Parkway PTA Bylaws
PARKWAY PTA BYLAWS
The Parkway Parents and Teachers Association (PTA), also known as the Parkway PTA or the Parkway School PTA, is organized and chartered under the authority of the Connecticut Parents, Teachers and Students Association (Connecticut PTSA), in conformity with such rules and regulations, as the Connecticut PTSA prescribes in its Bylaws. These bylaws are based on the model provided by the Connecticut PTSA and have been reviewed and approved by them.
TABLE OF CONTENTS
ARTICLE I - NAME ....................................................................................... 2
ARTICLE II - PURPOSES .............................................................................. 2
ARTICLE III - BASIC POLICIES ......................................................................... 2
ARTICLE IV - RELATIONSHIP WITH NATIONAL PTA AND CT PTSA ............ 3
ARTICLE V - MEMBERSHIP AND DUES ........................................................ 4
ARTICLE VI - OFFICERS .................................................................................. 4
ARTICLE VII - DUTIES OF OFFICERS .............................................................. 5
ARTICLE VIII - EXECUTIVE BOARD .................................................................. 7
ARTICLE IX - EXECUTIVE COMMITTEE ......................................................... 8
ARTICLE X - COMMITTEES ............................................................................ 9
ARTICLE XI - GENERAL MEMBERSHIP MEETINGS…................................... 9
ARTICLE XII - GREENWICH PTA COUNCIL MEMBERSHIP .......................... 10
ARTICLE XIII - CONNECTICUT PTSA ANNUAL MEETING .............................. 10
ARTICLE XIV - FISCAL YEAR ............................................................................ 11
ARTICLE XV - PARLIAMENTARY AUTHORITY ............................................... 11
ARTICLE XVI - AMENDMENTS .......................................................................... 11
ARTICLE XVII- PARKWAY PTA CONTINUING AFFILIATION ….………………. 11
ARTICLE XVIII - CONFLICT OF INTEREST POLICY ........................................... 12
Revised March 22, 2013
Approved by CT PTSA on March 25, 2013 (Beth Lubenow, CT PTSA)]
Approved by Parkway PTA Membership on April 30, 2013
Article I—Name
The name of this organization is the Parkway Parents and Teachers Association (PTA), also known as the Parkway PTA or the Parkway School PTA, and is located in Greenwich, Connecticut. It is a local PTA organized under the authority of the Connecticut Congress of Parents, Teachers and Students (Connecticut PTSA), a branch of the National Congress of Parents and Teachers (National PTA).
Article II—Purposes
Section 1 The purposes of the PTA are
a. To promote the welfare of children and youth in home, school, community, and place of worship,
b. To raise the standards of home life,
c. To secure adequate laws for the care and protection of children and youth,
d. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth, and
e. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
Section 2 The purposes of the PTA are promoted through an advocacy and educational program directed toward parents, teachers, and the general public; developed through conferences, committees, projects, programs, and gifts; and governed and qualified by the basic policies set forth in Article III.
Section 3 The organization is organized exclusively for 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 III—Basic Policies
The following are basic policies of National PTA:
a. The organization shall be noncommercial, nonsectarian, and nonpartisan.
b. The organization shall work with the schools and community to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
c. The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools, and the community at large.
d. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
e. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from
Federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
f. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of National PTA.
g. The organization or members in their official capacities shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Article IV—Relationship with National PTA and Connecticut PTSA
Section 1 This local PTA shall be organized and chartered under the authority of the Connecticut PTSA in the area in which this local PTA functions, in conformity with such rules and regulations, as the Connecticut PTSA may in its bylaws prescribe. The Connecticut PTSA 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
a. Adheres to the purposes and basic policies of the PTA;
b. Remits the national portion of the dues through the state PTA/PTSA to reach the national office by dates designated by National PTA;
c. Has bylaws approved according to the procedures of its state;
d. Has all presidents and treasurers attend a leadership orientation course that has been provided or approved by the Connecticut PTSA. This training must be completed by October 15th or within 60 days after filling a vacancy; and
e. Meets other criteria as may be prescribed by the individual state PTA/PTSA.
Section 2 This local PTA shall adopt such bylaws for the government of the organization as may be approved by the Connecticut PTSA. Such bylaws shall not be in conflict with National PTA Bylaws or the Bylaws of Connecticut PTSA.
Section 3 This PTA shall include in its bylaws provisions corresponding to the Connecticut PTSA By-Laws.
Section 4 The adoption of an amendment to any provision of the Connecticut PTSA Bylaws shall serve automatically and without the requirement of further action by this local PTA to amend its corresponding bylaws, if such provision is required by Connecticut PTSA for the bylaws of local PTA units. This local PTA shall promptly incorporate such amendments in its bylaws.
