Uniform PTA Bylaws
Boonville Elementary School
232 E. Main Street
Address
Boonville, NC 27011
City State Zip
3501 Glenwood Avenue
Raleigh, NC 27612-4934
Phone: (919) 787-0534; (800) 225-0417
Fax: (919) 787-0569
E-Mail: [email protected]
Website: www.ncpta.org
1
UNIFORM BYLAWS
for
NORTH CAROLINA LOCAL PTAs & PTSAs
TABLE OF CONTENTS
ARTICLE 1 NAME, ADDRESS, DATE OF ADOPTION
ARTICLE 2 PURPOSES
Section 2.1 Purposes defined
Section 2.2 Promotion of purposes Section 2.3 Tax exempt purposes
ARTICLE 3 BASIC POLICIES
ARTICLE 4 RELATIONSHIP WITH NATIONAL PTA AND NCPTA Section 4.1 Charter of local PTA Section 4.2 Adoption of uniform bylaws Section 4.3 No paid employees on board Section 4.4 Accounts and records Section 4.5 Good standing requirements Section 4.6 Withdrawal of charter Section 4.7 Dissolution by vote of membership
ARTICLE 5 MEMBERSHIP AND DUES
Section 5.1 Membership
Section 5.2 Dues
Section 5.3 Official membership roster
ARTICLE 6 OFFICERS
Section 6.1 Officers
Section 6.2 Election
Section 6.3 Term
Section 6.4 Vacancies
Section 6.5 Removal from office
Section 6.6 General duties
Section 6.7 President
Section 6.8 Vice President(s)
Section 6.9 Secretary
Section 6.10 Treasurer
ARTICLE 7 BOARD OF DIRECTORS
Section 7.1 Duties
Section 7.2 Qualifications
Section 7.3 Composition
Section 7.4 Regular and special meetings Section 7.5 Quorum
2
Section 7.6 Meetings by electronic media Section 7.7 Removal from board
Section 7.8 Proxy voting
ARTICLE 8 COMMITTEES
Section 8.1 Standing Committees
Section 8.2 Audit Committee
Section 8.3 Nominating Committee
Section 8.4 Advocacy Committee
Section 8.5 Special Committees
Section 8.6 Meetings by electronic media
Section 8.7 Proxy voting
Section 8.8 Quorum
ARTICLE 9 GENERAL MEMBERSHIP MEETINGS
Section 9.1 Regular general membership meetings
Section 9.2 Special meetings
Section 9.3 Last general membership meeting of the fiscal year Section 9.4 Quorum
Section 9.5 Majority vote
Section 9.6 Proxy voting
ARTICLE 10 COUNCIL MEMBERSHIP
ARTICLE 11 FINANCE AND BUDGET
Section 11.1 Monthly financial review
Section 11.2 Financial review when financial officer leaves office Section 11.3 Annual financial review
Section 11.4 Annual budget
Section 11.5 Checks
Section 11.6 Expenditures and fund availability Section 11.7 Depositories
Section 11.8 Contracts and other financial agreements
ARTICLE 12 NCPTA CONVENTION
Section 12.1 Representation
Section 12.2 New local PTAs
ARTICLE 13 FISCAL YEAR
ARTICLE 14 PARLIAMENTARY AUTHORITY
ARTICLE 15 AMENDMENTS
ARTICLE 16 APPLICATION OF THESE UNIFORM BYLAWS
3
ARTICLE 1 NAME, ADDRESS, DATE OF ADOPTION
This local PTA/PTSA (hereinafter “local PTA”) is organized under the authority of the North Carolina Congress of Parents and Teachers (hereinafter “NCPTA”), a branch of the National Congress of Parents and Teachers (hereinafter “National PTA”).
Name of local PTA/PTSA: Boonville Elementary School Address: 232 East Main St. City: Boonville County:Yadkin Employer Identification Number (EIN) 88-410-6645
These uniform local bylaws were adopted by the general membership on October 6, 2022(date) and shall be kept with the permanent records of this local PTA.
ARTICLE 2 PURPOSES
Section 2.1 Purposes defined. The purposes of this local PTA in common with those of National PTA and NCPTA are:
Section 2.2 Promotion of purposes. The Purposes of National PTA, NCPTA, and this local PTA are promoted through advocacy and educational programs, directed toward parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set forth in Article 3.
