PTA Bylaws

ARTICLE V

Membership and Dues

Section 1. Every individual who is a member of this local PTA/PTSA is, by virtue of that fact, a member of National PTA and of Maryland PTA by which this local PTA/PTSA is chartered, and is entitled to all the benefits of such membership.

Section 2. Membership in this local PTA/PTSA shall be open, without discrimination, to anyone who believes in and supports the mission and purposes of National PTA.

Section 3. Each local PTA/PTSA shall conduct an annual membership campaign but shall continue to admit individuals to membership at any time.

Section 4. Each member of a local PTA/PTSA shall pay such annual dues (including local, state, and national) as may be prescribed by the association. The amount of the state portion of each member’s dues shall be two dollars ($2.00) per annum. The national portion of each member’s dues shall be as recommended by the board of directors and approved by a two-thirds (2/3) majority of the voting body at National PTA Annual Convention. This local PTA/PTSA shall remit the state and national portion of the dues to reach the Maryland PTA office by the dates designated by Maryland PTA.

Section 5. Each member of this local PTA/PTSA shall pay annual dues of an amount to be determined annually by the board of directors. The amount of such annual dues shall include the portion payable to Maryland PTA and the portion payable to National PTA, as well as County Council.

Section 6. A person may hold membership in one or more local PTA/PTSAs upon payment of all-inclusive membership fees as required in each local PTA/PTSA’s bylaws.

ARTICLE VI

Officers and Their Election

Section 2. Officers and their election:

The officers of this local PTA shall be a President, President-Elect, President-Emeritus, one or two Vice Presidents for each of the following (Communications, Education, In-school Activities, Before- and After-school Activities, Diversity and Inclusion, Community Service, Social Activities, and Fundraising), one Treasurer, one Secretary, two Delegates to the Montgomery County Council of PTAs, two Special Education Delegates to the Montgomery County Council of PTAs, the two Walt Whitman Cluster Representatives, two Montgomery County branch of the National Association for the Advancement of Colored People Representatives, and the principal of the school or a teacher/staff representative appointed by the principal.
Officers other than the President and President-Emeritus shall be elected by individual votes at the annual general membership meeting in the months of May or June. The President-Elect from the current year shall assume the job of President the following year and the current President shall assume the job of President-Emeritus the following year. President is not eligible to serve as President or President-Elect for two years after serving as President.
The President, President-Elect, and President Emeritus shall not be eligible to serve more than 1 consecutive term. The treasurer shall not be eligible to serve more than 2 consecutive terms in the same office. All other officers may hold the same position for more than 2 terms if they are re-elected by the general membership. An officer who has served in an office for more than one half a full term shall be deemed to have served a full term in such office.

Section 3. Nominating Committee:

There shall be a Nominating Committee composed of five (5) members who shall be appointed by the Board of Directors. The committee shall elect its own chair.
The Nominating Committee shall be appointed at least two (2) months prior to the election of officers (i.e., by the end of March).
The Nominating Committee must nominate an eligible person for each office to be filled to the general membership at least ten (10) days prior to the general membership meeting in May or June at which officers are elected. The general membership may submit additional written nominations to the Secretary, up to 48 hours prior to the general membership meeting at which officers are elected. No further nominations may be made from the floor at the meeting.
Only those individuals who are current members of this local PTA/PTSA and who have signified their consent to serve if elected shall be nominated for, or elected to, any office.

Section 4. Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of a quorum of the current Board of Directors, notice of such election having been given to all members at least 3 days prior to such election. A vacancy in the office of President shall be filled by the President-Elect. If the President-Elect cannot assume the President’s responsibilities, the Board of Directors will vote to determine which of the officers will be appointed President.

ARTICLE VII

Duties of Officers

Section 1. The President shall:

preside at meetings of this local PTA/PTSA, the Board of Directors, and the Executive Committee;
coordinate the work of the officers and committees of this local PTA/PTSA in order that its purposes may be promoted;
be a member ex officio of all committees except the Nominating Committee;
perform such other duties as may be prescribed in these bylaws or assigned by this local PTA/PTSA or by the Board of Directors;
review bank statements monthly; and
represent this PTA/PTSA at council meetings or send an alternate.

Section 1.1. The President-Elect shall:

act as aide to the President;
in the absence of the President, preside at meetings of this local PTA, the Board of Directors, and the Executive Committee; and
perform such other duties as may be prescribed in these bylaws or assigned by this local PTA, by the President, or by the Board of Directors.

Section 1.2 The President-Emeritus shall:

be the immediate past-President;
serve in an advisory capacity to the President for the duration of their term;
serve as listening posts and appraisers of local community sentiment concerning specific programs as well as the general condition of the school; and
perform such other duties as may be prescribed in these bylaws or assigned by this local PTA/PTSA or by the Board of Directors.

