Parliamentary Procedure-Easy As ABC

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

Parliamentary Procedure-Easy as ABC

Workshop # D01 Friday, May 6, 2016 8:30 a.m. California State PTA 2016 Annual Convention 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org PTA Meetings Productive meetings include information, instruction, and/or inspiration. When developing a program, keep these three “I’s” in mind. The content will meet the group’s needs and provide benefits for participants, their children, school staff, or the community. Always keep meetings as brief as possible. Conduct committee work in committee well before the meeting. Have chairmen provide written reports unless action is required by the association. Give members an opportunity to participate in the decision making. Streamline minutes and financial reports. Duplicate and distribute or post, wherever possible. Begin and end on time! When conducting business at the meeting, be aware of which individuals are voting members. The privilege of making motions, debating, and voting is limited to qualified members To be qualified to vote, a member must have paid annual per capita dues and been a member of the association for at least 30 days. Only qualified voting members count toward the quorum. It is the responsibility of the secretary to have an updated membership list.

Tips for Chairing a Meeting The attitude of the president sets the tone for accepting everyone at the meeting. Attitude “messages” are sent in nonverbal ways: • How the president stands and holds his/her head; • The tone of voice used; and • Facial expressions and gestures. Encourage PTA board members not to sit together but to scatter among the audience. Look at everyone, not just those who are known to you or who are friends. Keep a calm voice, even when being questioned or challenged. Face straight ahead and make sure not to turn away from any part of the audience. Be careful using humor. What one person may think is funny might offend another. Even innocent teasing between friends might be overheard by others and misunderstood.

2016 California State PTA Convention -Page 1- D01-Parliamentary Procedure-Easy as ABC The PTA Meeting Agenda The president is responsible for conducting meetings effectively. A delicate balance is often required to follow the agenda and remain sensitive to members’ needs “Model” agendas are available as resources, but the agenda is determined by the president. Be creative and plan it to achieve an orderly process for conducting the meeting. The president should consult with officers and committee chairmen before the agenda is prepared to determine which reports need to be made. The (corresponding) secretary distributes the agenda in writing to the membership in accordance with the bylaws, a minimum of ten (10) days prior to the meeting. Written notice must include the date, time, location, and proposed business to be considered at the meeting. Written notice for proposed bylaw amendments and election of officers must be given at least thirty (30) days in advance. A PTA meeting should be managed in a manner that allows the business of the organization to be completed in a speedy and effective way.

(Date of Meeting) (Meeting Location/Time) I. Call to Order (on time, quorum met) The president stands, raps the gavel once and calls the meeting to order. “The meeting will please come to order.” The president will review the meeting’s ground rules. II. Opening Ceremonies Pledge of Allegiance (if held in public facility). “______will lead us in the Pledge of Allegiance. Will you please rise?” “Thank you, ______.” Optional: Inspirational message, song, other. “______will present an inspirational song/message.” III. Reading and Approval of Minutes – Action Items The secretary addresses the chairman and reads the minutes. (Or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction, especially for the last association meeting if held more than 30 days previously.) “The secretary will read the minutes of the __(date) meeting.” OR “The minutes are posted at the entrance/were distributed at the door.” “Are there any corrections?” (Note corrections.) “The minutes stand approved as read/printed,” OR “The minutes stand approved as corrected.”