Section 5 Bylaws of this local PTA shall include an article on amendments.
Section 6 Bylaws of this local PTA shall include a provision establishing a quorum.
Section 7 Each officer or board member of this local PTA shall be a member of this local PTA.
Section 8 The bylaws of this local PTA shall prohibit voting by proxy.
Article V—Membership and Dues
Section 1 Every individual who is a member of this local PTA is, by virtue of that fact, a member of the National PTA and of the Connecticut PTSA by which this local PTA is chartered, and is entitled to all the benefits of such membership.
Section 2 Each member of this local PTA shall pay annual dues to said organization. The amount of such annual dues shall include the portion payable to the Connecticut PTSA and the portion payable to National PTA.
Section 3 Membership in this local PTA shall be open, without discrimination, to anyone who believes in and supports the Mission and Purposes of the National PTA.
Section 4 This local PTA shall conduct an annual enrollment of members, but may admit persons to membership at any time.
Article VI—Officers
Section 1 The officers of this local PTA shall be a president, a 1st vice president, one or more other vice president(s), a secretary, and a treasurer.
Section 2 Officers shall be elected at the annual meeting in the month of June (See Article XI, Section 3).
Section 3 The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office that election may be held by voice vote.
Section 4 The following provisions shall govern the eligibility of individuals to be officers of this local PTA:
a. Each officer shall be a member of this local PTA and shall be the parent or guardian of one or more children enrolled at Parkway School, Greenwich, CT.
b. No officer shall be eligible to serve more than two consecutive terms in the same office.
c. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
Section 5 Officers shall assume their official duties on July 1 following their election and shall serve for a term of one year or until their successors are elected.
Section 6 A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the 1st vice president, and if he or she is unable to fill the position then by the vice presidents in their designated order by the election slate. If none of the vice presidents are able to fill the position then a nominating committee formed according to Article VI, Section 7 shall fill the position by a member of this local PTA who meets the requirements of Article VI, Section 4. A vacancy in any office other than president shall be filled for the remainder of the unexpired term by a member of this local PTA who meets the requirements of Article VI, Section 4 and who is selected by the executive board.
Section 7 There shall be a nominating committee composed of an odd number, no less than three (3), of members who shall be elected by this local PTA at a regular general membership meeting at least 4 months prior to the election of officers, as outlined in Article VI, Section 2.
a. The nominating committee shall elect its chair.
b. The nominating committee shall nominate one eligible person for each office to be filled and shall report its nominees at a regular general membership meeting held at least 30 days prior to the annual meeting in June.
c. Anyone wishing to run from the floor must notify the president at least 2 weeks before the date of the election. (See Article VI, Section 2)
d. Only those individuals who are current members of this local PTA and who have signified their consent to serve if elected shall be nominated for, or elected to, such office.
e. Only those individuals who have been members of the local PTA at least 30 days prior to the election are eligible to vote in the current election. (See Article VI, Section 2)
f. The nominating committee shall also publish or post the names of the nominees at least 30 days prior to the annual meeting in June.
Article VII—Duties of Officers
Section 1 The president shall
a. Preside at all meetings of this local PTA;
b. Sign all contracts;
c. Serve as an ex officio member of all committees except the nominating committee;
d. Coordinate the work of the officers and committees of this local PTA in order that the purposes may be promoted;
e. Attend required training approved by the Connecticut PTSA; and
f. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the executive board or the executive committee.
Section 2 The 1st vice president shall
a. Act as the primary aide to the president;
b. Perform the duties of the president in the president’s absence or inability to serve; and
c. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the executive board, or the executive committee.
Section 3 The other vice president(s) shall
a. Act as aide(s) to the president and the 1st vice president;
b. In their designated order by election slate, perform the duties of the president in the president's and the 1st vice president’s absence or inability to serve; and
c. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the executive board, or the executive committee.
Section 4 The secretary shall
a. Record the minutes and attendance of all meetings of the Parkway PTA;
b. Be prepared to read the records of any previous meetings;
c. File all records;
d. Have a current copy of the bylaws;
e. Maintain a membership list; and
f. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the executive board, or the executive committee.
Section 5 The treasurer shall
a. Have custody of the funds of this local PTA;
b. Maintain a full account of the funds of this local PTA;
c. Make disbursements as authorized by the president, the executive committee, or this local PTA in accordance with the budget adopted by this local PTA;
d. Have checks or vouchers signed by an authorized signatory on the local PTA’s checking account;
e. Cause to be kept a full and accurate account of the receipts and disbursements in the books belonging to this local PTA;
f. Provide a written financial statement to the executive board at each meeting;
g. Present an annual report of the financial condition of the organization;
h. Present account balances at every meeting of the association;
i. Provide full financial statements to members only;
j. Maintain a list of members;
k. Submit membership fees to the state office on a monthly basis;
l. Submit the books annually, after the end of the fiscal year, for a review or an audit by a review or auditing committee selected by the executive board at least one month before the meeting at which new officers assume duties;
m. Report the findings of the annual review or audit to the executive board and send a copy to the state office;
n. Submit tax forms in a timely manner;
o. Attend required training approved by the Connecticut PTSA; and
p. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the executive board, or the executive committee.
