Bylaws
Bylaws
Bylaws of PTAs/PTSAs determine its
structure and provide specific regulations by which
its affairs are governed and its 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.
A group, upon organization and before becoming a
PTA, must adopt bylaws to meet its particular needs
and submit four copies for approval to the Kentucky
PTA office. All established PTAs and PTSAs must
renew their bylaws every five years to remain a "unit
in good standing." Each year local unit bylaws
are updated according to amendments from National
PTA and Kentucky PTA and included in the
Kentucky PTA Leaders' Notebook for PTAs and PTSAs.
The set of local unit bylaws in this edition
of the Leaders' Notebook is the most current and the
set you should use if your bylaws are due for
renewal. This set also supersedes all other sets of
bylaws including your own approved bylaws. If your
bylaws are not due for renewal for some time, you
need to make sure they match this set. All
amendments from National PTA and Kentucky PTA that
affect local PTA and PTSA bylaws are automatic and
cannot be ignored. The first five articles of
the bylaws deal with the legalities necessary for a
branch of a national association, nonprofit status,
relationship with other branches, etc. The remaining
articles deal more specifically with your particular
PTA. Here are some of the safeguards the bylaws
provide for:
- A quorum to be present in order to conduct
business. The minutes must reflect that a quorum
was present.
- Specific officers to be elected, how the
nominating committee is elected, when the
election takes place, etc.
- Funds to be spent according to a budget
approved by the general body, who writes checks,
an audit to be done yearly, etc.
- Procedure for amending the bylaws and
requirements by Kentucky and National PTAs.
- A Parliamentary authority.
- Information, along with your parliamentary
authority and Kentucky PTA's SBDM Parent
Handbook, to conduct SBDM Council parent
elections.
The bylaws are your protection. Read them and
be sure that you understand the ways they affect
your PTA. Kentucky PTA Bylaws are reviewed
each year. Amendments are approved by the
delegation present at the convention-
leadership. Call the Kentucky PTA office to
request a copy.
"Unit in
Good Standing"
Your PTA/PTSA must be a "unit in good
standing" in order to have voting delegates at
the Kentucky PTA convention-leadership; to be
eligible for awards and scholarships; to
participate in the insurance program of Kentucky
PTA; and to remain a tax exempt 501(c)(3) entity
under the Kentucky PTA group exemption.
Requirements
for a "Unit in Good Standing"
To be a "unit in good standing", your
PTA/PTSA must:
- Adhere to the purposes and basic
policies of PTA;
- Pay district, Kentucky and National PTA
dues as required. One payment must be made
on or before Oct. 15th of each year.
- Review treasurer's books and submit the
PTA financial review form (formerly Audit
Report) to Kentucky PTA by August 15th;
- Have bylaws approved by the Kentucky PTA
every five (5) years;
- Have an IRS Employer Identification
number (EIN) on file at the Kentucky PTA
office; and
- Maintain a minimum of ten (10) members.
Keep a set of approved bylaws with your
PTA's permanent records. If you can't find
your PTA's bylaws, request a set from your
district president or the Kentucky PTA
office. Your PTA/PTSA secretary should have
a copy and a copy should be kept in the
school office. It's also a good idea for all
board members to have a copy of the bylaws.
Take the time to go over the bylaws as a
group and become familiar with them.
Bylaws protect you and your PTA/PTSA. As
long as your are abiding by your bylaws, you
will avoid many problems.
The procedure for renewing or amending
your bylaws follows.
Do not retype the bylaws, simply fill in
the blanks. If you need to add sections
to the bylaws you may use the lined space at
the end of the bylaws or attach extra pages.
Remember: all article and sections with a
pound (#) sign must be included in your
bylaws verbatim. There are no
exceptions.
Procedure for Bylaws Renewal and Bylaws
Amendments
To remain in good standing, your
PTA/PTSA must renew its bylaws every five
years. In addition, there are often other
times when your PTA/PTSA may wish to amend
its bylaws. Here is the procedure to follow.
- Check the last renewal date on the
last page of your official bylaws
copy--the copy with the embossed seal of
approval. If your renewal date will be
five years old before the end of the
school year, your bylaws need renewing,
reviewing and bringing up to date.
- Form a committee to review and
update your bylaws (or to prepare
amendments between renewal dates).
- Using the "required local unit
bylaws format" prepare proposed changes
from your previous bylaws.
- Bring proposed changes to the board
for approval to present to the general
membership. [Reminder: the board has
the authority to propose bylaw
amendments, but does not have the
authority to approve them. Only your
membership can do that.]
After the proposed bylaws have been
approved to take to the general
membership, the following steps
must be taken:
- At least 30 days before the
general meeting at which the bylaws
are to be voted on, do either of the
following:
- announce the
proposed bylaws changes at a
general meeting, reading both
the current bylaw and the
proposed bylaw for each change;
or
- send a letter or
newsletter to your members with
the proposed bylaws changes,
printing both the current bylaw
and proposed bylaw for each
change.
Example:
(Bylaws change to Kentucky PTA
Bylaws '06)
Proposed Amendment No. 1
Article IX: Board of Directors,
Section 3
Proposed Bylaws
Amendment:
Add 3 d.
Member must complete
complete and sign a Conflict of
Interest Policy Statement, which
will be kept on file in the
Kentucky PTA office.
Rationale: To be in
compliance with expected
procedures for non-profit board
members.
- Present the amendments for
approval at an open general
meeting of your PTA/PTSA, to
which all your members (you
PTA's/PTSA's governing body)
have been invited, and at which
a quorum is present.
- Present each proposed bylaw
change separately and vote on
each separately.
- The vote must be taken by
asking those for the change to
rise and say aye, and those
opposed to rise and say no. A
two-thirds (2/3) vote is
required for the change to pass.
- Send four (4) signed
copies of the approved bylaws,
one (1) copy of the minutes of
the general meeting at which the
bylaws were approved stating a
quorum was present, and the
bylaws approval form to:
Kentucky PTA, P. O. Box 654,
Frankfort, KY 40602-0654.
Revised 2009 Bylaws will be
posted to Kentucky PTA's website
www.kypta.org after the vote
of delegates at the 2009
Convention meetings.
Be sure to keep a fifth
copy for your PTA/PTSA. [Note:
Faxed or E-mailed copies are not
acceptable.] Your bylaws
or amendments will go into
effect as soon as they are
approved by the Kentucky PTA.
Your PTA will be sent an
official copy with a date of
approval and charter renewal
certificate with an embossed
seal of approval.
Bylaws Approval Form
15th District Bylaws
Required Local Unit Bylaws
Format
* Reference - Kentucky PTA
Leaders' Notebook for PTAs and
PTSAs July 2009