Section 2.3 Tax exempt purposes. The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).
ARTICLE 3 BASIC POLICIES
The following are basic policies of this local PTA in common with those of National PTA and NCPTA: a. The organization shall be noncommercial, nonsectarian, and nonpartisan.
4
ARTICLE 4 RELATIONSHIP WITH NATIONAL PTA AND NCPTA
Section 4.1 Charter of local PTA. This local PTA shall be organized and chartered under the authority of NCPTA in the area in which this local PTA functions, in conformity with such rules and regulations as NCPTA may prescribe. NCPTA shall issue to this local PTA an appropriate charter evidencing the due organization and good standing of this local PTA. A local PTA in good standing is one that:
Section 4.2 Adoption of uniform bylaws. To govern its affairs, the general membership of this local PTA has adopted these uniform bylaws by an affirmative vote of a majority of the members present and voting at a meeting wherein a quorum is present, with notice of such proposed vote having been given at least ten (10) days in advance of such meeting.
Section 4.3 No paid employees on board. A PTA member shall not serve as a voting member of this local PTA’s board of directors while serving as a paid employee of, or under contract to this local PTA.
Section 4.4 Accounts and records. This local PTA shall keep such permanent books of accounts and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the local PTA. These records shall include the official membership roster. Such books of accounts and records shall at all reasonable times be open to inspection by an authorized representative of NCPTA.
Section 4.5 Good standing requirements. This local PTA shall comply with the good standing requirements of NCPTA. The good standing requirements are available on the NCPTA website. The good standing requirements are also available at the NCPTA headquarters and upon request by mail, email, or telephone. The good standing requirements are subject to change at any time by NCPTA.
Section 4.6 Withdrawal of charter. For failure to comply with NCPTA good standing requirements, the charter of this local PTA may be withdrawn and its status as a local PTA may be terminated under the circumstances and in the manner provided in the bylaws and standing rules of NCPTA. Upon withdrawal of its charter by NCPTA, this local PTA is obligated:
Section 4.7 Dissolution by vote of membership. This local PTA may dissolve and conclude its affairs in the following manner:
5
ARTICLE 5 MEMBERSHIP AND DUES
Section 5.1 Membership.
Section 5.2 Dues.
Section 5.3 Official membership roster. Prior to August 1 each year, the board shall designate a board member, an officer or a membership committee to prepare and keep current an official membership roster. This roster shall include:
A current copy of this roster shall be provided to the treasurer and the secretary, and the information on the roster shall be entered into the NCPTA database promptly as provided for in the NCPTA good standing requirements.
ARTICLE 6 OFFICERS
Section 6.1 Officers. The only elected officers of this local PTA shall be a president, one or more vice president(s), a secretary, and a treasurer. No PTA member shall serve in more than one elected position at a time. Upon taking office, each elected officer must be a member of this local PTA. This local PTA shall enter the newly elected officers and their contact information into the NCPTA database immediately after their election. Changes in officers and/or their contact information must be updated in the NCPTA database.
Section 6.2 Election.
6
Section 6.3 Term. Officers shall take office on July 1 and shall serve for that fiscal year (until the following June 30), or until his/her successor is elected and ready to assume office. A person may serve only two consecutive full terms in the same office.
Section 6.4 Vacancies.
Section 6.5 Removal from office. An officer of this local PTA may be removed from office without cause by the board of directors upon the affirmative vote of two-thirds (2/3) of all board members then serving. Board members must be notified of the request for removal at least five days in advance of the board meeting.
Section 6.6 General duties. All Officers shall perform the duties outlined in these bylaws and those assigned by the board of directors of this local PTA. Upon the expiration of the term of office or in case of resignation or removal, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office, and shall turn over to the treasurer, without delay, all funds and other assets of this local PTA.
Section 6.7 President. The president:
Section 6.8 Vice President(s). The vice president(s) shall perform duties requested by the president and the board of directors. In the event of a vacancy in the office of president, the vice president, or the vice presidents acting together if there is more than one, shall assume the duties of the president until a new president is elected pursuant to Section 6.4 of these bylaws.
