nominations, including self-nomination, to be taken from the floor and then officially closed during the May meeting for officers and during the October meeting for Parents-at-Large;
- Scheduling the elections at a time that ensures maximum participation;
- Ensuring that only eligible members receive a ballot for voting;
- Ensuring that the election is certified by the principal or his/her designee immediately following the election;
The appropriate Presidents’ Council and/or FACE must conduct an expedited election if a nominating committee cannot be formed.
The meeting notice and agenda for the May and October general membership election meetings shall be distributed in accordance with CR A-660’s notice requirements. All meeting notices and agendas shall be available in English and translated into languages spoken by parents in the school whenever possible. The distribution date shall appear on all notices. If nominations have been closed, the election meeting notice shall list all candidates in alphabetical order by surname under the office for which they are nominated.
Contested Elections and Use of Ballots:
Written ballot shall be used in all contested elections.
Names of candidates shall appear on the ballot in alphabetical order by surname under the title of the office(s) for which they were nominated. Names of candidates for the positions of co-presidents must be listed as a team.
Ballots shall be printed with voting instructions in English and other languages spoken by parents in the school whenever possible.
Ballots shall be distributed once voter eligibility has been established.
Ballots shall be counted immediately following the election and in the presence of the members.
Ballots shall be retained for six months by the chairperson of the nominating committee or if there is no nominating committee, by an officer. If the chairperson will no longer be an eligible member after June 30, the ballots shall be turned over to the incoming Recording Secretary.
If there is only one candidate for an office, a member must make a motion for the Recording Secretary to cast one vote to elect the candidate for office. A vote of the membership is required for approval of the motion. The result of the motion must be recorded in the minutes.
Officers who wish to resign their positions once an election has been certified must submit their written resignation to the secretary and immediately turn over all association records. All officer vacancies must be filled by succession of the next highest-ranking officer. With respect to the mandatory officers, in the event that an office cannot be filled through succession, an expedited election must be held to fill the vacancy. With respect to non-mandatory officers, in the event that an office cannot be filled through succession, an expedited election may, but is not required to be held to fill the vacancy. When a co-officer resigns, the remaining officer should decide whether she/he wants to serve with an additional person and an expedited election should or may, as the case may be, be held if appropriate.
The ranking of officers for succession purposes shall be:
President or Co-Presidents
Fundraising Officer or Co-Fundraising Officers
Corresponding Secretary (ies)
Expedited Election Process:
If necessary, expedited elections shall be held to fill vacancies. The Executive Board shall be responsible for announcing vacancies and distributing written notice of the expedited election. All nominations must be taken from the floor, immediately prior to the election. If the election is contested, written ballots must be used in accordance with Section 4.3 of these bylaws.
Education Council Selectors:
In the case of Co-Presidents, Co-Secretaries, and/or Co-Treasurers, the remaining Executive Board members will vote to choose who will be the CEC, CCSE, CCELL or CCHS selectors.
Section 5 – June Transfer of Records
The outgoing PTA Executive Board shall arrange for the orderly transfer of records and information of the PTA, which shall include an overview of all PTA transactions for the school year, to the incoming Executive Board. At least one meeting will be scheduled during the month of June for this purpose. Any member of the Executive Board may request the assistance of the presidents’ council during this process.
Section 6- Disciplinary Action
Any Executive Board member who fails to attend three (3) consecutive Executive Board or general membership meetings shall be removed from office by recommendation of the Executive Board or motion from a member and two-thirds vote of the membership present. The Executive Board member shall be given the opportunity to submit in writing an explanation showing good cause, which explains his/her reason for not attending these meetings for the Executive Board’s consideration. Executive Board members may also be removed for unsatisfactory performance by following the procedure outlined below:
At any general membership meeting, a PTA member may make a motion to begin the process of removing an Executive Board member for unsatisfactory performance.
If the motion is approved by two-thirds of the assembled members, the PTA must select a review committee by majority vote. Executive Board members may not serve on the review committee.
The review committee will gather relevant information and present its findings to the general membership to allow the members to make an informed decision about the motion. Findings must be presented in writing at a general membership meeting within 30 school days of the date the motion was presented. The PTA’s notice and agenda must indicate that a vote will be taken by the general membership regarding the removal of a PTA Executive Board member.
