Bylaws updated 2015
Western Coventry Elementary PTA
ARTICLE I NAME ....................................................................................
ARTICLE II PURPOSES ..........................................................................
ARTICLE III BASIC POLICIES ..................................................................
ARTICLE IV RELATIONSHIP WITH NATIONAL & RHODE ISLAND PTA .
ARTICLE V MEMBERSHIP AND DUES....................................................
ARTICLE VI OFFICERS.............................................................................
ARTICLE VII DUTIES OF OFFICERS.........................................................
ARTICLE VIII BOARD OF MANAGERS ......................................................
ARTICLE IX EXECUTIVE COMMITTEE.....................................................
ARTICLE X COMMITTEES ......................................................................
ARTICLE XI GENERAL MEMBERSHIP MEETINGS .................................
ARTICLE XII COUNCIL MEMBERSHIP .....................................................
ARTICLE XIII RHODE ISLAND PTA CONVENTION....................................
ARTICLE XIV FISCAL YEAR........................................................................
ARTICLE XV PARLIAMENTARY AUTHORITY............................................
ARTICLE XVI AMENDMENTS .....................................................................
National PTA Model Local Bylaws, Updated October 2005
Aligned with Rhode Island PTA Bylaws November 2009
Reviewed and submitted Western Coventry PTA Bylaws October 2015
The name of this association is the Western Coventry Parent and Teacher Association (PTA), Coventry, Rhode Island. It is a local PTA organized under the authority of Rhode Island Congress of Parents and Teachers (Rhode Island PTA), a branch of National Congress of Parents and Teachers (National PTA).
Section 1. The purposes of the PTA are
a. To promote the welfare of children and youth in home, school, community, and place of worship,
b. To raise the standards of home life,
c. To secure adequate laws for the care and protection of children and youth,
d. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth, and
e. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
Section 2. The purposes of the PTA are promoted through an advocacy and educational program directed toward parents, teachers, and the general public; developed through conferences, committees, projects, and programs; and governed and qualified by the basic policies set forth in Article III.
Section 3. The association is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501c (3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).
Article III—Basic Policies
The following are basic policies of National PTA:
a. The association shall be noncommercial, nonsectarian, and nonpartisan.
b. The association shall work with the schools and community to provide quality education for all children and youth and shall seek to participate in the decision- making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
c. The association shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools, and the community at large.
d. No part of the net earnings of the association shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
e. Notwithstanding any other provision of these articles, the association shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
f. Upon the dissolution of this association, after paying or adequately providing for the debts and obligations of the association, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of National PTA.
g. The association or members in their official capacities shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Article IV—Relationship with National PTA and Rhode Island PTA
Section 1. This local PTA shall be organized and chartered under the authority of the Rhode Island PTA in the area in which this local PTA functions, in conformity with such rules and regulations, as the Rhode Island PTA may in its bylaws prescribe. The Rhode Island PTA shall issue to this local PTA an appropriate charter evidencing the due organization and good standing of this local PTA. (State may establish their own “good standing” policy)
A local PTA in good standing is one that
a. Adheres to the purposes and basic policies of the PTA;
b. Remits the national portion of the dues through the state PTA to reach the national office by dates designated by National PTA;
c. Has bylaws approved according to the procedures of its state; and
d. Meets other criteria as may be prescribed by the individual state PTA.
Section 2. This local PTA shall adopt such bylaws for the government of the association as shall be approved by the Rhode Island PTA. Such bylaws shall not be in conflict with National PTA Bylaws or the bylaws of Rhode Island PTA.
Section 3. Bylaws of this local PTA shall include an article on amendments.
Section 4. Each local PTA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including, specifically, the number of its members, the dues collected from its members, and the amounts of dues remitted to the state PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of Rhode Island PTA.
Section 5. The charter of a local PTA shall be subject to withdrawal and the status of such association as a local PTA shall be subjected to termination, in the manner and under the circumstances provided by the bylaws of Rhode Island PTA.
Section 6. Each local PTA is obligated, upon withdrawal of its charter by Rhode Island PTA,
a. To yield up and surrender all of its books and records to Rhode Island PTA;
b. To immediately transfer all of its assets and property to Rhode Island PTA or such agency as may be designated by Rhode Island PTA or to another local PTA organized under the authority of Rhode Island PTA. No assets or property shall be transferred without the express permission of Rhode Island PTA;
c. To cease and desist from the further use of any name that implies or connotes association with National PTA or Rhode Island PTA or status as a constituent association of National PTA, including, but not limited to the IRS EIN number granted under the umbrella of Rhode Island PTA and the right to participate in the group insurance plan; and
d. To carry out promptly, under the supervision and direction of Rhode Island PTA, all proceedings necessary or desirable for the purpose of dissolving such local PTA.4
Section 7. Procedures for dissolution:
a. If a local PTA/PTSA unit is considering dissolution, the local unit Board shall meet
representatives from the Rhode Island PTA Board, prior to any formal action.