Section 6.9 Secretary. The secretary shall record the minutes of all meetings of the general membership and the board of directors and shall perform such other delegated duties as may be assigned by the board of directors, and shall maintain a file of important documents related to that local PTA, including but not limited to: a. articles of incorporation of this local PTA;
7
At the end of his/her term, the secretary shall transfer this file of important documents to his/her successor as secretary.
Section 6.10 Treasurer. The Treasurer shall:
ARTICLE 7 BOARD OF DIRECTORS
Section 7.1 Duties. The affairs of this local PTA shall be managed by the board of directors in the intervals between general membership meetings. The board shall be responsible to assure that all activities and expenditures of this local PTA shall be consistent with the budget approved by the general membership. The board of directors:
Section 7.2 Qualifications. Each board member shall be a member of this local PTA.
Section 7.3 Composition. The board of directors shall consist of the elected officers of this local PTA, the chairs of the standing committees, the school principal, one teacher elected by the board, and up to three at-large members elected by the board.
8
Section 7.4 Regular and special meetings. Regular meetings of the board of directors shall be held during the fiscal year, the time to be fixed by the board of directors at its first meeting of the fiscal year. Special meetings of the board of directors may be called by the president or by any three members of the board, at least three days notice having been given and the purpose of the meeting stated.
Section 7.5 Quorum. A majority of the board of directors shall constitute a quorum for the transaction of business.
Section 7.6 Meetings by electronic media. Board meetings may be held by a telephone or electronic conference system that allows all participating members to simultaneously hear and speak to each other during the meeting. Telephone or electronic conferences shall not be used unless available to all board members. A committee member participating in this type of meeting is deemed to be present at the meeting.
Section 7.7 Removal from board. A board member of this local PTA may be removed from office without cause by the board of directors upon the affirmative vote of two-thirds (2/3) of all board members then serving. Board members must be notified of the request for removal at least five (5) days in advance of the board of directors meeting.
Section 7.8 Proxy voting. Voting by proxy is prohibited.
ARTICLE 8 COMMITTEES
Section 8.1 Standing Committees.
Section 8.2 Audit Committee.
Section 8.3 Nominating Committee.
9
Section 8.4 Advocacy Committee. The advocacy committee shall develop and organize meetings, activities, and programs to further the goals and purposes of PTA. This committee is tasked with improving communications and relationships between school staff and families; educating families and caregivers on important issues related to the health and educational success of their children; and helping to make each child’s potential a reality.
Section 8.5 Special Committees.
removed by action of a majority of directors then serving at any meeting of the board upon five (5) days notice to the board of such proposed action.
Section 8.6 Meetings by electronic media. Standing and special committee meetings may be held by a telephone or electronic conference system that allows all participating members to simultaneously hear and speak to each other during the meeting. Telephone or electronic conferences shall not be used unless available to all committee members. A committee member participating in this type of meeting is deemed to be present at the meeting.
Section 8.7 Proxy voting. Voting by proxy is prohibited.
Section 8.8 Quorum. Unless otherwise specified in these bylaws, a majority of the members of any committee shall constitute a quorum for the transaction of business.
ARTICLE 9 GENERAL MEMBERSHIP MEETINGS
Section 9.1 Regular general membership meetings. Regular general membership meetings of this local PTA shall be scheduled by the board and held at least three (3) times per fiscal year. Five (5) days notice must be given to the general membership to change the date of a regular general membership meeting.
Section 9.2 Special meetings. Special meetings of this local PTA may be called by the president or a majority of the board of directors, at least three (3) days notice having been given. The meeting notice shall include the purpose of the meeting and the meeting shall be limited to such purpose.
Section 9.3 Last general membership meeting of the fiscal year. The last general membership meeting of the fiscal year shall be held in April, May, or June.
Section 9.4 Quorum. Either twenty (20) members or fifty percent (50%) of the membership of this local PTA, whichever number is less, shall constitute a quorum for the transaction of business in any general membership meeting of this local PTA.
Section 9.5 Majority vote. Unless a higher vote is required by these bylaws, the act of the majority of the voting members present and voting shall be the act of this local PTA.
Section 9.6 Proxy voting. Voting by proxy is prohibited.