2016 California State PTA Convention -Page 2- D01-Parliamentary Procedure-Easy as ABC IV. Financial Report. No motion is needed for adoption of the reports. “______will present the Treasurer’s Report.” “You have heard the report. Are there any questions?” “The report will be filed for the audit.” V. Audit Report – Action Items A motion is needed for adoption of this report. “It has been moved and seconded that the audit report be adopted” Vote. (Follow the steps of a motion, Parliamentary Procedure) VI. Presentation of Bills Since the approval of the budget does not authorize the expenditure of funds, bills must be presented, and their payment voted upon. Bills should be itemized as to amount, whom to pay, and what payment covers. Any association bills authorized and paid by the executive board must be ratified and recorded in the association minutes. Ratified bills should be itemized as to amount, who was paid, and what the payment covers. “The treasurer (or the person assigned) will read the bills.” “It has been moved and seconded that we pay the bills. Is there discussion?” Vote. “It has been moved and seconded that we ratify payment of bills since last meeting” Vote. “It has been moved to authorize the Executive board to pay necessary Summer bills up to the budgeted amounts.” Vote. VII. Reading of Communications Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required. “The (corresponding) secretary will read the communications.” VIII. Report of the Executive Board – Action Items At association meetings a summary report (not the minutes) is read for the information of the members. Recommendations should be voted on one at a time, the secretary moving the adoption of each one. “The secretary will present the report of the executive board.” “You have heard the recommendations  to approve proposed programs;”  to approve the budget.”  to approve fundraising activities.”  for the president and one additional elected officer to sign the following contract….” (Follow the steps of a motion, Parliamentary Procedure) A second is not required when a motion comes from a committee/board. Vote. 2016 California State PTA Convention -Page 3- D01-Parliamentary Procedure-Easy as ABC IX. Reports of Committees Officers and chairmen, including the principal, faculty representatives, and student representatives on the secondary level Bylaw Committee, Library Committee – Action Item, Convention Committee, Fundraising Committee – Action Item President calls for the report of the committee. The person making the report moves the adoption of any recommendations. “______will present the report of the ______committee.” “Are there any questions regarding the report?” “If not, the report will be filed.” OR “You have heard the recommendation such as a motion to release funds up to the budgeted amount for programs through the next meeting:” Follow the steps of a motion. Parliamentary Procedure. Vote(s). X. Unfinished Business The president presents each item of unfinished business as indicated in the minutes. He/she should not ask “Is there any unfinished business?” “The first item of unfinished business is ______.” Report of school district acceptance of donated funds, goods, or materials. XI. New Business A motion is necessary before discussion and vote on any new business. All proposed business to be considered at the meeting must have been properly noticed to be acted upon. (See bylaws.) “The first item of new business is ______.” XII. Program (optional) The president introduces the chairman to present the program. “______will present the program.” “Madame/Mister President, this concludes the program.” XIII. Announcements Date of the next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced. “The next meeting will be ______.” “Please join us for refreshments.” XIV. Adjournment No motion is necessary to adjourn. President raps the gavel once. “The meeting is adjourned.”

2016 California State PTA Convention -Page 4- D01-Parliamentary Procedure-Easy as ABC 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org 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.

2016 California State PTA Convention -Page 5- D01-Parliamentary Procedure-Easy as ABC 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org 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.”

To insert a particular word or phrase: I move to amend the motion by inserting “in October” after the word “program.”

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.”

To substitute the entire motion: I move to substitute the following: “That we have an ice cream social.”

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.”

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.

2016 California State PTA Convention -Page 6- D01-Parliamentary Procedure-Easy as ABC 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.

2016 California State PTA Convention -Page 7- D01-Parliamentary Procedure-Easy as ABC • 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.

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Basic parliamentary hints to ensure PTA productivity and fairness