Article VIII—Executive Board
Section 1 The affairs of this local PTA shall be managed by the executive board in the intervals between local PTA general membership meetings.
Section 2 Each executive board member shall be a member of this local PTA.
Section 3 The members of the executive board shall be
a. elected officers;
b. the principal of Parkway School (or a representative appointed by him or her), who shall be non-voting;
c. the immediate past president of this local PTA if he/she is not otherwise serving on the executive board in another capacity. The position of past president shall be non-voting. To serve on the executive board as past president, this person must also be a member of this local PTA, have one or more children enrolled in Parkway School, and be willing and able to serve on the executive board in this capacity; and
d. The president may appoint a parliamentarian, who shall be non-voting, to advise on Roberts Rules.
Section 4 Parliamentarian Description
a. The parliamentarian is a consultant, commonly a professional, who advises the president and other officers, committees, and members on matters of parliamentary procedure. The parliamentarian’s role during a meeting is purely an advisory and consultative one - since parliamentary law gives to the chair alone the power to rule on questions of order or to answer parliamentary inquiries.
Section 5 Duties of the executive board shall be to
a. Carry out such business as may be referred to it by the membership of the association;
b. Create special committees;
c. Create a report at the regular general membership meetings of this local PTA;
d. Select an auditor or an auditing/review committee to audit or review the Treasurer’s accounts;
e. Prepare and submit an annual budget to this local PTA's general membership for adoption;
f. Approve payment of routine bills within the limits of the approved budget;
g. Authorize expenditures in excess of the approved budget if not more than $2,000.
Section 6 If any member of the executive board shall at any time cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the executive board by resolution adopted by the executive board.
Section 7 Regular meetings of the executive board shall be held with the date and time to be fixed by the executive board at or before its first meeting of the year.
Section 8 Special meetings of the executive board may be called by the president or when requested by 2 members upon 3 days' written notice to each member of the executive board.
Section 9 At all meetings of the executive board, a majority of the members of the executive board shall constitute a quorum for the transaction of business. Voting by proxy at meetings of the executive board shall be prohibited.
Section 10 Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the executive board, they shall automatically cease to be a member of the executive board and shall be relieved of all duties and responsibilities incident to such membership. All records, books, and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days.
Article IX—Executive Committee
Section 1 There shall be an executive committee of this local PTA, the members of which shall be
a. All elected officers
Section 2 Special meetings of the executive committee may be called by the president or upon written request of 2 members with 3 days written notice to each member of the executive committee.
Section 3 A majority of the executive committee shall constitute a quorum for the transaction of business. Voting by proxy at meetings of the executive committee shall be prohibited.
Section 4 Duties of the executive committee shall be to
a. Transact business referred to it by the executive board;
b. Appoint standing committee chairs and members;
c. Approve the work of the committees;
d. Act in emergencies between meetings of the executive board.
The executive committee shall take no action in conflict with any action taken by the executive board.
Article X—Committees
Section 1 Only members of this local PTA with one or more children enrolled in Parkway School shall be eligible to serve in any elective or appointive positions.
Section 2 The standing committees of this local PTA shall be
a. Nominating
Section 3 The executive committee may create such special committees, as it may deem necessary to promote the purposes of this local PTA and to carry on the work of this local PTA.
Section 4 The term of office of a committee chair shall be one year or until the selection of a successor.
Section 5 The chair of each committee shall present a plan of work to the executive committee for approval. No committee work shall be undertaken without the consent of the executive committee.
Section 6 Any committee chair or committee member that fails to meet the qualifications or fulfill the duties of the position (including, but not limited to, the payment of dues, attendance at meetings, or dereliction of duties) may be removed from his/her position by resolution adopted by the executive committee.
Article XI—General Membership Meetings
Section 1 Regular meetings of this local PTA shall be held with the date and time to be fixed by the executive board, 7 days notice shall be given to the membership of any change of date.
Section 2 Special meetings of this local PTA may be called by the president or by a majority of the executive board, with at least 3 days written notice having been given.
Section 3 The annual meeting shall be held in June. (See Article VI, Section 2)
Section 4 Twelve (12) members shall constitute a quorum for the transaction of business in any meeting of this local PTA.
