ramblin’ with robert – robert’s rules and pta bylaws –...

Ramblin’ with Robert – Robert’s Rules and PTA Bylaws – That Is!

Saturday - May 2, 2015

Workshop Part 1: #D01- Saturday 1:30 p.m. Workshop Part 2: #E01- Saturday 4:00 p.m.

California State PTA 2015 Annual Convention

2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org

CAPTA

Typewritten Text

A copy of the June 2014 Bylaws for PTA Units will be provided for note taking. A limited number of the June 2014 Bilingual Bylaws for PTA Units will be available.

CAPTA

Typewritten Text

2015 California State PTA Convention [1] D01-E01 Ramblin’ with Robert – Robert’s Rules and PTA Bylaws

Bylaws play an essential role in the PTA organization. Open your copy, review them as a board, and start learning today!

People tend to think of several things when they hear the term “bylaws” including “restrictive,” “rules,” and “Who needs them?” to name a few. But the more familiar you are with unit, council or district bylaws, the more you’ll appreciate their contribution to running an organization smoothly. The cover page indicates the date your PTA was organized. The internal signature page indicates when bylaws were last adopted. Bylaws should be reviewed each year and updated at least every three years or whenever changes are needed. Contact your PTA council or district parliamentarian for assistance or information on updating your bylaws. Article I of the bylaws states the name of the organization as it was chartered. This is the legal PTA name and must appear on all legal documents such as minutes, tax filings, any communication to state PTA, etc.

Article II states the purpose of the organization. The board should review its PTA’s goals to ensure alignment with the purposes of PTA.

Article III outlines the basic policies of PTA, including noncommercial, nonsectarian and nonpartisan policies. It states PTA cannot enter into memberships with other organizations – with exceptions. Study the Toolkit to learn what the exceptions are. Article III also details what to do should the unit, council or district be dissolved.

Article IV details membership: per capita dues and how much goes where, remittance deadlines and other pertinent membership information.

Article V lists required officers, nominating committee requirements, term restrictions and dates of elections.

Article VI gives details of officers and their duties as stated in the bylaws. This covers president, vice presidents, secretary, treasurer, etc.

Article VII could be retitled Everything You Always Wanted to Know about Association Meetings

but Didn’t Know Where to Look. Literally everything to know about an association or general meeting is contained here: day of the week and the meeting months; which meeting elections are held; the required meeting quorum; who can make motions, debate and vote; the budgets, programs and expenditures which must be approved by the membership; and requirements for calling special meetings – and there a few. Finally, this article discusses proxy voting, which is never allowed.

Article VIII is full of information about the executive board; who is included on the board, what the board does, how the board approves payments, what committees it can create, and how to fill board vacancies. Members of the executive board may not serve as paid employees of or under contract to the association (conflict of interest). Here learn how to call a special meeting and how to legally remove a non-attending officer or one whose conduct is injurious to the organization. “Due process” is fully outlined and must be followed.

Article IX covers committees. Essential knowledge in this section is how to form committees, how long the committees serve, how to make and file committee reports and the due process for committee chairmen.

Article X covers council PTA membership. It states to which council you belong (if in council), the amount of council per capita dues, and who represents the PTA at council meetings. Out-of-council PTAs strike this article and renumber the remaining articles.

Article XI details the charter procedure for all local PTAs organized under the authority of California State PTA. The requirements of constituent organizations – units in good standing – are found here.

Article XII explains PTA’s relationship with National PTA and California State PTA and that the bylaws may not conflict with either.

Article XIII contains the Articles of Organization.

Article XIV states the start and end of the fiscal year and various identification numbers assigned to the PTA.

Article XV states the parliamentary authority that is Robert’s Rules of Order Newly Revised. Parliamentary authority empowers PTAs in achieving proper meeting procedures and respecting every member’s opinion.

Article XVI outlines the bylaw amendment procedure.

Bylaws Play an Essential Role in Your PTA


Las Normas de Funcionamiento son Esenciales para Su PTA


La gente tiende a pensar en varias cosas cuando escuchan el término "estatutos", también “reglas” "restricciones", y "¿Quién los necesita?", por nombrar algunos. Pero entre más familiarizado esté con las normas de funcionamiento de su unidad, consejo o distrito, usted más apreciará su contribución de dirigir una organización sin problemas. La portada indica la fecha de cuando su PTA se organizó. La página interna contiene la firma de cuándo fue la última vez que se adoptaron. La Normas de Funcionamiento deben ser revisadas cada año y actualizadas por lo menos cada tres años o cada vez que se necesitan cambios. Comuníquese con su consejo del PTA o parlamentario del distrito para obtener asistencia o información sobre como actualizar sus normas de funcionamiento.

