Bylaws for a PTA orginization « Thread Started on May 26, 2008, 5:35pm »
At our school we opted to not be a part of the nationwide PTA. To do so you have to pay dues and such. So we decided to start our own individual boards. We named it PRIDE. We have 5 schools, and each has its own board. Then the 3 younger kids schools have done a yearbook and that is totaly seperate from the other PTA group. Its made up of the same members, but in turn collects its own money and decides on what to do itself. With out the interferance of the actual board. And since 3 schools are involoved it made sense to keep it seperate from the boards. Not all people doing the book are a part of all 3 schools.
We had to make up bylaws. and here are the bylaws for the 'district board'.
[your school] ISD District [organization] By-laws
Article I NAME
The name of this organization shall be: [your school] ISD District [organization] By-laws (Partners Responsive in Developing Education) A) There are to be different chapters for each campus/project and they will go by the name of their campus/project.
B) Each chapter will keep their own accounts, minutes and committees, Members my serve on more than one campus but can not hold the office of President or Treasurer on more than one campus.
C) Each of the chapters will send 2 (two) members consisting of the board’s President and another member, to the District Board of [your school] ISD District [organization] .
Article II REGISTERED OFFICE
A) This Board will accept mail at the campus of the serving President.
Article III PURPOSE
A) To unify all campus/projects under one governing board for the betterment of the organization.
B) To promote the welfare of children and youth in home, school and community.
C) To build the relationship of home and school so that parents and teachers may cooperate intelligently in the education of the child.
D) To enhance the educational facilities and opportunities for the student and staff of each campus that are otherwise not provided in the school budget.
E) This organization will NOT hold a checking account, nor will they raise funds for any reason. They are an advisory board only and cannot conduct business with monies.
Article IV FUNCTIONS
A) This organization shall neither seek to direct the individual chapters nor their activities, it is a tool used to unify all schools in the objectives of [organizations name].
B) This organization shall neither seek to direct the administrative activities of the school, nor control its policies.
C) This organization may make suggestions to the administration concerning activities of the school, if such suggestion is made toward the betterment of condition for all concerned (i.e. student, teacher, administrators and parents).
D) This organization will coordinate to serve the school, including fund raising and volunteer activities outside of those that fall under the School Volunteer coordinator.
E) This organization is on campus at the invitation of the Principal and said invitation can be revoked at any time.
F) The administration of the school cannot dictate or influence any board decisions for handling of business within the membership. They can mediate, if so requested by the board, but can not supercede any written or unwritten guidelines set forth by the [schools name] Independent School District.
Article V MEMBERSHIP
A) There is to be 2 (two) representatives of each campus/project to serve on the board of the District Board of [oganization]. One will consist of the President and the other will be a nominee, volunteer or appointee as designated by the board from said campus.
B) There shall be no less than one administrator from any of the campuses included as members of this organization. There may be an administrative representative from each school if so desired. This may be the Principal or a designee of the Principal.
C) Campuses/Projects that are eligible and required to serve on this committee are: {schools included} D) A majority vote will need to be conducted to allow entry or exit of any entity wishing to succeed or join.
Article VI OFFICERS AND THEIR ELECTIONS
A) The officers of this organization shall be no more than 1 (one) President, Vice President, Secretary, and 2 (two) Board Members at large. There is also to be a Board Liaison (must be school staff) to be determined and appointed by the administration and the Principal or their designee.
B) Next year’s officers shall be nominated and elected at the last meeting of the school year by the members present. The nominations shall be done in an open ballet manor, sent to all board members of each campus included in this organization. This is to be done in April for a May voting. Only members attending the election meeting are eligible to vote.
C) Officers shall assume their official duties at the close of the current school year of their election.
D) Officers may serve a term of up to 2 (two) years and /or until their successors are elected.
E) A person shall not be eligible to serve more than 2 (two) consecutive terms in the office or President or Treasurer.
F) A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the executive board committee.
G) In the case of no one being nominated, volunteering or accepting board member positions, the principal and administration can appoint a skeleton board consisting of President, Secretary and Board Member at large to continue the business until a complete board can be elected.