ARTICLE 10 COUNCIL MEMBERSHIP
(This article applies only to local PTAs holding membership in a PTA council.)
This local PTA shall be represented in meetings of the local council of Parent-Teacher Associations as designated in the council bylaws. Delegates, who must be members of this local PTA, shall be elected by the board of directors prior to September 1 each year. This local PTA shall pay annual dues to the council as determined by the council in its bylaws.
10
ARTICLE 11 FINANCE AND BUDGET
Section 11.1 Monthly financial review. The audit committee will conduct a monthly review of this local PTA’s bank statements and supporting documents and shall sign an acknowledgment on the bank statements that the expenditures were consistent with the approved budget.
Section 11.2 Financial review when financial officer leaves office. If any officer with financial responsibility, including but not limited to check signing authorization, leaves office before the end of a fiscal year, the audit committee will conduct a review of the local PTA’s financial records.
Section 11.3 Annual financial review. By August 31 each year, the audit committee, or a certified public accountant appointed by the board shall:
The board shall review and approve the report of the audit committee or certified public accountant, and thereafter the audit committee shall use the data in the report to prepare and file the required Local PTA Year-End Report online in the NCPTA database no later than August 31. The audit committee will summarize its report to the general membership at its next meeting. The audit committee, at any time, may recommend to the board that an independent review of the financial records by a certified public accountant should be conducted.
Section 11.4 Annual budget. The officers shall prepare a proposed annual budget which, following approval by the board, shall be considered and adopted at the first general membership meeting of the fiscal year. Amendments to the budget may be considered and adopted at regular or special general membership meetings.
Section 11.5 Checks. All bills of this local PTA shall be paid by check. Checks must be signed by two of no more than four officers authorized by the board of directors to sign checks, except that none of these officers so authorized shall be related, and at least one of these authorized officers shall be the Treasurer. The signing of blank checks is prohibited.
Section 11.6 Expenditures and fund availability. All expenditures of this local PTA must be consistent with the approved budget and based on actual fund availability. All reimbursements for expenditures will be contingent upon actual fund availability.
Section 11.7 Depositories. All depositories of local PTA funds, including checking, savings and investment accounts, must be approved by the board of directors.
Section 11.8 Contracts and other financial agreements. All contracts and other financial agreements require the prior approval of the board and must be signed by the President.
ARTICLE 12 NCPTA CONVENTION
Section 12.1 Representation. A local PTA in good standing is entitled to be represented at the annual convention of NCPTA by its president or alternate, and by one delegate for every twenty-five (25) members, or fraction thereof, as shown on the books of the state treasurer as of March 15, upon payment of the convention registration fees. All delegates from this PTA to the NCPTA annual convention must be members of this PTA.
Section 12.2 New local PTAs. New local PTAs organized after March 15 may be represented at the NCPTA annual convention by two PTA member delegates as long as NCPTA has received state dues at least ten (10) days prior to convention and the new local PTA or individual delegates have paid the convention registration ee.
ARTICLE 13 FISCAL YEAR
The fiscal year of this local PTA shall begin on July 1 and end on the following June 30.
11
ARTICLE 14 PARLIAMENTARY AUTHORITY
This local PTA shall conduct its meetings in accordance with Robert’s Rules of Order, Newly Revised (current edition) to the extent that it does not conflict with North Carolina law, the Articles of Incorporation of this local PTA, or the bylaws of National PTA, NCPTA or this local PTA.
ARTICLE 15 AMENDMENTS
Amendments to the uniform local bylaws may be made only by the NCPTA board of directors, and any such amendments shall automatically become part of the uniform local bylaws adopted by local PTAs. The NCPTA board of directors will notify all local PTAs of amendments to the uniform local bylaws.
ARTICLE 16 APPLICATION OF THESE UNIFORM BYLAWS
The foregoing uniform local bylaws supersede any and all bylaws previously adopted, and shall be applied as the sole and exclusive bylaws of this local PTA.
The foregoing local uniform bylaws were adopted by the general membership of this local PTA on __________________________ (date), and shall be kept with the permanent records of this local PTA.
_________________________________________________ President (print name)
_________________________________________________ President (signature)
12