Artículo I de las normas de funcionamiento establece el nombre de la organización, y cuando se formó. Este es el nombre legal de la PTA y debe aparecer en todos los documentos legales, tales como en las actas de las reuniones, declaraciones de impuestos, cualquier comunicación a la PTA del Estado, etc.

Artículo II establece el propósito de la organización. La mesa directiva debe revisar los objetivos de su PTA para asegurar la alineación con los propósitos de la PTA.

Artículo III detalla las políticas básicas de la PTA, incluye las políticas no comerciales, no sectarias y partidistas. Afirma que la PTA no puede asociarse con otras organizaciones - con excepciones. Examinar la carpeta de recursos para aprender sobre cuáles son las excepciones. El Artículo III también detalla qué se debe hacer en caso de que la unidad, consejo o distrito se disolvieran.

Artículo IV detalla la membresía: las cuotas per cápita a donde se destinan las cantidades fijas, y a donde se deben enviar, las fechas límite y otra información pertinente a la membresía.

Artículo V detalla los oficiales que son necesarios, los requisitos del comité de nominaciones, las restricciones al plazo de servicio y las fechas de las elecciones.

Artículo VI da detalles de los oficiales y sus deberes como se indica en las normas de funcionamiento. Esto incluye el presidente, vicepresidente, secretario, tesorero, etc.

Artículo VII puede que se le dé un nuevo título.

Literalmente todo lo que se debe saber acerca de una asociación o reunión general está detallado aquí: el día de la semana y los meses de las reuniones; qué reuniones de elecciones se llevan a cabo; el quórum requerido por reunión; como proponer cambios, debate y votación; los presupuestos, programas y gastos que deben ser aprobados por los miembros; y lo requisitos para convocar una reunión especial. Por último, este artículo analiza las delegaciones de voto, lo cual nunca se permite. Artículo VIII contiene toda la información acerca de la mesa directiva; los miembros de la mesa directiva, sus deberes como mesa directiva, cómo aprobar pagos, que puede hacer para establecer comités, y cómo llenar las plazas vacantes de la mesa directiva. Los miembros de la mesa directiva no pueden servir como empleados pagados de o bajo contrato de la asociación (conflicto de intereses). Aquí aprenderá cómo convocar una reunión especial y cómo eliminar legalmente un oficial que no participa o uno cuya conducta es perjudicial para la organización. El "Debido proceso" está totalmente detallado aquí y se debe acatar. Artículo IX cubre comités. Esta sección contiene información esencial de cómo formar comités, ¿por cuánto tiempo los comités sirven?, cómo hacer y presentar los informes de los comités y el proceso a seguir para los presidentes de los comités. Artículo X cubre membresía de las PTAs que pertenecen a un consejo.

Indica a cual consejo se pertenece (si en consejo), la cantidad de las cuotas per cápita del consejo, y quién representa a la PTA en las reuniones del consejo. Si no pertenece a un consejo cruce este artículo y renumerar los artículos restantes Articulo XI detalla el procedimiento chárter para todas las PTAs locales organizadas bajo la autoridad de la PTA del Estado de California. Los requisitos para las organizaciones constituyentes – las unidades que están al corriente - se encuentran aquí. Artículo XII explica la relación de la PTA con la PTA Nacional y la PTA del Estado de California y que no debe haber conflicto en las normas de funcionamiento de ambas. Artículo XIII contiene los Artículos de la Organización. Artículo XIV detalla las fechas del inicio y final del año fiscal y los diversos números de identificación asignados a la PTA. Artículo XV afirma la autoridad parlamentaria, que son las Robert’s Rules of Order recientemente actualizada. La autoridad parlamentaria faculta a las PTAs a cumplir con los procedimientos adecuados en las reuniones y a respetar la opinión de todos los miembros. Artículo XVI describe los procedimientos de cómo hacer cambios a las normas de funcionamiento.

2014-01

Todo lo que Usted Quería Saber acerca de las Reuniones de la Asociación pera no Sabia en Donde Buscar.

Las Normas de Funcionamiento son Esenciales para la Organización PTA. ¡Obtenga su copia, examínenlas en conjunto en la mesa directiva, y empiece aprender hoy!

mailto:[email protected]

http://www.capta.org/

2015CaliforniaStatePTA.Convention.[4]D01-E01.Ramblin'.with.Robert-Robert's.Rules.and.PTA.Bylaws

It’s the California State PTA Electronic Bylaws program!