Following basic parliamentary procedure at PTA meetings provides for 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 California State PTA procedures to amend bylaws. . Only members of the group that is meeting have the . Standing rules provide detail regarding procedures for right to attend unless the group grants permission for the PTA. guests to attend. However, the right to vote cannot be granted to a guest. . A standing rule may be amended at any association meeting by a majority vote. (A two-thirds vote is re- . PTA bylaws define each separate meeting group – quired if no previous notice has been given.) committee, executive board and association – and assign separate responsibilities and authority to each . Each board member should have a copy of the bylaws. group. At the beginning of a new term of office, the bylaws should be reviewed by the entire board. . A special meeting may be called to consider one or more items of business requiring urgent action before . Every board member needs to know and understand the next regular meeting. the bylaws – “the rules of the game.” . A voice vote is the regular method of voting on motions . A copy of the bylaws must be provided to any member requiring a majority vote. If the chair believes the vote upon request. will be close, the chair may call for the vote by a show . The executive board should be trained in parliamentary of hands. procedure in order to model it for the membership. . A rising vote is the regular method of voting on motions . The parliamentarian advises the president, who rules requiring a two-thirds vote. It is also used to verify an on points of order and procedural questions. inconclusive voice vote. . A motion chart may be laminated and placed between . The chair may order a “rising count” or “count of the the president and the parliamentarian for easy refer- house” to verify an inconclusive voice vote. ence at meetings. . A two-thirds vote is required to change any action pre- . Many district PTAs keep a supply of standard bylaws viously adopted by the group, such as bylaws or the for local PTA/PTSAs and council bylaws available for budget. purchase. . A standing rule may be adopted to limit the length of . Units should provide a copy of their bylaws to the coun- time for any motion and to limit the number of speakers cil and district PTA. A PTA position may be filled by on each side of the issue and the time to be allotted for only one person. One position equals one vote. each speaker. . Minutes should contain records of all actions taken by . Voting by proxy is prohibited. the group, including the exact wording of every motion, . The president protects the impartiality of the chair by the maker of the motion and the actions taken on that exercising the right to vote (or by abstaining) only when motion. The secretary or chair should request that the the vote will affect the outcome; i.e., to break a tie vote, motion be in writing if the motion is long or involved. or when the vote is by ballot. Only one action may be considered at a time. . . Members must be given written notice of all association . Any action (spending money, adopting programs, etc.) meetings, along with an agenda that includes all action requires a motion. items to be considered, at least 10 days prior to the meeting. . When several PTA members wish to speak to the same issue during a meeting, the parliamentarian may assist . Only members are legally qualified to make motions, the president by noting the names of those wishing to discuss and vote. speak and the order in which they should be called. 2016 California State PTA Convention -Page 9- D01-Parliamentary Procedure-Easy as ABC Bylaws Play an Essential Role in Your PTA 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org 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 but Didn’t Know Where to Look. Article X covers council PTA name of the organization as it Literally everything to know membership. It states to which was chartered. This is the legal about an association or general council you belong (if in council), PTA name and must appear on meeting is contained here: day the amount of council per capita all legal documents such as of the week and the meeting dues, and who represents the PTA minutes, tax filings, any months; which meeting elections at council meetings. Out-of-council communication to state PTA, etc. are held; the required meeting PTAs strike this article and Article II states the purpose of quorum; who can make motions, renumber the remaining articles. debate and vote; the budgets, the organization. The board Article XI details the charter programs and expenditures which should review its PTA’s goals to procedure for all local PTAs must be approved by the ensure alignment with the organized under the authority of membership; and requirements purposes of PTA. California State PTA. The for calling special meetings – and requirements of constituent Article III outlines the basic there a few. Finally, this article organizations – units in good policies of PTA, including discusses proxy voting, which is standing – are found here. noncommercial, nonsectarian and never allowed. nonpartisan policies. It states PTA Article XII explains PTA’s Article VIII is full of information cannot enter into memberships relationship with National PTA about the executive board; who is with other organizations – with and California State PTA and included on the board, what the exceptions. Study the Toolkit to that the bylaws may not conflict board does, how the board learn what the exceptions are. with either. approves payments, what Article III also details what to do committees it can create, and how Article XIII contains the Articles should the unit, council or district to fill board vacancies. Members of of Organization. be dissolved. the executive board may not serve Article XIV states the start and Article IV membership details : as paid employees of or under end of the fiscal year and per capita dues and how much contract to the association (conflict various identification numbers goes where, remittance deadlines of interest). Here learn how to call a assigned to the PTA. and other pertinent membership special meeting and how to legally information. remove a non-attending officer or Article XV states the parliamentary authority that is Article V lists required officers, one whose conduct is injurious to nominating committee the organization. “Due process” is Robert’s Rules of Order Newly Revised. Parliamentary authority requirements, term restrictions fully outlined and must be followed. empowers PTAs in achieving and dates of elections. Article IX committees covers . proper meeting procedures and Article VI gives details of Essential knowledge in this section respecting every member’s officers and their duties as is how to form committees, how opinion. stated in the bylaws. This covers long the committees serve, how to Article XVI outlines the bylaw president, vice presidents, make and file committee reports amendment procedure. secretary, treasurer, etc. and the due process for committee chairmen. Article VII could be retitled Everything You Always Wanted to Bylaws play an essential role in the PTA organization. Open your Know about Association Meetings copy, review them as a board, and start learning today!