Section 2. The Vice President(s) shall:

The Vice President(s) of Communications shall monitor issues related to communications and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Education shall facilitate parent/teacher communication and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of In-school Activities shall coordinate educational in-school activities and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Before- and After-school activities shall coordinate before- and after-school educational clubs and activities and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Diversity & Inclusion shall monitor and advocate for the diverse interests and needs of our school population and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Community Service shall coordinate in-school and out-of-school community service activities and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Social activities shall coordinate community events and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.
The Vice President(s) of Fundraising shall coordinate fundraising efforts and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA or by the Board of Directors.

Section 3. The Secretary shall:

record the minutes of all meetings of this local PTA/PTSA, the Board of Directors, and Executive Committee;
make the previous meeting’s minutes available to members at least 48 hours prior to the next meeting in order for minutes to be reviewed by membership prior to voting for approval, and be prepared to read the minutes of the previous meeting;
file all records;
have a current copy of the bylaws, and ensure current bylaws are available to elected officers and the general membership;
have access to the current membership list; and
perform such other duties as may be prescribed in these bylaws or assigned by this local PTA/PTSA or by the Board of Directors.

Section 4. The Treasurer shall:

have custody of all funds of this local PTA/PTSA;
keep a full and accurate account of receipts and expenditures, including reconciliation of the bank statement each month;
make disbursements as authorized by the President or Board of Directors of this local PTA/PTSA in accordance with the budget adopted by this local PTA/PTSA;
be prepared to present a written financial statement at every meeting of the Executive Committee, the Board of Directors, the general membership, and at other times when requested by the Board of Directors;
make a full report before the newly elected officers officially assume their duties;
be responsible for the maintenance of such books of account and records as to conform to the requirements of Article IV, Section 13 of these bylaws;
be responsible for preparing and filing all necessary tax forms and submitting a copy to the Maryland PTA office within thirty (30) days of filing;
have the accounts examined at the close of the fiscal year and upon change of treasurer by an auditor or an auditing committee of not less than three (3) persons who, satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report. An auditor or an auditing committee shall be selected by the Board of Directors at least thirty (30) days before the new officers assume their duties;
be responsible to notify the Board of Directors if carryover funds at the end of a fiscal year are less than sufficient to cover expected costs into the new fiscal year;
and perform such other duties as may be prescribed in these bylaws or assigned by this local PTA/PTSA or by the Board of Directors.

Section 5. This local PTA/PTSA shall have checks and vouchers signed by two (2) persons (the Treasurer and one other officer).

Section 6. This local PTA/PTSA shall submit a copy of its annual financial review to Maryland PTA within one hundred twenty (120) days following the close of the local’s fiscal year.

Section 7. Upon the expiration of the term of office, or in case of resignation, each officer shall turn over to the President, within fourteen (14) days, all records, books, and other materials pertaining to the office, and shall return to the Treasurer, immediately, all funds pertaining to the office.

ARTICLE VIII

Board of Directors

Section 1. Each member of the Board of Directors shall be a member of this local PTA/PTSA.

Section 2. The Board of Directors shall consist of the officers of this local PTA.

Section 3. A PTA/PTSA member shall not serve as a voting member of this local PTA/PTSA’s Board of Directors while serving as a paid employee of, or under contract to, this local PTA/PTSA.

Section 4. The duties of the Board of Directors of this PTA/PTSA shall be:

to transact necessary business in the intervals between general membership meetings and such other business as may be referred to it by this local PTA/PTSA;
to create standing and special committees;
to approve the plans of work of the standing committees;
to present a report at the general membership meetings of this local PTA/PTSA;
to select an auditor or an auditing committee to audit the Treasurer’s accounts;
to approve and submit an annual budget to this local PTA/PTSA’s general membership for adoption;
to approve routine bills within the limits of the adopted budget;
to fill vacancies; and
to appoint members to the Nominating Committee.

Section 5. Regular meetings of the Board of Directors shall be held during the year, the time to be fixed by the Board of Directors at its first meeting of the fiscal year. A majority of the Board of Directors’ members shall constitute a quorum. Special meetings of the Board of Directors may be called by the President or by a majority of the members of the board, three (3) days’ notice having been given.

Section 6. The Board of Directors, by a two-thirds (2/3) vote of the members present and voting, may remove from his/her position any board member who: fails to perform designated duties as outlined in these bylaws, the current policies, procedures, and/or job descriptions; fails to attend two consecutive meetings and/or Board of Directors meetings without being excused; violates the basic policies, misrepresents the positions of the association, or acts in any other way which is detrimental to the philosophy and purposes of the association. When removal action is contemplated, the board member shall be advised by certified mail at least seven (7) days prior to the meeting determination of his/her right to appear before the Board of Directors at that meeting. Such removal constitutes a vacancy in that office.