Unit PTAs all over California are discovering the fun, fast, easy way to do their bylaws. The e-bylaws program is now available to all but a few units as a service from California State PTA. Your first steps are outlined in “Easy Steps for Bylaws Review.” Follow these steps to get online with the e-bylaws. 1. Obtain a user name and password. Before you can use the e-bylaws program, you will need to obtain a user name and password.

a. Visit the www.capta.org website and click on e-Bylaws on the homepage left-hand column.

b. On the e-bylaws page, click on the Request a Password button in the right-hand column.

c. On the form that opens, enter your first and last name, email address, and phone number. Select your user type. If you are not the unit parliamentarian, select unit assistant as the user type. Click Next.

d. Select your PTA district number/name and your PTA council name. Type in your school name, city, and your California State PTA unit ID number. This number can be found on your current bylaws. If you can’t find it, contact your council or district for this number.

e. Enter a user name, all lower case, and write it down. Click Next, then Done to submit your request. You will be emailed your password in three to five days.

2. Begin using the e-bylaws program. Once you have your password, go back to the e-bylaws page on the capta.org website and click on the Build e-Bylaws button.

When the login page opens, type in your user name and password. Your unit information will appear.

If this is your first time entering information into the e-bylaws program, you will get a message that bylaws information is incomplete. Click on OK to dismiss this message.

The first screen is the Unit Information Record. This information can only be entered

or changed by California State PTA office staff. If the information is complete and correct, click Next. If the information is incorrect, contact your PTA district for assistance.

Proceed through the each input screen and complete each blank by entering information or clicking on the “radio buttons.”

Remember to save often so your data is not lost.

When finished, click on Save one final time, then click on Bylaws.

A PDF file will be generated. Review your entries at this time.

If you see a DRAFT watermark across the pages, an error or missing information must be corrected. Work your way through each page, looking for a red outline on the information boxes. Move your cursor over each red box to receive directions for correcting the problem.

3. Complete the process. Once you have your PDF file, make sure to review each page. Pay special attention to dues, to audit months in the bylaws and to standing committees in the standing rules.

When the bylaws are satisfactory, print out four back-to-back copies,

plus an additional four back-to-back copies of the signature sheet. (Consult your council or district on the exact number of copies required.)

Keep one bylaws copy for reference, and send the remaining copies and signature sheets, along with a Bylaws Submittal Form available from PTA council or district.


Easy Steps for PTA Bylaws Review


PRESIDENT

___Appoint 3-5 members to bylaws committee

PARLIAMENTARIAN

___Set meeting date ___Read detailed instructions (page i): Procedures

for Bylaws Review ___Read and review bylaws (current and new

standard) prior to meeting ___Obtain necessary information from council or

district PTA for Articles IV, VI and X ___Obtain Bylaws Submittal Form from council or

district PTA ___Bring copy of current bylaws for each

committee member BYLAWS COMMITTEE

___Read Instructions for Completing the Standard Bylaws (page ii), #1 through #8

___To assist in the process, follow #9 (pages ii and iii) while reviewing articles

___List all proposed amendments on separate paper while reviewing; include article, section and page number.

EXECUTIVE BOARD MEETING

___Parliamentarian presents proposed amendments

___Executive board votes to approve (outcome recorded in minutes)

___Use California State PTA’s e-Bylaws system to update bylaws or fill-in preprinted standard bylaws.

SUBMITTING BYLAWS

___Unit parliamentarian keeps one copy ___Attach Bylaws Submittal Form including list of

proposed amendments

___Attach current Standing Rules ___Send one (1) original set of bylaws ___Send two (2) full copies and four (4) additional

signature pages (verify number with council or district PTA)

___In-council: submit to council parliamentarian ___Out-of-council: submit to district

parliamentarian ___Make required corrections as detailed by

council/district/state parliamentarian RETURNED BYLAWS AND STANDING RULES

Returned unsigned by State parliamentarian

___Make required changes ___Resubmit through channels

Signed by State parliamentarian

___Schedule association meeting to adopt the amendments to bylaws

___Notify members at least 30 days in advance ___Proposed amendments must be included with

notice ___A two-thirds (2/3) vote of the association

membership is required to adopt ___Adopted bylaws are now the official bylaws of

the unit AFTER ADOPTION

___Secretary and president sign and date original bylaws. The original set is kept with the Secretary’s procedure files.

___Secretary and president sign copies and give one (1) each to president and parliamentarian

___Secretary mails two signature pages to council, if in council, or one to district PTA

COPIES

___Make a copy for all board members to be kept in their procedure files

___Provide copy to principal ___Have copies available for members, upon

request

2015 California State PTA Convention [5] D01-E01 Ramblin’ with Robert – Robert’s Rules and PTA Bylaws – That Is

Unit Bylaws Worksheet for E-Bylaws Items in italics are filled in by the e-bylaws program using unit, council and district information records. If your bylaws have different entries, contact your council or district parliamentarian.