The result of the motion must be submitted in writing to the principal, which the principal must forward to the appropriate superintendent and the CFEO.
Article V – Executive Board
Section 1 – Composition
The Executive Board shall be composed of the elected officers of the Association, and the Parents-at-Large. Employees of PS 199 shall be ineligible to serve as an elected officer of the Association. Officers shall be expected to attend all Executive Board meetings.
Section 2 – Meetings
Regularly scheduled meetings of the Executive Board shall be held monthly, September through June, at a time to be determined by the Executive Board. Typically these meetings are held at least one week prior to the general membership Meeting.
Section 3 – Voting
Each member of the Executive Board shall be entitled to one vote.
Section 4 – Quorum
A majority of members of the Executive Board shall constitute a quorum, allowing for official business to be transacted.
Article VI – General Membership Meetings
Section 1 – General
Typically, the general membership meetings of the Association shall be held on a weekday during the second half of each month from September through June, at a time to be determined by the Executive Board unless such days fall on a legal or religious holiday. In such instances, the meeting shall be held on the following or previous week as determined by the Executive Board. Written notice of each membership meeting shall be distributed in languages spoken by parents at the school, whenever possible. Notice must be sent at least ten days prior to the scheduled meeting.. The date of distribution shall appear on all notices.
All meetings, including committee and Executive Board meetings must be held in the Association’s home school. Under no circumstances are PTA meetings to be held in private residences or commercial venues (e.g. restaurants and private clubs).
All eligible members may attend and participate during general membership meetings and may speak to agenda items in accordance with the terms of these bylaws.
Observers may speak and otherwise participate, if acknowledged by the chair.
Section 2 – Order of Business
The order of business at meetings of the Association, unless changed by the Executive Board shall be:
Call to Order
Reading and Approval of Minutes
School Leadership Team Report
Section 3 – Quorum
The quorum for a general membership meeting must consist of representation by at least 20 PTA members, including a minimum of five Executive Board members and 15 parent members. A quorum shall be required in order to conduct official Association business.
Section 4 – Minutes
Minutes of the previous meeting shall be sent to the parent body ideally 1 week prior to a General Membership Meeting. The minutes should also be available in written form at every general membership meeting. The minutes of any Association meeting must be made available upon request to any member.
Section 5 – Special Membership Meetings
A special membership meeting may be called to deal with a matter of importance that cannot be postponed until the next general membership meeting. The Co-Presidents may call a special membership meeting with a minimum of 48 hours written notice to parents stating precisely what the topic of the meeting will be.
Upon receipt of a written request from five PTA members, the Co-Presidents must call a special membership meeting within five working days of the request and with 48 hours written notice to parents.
Section 6 – Parliamentary Authority
Meeting rules of order should be adopted for use as a guide and included in these bylaws. Where no meeting rules of order are adopted, Robert’s Rules of Order – Newly Revised will be deemed to apply.
Article VII – Committees
Section 1 – Standing Committees
The President or Co-Presidents will appoint standing committee chairpersons with the approval of the Executive Board. Ad-hoc committees shall be established by Executive Board approval. Only chairpersons of the standing committees and Executive Board members will be allowed to vote on Executive Board issues. The standing committees of the Association are the following:
Budget: The budget committee shall be responsible for: drafting a proposed budget each spring for approval by the membership; and preparing a written review of the prior year’s budget, both of which must be presented for vote at the May membership meeting; and presenting the budget process. If appointed, the Treasurer or Assistant Treasurer may serve as the Budget Committee chair.
Audit: The audit committee shall conduct an internal audit or shall recommend that an external audit of all financial affairs of the organization be conducted based upon their initial findings. The Treasurer shall make all books and records available to them. The audit committee shall prepare a written report or provide copies of the external report to be presented to the membership at a general membership meeting or upon completion of their review and investigation.
Article VIII – Financial Affairs
Section 1 – Fiscal Year
The fiscal year of the Association shall run from July 1 through June 30.
Section 2 – Signatories
The Co-Presidents, the Treasurer and Assistant Treasurer shall be authorized to sign checks. All checks require at least two signatures, one of which must be a President’s signature. The two signatories of a check may not be related by blood or marriage. Under no circumstances may spouses, siblings, in-laws or other relatives or members of the same household sign the same PTA check. A PTA member may not sign a check if she/he has any direct or indirect interest in the expenditure.