Article VII DUTIES OF OFFICERS
A) The president shall preside at all meetings of the organization and of the executive board committee. The President shall coordinate the work of the officers and committees, in order that the objectives may be promoted.
B) The Vice President shall act as an aid to the President and in their designated order perform the duties of the president in the absence or inability to serve.
C) The Secretary shall record the minutes of all meetings of the organization and assist in written communications between the organizations, parents, staff and teachers. All minutes shall be read and approved at each meeting, with a copy provided to the secretary of each campus represented by this organization. The secretary shall also accept and collect minutes from all monthly meetings held by each chapter. These will be stored in a secure location, made aware to all members, and kept for a minimum of 3 (three) years.
D) The Board Members at Large are board members needed to complete a forum. They are eligible to vote on all executive committee decisions. These positions will be filled as needed to make sure each chapter is represented equally on the organization board.
E) There shall be a minimum of one Principal or designee from at least one school represented by this organization.
F) All officers shall perform the duties outlined above, as well as any other duties prescribed in these bylaws and such other duties as may be delegated to her/him.
Article VIII MEETINGS
A) There are to be no less than 2 (two) stated meetings per school year. These will happen in the first 6 weeks and the last 6 weeks at a date and time to be set by the board.
B) The stated meeting times will be given to each chapter at the beginning of the school year and they will be made aware of any changes at the first opportunity.
C) The organization or President may call special meetings, which must be announced to the populace with appropriate notification and ample warning.
D) All meetings shall be open to the school community.
Article IX PARLIMENTARY PROCEDURES
A) Roberts’ Rules of Order shall govern this organization in all cases when applicable and when they are not inconsistent with these bylaws.
Article XI AMMENDMENTS
A) These bylaws may be amended at any regular or executive meeting of the organization by a majority vote of the board committee members and a new set of bylaws is to be given to the Chapters immediately. The bylaws can be added to, but the basic Articles cannot be removed without total and prior Chapter Board approval.
Re: Bylaws for a PTA orginization « Reply #1 on May 26, 2008, 5:43pm »
This is the bylaws for the individual chapters or schools with in the district.
[school] ISD P.R.I.D.E. By-laws
Article I NAME
The name of this organization shall be: P.R.I.D.E. (Partners Responsive in Developing Education) Each Chapter shall be identified by their schools’/projects’ name. They are to be as follows: [schools and projects involoved]
A) Each chapter will keep their own accounts, minutes and committees, Members my serve on more than one campus but can not hold the office of President or Treasurer of more than one campus.
B) Each of the chapters will in turn send 2 (two) members consisting of the board’s President and any other member, to the District Board of [school districts name] P.R.I.D.E.
Article II REGISTERED OFFICE
A) Each chapter will accept their mail at the school they represent, with the exception of the District board. This board will accept mail at the school the acting President represents.
Article III PURPOSE
A) To promote the welfare of children and youth in home, school and community.
B) To bring closer the relationship of home and school so that parents and teachers may cooperate intelligently in the education of the child.
C) To enhance the educational facilities and opportunities for the student and staff of each campus that are otherwise not provided in the school budget.
Article IV FUNCTIONS
A) This organization shall neither seek to direct the administrative activities of the school, or control its policies.
B) This organization may make suggestions to the administration concerning activities of the school, if such suggestion is made toward the betterment of condition for all concerned (i.e. student, teacher, administrators and parents).
C) This organization will coordinate to serve the school, including fund raising and volunteer activities outside of those that fall under the School Volunteer coordinator.
D) This organization is on campus at the invitation of the Principal and said invitation can be revoked at any time.
E) The administration of the school can not dictate or influence any board decisions for handling of business within the membership. They can mediate if so requested by the board, but can not supercede any written or unwritten guidelines set forth by the [school districts name] Independent School District or the P.R.I.D.E. bylaws.
Article V MEMBERSHIP
A) Any parent, guardian, or other person standing in ‘loco parentis’ with a child enrolled and attending the school being represented.
