Parent Association / Parent Teacher Association Bylaws

Transcription

1 Parent Association / Parent Teacher Association Bylaws 1

2 Introduction Bylaws Format Content Practice Review & Conclusion 2

3 INTRODUCTION 3

4 Introduction To begin a discussion on PA/PTA bylaws consider the following 1. Do you have a copy of your bylaws? If you can t find a copy, you may need to re-draft or create new bylaws. 2. Where are they? You need to be able to easily locate the actual document and share it with PA/PTA membership. 3. Have you read them? If they do not apply to the way your PA/PTA actually operates, it s time for a revision. 4. How are they formatted? If you only have a hard copy, type them so you can easily share them and revise them electronically. 5. Do they need to be revised? According to Chancellor s Regulation A-660, bylaws must be reviewed every three years or whenever the regulation is amended or revised. 4

5 Introduction New York State Education Law 2590-h,15(a), requires the establishment of a Parent Association (PA) or a Parent-Teacher Association (PTA) in each school under the Chancellor s jurisdiction. Chancellor s Regulation A-660 (CR A-660) recognizes parent leadership as the cornerstone of New York City public schools and recognizes PA/PTAs as autonomous and self-governing organizations. CR A-660 requires that all New York City Public Schools have a PA or PTA. PA/PTAs must have bylaws to establish a formal structure, and must solicit participation and support from parents in the school community. 5

6 Introduction What are Bylaws? Bylaws are the written rules of conduct for a corporation, an association, a partnership or any organization. Bylaws contain the most fundamental principles and rules regarding the nature of the organization. Why do PA/PTAs need Bylaws? Bylaws generally provide structure for meetings, processes for the election of Executive Officers, filling vacancies, the types and duties of officers and committees, and other routine conduct of the association. Bylaws are, in effect a contract among members, and must be formally adopted and/or amended when necessary. Bylaws includes all the rules and procedures that an organization considers so important that they cannot change and/or be suspended without notice to the association s membership and without a majority vote. 6

7 Introduction Bylaws should: 1. Be Consistent Rules and policies that have been documented in the form of bylaws can be applied consistently to avoid conflict. 2. Be Efficient Bylaws include procedures that clearly outline the decisionmaking process. This allows the PA/PTA to conduct all of its business efficiently. 3. Offer Protection Strong bylaws help protect the group from internal conflict and financial risk 4. Establish Legitimacy A strong set of bylaws help to solidify the PA/PTA s mission, structure, and policies. 7

8 FORMAT 8

9 Format Bylaws can be formatted to fit the needs of the association. A clear format allows the bylaws to be clearly and easily understood by all the members of the association. 1. Before concentrating on the content of the bylaws, consider the format or layout of the document. 2. The layout provides structure and a way to easily reference operational protocols and organizational policies. 3. Keeping bylaws in an electronic format allows the association to easily share its bylaws with officers and members. In an electronic format bylaws are also easier to revise and easier to store than paper copies. 4. Even if all preliminary work is done on paper, a final version should be typewritten, using the Bylaws Template on the Department of Education s website. 9

10 Format Generally, bylaws are written in an outline format: Articles Sections Subsections Articles should be indicated by Roman Numerals ( I. II. III. IV) Sections should be numbered by Arabic Numerals. ( ) Subsections can use either upper or lower case letters of the Alphabet (A, B, C, a, b, c) or numerals. Example: ARTICLE I: NAME, MISSION, PURPOSE Section 1: Name Section 2: Mission Section 3: Purpose ARTICLE II: MEMBERSHIP Section 1. Members Section 2. Attendance 10

11 CONTENT 11

12 Content Bylaws generally describe how elections and meetings are conducted and the association s officers and a description of their duties. Example: Membership: Statement Eligibility (identifies the association s members and member s responsibilities) Officers and the Election: Office Positions (List of offices and responsibilities) How Elections are Conducted Meetings: Date & Time of Meetings Executive Board: Composition of the Executive Board Date, Time & Place of Executive Board Meetings Roles & Responsibilities of Executive Board Members President Recording Secretary Treasurer Vice-President 12