Section 3 – Budget
Process and Review:
The Executive Board shall be responsible for the development and/or review of the budget process, which includes:
- The outgoing Executive Board must review the current budget, annual financial status, accounting, expenditures and outstanding bills and prepare a proposed budget for the next school year. The proposed budget must be presented to and approved by the membership no later than the June meeting.
- The incoming Executive Board must review the proposed budget in September for presentation and discussion during the September meeting. Budget amendments may be proposed at this time.
- The Executive Board must present the budget process for membership approval no later than the October meeting.
- The counting and handling of any cash, checks, or money orders received by the PTA, must be completed by at least two PTA members. These PTA members cannot be related by blood or marriage. Funds must be counted in the school on the same day of receipt. The PTA’s financial records must display the total amount of funds and the signatures of the PTA members who participated in counting the funds.
- No parent or staff member shall collect fund raising proceeds from any student without the written approval from the principal.
- All funds shall be deposited in the bank account by authorized Executive Board members within 24 hours of receipt, whenever possible. No funds shall be kept in a member’s home but shall be secured and locked in the school.
- Documentation related to every transaction must be maintained at the school (e.g., cancelled checks, deposit receipts, purchase orders, PTA minutes related to the financial transactions, etc.)
The budget may be amended by vote of the general membership at any membership meeting.
All expenditures not included in the budget at the time of its adoption must be approved by resolution of the membership.
Executive Board Approval:
The Executive Board is authorized to make expenditures not to exceed $500 with a two- thirds (2/3) approval by the Executive Board. These expenditures shall be reported to the general membership at the next Association meeting.
Section 4 Audit
The Co-Presidents shall request volunteers to form an audit committee of three to five members of the Association. Executive Board members who are not eligible signatories on Association checks may serve on the audit committee. The majority of the committee shall be comprised from the general membership.
The audit committee shall conduct an audit of all financial affairs of the Association with the help of the Treasurer who shall make all books and records available to them. The audit committee may also recommend that an external audit of the Association’s financial records be conducted.
Additional duties of the audit committee may include the examination of all relevant financial statements and records of disbursements, verification of all Association equipment and ensuring compliance with bylaw provisions for the transaction of funds.
The audit committee shall prepare a written report or provide copies of the external report to be presented to the membership at a general membership meeting or upon completion of their review and investigation. This report shall be included for review and discussion during the June transfer of records.
Section 5 Financial Accounting
The Treasurer shall prepare the Interim Financial Report by January 31st and the Annual Financial Report by the June meeting, including all income, expenditures, and other transactions. These reports shall be presented and reviewed by general membership. Copies of these reports shall be provided to the principal.
The Treasurer shall be responsible for all funds of the Association and shall keep accurate records in a form consistent with these bylaws and applicable Regulations of the Chancellor. In accordance with Chancellor’s Regulation A-610, parents must obtain written approval from the principal before collecting fundraising proceeds from students. The Treasurer or Assistant Treasurer and at least one other PTA officer shall transport all funds to the bank, whenever possible, and deposit slips shall identify the source of all deposited funds. All parties involved in financial transactions shall initial the deposit slips. All records of the Association including checkbooks, ledgers, cancelled checks, invoices, receipts etc., shall be maintained and secured on school premises.
Article IX – Amendments and Regular Review of Bylaws
These bylaws may be amended at any regular meeting of the Association by a two-thirds vote of the members present, provided the amendment has been presented in writing to the membership at the previous meeting, and appears in the notice of the meeting at which it is to be amended. Amendments are effective immediately unless otherwise specified. A thorough review of these bylaws shall be conducted every three years. All provisions of these bylaws must conform to CR A-660 and Department of Education guidelines. Any PTA member may present a motion at a general membership meeting to amend a provision of the bylaws that is not in compliance with CR A-660. Amendments that bring the bylaws into compliance must be voted on immediately after the motion is presented. A two-thirds vote of the membership is required for approval of an amendment or a new set of bylaws.
These bylaws as set forth above have been voted on and approved by the membership. The most recent amendment was approved, in accordance with the provisions of Article IX, at the membership meeting held on May ____,20__. Signed By:
(Month) (Day) (Year)
Filed with the Principal on _______________________________
(Month) (Day) (Year)