B) Teachers, administrators and staff of [school district]
C) Any member shall have the privilege of making motions, and serving on committees.
D) The principal shall be considered as a sitting advisor and or consultant.
Article VI OFFICERS AND THEIR ELECTIONS
A) The officers of this organization shall be no more than 1 (one) President, Vice President, Secretary, Treasurer, (to be combined in situations where there is no member willing to accept one of the posts), 2 (two) Volunteer Coordinators, and 2 (two) Board Members at large. There is also to be a Parent Liaison (must be school staff) to be determined and appointed by the administration and the Principal or their designee.
B) Next year’s Officers shall be nominated and elected at the last meeting of the school year by the members present. The nominations shall be done in an open ballet manor, sent to all parents of a child in the school. This is to be done in April for a May voting. Only members attending the election meeting are eligible to vote.
C) Officers shall assume their official duties at the close of the current school year of their election. With the exception of the treasurer and President whom will co-chair with their successors until the first meeting of the following year.
D) Officers may serve a term of up to 2 (two) years and /or until their successors are elected.
E) A person shall not be eligible to serve more than 2 (two) consecutive terms in the office or President or Treasurer.
F) A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the executive board committee.
G) In the case of no one being nominated, volunteering, or accepting board member positions, the principal and administration can appoint a skeleton board consisting of President, Treasurer and Secretary to continue the business until a complete board can be elected.
Article VII DUTIES OF OFFICERS
A) The president shall preside at all meetings of the organization and of the executive board committee. The President shall coordinate the work of the officers and committees, in order that the objectives may be promoted. The President will be an automatic board member of the District P.R.I.D.E. board. The President will be one of 3 signors on the organization checking account.
B) The Vice President shall act as an aid to the President and, in their designated order, perform the duties of the president in the absence or inability to serve. The Vice President will be one of 3 signors on the organization’s checking account.
C) The Secretary shall record the minutes of all meetings of the organization and assist in written communications between the organizations, parents, staff and teachers. All minutes shall be read and approved at each meeting, with a copy provided to the Administration and to the District Board of P.R.I.D.E.
D) The treasurer shall receive all monies of the organization: shall keep an accurate record of receipts and expenditures and shall pay out funds in accordance with the approval of the executive board committee. She/He shall present a financial statement at every meeting to all attending and at other times when requested by the executive board committee and shall make a full report at the end of the school year. The financial report is to be included in the secretary’s minutes each month. The Treasurer will be one of 3 signors on the organization checking account. Every transaction is to be accompanied by a receipt and if a receipt can NOT be obtained due to unforeseen circumstances a signed statement by no less than 2 other board members shall be included in the report. A receipt or a legible copy of a receipt for purchases made with their own monies must accompany any ‘payback’ to other members of the organization.
E) The Volunteer Coordinators’ main duties are to meet with the Parent Liaison or Committee head to determine the amount of volunteers needed for school or organization projects and then secure said volunteers for the projects. She/He should keep a list of all members who are willing to volunteer and contact them with ample time before an event. The Volunteer Coordinator shall also make sure all volunteers are on task or assigned duty during a large event, paying special attention to the times they agreed to work and the times they requested to be relieved.
F) The Board members at Large are board members that represent each grade or a combination of 2 grades for each board. They are eligible to vote on all executive committee decisions and are able to head a committee; thereby entrusting them to moneys handled and making them responsible for said monies.
G) Parent Liaison is the Staff member who assists in keeping teachers and board members apprised of needs, wants and requests by email, proposal or oral interaction from teachers, board members or administration. She/He may conduct said business outside of board meetings but all requests must be voted on and approved by a majority in the stated meetings.
H) One Board member, with the President, will be chosen to be on the District Board for [school districts name] P.R.I.D.E. District Board. Volunteer, nomination or appointment will accept the member.
I) All officers shall perform the duties outlined above, as well as any other duties prescribed in these bylaws and such other duties as may be delegated to her/him.