[Front cover]

Unit Legal Name ______________________________________________________

Name of district ______________________________________________________

Name of council ______________________________________________________

School address, Street _________________________________________________

City _________________________________ ZIP ______________

Organization Date ___________________________________

Grades in school ____________________________________

[Article XIV, page 21-22]

National PTA ID #: __ __ __ __ __ __ __ __ [8 digits] California PTA ID #: __ __ __ __ [4 digits]

IRS Federal EIN: __ __ - __ __ __ __ __ __ __ [9 digits]

Charitable Trust #: CT __ __ __ __ __ __ __ Franchise Tax Board (FTB) #: __ __ __ __ __ __ __

Individually incorporated units Corporation #: C __ __ __ __ __ __ __

Fiscal Year begins __________________ ends __________________

Membership Dues (p. 3) $_________ per member (the program will fill in the rest)

[$2.25 National; $2.00 California; $________ District; $________ Council]

$________ remains in unit

Officers President, secretary, treasurer, and (check those you have below)

___ Executive VP

___ Yes, EVP serves notice of a vacancy in the presidency? ___ No, 1st VP does it

___ Vice Presidents - How many? ________

___ Corresponding Secretary

___ Financial Secretary

Is the Auditor an officer? ____ Yes ____ No

Nominating Committee

Number of members ______ Number of alternates ________

Date officers assume duties (p. 6) ______________________


Association Meetings

Week and Day of Month _______________________ [i.e., first Tuesday]

Months _________________________________________________________________ [must include election month and audit approval months; begin with first meeting month of officer term] Annual meeting month __________________

Special meetings can be called upon the written request of _______ board members

Quorum (the greater of 11 or # of officers +4) _______________ When there is a combination of ten (10) or more standing committee chairmen and/or appointed, voting directors or specialists, etc., that number will be divided by two (2) and added to the association quorum.

Executive Board Meetings

Week and day of month _____________________ [Meets once per month during school year.]

Amount authorized for unbudgeted items between association meetings $_____________

Special meetings can be called upon the written request of _______ board members

Quorum __________ [the greater of 5 or majority* of officers + 1, *majority = more than half] When there are ten (10) or more standing committees, specialists or voting directors, etc., that number will be divided by two (2) and added into the calculations for the executive board quorum.

If your auditor is appointed, appointment is ratified in the month of _________________

Committees

Reports of committees filed with ___ president ___ historian [choose one]

Council Membership

Number of additional delegates for regular meeting _______________

___ Elected ___ Appointed [<< choose one] in ____________ [association meeting month]

Length of term _________ year/s.

Number of additional delegates for annual election meeting ____________________________

Council assessment [if any, p. 24] $______________ due to council on ___________________

Duties of Officers

Reports of officers filed with ___ president ___ historian [choose one, p. 12]

___ [First] Vice President also serves as ___________________________________________

___ Second Vice President also serves as _________________________________________

___ Third Vice President also serves as ___________________________________________


___ Fourth Vice President also serves as __________________________________________

___ Fifth Vice President also serves as ____________________________________________

___ Sixth Vice President also serves as ____________________________________________ NOTE Be sure to add chairman, director, coordinator, etc., to above. Example First vice president also serves as programs director.

Financial Signature Authority

Signed by president, treasurer, ______________________, and ________________________ [up to two elected officer/s; cannot be secretary or auditor; cannot reside in the same household as the president, treasurer, financial secretary, or auditor]

Deposits

If you have a financial secretary, does the financial secretary remit funds to the treasurer?

_____ Yes, funds are remitted to treasurer for deposit. [Financial secretary makes no deposits.]

_____ No, financial secretary makes deposits.

Audits (months)

[Refer to Article V, Sec.8, Officer term begins______; Article XIV, Sec.7, Fiscal Year _______]

Fiscal midyear completed _____________ to Board _____________ Adopted ____________

Fiscal year-end completed ____________ to Board _____________ Adopted ____________

If your fiscal year is different from when your officers take office, you must do a third audit

Term end audit Completed ____________ to Board _____________ Adopted ____________

Standing Committees (some typical committees are listed; use/add the ones you have)

___ Membership ___ Ways and Means ___ Hospitality ___ Programs ___ Legislation

Others (list) _________________________ ________________________

_________________________ ________________________

_________________________ ________________________

_________________________ ________________________

NOTES

1. Specialists (e.g., volunteer coordinator, newsletter editor, webmaster) are not committees and should not appear in the list of committees. List these in an additional handwritten standing rule if they are members of the executive board A volunteer coordinator, newsletter editor and webmaster, appointed by the president and ratified by the executive board, shall serve on the executive board with full voting privileges.