2016 California State PTA Convention -Page 10- D01-Parliamentary Procedure-Easy as ABC

• 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.

2016 California State PTA Convention -Page 9- D01-Parliamentary Procedure-Easy as ABC 2016 California State PTA Convention -Page 4- D01-Parliamentary Procedure-Easy as ABC 2016 California State PTA Convention -Page 9- D01-Parliamentary Procedure-Easy as ABC Job Description for Parliamentarian

Principals of Parliamentary Law are Verify the PTA council (if in council) and district PTA have a current copy of the unit’s bylaws. ... justice and courtesy to all; Ensure each member of the executive board has a ... rights of the minority protected; current copy of the unit’s bylaws and standing rules. ... rule of the majority reflected; Any member is entitled to a copy upon request. ... partiality to none; Become familiar with the unit’s copy of Robert’s Rules of Order Newly Revised (or IN BRIEF), latest ... consideration of one subject at a time. edition. The bylaws are specific rules by which the unit is Provide the members and the executive board with governed, and they supersede any general rule of training on simple parliamentary procedures; how to parliamentary law with which they may be in conflict. state a motion, rules of debate, quorums. They are the “Articles of Organization.” They may not be suspended, even by a unanimous vote. Any action Assist the president in meeting preparation, when contrary to the unit’s bylaws is null and void and requested. should be so stated when discovered. Advise presiding officer, when requested, on questions The bylaws of the unit, council, district, State and of parliamentary procedure. Parliamentarians do not National PTA state that Robert’s Rules of Order “rule.” Only the chair has the power to rule on a Newly Revised shall be the parliamentary authority. question of order. If the parliamentarian has expressed For help in understanding or interpreting “Robert’s” an opinion at the request of the chair, the chair must or the bylaws, contact the council, if in council, or still make the ruling. district PTA parliamentarian. Assist the presiding officer by keeping track of the The parliamentarian is an officer usually appointed order of those wishing to speak, motions, amendments, by the president, subject to ratification by the voting, etc., during meetings. executive board. A parliamentarian “pro tem” should Encourage attendance at trainings on parliamentary be appointed in the absence of the parliamentarian. procedures and/or bylaw workshops when offered by “Pro tem” means “for this time only.” the California State PTA, district PTA or council (if in Duties of the parliamentarian are listed in the council). bylaws (Article VI, Section 10). Additional BYLAWS information can be found in the California State PTA Toolkit “Running Your PTA” section, the As a part of the national organization, the local PTA is National PTA Quick-Reference Guide (available governed by the National PTA bylaws, as well as the from your PTA President) and Robert’s Rules of bylaws of the California State PTA, district PTA and Order Newly Revised (or IN BRIEF),latest edition. the council (if in council). California State PTA bylaws contain “starred” articles and sections which ADDITIONAL RESPONSIBILITIES must be included in the local association bylaws. Review and study the bylaws and standing rules Note: The adoption of an amendment to any annually. If changes are required, ask the president to provision of the California Corporations Code, appoint a committee for this review. Proposed identified by a double star, or to any provision of the amendments are approved by the executive board, then California State PTA bylaws, identified by a triple submitted through council (if in council) and district star, automatically amends the PTA’s bylaws and PTA channels to the state parliamentarian for approval does not require a vote of the unit, council or district. prior to adoption at an association meeting. Other revisions to the bylaws may be made only as Use the latest version of Bylaws for Local PTA/PTSA provided in the bylaws themselves (Bylaws for Local Units or the free California State PTA e-Bylaws PTA/PTSA Units, Article XVI; Council Bylaws, system for units at www.capta.org. The publication Article XVII; District Bylaws, Article XVIII). date, noted on the front cover, should not be more than two (2) years old. Instructions and procedures are References to policies and procedures found the included. Obtain bylaws from the California State PTA California State PTA Toolkit may not be altered. Store. Some district PTA offices have copies for sale.

