B Y L A W S . . . . . Since each local PTA is a self-governing unit, the structure of the unit and its specific rules and regulations are contained in the bylaws adopted by the members of the unit. Such bylaws, however, may not conflict with the bylaws of the National PTA or the bylaws of the state PTA. The wording of (#) items, are never changed except by action of the State or National PTA convention body.
Copies of the bylaws should be in the hands of the president, secretary, executive board members, and bylaws committee members, and should be available to any member on request.
EXCERPTS FROM THE NYS PTA Resource Guide
Bylaws are designed to help the group function in an orderly manner. The bylaws of the association include all the rules that the society considers so important that they (a) cannot be changed without previous notice and (b) cannot be suspended. Every member of the board should have a copy of the bylaws and be familiar with them. Bylaws must be updated at least once every three years for a unit to remain in good standing. Only members of a local PTA who have paid dues for the current membership year may participate in the business of that association.”
The minimum number of officers for a PTA is three—a president, a secretary, and a treasurer. No person can hold any two of these positions. There is, then, a system of checks and balances when one person presides at a meeting, another record votes and action taken, and another disburses funds. Combining any of these positions jeopardizes the “controls” of the association and leads to misunderstandings. You may have any number of officers necessary to carry on the work of the unit, but the number of officers and their titles must be specified in the bylaws. If your association has elected co-presidents and one resigns, there is no vacancy. The member who remains is the president. No member can be elected to fill a position that is not vacant. If both people resign, neither can be nominated for the position. In the event of any other resignation, a new nominating committee is not formed. The executive board elects a person to fill the vacancy for the remainder of the unexpired term. In the case of a resigna-tion of the president, check your bylaws to determine whether the first vice president serves notice of the election to the executive board or assumes the office of the president for the remainder of the term.
The Nominating Committee is the heart of the democratic process in PTA. This committee is the most responsible and sensitive deliberative body of the PTA. The decisions of the nominating committee will impact on the future of your PTA. It is vital that the elected members include both experienced, ongoing leadership as well as newer members. Election of members to the nominating committee is a # requirement from New York State PTA. According to New York State PTA policy, at least one of the elected members of the nominating committee must be from the general membership, and not the executive board. Members of the nominating committee may not be barred from becoming nominees for office.
Meeting notice for regular meetings should provide enough time for all members to plan to attend. Special meetings, to conduct a specific item of business, are used to react to an emergency situation. 1-3 days notice for special meetings is realistic. More than that would defeat the purpose of the meeting.
The quorum for the organization is the minimum number of members who must be present at a meeting before any business can be transacted. The quorum must always be at least two greater than the number of officers but never less than 10. The goal for quorum could be twice the number of executive board members. It is the responsibility of the association to attend meetings and vote on actions.
Standing committees exist throughout the year and deal with all business in their categories; examples are bylaws, legislation, membership, program, ways and means. A special committee is created for a specific purpose and automatically goes out of existence when its work is completed and the final report presented. Examples: the audit committee, the nominating committee. An audit is required by regulations governing not-for profit corporations in New York State. It is a means of assuring the association that the treasurer’s accounts are accurate and relieves the treasurer of responsibility for error except in the case of fraud. Directs all issues not covered in the bylaws to Robert’s Rules of Order Newly Revised 10th Edition.
Procedures (Standing Rules) are essential. They are a cumulative record of the association’s experience and serve as a guideline for current and future officers and chairmen.
Procedures are details of monthly PTA work that may be changed from year to year or from meeting to meeting. Procedures complement bylaws by providing details not outlined there. Together, the bylaws and procedures provide for the authority and administration of the affairs of the PTA.
For more information pertaining to Bylaws, please contact:
Karen, Bylaws Chairperson | 
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