13 Content Chancellor s Regulation A-660 provides governance guidelines for all New York City public school PA/PTAs and Presidents' Councils. The PA/PTA s bylaws help define and describe the day-to-day operating procedures. Example: CR A-660: PA/PTAs must hold at least 9 monthly general membership meetings per school year Bylaws: The general membership meetings of the association shall be held monthly, September through June, on the third Wednesday at 7:30 pm, unless such date falls on a legal or religious holiday, in which case the meeting shall be held on the following Wednesday, as determined by the executive board. 13

14 Content Bylaws are used to address issues that arise and provides a way to resolve conflicts in a consistent manner. Example: CR A-660: Officer Vacancies Occurring After the Start of the School Year - PA/PTA bylaws must contain a provision for filling officer vacancies that occur after the start of the school year by succession. The bylaws must also indicate the ranking of officers for succession purposes. PA/PTA officers may choose to retain their positions and not succeed to a vacant office. Bylaws: In the event of an officer s resignation or removal from office, the officer in order of election shall assume the office of the resigned. (i.e. Vice-President will succeed the Association s President if he/she resigns.) 14

15 Practice 15

16 Practice Sooner or later even the best bylaws will need to be changed. Changing bylaws is not difficult, however, changes should be deliberate, reasonable and made only when necessary. What is an amendment? An amendment is a change, an addition or correction to your bylaws; it can remove words, add words, or change words in the bylaws document. An amendment is a type of motion, formal proposal, to make a change to the bylaws. In amending bylaws, be sure to allow each member an opportunity to provide feedback on the proposed change. A proposed change can only be accepted and incorporated into the bylaws if two thirds of the PA/PTA membership agrees with the proposal. 16

17 Practice What is a Motion? A motion is a formal proposal by a member of the association requesting that the association take certain action. A motion is proposed by a member of the association, for consideration by the members present. The person making the motion, must first be recognized by the chair as being entitled to speak; this is known as obtaining the floor Once a member has obtained the floor he/she states the motion, normally prefixed with the phrase I move. For instance, at an election, a person may state, I move that the floor be opened for nominations for the office of president. Generally, once the motion has been proposed, consideration by those present occurs only if another member of the body immediately seconds the motion. 17

18 Practice Amendment Process: Amending the bylaws to conform to CR A-660: 1. Any 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 Amendments that bring the bylaws into compliance must be voted on immediately after the motion is presented. Amending the bylaws to address an unforeseen need or issue: 1. Bylaws may be amended at any regular meeting of the association by a twothirds vote of the members present 2. The amendment must be presented in writing to the membership at the previous meeting 3. Appears in the notice of the meeting at which it is to be amended. 4. Amendments are effective immediately upon adoption: unless otherwise specified. 5. A thorough review of bylaws is to be conducted every 3 years; or when the regulation is amended or revised. 6. All provisions of the bylaws must conform to CR A-660 and Department of Education policies. 18

19 Practice Establishing Bylaws for a New School* According to Chancellor s Regulation A-660, the principal is responsible for convening a meeting of all parents to establish a Parent Association. The Parent Association must have a formal structure and be guided by a set of bylaws developed by the general membership. 1. It is recommended that a parent meeting to establish a PA/PTA in a new school be conducted over the course of two consecutive meetings. 2. During the initial meeting, parents discuss and propose the provisions of the bylaws that will apply to their association. 3. A copy of the bylaws proposals must be sent home to all parents for review and consideration.. 4. A second parent meeting is held so that parents can openly discuss, debate, vote and adopt on all bylaw proposals; as well as nominate and elect officers, following the adoption of bylaws. 5. The meeting to establish a PA/PTA must be held no later than September 30 th. 6. The principal must notify parents of the meeting to establish a PA/PTA by means that will reach all parents (e.g., backpack, postal mail, automated call, and ). 7. Notice of the meeting to establish a PA/PTA must be provided at least ten calendar days prior to the meeting. 8. At least 8 parents (quorum) should be present at the meeting to establish a PA/PTA. 9. The principal may contact the appropriate Presidents' Council, District or Borough Family Advocate, or the Division of Family and Community Engagement (FACE) for guidance in conducting the meeting to establish a PA/PTA. * If bylaws can not be located follow steps for Creating Bylaws for a New School, the Executive Board may assume the responsibility of notifying parents. 19

