Bylaws Basics
Bylaws determine the structure and
provide specific regulations by which its affairs are governed and officers are
elected. The bylaws define or explain the rules under which the PTA functions.
They protect the group from error and guide it to efficient service. Approved
bylaws must be on file in the Kentucky PTA office to maintain a “unit in good
standing” status. All established PTAs and PTSAs must renew their bylaws every
five years to remain a “unit in good standing.”
The bylaws should be submitted to Kentucky PTA for
approval prior to the renewal (expiration) date.
The local PTA/PTSA bylaws form should be completed
using the information that was approved by your general membership. Below are the three types of bylaws
submissions available; all use the same bylaws form.
Types of Bylaws Submissions
New PTA/PTSA
If your PTA/PTSA has been newly formed or re-formed
and this is your first bylaws submission since that time, this submission would
fall into the “New PTA/PTSA” category on the first page of the bylaws
submission form.
Bylaws Renewal
If your PTA’s/PTSA’s bylaws are approaching the
renewal (expiration) date, you should submit a bylaws renewal.
Bylaws Amendment
If your local PTA/PTSA would like to make a change
to the existing bylaws prior to the renewal (expiration) date, you may submit
an amendment. An amendment is simply a
change in the current bylaws, but will not affect the renewal date. For example, your current bylaws have a
renewal date of January 2019 and you submit an amendment to change your local
dues amount from $5.00 to $5.50. If the
bylaws amendment is approved on 1/20/15, then the renewal date remains January
2019.
Bylaws may be submitted via e-mail to kypta.oservices@gmail.com
or via standard mail to Kentucky PTA 148 Consumer Lane Frankfort, KY 40601.
Bylaws Template
Guidance on using digital signatures
Required Questions within Bylaws Form
1.
Name of
association
School name
2.
Is your
organization a PTA or a PTSA?
a.
PTA:
elementary schools
b.
PTSA:
middle, junior high, and high schools (students can be paid members in PTSAs if
they are at least in grade 6)
3.
In what city is
your PTA/PTSA located?
4.
In what county
is you PTA/PTSA located?
5.
In what district
is your PTA/PTSA located?
6.
Members of the
nominating committee* shall be elected by:
_____ General PTA/PTSA membership
or
_____ PTA/PTSA
Board
*The nominating
committee will have the responsibility of nominate an eligible person to fill
each officer position and report its nominees at the general PTA/PTSA
membership meeting at least one month prior to the election meeting.
7.
What annual dues
would your PTA/PTSA like to charge per member?
This amount
should be at least $4.00 in order to cover your costs. For each paid member,
your PTA/PTSA will be required to send $2.25 for National PTA dues, $1.25 for
Kentucky PTA dues, and between $0.10 and $0.25 for your district dues. To
determine the appropriate district dues amount please see the table at the end
of this document.
8.
Number of Vice
Presidents
This should be
an exact number and not a range. Most PTAs/PTSAs have between two and four vice
presidents. Some examples include: Fundraising/Ways and Means, Communications,
Programs, Volunteers, and Membership.
9.
In what month
will elections be held during a general membership meeting?
This should be a
specific month. Appropriate answers might include April, May, or June. Holding
officer elections in the fall might be necessary for one-year schools. However,
it is optimal to hold elections in the spring, giving newly elected officers the
summer to plan for the upcoming year. This also allows outgoing officers to
complete all necessary paperwork and documentation prior to the June 30 fiscal
year-end.
10. Officers, except Treasurer, shall assume their
official duties following:
____ Close of meeting*
in ________ (specific month)
or
____ Beginning
of fiscal year on July 1st
*If you select
“close of meeting”, the month included in the space should be the same month
during which elections are held.
11. Officers shall serve for a term of _____ years or
until successor is elected
It is
recommended that terms be one year or two years.
12. A person shall not be eligible to serve more than
________ consecutive terms in the same office.
Consecutive
terms should be two or three terms.
13. Nominating committee shall consist of __________
members.
The number of
nominating committee members must be at least three, and must be an uneven
number. The total number of nominating committee members should be three, five,
or seven.
14. Nominating committee shall report its nominees in
_________ (specific month).
This should be
done in the month prior to elections being held. Suggested month choices
include March, April, or May.
15. Vacancies shall be filled by a majority vote of the
board with __________ days’ notice of such election being given.
This should be
enough time for the majority of the board to make calendar adjustments, but
short enough so that the vacancy may be filled in a timely manner. The
suggested number of days should range between three and ten.
16. Special meetings may be called by the president or
by a majority of the board with ___________ days notice being given.
This should be
enough time for the majority of the board to make calendar adjustments, but
short enough so that the vacancy may be filled in a timely manner. The
suggested number of days should range between three and ten.
17. Chairmen shall serve for a period of _________
years.
It is
recommended that terms be one or two years.
18. Chairmen are not eligible to serve more than
________ consecutive terms in the same position.
Consecutive
terms should be two or three terms.
19. Number of general membership meetings during the
school year
The minimum
number of general membership meetings throughout the year is three. However,
your PTA/PTSA can choose to hold more than three.
20. Quorum number.
This is the
minimum number of paid members you must have present at general meetings to
conduct business. The lowest quorum number acceptable is ten. However, your
PTA/PTSA can elect to have a higher number than that.
21. District dues amount.