2016 California State PTA Convention -Page 12- D01-Parliamentary Procedure-Easy as ABC POLICIES AND PROCEDURES Council Parliamentarian (if in council) Basic policies of the National PTA are included in Name ______all PTA bylaws as Article III. Parliamentarians often Telephone______are asked to interpret these policies or give a rationale for them. The council, district and E-mail______California State PTA also have policies and In addition the council parliamentarian shall: procedures which must be observed. • Remind units to use the latest version of Bylaws for NOMINATING COMMITTEE Local PTA/PTSA Units. The bylaws include, as a duty of the parliamentarian • Receive, review and assist with member unit “...shall call the first meeting of the nominating proposed bylaw changes and keep records thereof. committee...and give instructions in procedure…” Forward proposed changes to the district PTA These instructions include the eligibility requirements parliamentarian promptly, within one to two weeks. to hold office, the offices to be filled, those sections of the bylaws which pertain to the conduct of the • Maintain a file of up-to-date bylaws for member nominating committee, committee voting procedure, units within the council. etc. The parliamentarian • Offer bylaws and parliamentary procedure • conducts the election of the chairman of the workshops for units within the council PTA. nominating committee. • does not automatically serve as a member of the District PTA Parliamentarian committee, unless elected to it or unless the bylaws Name ______so provide. • if not a member of this committee, should be Telephone______available for any questions by telephone or at a E-mail______specific location. In addition the district parliamentarian shall: CHECK BYLAWS FOR: • Remind units and council to use the latest bylaws. Date of last amendment to bylaws ______(Article XVI, signature page) • Maintain a file of up-to-date bylaws for member units and councils within the district PTA. Date new officers assume duties ______(Article V, Section 8) • Receive, review and assist with proposed unit and Quorum for executive board meeting ______council bylaw changes, and keep records thereof. (Article VIII, Section 7b) Promptly forward proposed changes to state PTA parliamentarian. Return signed bylaws promptly. Quorum for association meeting ______(Article VII, Section 5b) • Maintain an up-to-date file of the district PTA’s member unit and council numbers: California State Date to elect nominating committee ______(Article V, Section 3b) PTA identification, National PTA identification, employer identification (EIN), Franchise Tax Board Date of officer election meeting ______(FTB), Charitable Trust (CT), and, when appropriate, (Article V, Section 3g) corporation number and/or seller’s permit number. Date to elect convention delegates ______• Offer bylaws and parliamentary procedure workshops (Article V, Section 9) for units and councils within the district PTA. Date to elect council delegates, if any ______(Article X, Section 9) REFERENCES Article XIV From the unit, council or district president: California State PTA ID# ______• California State PTA Toolkit (includes California State PTA Bylaws, policies, parliamentary guides) National PTA ID# ______• Bylaws for Local PTA/PTSA Units, Council Bylaws, Federal Employee Identification Number (EIN) District Bylaws ______From the California State PTA office: Franchise Tax Board Number (FTB) ______• Leadership Pocket Pal • Robert’s Rules of Order Newly Revised, latest Charitable Trust number _CT______edition Corporation number, if any ______• Robert’s Rules of Order, Newly Revised, IN BRIEF • The a-b-c’s of Parliamentary Procedure Fiscal year ______to ______

2016 California State PTA Convention -Page 13- D01-Parliamentary Procedure-Easy as ABC 2327 L Street, Sacramento, CA 95816-5014 916.440.1985 • FAX 916.440.1986 • E-mail [email protected] • www.capta.org

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2016 Standard PTA Bylaws will be available after July 1, 2016

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