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Bylaws Submissions and Nominating Committee F.A.Q.

Bylaws - Need to Know!

Bylaws are designed to help each association function in an orderly way. A copy of the current Bylaws for the Local PTA/PTSA Units should be provided to all executive board members as they come into office. Each member should study the bylaws thoroughly to ensure that he or she understands the workings of the unit. A copy of the current bylaws should be provided in a timely manner to any member of the association upon request. 

 

Each copy of Bylaws for the Local PTA/PTSA Units includes the Standing Rules. These rules give information that is specific to your unit, such as:

Standing Rules are an important tool to help better manage your unit, as well as preserving information for future boards. Additional Standing Rules may be added by created a numbered document (start from the last numbered standing rule on the Standing Rules attached to your unit bylaws), and use corresponding page numbers. Standing Rules may not contradict the bylaws. 

 

 

Bylaws Renewal

 

Bylaws should be reviewed every year, and must be submitted to California State PTA for renewal every three years (at a minimum.). Bylaws must be submitted in hard copy through channels via TVC PTA to California State PTA,  signed by the California State PTA parliamentarian, returned to the unit, adopted by the association, and then signed by the unit president and secretary before the bylaws become the current bylaws for the unit.

Bylaws preparation for submittal and approval is now digital. Units should use e-bylaws to prepare bylaws for submission. E-bylaws may be accessed via California State PTA website, CAPTA.org. This step-by-step process greatly simplifies the bylaws review process, and helps prevent submittal errors! It's also easy!

 

Unit new users will need to request a password by clicking "Request Password" on the e-bylaws CAPTA.org page. The user will create a user name and password. This user name and password belongs to the unit, and should be recorded in a safe place for future use by the unit.

 

The user request will receive instructions via e-mail, at which time, when the user name and password have been created, the e-bylaws system may be accessed. The system will guide the user through a step-by-step, page-by-page process to allow for changes. If proposed changes are not allowable, the system will notify the user. Correct bylaws, ready for printing, will see a greenlit box when bylaws are completed. A .pdf file of completed bylaws may then be generated by the user. The .pdf file is just a file that resides where you save it - your computer, a flash/jump drive, etc.

 

COMPLETING BYLAWS IN E-BYLAWS DOES NOT SUBMIT BYLAWS TO CALIFORNIA STATE; BYLAWS MUST STILL BE SUBMITTED TO TVC PTA.

 

Bylaws Submittal

 

Bylaws must be printed for submission to TVC PTA. Units submitting bylaws must print four (4) copies of bylaws to be submitted. All bylaws must by copied duplex (double-sided), and each copy must include any additional Standing Rules for your unit. Two (2) copies must have the Bylaws Submittal Page attached, with all proposed changes documented. Once bylaws are prepared for submission, the unit must submit them to TVC PTA by contacting the TVC PTA Parliamentarian at Parliamentarian@tvcpta.org.

If any member of your unit has any questions, please don't hesitate to contact Council - we are here to help!

Nominating Committee - Need to Know!

The Nominating Committee is the only committee not appointed by the unit president; in fact, the unit president may not serve each nominating committee is elected by the association, at a general association meeting occurring at least 60 days prior to the election meeting. For TVC PTA units, the nominating committee will be elected at the January association meeting; the March general association meeting will be the election meeting. In the event that the unit is not able to complete the election in a timely manner, please contact the TVC PTA Parliamentarian at Parliamentarian@tvcpta.org.

 

Nominating Committee protocol can be found in Article V – OFFICERS AND THEIR ELECTION, Section 3 of Bylaws for Local PTA/PTSA Units. 

 

There is also a handy dandy booklet available here that will walk you through the importance and procedures of the Nominating Committee!

From establishing the committee through holding a successful election, this guide has it all!

 

More information on the nominating committee can be found on CAPTA.org, as well as in the Toolkit.

 

Things to Know

 

  • The deliberations and discussions of the nominating committee are private and confidential. In fact, due to the nature of the responsibilities of the committee, confidentiality on the part of all nominating committee members is necessary and vital to the nominating committee process. At no time should anyone other than nominating committee members be privy to information regarding potential nominees, discussion items, or decisions of the committee – this includes even the alternates to the committee and especially the unit president. The only information that should be forthcoming from the nominating committee is the prepared and posted slate.

 

  • Service on the nominating committee is open to all members of a PTA/PTSA unit who are in good standing, with the exception of the unit president. The committee needs a balance of newer and more experienced PTA members, all of whom should be knowledgeable about PTA and who are:
    • Aware of qualified potential nominees
    • Familiar with the eligibility requirements and the qualifications necessary for the offices to be filled
    • Willing and able to devote adequate time to the responsibilities involved and maintain confidentiality.'
    • Don’t overlook student and teacher members.
       
  • The election of the nominating committee should not be a popularity contest based on willingness to serve nor should it consist of the PTA executive board. The PTA president never serves on the committee, and the parliamentarian serves only when elected to serve. The principal may be elected, but should at least be an advisor to the group. No person may serve on the committee for two consecutive years. Be sure to elect your nominating committee wisely!
     
  • The report of the nominating committee must be posted to the association at least 28 days prior to the election meeting.

Need assistance with your 2017-2018 Nominating Committee?

Please contact that TVC PTA Parliamentarian at

Parliamentarian@tvcpta.org