1/2015



The parliamentary authority for PTA is Robert’s Rulesof Order Newly Revised.

Bylaws provide the basic framework for the PTA pur-

poses and the governing structure.

Bylaws may never be suspended.

Bylaws should be reviewed annually to determine if any

changes are needed. Follow California State PTA pro-cedures to amend bylaws.

Standing rules provide detail regarding procedures for

the PTA.

A standing rule may be amended at any association

meeting by a majority vote. (A two-thirds vote is re-quired if no previous notice has been given.)

Each board member should have a copy of the bylaws.

At the beginning of a new term of office, the bylawsshould be reviewed by the entire board.

Every board member needs to know and understand

the bylaws – “the rules of the game.”

A copy of the bylaws must be provided to any member

upon request.

The executive board should be trained in parliamentary

procedure in order to model it for the membership.

The parliamentarian advises the president, who rules

on points of order and procedural questions.

A motion chart may be laminated and placed between

the president and the parliamentarian for easy refer-ence at meetings.

Many district PTAs keep a supply of standard bylaws

for local PTA/PTSAs and council bylaws available forpurchase.

Units should provide a copy of their bylaws to the coun-

cil and district PTA. A PTA position may be filled byonly one person. One position equals one vote.

Minutes should contain records of all actions taken by

the group, including the exact wording of every motion,the maker of the motion and the actions taken on thatmotion. The secretary or chair should request that themotion be in writing if the motion is long or involved.

Only one action may be considered at a time.

Any action (spending money, adopting programs, etc.)

requires a motion.

When several PTA members wish to speak to the same

issue during a meeting, the parliamentarian may assistthe president by noting the names of those wishing tospeak and the order in which they should be called.

Only members of the group that is meeting have the

right to attend unless the group grants permission forguests to attend. However, the right to vote cannot begranted to a guest.

PTA bylaws define each separate meeting group –

committee, executive board and association – and as-sign separate responsibilities and authority to eachgroup.

A special meeting may be called to consider one or

more items of business requiring urgent action beforethe next regular meeting.

A voice vote is the regular method of voting on motions

requiring a majority vote. If the chair believes the votewill be close, the chair may call for the vote by a showof hands.

A rising vote is the regular method of voting on motions

requiring a two-thirds vote. It is also used to verify aninconclusive voice vote.

The chair may order a “rising count” or “count of the

house” to verify an inconclusive voice vote.

A two-thirds vote is required to change any action pre-

viously adopted by the group, such as bylaws or thebudget.

A standing rule may be adopted to limit the length of

time for any motion and to limit the number of speakerson each side of the issue and the time to be allotted foreach speaker.

Voting by proxy is prohibited.

The president protects the impartiality of the chair by

exercising the right to vote (or by abstaining) only whenthe vote will affect the outcome; i.e., to break a tie vote,or when the vote is by ballot.

Members must be given written notice of all association

meetings, along with an agenda that includes all actionitems to be considered, at least 10 days prior to themeeting.

Only members are legally qualified to make motions,

discuss and vote.

~ Parliamentarian

Basic parliamentary hints to ensure PTA productivity and fairness

Following basic parliamentary procedure at PTA meetings provides for order, promptness, and fairand impartial treatment for all.

PTAinCA_Issue1_Oct2010_PTAinCA_Issue4_Mar2010 10/4/10 1:41 PM Page 10

2015 California State PTA Convention [10] D01 & E01 Ramblin’ with Robert–Robert’s Rules and PTA Bylaws

PTA Basic Parliamentary Procedure: Did You Know?

• Following basic parliamentary procedure at PTA meetings ensures order, promptness and

fair and impartial treatment for all.

• The parliamentary authority for PTA is Robert’s Rules of Order, Newly Revised.

• Bylaws provide the basic framework for the PTA purposes and the governing structure.

• Bylaws may never be suspended.

• Bylaws should be reviewed annually to determine if any changes are needed. Follow the California State PTA procedures to amend bylaws.

• Standing rules provide detail regarding procedures for the PTA.

• A standing rule may be amended at any association meeting by a majority vote. (A two-thirds vote is required if no previous notice has been given.)

• Each board member should have a copy of the bylaws. At the beginning of a new term of office, the bylaws should be reviewed by the entire board.