Section 5 The president may appoint a parliamentarian to advise on Roberts Rules (a non-voting position)
a. Description: The parliamentarian is a consultant, commonly a professional, who advises the president and other officers, committees, and members on matters of parliamentary procedure. The parliamentarian’s role during a meeting is purely an advisory and consultative one - since parliamentary law gives to the chair alone the power to rule on questions of order or to answer parliamentary inquiries.
Section 6 Voting by proxy at meetings of this local PTA shall be prohibited.
Article XII—Greenwich PTA Council Membership
Section 1 This local PTA shall be represented in meetings of the Greenwich PTA Council by the President and the 1st Vice President, or by alternative delegates appointed by the Executive Board at such times and for such periods as the Executive Board may determine.
a. All representatives to the Greenwich PTA Council must be members of this local PTA.
b. Delegates and their alternates shall be chosen by election in June.
c. Delegates to the Greenwich PTA Council shall serve for a term of 1 year.
Section 2 This local PTA shall pay annual dues to the Greenwich PTA Council as may be prescribed by the Greenwich PTA Council’s yearly budget.
Article XIII—Connecticut PTSA Annual Meeting
Section 1 The voting power of the Connecticut PTSA Annual Meeting shall be vested in the members of the Connecticut PTSA Board of Directors, the local PTA presidents or their alternates, the local PTA vice presidents or their alternates, and one delegate for every twenty-five members of each local PTA according to the books of the state treasurer as of March 15 preceding the Connecticut PTSA Annual Meeting. A local PTA having less than twenty-five members shall be entitled to send one delegate in addition to its president and vice president.
a. All representatives to the Connecticut PTSA Annual Meeting must be members of this local PTA.
b. Delegates and their alternates shall be elected before the month of April.
Article XIV—Fiscal Year
The fiscal year of this local PTA shall begin on July 1st and end on the following June 30th.
Article XV—Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Parkway PTA in all cases in which they are applicable and in which they are not in conflict with National PTA Bylaws, the Connecticut PTSA Bylaws, special rules of order or Articles of Incorporation.
Article XVI—Amendments
Section 1 These bylaws may be amended at any regular general membership meeting of the Parkway PTA by a two-thirds vote of those present and voting, provided the amendments have been approved by the executive board and notice of proposed amendments has been provided to the membership thirty (30) days prior to the meeting.
Section 2 The executive committee or the executive board by a majority vote may authorize the Committee on Bylaws to submit a revised set of bylaws as a substitute for the existing bylaws. The revised set must still be approved by a two-thirds vote of those present and voting at any regular general membership meeting (as per section 1).
Section 3 Submission of amendments or revised bylaws for approval by the Connecticut PTSA shall be in accordance with the bylaws or regulations of the Connecticut PTSA.
Article XVII – Parkway PTA Continuing Affiliation
Section 1 All units need to be in “good standing” with the Connecticut PTSA. The following items must be sent to Connecticut PTSA.
- Officer Information Sheet- submitted to CT PTSA by July 1st of each year.
- Membership Fees-Monthly. Each local PTA/PTSA shall pay membership fees to CT PTSA. The amount of such fees shall include the portion payable to National PTA.
- Review or Audit of Finance Records- submitted to CT PTSA by September 30th of each year.
- Copy of IRS 990 (due to IRS by Nov 15, due date subject to adjustment for extensions granted pursuant to IRS rules, regulations, and procedures); copy to CT PTSA by Nov 30th of each year (due date subject to adjustment for extensions granted pursuant to IRS rules, regulations, and procedures).
- Proof of Insurance by Nov 30.
Section 2 Additionally to be in “good standing” with the Connecticut PTSA
- Bylaws need to be reviewed, updated and approved by CT PTSA every 3 years.
- President and treasurer must attend training that has been approved by CT PTSA.
Article XVIII—Conflict of Interest Policy
Article 1
Purpose
The purpose of the conflict of interest policy is to protect the interests of this tax-exempt organization, (the “Organization”), when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Article 2
Definitions
1. Interested Person
Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
2. Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment or family:
a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
b. A compensation arrangement with any entity with which the Organization has a transaction or arrangement, or
c. A proposed ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
Article III
Procedures
a. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.
b. The remaining board or committee members shall decide if a conflict of interest exists.
c. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon.
d. An interested person may make a presentation at the governing board or committee meeting, but after presentation, he/she shall leave the meeting during the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest.
Bylaws revised: March 22, 2013
Approved by CT PTSA: March 25, 2013 (Beth Lubenow, CT PTSA)
Approved by Parkway School PTA Membership: April 30, 2013
PARKWAY PTA BY-LAWS
141 Lower Cross Rd, Greenwich, CT 06830