Article VIII MEETINGS
A) Each campus/chapter must designate a dedicated day/time for a monthly meeting to be conducted throughout the school year. The entire populace of the members must be made aware of the date and time. If the dedicated time falls on a holiday, or conflicts with a school function, it can/must be changed and all parties involved must be made aware of the time/date change with appropriate notification and ample warning.
B) The stated meeting times will be given to the district board at the beginning of the school year and they will be made aware of any changes at the first opportunity.
C) The organization or President may call special meetings, but they must be announced to the populace with appropriate notification and ample warning.
D) All meetings shall be open to the school community.
Article IX STANDING AND SPECIAL COMMITEES
A) Committee chairperson/persons shall be nominated or voted for all their assigned activities.
B) Committee Chairs shall provide a detailed report of all transactions committed for each committee to the treasurer no more than one week after the conclusion of said committee.
Article X MONEY HANDILING
A) All individual P.R.I.D.E. chapters/projects shall have their own separate checking account. These checking accounts shall have 3 (three) signatures on file. There is a minimum of 2 (two) signatures needed for any check written from the account.
B) At the beginning of a new school year a letter will be written to the Chapters banking institution requesting the removal of the previous board and the addition of the 3 (three) new signors. This is to be written by the secretary and witnessed by the Principal.
C) The memo field should always be filled in, and the check number written on the receipt of goods/services purchased.
D) Neither P.R.I.D.E. nor its members may hold a credit card or debit card in the name of P.R.I.D.E. literally or figuratively.
E) Credit Card purchases MAY be made, on a member’s personal credit card, then reimbursed by check (not cash) to said member providing member provides a full detailed receipt. A copy of the statement can be provided also but is not required unless the check is to be made out in the full amount of purchase to the member’s personal credit card.
F) Any member requesting monies owed to them by P.R.I.D.E. can do so at any time. They need only provide a complete receipt with purchase amount clearly legible. IF it is a combined receipt with their own personal purchases a ‘request for payment’ need be submitted along with receipt or copy of receipt. This can be obtained by request from the Treasurer, in the form of a blank ‘sales book’ and must be signed by member requesting money and treasurer stating it was paid.
G) In the event the above amount is over $200.00 a third signature is also required of any other board member.
H) Any checks or purchases made in the amount of $100.00 or greater must be approved by a majority of the members of the organization at a stated board meeting.
I) A tax ID number must be obtained by each chapter to be used by that chapter and no other entity. This is NOT the schools Tax ID number, nor is it the District Board of PRIDES’ Tax ID number. The Treasurer is to be provided with this number at the start of his/her term.
J) All bills over $50.00 must be paid in check.
K) Petty cash held by each chapter at their respective schools shall never exceed $50.00. With the exception of a large scale project or event. In this case a check will be written specifically for petty cash, and will be redeposited in the same manor.
L) Any fundraiser shall have a checks and balances of at least 2 (two) board members who must count the money, and add total sales. Any discrepancies need to be taken care of immediately. In the event no conclusion can be reached, there will be no less than one more board member brought in to evaluate the situation.
M) All Checks written to P.R.I.D.E. from parents, guardians, and recipients of goods shall when feasible have the child’s name written on them for later identification of proof of purchase or NSF.
N) NSF checks will have a letter sent to the home of the check writer, if there is no contact with in 10 (ten)-business days, a certified letter will then be sent to the address listed on the check. If with in 10 (ten) more business days no response is acquired the checks may then be turned over to the District Attorney of [your city,your county, your state].
O) A NSF handling fee may be charged up to but not to exceed the amount set forth by the State of [your state, ] County of [your county], as a fair and acceptable amount.
Article XI PARLIMENTARY PROCEDURES
A) Roberts’ Rules of Order shall govern this organization in all cases, which they are applicable and in which they are not inconsistent with these bylaws.
Article XII AMMENDMENTS
A) These bylaws may be amended at any regular or executive meeting of the organization by a majority vote of the board committee members and a new set of bylaws is to be given to the District board at the next meeting. The bylaws can be added to, but the basic Articles can not be removed with out total and prior district board approval.
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