• Every board member needs to know and understand the bylaws – “the rules of the game.”

• A copy of the bylaws must be provided to any member upon request.

• The executive board should be trained in parliamentary procedure in order to model it for the membership.

• The parliamentarian advises the president who rules on points of order and procedural questions.

• A motion chart may be laminated and placed between the president and the parliamentarian for easy reference at meetings.

• Many district PTAs keep a supply of standard Bylaws for Local PTA/PTSAs and Council Bylaws available for purchase.

• Units should provide the council and district PTA with a copy of their bylaws.

• A PTA position may be filled by only one person.

• One position equals one vote.

• Minutes should contain records of all actions taken by the group, including the exact wording of every motion, the maker of the motion and the actions taken on that motion.

• The secretary or chair should request that the motion be in writing if the motion is long or involved.



• Only one action may be considered at a time.

• Any action (spending money, adopting programs, etc.) to be taken requires a motion.

• When several PTA members wish to speak to the same issue during a meeting, the parliamentarian may assist the president by noting the names of those wishing to speak and the order in which they should be called.

• Only members of the group that is meeting have the right to attend unless the group grants permission for guests to attend. However, the right to vote cannot be granted to a guest.

• PTA bylaws define each separate meeting group – committee, executive board and association – and assign separate responsibilities and authority to each group.

• A special meeting may be called to consider one or more items of business requiring urgent action before the next regular meeting.

• Voice vote is the regular method of voting on motions requiring a majority vote. If the chair believes the vote will be close, he may call for the vote by a show of hands.

• A rising vote is the regular method of voting on motions requiring a two-thirds vote. It is also used to verify an inconclusive voice vote.

• The chair may order a “rising count” or “count of the house” to verify an inconclusive voice vote.

• A two-thirds vote is required to change any action previously adopted by the group, such as bylaws or the budget.

• A standing rule may be adopted to limit the length of time for any motion and to limit the number of speakers on each side of the issue and the time to be allotted for each speaker.

• Voting by proxy is prohibited.

• The president protects the impartiality of the chair by exercising the right to vote (or by abstaining) only when the vote will affect the outcome, i.e., to break a tie vote, or when the vote is by ballot.

• Members must be given written notice of all association meetings, along with an agenda that includes all action items to be considered, at least ten (10) days prior to the meeting.

• Only members are legally qualified to make motions, discuss and vote.


EIGHT STEPS TO A MOTION

1. Obtain the floor. The member rises or raises his hand and waits to be recognized before speaking further.

2. Recognition by the chair. The chair grants the member the right to speak by a nod or by announcing the member’s name.

3. Make the motion. The member speaks clearly, stating the motion concisely, saying, “I move …”(Never say, “I so move,” or “I motion that …”) Motions are always in the affirmative. The chair has the right to request that the motion be in writing, unless the rules indicate otherwise.

4. The motion is seconded. A second indicates that more than one person wishes to consider the subject. Another member says, “I second the motion,” or simply, “Second!” If there is no second, the chair says, “Motion fails for lack of a second.” Motions coming from a committee do not need a second.

5. Chair restates the motion. Only the chair can formally place a motion before the assembly. The chair repeats the exact motion, “It has been moved and seconded that…” The motion is now pending. Once stated by the chair, it cannot be changed or withdrawn without consent of the members.

6. Debate or discussion. Immediately after stating the question the chair asks, “Is there discussion?” The maker of the motion has the right to speak first. Discussion must remain relevant to the pending question. The chair should endeavor to alternate pro and con speakers. The maker of the motion may vote against the motion, but may not speak against it.

7. Putting the question – the vote.

When discussion appears to be concluded, the chair asks, “Are you ready for the question?” If the discussion has been long, or amendments made, the motion should be restated as it presently stands. The chair says, “The question is on the adoption of the motion that …” The chair then calls for the vote by saying, “All those in favor of the motion say ‘Aye’” and pausing for response. “All those opposed say ‘No’.” Always call for the negative vote, no matter how unanimous the affirmative vote may appear.

8. Chair announces result. No motion is complete until the chair has announced the result of the vote. The chair says, “The ‘ayes’ have it and the motion is adopted,” or, “The ‘nos’ have it and the motion is defeated.” In a counted vote, the chair should first announce the count, then the result of the vote. The chair then states the effect of the vote.



In addition:

A motion may be made to amend the amendment following the same procedure: to strike;

to insert; to strike and insert; or to substitute.

For example, if the amendment is to insert in the substitute motion: I move to amend the amendment by inserting “in October in the park.”