ARTICLE IX

Executive Committee

Section 1. The Executive Committee shall consist of five (5) members, typically the President, President-elect, President-emeritus, Treasurer, and Secretary. If there is no active President-emeritus, or if any other Executive Committee member roles are not filled following open election, then the Board of Directors will appoint board members to fill the open Executive Committee positions within four (4) weeks of the open elections. In the instance of an appointed Executive Committee member, this member shall continue to serve on the board in the role that they were elected to, while also taking on the duties of the Executive Committee.

Section 2. Meetings of the Executive Committee shall be held as needed. Meetings shall be called by the President or by a majority of the committee’s members with three (3) days’ notice.

Section 3. At all meetings of the Executive Committee, a majority of the members of the committee shall constitute a quorum for the transaction of business.

Section 4. Duties of the Executive Committee shall be:

to transact business referred to it by the Board of Directors;
to act in emergencies between meetings of the Board of Directors; and
submit a report at each Board of Directors meeting.

Section 5. The Executive Committee shall take no action in conflict with any action taken by the board of directors.

ARTICLE X

Committees

Section 1. Only members of this local PTA/PTSA shall be eligible to serve in any elected or appointed position.

Section 2. The Board of Directors may create such standing or special committees as it may deem necessary to promote the purposes and carry on the work of this local PTA/PTSA.

Section 3. The chair of each standing or special committee shall be appointed by the PTA Officer overseeing that particular committee. The term of each chair shall be one (1) year or until the appointment of a successor.

Section 4. The chair of each standing committee shall present a plan of work to their PTA officer for approval. No committee work shall be undertaken without the consent of the appropriate PTA officer.

Section 5. The power to form special committees and elect members rests with the Board of Directors.

Section 6. The President shall be a member ex officio of all committees except the Nominating Committee.

Section 7. Vacancies of standing or special committee chairs shall be filled by the appropriate PTA Officer.

ARTICLE XI

Electronic Meetings and Communication

Section 1. Maryland Board of Directors, to include all committees and subcommittees and all subsidiary locals and councils board of directors, committees and subcommittees, may meet by telephone conference or through other electronic communications media, as long as all the members can simultaneously clearly communicate, and/or electronically stream each other and participate during the meeting.

Section 2. Unless members indicate otherwise to the cognizant board of directors, all communication required by these bylaws, including meeting notices, may be sent electronically unless otherwise specified in these bylaws.

ARTICLE XII

General Membership Meetings

Section 1. At least four (4) general membership meetings of this local PTA/PTSA shall be held during the school year. Dates of meetings shall be determined by the Board of Directors and announced at the first general membership meeting of the fiscal year. Five (5) days’ notice shall be given of a change of date.

Section 2. Special general membership meetings of this local PTA/PTSA may be called by the President or by a majority of the Board of Directors, seven (7) days’ notice having been given.

Section 3. The annual general membership meeting of this local PTA/PTSA shall be held in May or June; elections to be conducted if applicable.

Section 4. Ten (10) members shall constitute a quorum for the transaction of business in any general membership meeting of this local PTA/PTSA.

Section 5. Only members of this local PTA/PTSA who have paid dues for the current membership year may participate in the business of this local PTA/PTSA.

ARTICLE XIII

Council Membership

Section 1. This local PTA/PTSA shall be represented in meetings of the Montgomery County Council of Parent Teacher Associations by the President or alternate, and by 2 Delegates or their alternates. All representatives to the council must be members of this local PTA/PTSA. Delegates shall be elected in May or June by the general membership. Delegates to the Montgomery County Council of PTAs shall serve for a term of one (1) year.

Section 2. To participate in the business of the council this local PTA/PTSA shall pay annual dues to the Montgomery County Council of PTAs as provided in the council bylaws.

ARTICLE XIV

Maryland PTA Convention

Section 1. This local PTA/PTSA shall be entitled, upon payment of registration, to be represented at the annual meeting of the Maryland PTA by the President or alternate, two (2) other officers or their alternates, and one (1) delegate for every fifty (50) members or major fraction thereof.

This local PTA/PTSA shall meet the standards of affiliation annually as of March 31 (or be a new local PTA/PTSA chartered prior to convention as shown on the books of the state treasurer).
All representatives to the Maryland PTA convention shall be members of this local PTA/PTSA.
Delegates and their alternates shall be chosen according to the guidelines established by this local PTA/PTSA.

ARTICLE XV

Fiscal Year
Section 1. The fiscal year of this local PTA/PTSA shall begin on July 1st and end on the following June 30th.