20 Practice Review & Revising PA/PTA Bylaws 1. According to Chancellor s Regulation A-660; PA/PTAs must review their bylaws every three years and upon revision of this regulation. Robert s Rules of Order Newly Revised may serve as a reference to assist with interpreting PA/PTA bylaws. 2. If a revision of the association s bylaws is in order, as per CR A-660, the members of the executive board should notify and bring the matter before the general membership. A bylaws committee may be formed to review and recommend propose changes to the bylaws. 3. The association s executive board must notify its members of the proposed revisions to the bylaws in writing. Because a revision is a proposed replacement of the current bylaws a copy of the proposed revisions explaining what is to be changed and why, should be sent to all members. Three Points to Remember Current bylaws are not under consideration if the revision is defeated in a vote, no changes are made and the process proceeds no further. Everything in the proposed revision is open to change by the membership, not just the changes that the committee proposes to the previous bylaws. The bylaw revision is usually considered, presented, discussed and amended article by article 20

21 Practice Reviewing & Revising PA/PTA Bylaws (Continued) 4. When the discussion and proposal of amendments have concluded, the President shall bring the matter to a vote. 5. If the revision is adopted, by a two-thirds vote of the members present, it immediately replaces the bylaws. If defeated, the current bylaws remain in effect. 6. At the meeting s conclusion, the president and one other mandated executive board member must sign and date the bylaws cover sheet to certify its adoption. 7. Principal must be given a copy of the new bylaws and related amendments. The principal will ensure that the bylaws and amendments are available in her/his office. 8. The PA/PTA must make a copy of its bylaws and related amendments available at every meeting and to members upon reasonable request. 21

22 Review & Conclusion 22

23 Review & Conclusion Chancellor s Regulation A-660 requires that a PA/PTA bylaws must conform to the Chancellor s Regulation. 1. In the event that a PA/PTA s bylaws contain any provision that conflicts with this regulation, CR A-660 supersedes any and all PA/PTA bylaws. All remaining provisions of the PA/PTA bylaws that are not in conflict with CR A-660 shall remain in full force and effect. 2. Any PA/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 Amendments that bring the bylaws into compliance must be voted on immediately after the motion is presented and require approval by twothirds of the members present. 4. PA/PTAs must review their bylaws every three years and or upon any revision of CR A-660. Robert s Rules of Order Newly Revised may serve as a reference to assist with interpreting PA/PTA bylaws. 23

24 Review & Conclusion Chancellor s Regulation A-660 requires that a PA/PTA bylaws must conform to the Chancellor s Regulation. (continued) 5. The PA/PTA must give the principal a copy of its bylaws and related amendments. The principal will ensure that the bylaws and amendments are available in her/his office. 6. The PA/PTA must make a copy of its bylaws and related amendments available at every meeting and to members upon reasonable request. 7. Wherever possible, bylaws should be made available in the languages parents speak other than English. 8. If a bylaws template is needed in a language that is not readily available, the principal must contact the Translation and Interpretation Unit. 24

25 Review & Conclusion Chancellor s Regulation A-660 (CR A-660) Parent Association & Parent-Teacher Association Bylaws Checklist: Must have bylaws to establish a formal structure. Must actively seek participation from the parent community. Must support the parent members. Must respect the rights of students, parents and staff, and does not violate any laws, DOE policies, rules and regulations. Must have a copy of the bylaws and related amendments present at every meeting of the general membership. Must give the principal a copy of the bylaws and maintain a copy for its own records. Must review bylaws every three years. Should be specific, practical, inclusive and structured. Should be made available in the languages parents speak other than English. 25

26 Questions? For additional information please contact Division of Family & Community Engagement FACE: For Technical Support please contact Your Local District Presidents Council 26