HOW MOTIONS MAY BE AMENDED

MAIN MOTION: I move that we have a parenting program at the park. This main motion may be amended by making a motion:

To strike a particular word or phrase: I move to amend the motion by striking the words, “at the park.” OR To insert a particular word or phrase: I move to amend the motion by inserting “in October” after the word “program.” OR To strike and insert a particular word or phrase: I move to amend the motion by striking “at the park” and inserting “in November on the school grounds.” OR To substitute the entire motion: I move to substitute the following: “That we have an ice cream social.”

NOTE: A vote must be taken on the motion to amend the amendment before any other amendments may be proposed. The main motion must be voted upon after all amendments have been addressed.



What is a Parliamentarian?

• A parliamentarian is a consultant to the president.

• The role of parliamentarian is purely an advisory and consultative one since parliamentary law gives the chair alone the power to rule on questions of order or to answer parliamentary inquires.

• The parliamentarian can only speak to the assembly if the president makes such a request.

What Can the Parliamentarian Do?

The parliamentarian shall:

Attend all meetings of the association and of the executive board and give necessary advice in parliamentary procedure when requested. Call the first meeting of the nominating committee, conduct election of chairman and

give instructions in procedure, and may be contacted for additional information, if needed, and shall attend meetings of the nominating committee only if elected to serve as a member of the committee. Chair the bylaws committee and review bylaws and standing rules annually. Be entitled to all rights and privileges of membership including the right to make

motions, debate and vote.

How Does the Parliamentarian Assist the President?

Study PTA bylaws and standing rules, Robert’s Rules of Order, Newly Revised and other parliamentary resources. Teach the president, executive board and members how to use parliamentary procedure. Listen carefully to all meeting proceedings. Keep a running list of members wishing to speak to

an issue. Answer parliamentary questions as needed.


Job Description for Parliamentarian

Principals of Parliamentary Law are

... justice and courtesy to all;

... rights of the minority protected;

... rule of the majority reflected;

... partiality to none;

... consideration of one subject at a time.

The bylaws are specific rules by which the unit is

governed, and they supersede any general rule of

parliamentary law with which they may be in conflict.

They are the “Articles of Organization.” They may not

be suspended, even by a unanimous vote. Any action

contrary to the unit’s bylaws is null and void and

should be so stated when discovered.

The bylaws of the unit, council, district, State and

National PTA state that Robert’s Rules of Order

Newly Revised shall be the parliamentary authority.

For help in understanding or interpreting “Robert’s”

or the bylaws, contact the council, if in council, or

district PTA parliamentarian.

The parliamentarian is an officer usually appointed

by the president, subject to ratification by the

executive board. A parliamentarian “pro tem” should

be appointed in the absence of the parliamentarian.

“Pro tem” means “for this time only.”

Duties of the parliamentarian are listed in the

bylaws (Article VI, Section 10). Additional

information can be found in the California State

PTA Toolkit “Running Your PTA” section, the

National PTA Quick-Reference Guide (available

from your PTA President) and Robert’s Rules of

Order Newly Revised (or IN BRIEF),latest edition.

ADDITIONAL RESPONSIBILITIES

Review and study the bylaws and standing rules

annually. If changes are required, ask the president to

appoint a committee for this review. Proposed

amendments are approved by the executive board, then

submitted through council (if in council) and district

PTA channels to the state parliamentarian for approval

prior to adoption at an association meeting.

Use the latest version of Bylaws for Local PTA/PTSA

Units or the free California State PTA e-Bylaws

system for units at www.capta.org. The publication

date, noted on the front cover, should not be more than

two (2) years old. Instructions and procedures are

included. Obtain bylaws from the California State PTA

Store. Some district PTA offices have copies for sale.

Verify the PTA council (if in council) and district PTA

have a current copy of the unit’s bylaws.

Ensure each member of the executive board has a

current copy of the unit’s bylaws and standing rules.

Any member is entitled to a copy upon request.

Become familiar with the unit’s copy of Robert’s

Rules of Order Newly Revised (or IN BRIEF), latest

edition.

Provide the members and the executive board with

training on simple parliamentary procedures; how to

state a motion, rules of debate, quorums.

Assist the president in meeting preparation, when

requested.

Advise presiding officer, when requested, on questions

of parliamentary procedure. Parliamentarians do not

“rule.” Only the chair has the power to rule on a

question of order. If the parliamentarian has expressed

an opinion at the request of the chair, the chair must

still make the ruling.

Assist the presiding officer by keeping track of the

order of those wishing to speak, motions, amendments,

voting, etc., during meetings.

