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Understanding PTA Bylaws: Essential Training Guide for Officers

This comprehensive training guide walks through the crucial bylaws that govern PTA organizations. It outlines the importance of bylaws, their legal binding nature, and the framework they provide for PTA purposes and governance. The document emphasizes the need for annual reviews, officer responsibilities, meeting protocols, and membership policies. It also differentiates between bylaws and standing rules, details the approval process for amendments, and includes guidelines for maintaining good standing and operational procedures. Essential for all board members to ensure compliance and effective governance.

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Understanding PTA Bylaws: Essential Training Guide for Officers

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  1. PTA Officer Training May 2014 A Walk Through the Bylaws

  2. RESTRICTIVE Who Needs Them? RULES

  3. QUIZ TIME!

  4. BYLAWS… • Form the legally binding document that governs the organization. • Provide the basic framework for PTA purposes and our governing structure. • May never be suspended. • Should be reviewed annually to determine if any amendments are needed. • Every board member should know and understand the contents.

  5. Bylaws vs. Standing Rules examples BYLAWS • State when the meetings are • Gives primary responsibilities of officers and chairmen STANDING RULES • State where and what time • Gives the specifics

  6. On the cover • National PTA ID Number • CA PTA ID Number • Legal Name of your unit • Name of our PTA district • Address of your school • Grade levels at your school • Organization date of your PTA

  7. Next up… • The procedures for reviewing your bylaws – the “how” and “who” • When and how to get them approved by your membership • How to complete them – lots of specifics and directions – worth a read • Table of Contents

  8. ARTICLE I • The name of your organization as it was chartered • This must appear on all legal documents such as minutes, tax filings, etc. • The council and district you are a part of

  9. ARTICLE II • The purpose of the organization • Review your PTA’s goals to ensure alignment with the purpose of PTA • Explains that you are a 501(c)(3)

  10. ARTICLE III • Basic policies of PTA • Noncommercial, Nonsectarian, Nonpartisan • Defines work with schools and community for quality education • Promote health and welfare of children and youth • No part of earnings shall benefit or be distributed to members of the PTA

  11. Shall carry out as activities as designated in IRS tax code • What happens to the assets of your PTA if it is dissolved • How the PTA and its members may participate in influencing legislation and campaigns • Using official capacity to endorse commercial entities, etc. • Entering into membership with others organizations

  12. ARTICLE IV • Details membership and its non-discriminatory policy • Amount of dues and how much goes where • When dues should be paid to earn awards and to stay in good standing

  13. ARTICLE V • Lists officer positions • Details nominating committee requirements (how many people, when formed, when to report) • Specifies month elections should take place • Lists eligibility requirements for nominees • Tells how to fill vacancies • Lists term restrictions

  14. ARTICLE VI • Details of officers and their duties • President • Executive Vice-President and other VPs • Secretary • Treasurer • Financial Secretary • Auditor • Historian • Parliamentarian • Explains officer removal process

  15. ARTICLE VII AKA “Everything You Always Wanted to Know about Association Meetings but Didn’t Know Where to Look” • Day of the week and meeting months • When elections are held • When the budget should be presented • How to call a special meeting • How many members are required for a quorum • Who can make motions and debate • Proxy voting

  16. ARTICLE VIII • Who is on the Executive Board • The duties of the EB • How the board approves payments • What committees it can create • How to fill vacancies • How often the EB should meet and when • How to call special meetings of the EB • Number of officers to establish a quorum • Conflict of Interest policy

  17. ARTICLE IX • How to form committees • How long committees serve • How to make and file committee reports • Due process for committee chairmen

  18. ARTICLE X • Council PTA membership • We have no councils; all PTA units are “out-of-council” so we line this section out

  19. ARTICLE XI • Details the charter procedure for new PTAs • Lists requirements of a PTA to remain in “good standing” • Tells what happens if a unit’s charter is withdrawn

  20. ARTICLE XII • Explains the relationship of your unit PTA with the California and National PTA organizations • CAPTA Parliamentarian approves these bylaws • Reminds units that in addition to their bylaws, they should follow CAPTA policy statements found in the Toolkit

  21. ARTICLE XIII • Contains the Articles of Organization • These bylaws trump anything else

  22. ARTICLE XIV • States the beginning and end of the fiscal year • Lists various identification numbers associated with your unit • EIN (Employer Identification Number) • National PTA ID Number • CAPTA ID Number • Charitable Trust Number • Entity Number from Franchise Tax Board

  23. ARTICLE XV • States that parliamentary authority is Robert’s Rules of Order Newly Revised

  24. ARTICLE XVI • Outlines bylaw amendments procedure • Includes the signature page which has the CAPTA Parliamentarian and Association Secretary and dates • YOU MUST HAVE THIS PAGE TO KNOW WHEN YOUR BYLAWS WERE LAST ADOPTED

  25. Questions?Michelle Parker415/260.8572communications@sfpta.org

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