Since each local PTA is a self-governing unit, the structure of the unit and its specific rules and regulations are contained in the bylaws adopted by the members of the unit. Such bylaws, however, may not conflict with the bylaws of the National PTA or the bylaws of the state PTA. The wording of (#) items, are never changed except by action of the State or National PTA convention body.

Copies of the bylaws should be in the hands of the president, secretary, executive board members, and bylaws committee members, and should be available to any member on request.

EXCERPTS FROM THE NYS PTA Resource Guide
Bylaws are designed to help the group function in an
orderly manner. The bylaws of the association include
all the rules that the society considers so important that
they (a) cannot be changed without previous notice
and (b) cannot be suspended. Every member of the
board should have a copy of the bylaws and be familiar
with them. Bylaws must be updated at least once every three years
for a unit to remain in good standing.

Only members of a local PTA who have paid
dues for the current membership year may participate in
the business of that association.”

The minimum number of officers for a PTA is three—a
president, a secretary, and a treasurer. No person can hold
any two of these positions. There is, then, a system of
checks and balances when one person presides at a
meeting, another record votes and action taken, and
another disburses funds. Combining any of these
positions jeopardizes the “controls” of the association
and leads to misunderstandings. You may have any
number of officers necessary to carry on the work of the
unit, but the number of officers and their titles must be
specified in the bylaws.

If your association has elected co-presidents and one
resigns, there is no vacancy. The member who remains is
the president. No member can be elected to fill a position
that is not vacant. If both people resign, neither can be
nominated for the position. In the event of any other
resignation, a new nominating committee is not formed.
The executive board elects a person to fill the vacancy for
the remainder of the unexpired term.
In the case of a resignation of the president, check your
bylaws to determine whether the first vice president
serves notice of the election to the executive board or
assumes the office of the president for the remainder of
the term.

The nominating committee is the heart of the democratic
process in PTA. This committee is the most responsible
and sensitive deliberative body of the PTA. The decisions
of the nominating committee will impact on the future of
your PTA. It is vital that the elected members include both
experienced, ongoing leadership as well as newer
members. Election of members to the nominating
committee is a # requirement from New York State PTA.
According to New York State PTA policy, at least one of
the elected members of the nominating committee must be
from the general membership, and not the executive board.
Members of the nominating committee may not be barred
from becoming nominees for office.

Meeting notice for regular meetings should provide
enough time for all members to plan to attend. Special
meetings, to conduct a specific item of business, are used
to react to an emergency situation. 1-3 days notice for
special meetings is realistic. More than that would defeat
the purpose of the meeting.

The quorum for the organization is the minimum number of
members who must be present at a meeting before any
business can be transacted. The quorum must always be
at least two greater than the number of officers but never
less than 10. The goal for quorum could be twice the
number of executive board members. It is the
responsibility of the association to attend meetings and
vote on actions.

Standing committees exist throughout the year and deal
with all business in their categories; examples are bylaws,
legislation, membership, program, ways and means. A
special committee is created for a specific purpose and
automatically goes out of existence when its work is
completed and the final report presented. Examples: the
audit committee, the nominating committee.

An audit is required by regulations governing not-for profit
corporations in New York State. It is a means of
assuring the association that the treasurer’s accounts are
accurate and relieves the treasurer of responsibility for
error except in the case of fraud.

Directs all issues not covered in the bylaws to Robert’s
Rules of Order Newly Revised 10th Edition.

Procedures (Standing Rules) are essential. They are a
cumulative record of the association’s experience and
serve as a guideline for current and future officers and
chairmen.
Procedures are details of monthly PTA work that may be
changed from year to year or from meeting to meeting.
Procedures complement bylaws by providing details not
outlined there. Together, the bylaws and procedures
provide for the authority and administration of the affairs
of the PTA.