Encourage attendance at trainings on parliamentary

procedures and/or bylaw workshops when offered by

the California State PTA, district PTA or council (if in

council).

BYLAWS

As a part of the national organization, the local PTA is

governed by the National PTA bylaws, as well as the

bylaws of the California State PTA, district PTA and

the council (if in council). California State PTA

bylaws contain “starred” articles and sections which

must be included in the local association bylaws.

Note: The adoption of an amendment to any

provision of the California Corporations Code,

identified by a double star, or to any provision of the

California State PTA bylaws, identified by a triple

star, automatically amends the PTA’s bylaws and

does not require a vote of the unit, council or district.

Other revisions to the bylaws may be made only as

provided in the bylaws themselves (Bylaws for Local

PTA/PTSA Units, Article XVI; Council Bylaws,

Article XVII; District Bylaws, Article XVIII).

References to policies and procedures found the

California State PTA Toolkit may not be altered.

POLICIES AND PROCEDURES

Basic policies of the National PTA are included in

all PTA bylaws as Article III. Parliamentarians often

are asked to interpret these policies or give a

rationale for them. The council, district and

California State PTA also have policies and

procedures which must be observed.

NOMINATING COMMITTEE

The bylaws include, as a duty of the parliamentarian

“...shall call the first meeting of the nominating

committee...and give instructions in procedure…”

These instructions include the eligibility requirements

to hold office, the offices to be filled, those sections of

the bylaws which pertain to the conduct of the

nominating committee, committee voting procedure,

etc. The parliamentarian

• conducts the election of the chairman of the

nominating committee.

• does not automatically serve as a member of the

committee, unless elected to it or unless the bylaws

so provide.

• if not a member of this committee, should be

available for any questions by telephone or at a

specific location.

CHECK BYLAWS FOR:

Date of last amendment to bylaws ________________ (Article XVI, signature page)

Date new officers assume duties _________________ (Article V, Section 8)

Quorum for executive board meeting ______________ (Article VIII, Section 7b)

Quorum for association meeting _________________ (Article VII, Section 5b)

Date to elect nominating committee _______________ (Article V, Section 3b)

Date of officer election meeting __________________ (Article V, Section 3g)

Date to elect convention delegates ________________ (Article V, Section 9)

Date to elect council delegates, if any _____________ (Article X, Section 9)

Article XIV

California State PTA ID# _______________________

National PTA ID# _____________________________

Federal Employee Identification Number (EIN)

_____________________________

Franchise Tax Board Number (FTB) ______________

Charitable Trust number _CT____________________

Corporation number, if any _____________________

Fiscal year ________________ to ________________

Council Parliamentarian (if in council)

Name ______________________________________

Telephone___________________________________

E-mail______________________________________

In addition the council parliamentarian shall:

• Remind units to use the latest version of Bylaws for

Local PTA/PTSA Units.

• Receive, review and assist with member unit

proposed bylaw changes and keep records thereof.

Forward proposed changes to the district PTA

parliamentarian promptly, within one to two weeks.

• Maintain a file of up-to-date bylaws for member

units within the council.

• Offer bylaws and parliamentary procedure

workshops for units within the council PTA.

District PTA Parliamentarian

Name ______________________________________

Telephone___________________________________

E-mail______________________________________

In addition the district parliamentarian shall:

• Remind units and council to use the latest bylaws.

• Maintain a file of up-to-date bylaws for member

units and councils within the district PTA.

• Receive, review and assist with proposed unit and

council bylaw changes, and keep records thereof.

Promptly forward proposed changes to state PTA

parliamentarian. Return signed bylaws promptly.

• Maintain an up-to-date file of the district PTA’s

member unit and council numbers: California State

PTA identification, National PTA identification,

employer identification (EIN), Franchise Tax Board

(FTB), Charitable Trust (CT), and, when appropriate,

corporation number and/or seller’s permit number.

• Offer bylaws and parliamentary procedure workshops

for units and councils within the district PTA.

REFERENCES

From the unit, council or district president:

• California State PTA Toolkit (includes California

State PTA Bylaws, policies, parliamentary guides)

• Bylaws for Local PTA/PTSA Units, Council Bylaws,

District Bylaws

From the California State PTA office:

• Leadership Pocket Pal

• Robert’s Rules of Order Newly Revised, latest

edition

• Robert’s Rules of Order, Newly Revised, IN BRIEF

• The a-b-c’s of Parliamentary Procedure

June 2014

Parliamentarian’s Shopping List

Shameless Commercial: PTA Store

http://shop.captastore.org

2015 Standard PTA Bylaws will be available after July 1, 2015.



http://shop.captastore.org/

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