b. If after meeting with the representatives from the Rhode Island PTA Board, the local
unit Board decides to proceed with the advisability of dissolution, the local unit board
shall adopt a resolution recommending that the local PTA or PTSA be dissolved and
directing that the question of such proposed dissolution be submitted to a vote at a
special meeting of the members having voting rights. Written or printed notice
stating that the purpose of such meeting is to consider the advisability of dissolving
the local PTA/PTSA shall be given (30) days prior to the date of such meeting.
c. Written notice of the adoption of such resolution, accompanied by a copy of the
notice of the special meeting to members, shall be given to the president of the Rhode Island PTA at least 20 days before the date fixed for such special meeting of the members.
d. Only those persons who were members in good standing of this PTA on
the date of the adoption of the resolution shall be entitled to vote at the special
meeting on the question of dissolution.
e. Approval of dissolution of this PTA shall require the affirmative vote of at
least 2/3 of the members present and entitled to vote at the special meeting, a
quorum being present. Written notice of the results of the vote will be given to the
president of Rhode Island PTA.
f. Upon dissolution, after paying or adequately providing for the debts and obligations
of the association, the remaining assets shall be distributed to one or more
nonprofit funds, foundations, or organizations that have established their tax-exempt
status under Section 501(c)(3) of the Internal Revenue Code and whose purposes
are in accordance with those of National PTA.
g. Being no longer chartered by Rhode Island PTA, the local unit PTA shall
cease and desist from the further use of any name that implies or connotes
association with National PTA or Rhode Island PTA or status as a constituent
association of National PTA, including, but not limited to the IRS EIN number
granted under the umbrella of Rhode Island PTA.
Section 8. Each officer or board member of this local PTA shall be a member of such local PTA.
Section 9. Only members of this local PTA who have paid dues for the current membership year may participate in the business of the local PTA.
Section 10. This local PTA shall collect dues from its members and shall remit a portion of such dues to Rhode Island PTA as provided in Article VII hereof.
Section 11. This local PTA shall include in its bylaws provisions corresponding to the provisions of state bylaws (Sections 4 through 10)5
Section 12. Bylaws of this local PTA shall include a provision establishing a quorum.
Section 13.The bylaws of this local PTA shall prohibit voting by proxy.
Article V—Membership and Dues
Section 1. Every individual who is a member of this local PTA is, by virtue of that fact, a member of the National PTA and of the Rhode Island PTA by which this local PTA is chartered, and is entitled to all the benefits of such membership.
Section 2. Each member of this local PTA shall pay annual dues to said association. The amount of such annual dues shall include the portion payable to the Rhode Island PTA and the portion payable to National PTA.
Section 3. Western Coventry PTA shall
a. Adhere to the Rhode Island PTA membership year set and reflected in the RI State By-laws.
b. Conduct an annual enrollment of members but may admit individuals to membership at any time.
Section 1. The officers of this local PTA shall be a president and or co-presidents, a vice president, secretary, and treasurer.
Section 2. Officers shall be elected in the month of May
Section 3. The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office that election may be held by voice vote.
Section 4. The following provisions shall govern the eligibility of individuals to be officers of the Western Coventry PTA:
a. Each officer shall be a member of this local PTA.
b. No officer may be eligible to serve more than two consecutive terms in the same office.
c. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
Section 5. Officers shall assume their official duties following the close of the meeting in June in which they are elected and shall serve for a term of two years or until their successors are elected. President and Treasurer will be selected in even years, Vice President and Secretary will be selected in odd years.
Section 6. A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president. A vacancy in any office other than president shall be filled by the board of managers.
Section 7. There shall be a nominating committee composed of three members who shall be elected by this local PTA at a regular general membership meeting at least two months prior to the election of officers, as outlined in Article VI, Section 2.
a. The committee shall elect its chair.
b. The nominating committee shall nominate an eligible person for each office to be filled and report its nominees at the regular general membership meeting in April at which time additional nominations may be made from the floor.
c. Only those individuals who are current members of this local PTA and who have signified their consent to serve if elected shall be nominated for, or elected to, such office.
Article VII—Duties of Officers
Section 1. The president and or/co- presidents shall
a. Preside at all meetings of this local PTA;
b. Serve as an ex officio member of all committees except the nominating committee;
c. Coordinate the work of the officers and committees of this local PTA in order that the purposes may be promoted;
d. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the board of managers or executive committee.
Section 2. The vice president shall
a. Act as aide to the president;
b. Perform the duties of the president in the president’s absence or inability to serve;
c. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the board of managers, or the executive committee.
Section 3. The secretary shall
a. Record the minutes of all meetings of the Western Coventry PTA;
b. Be prepared to read the records of any previous meetings;
c. File all records;
d. Have a current copy of the bylaws;
e. Maintain a membership list;
f. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the board of managers, or the executive committee.
Section 4. The treasurer shall
a. Have custody of the funds of this local PTA
b. Maintain a full account of the funds of this local PTA;
c. Make disbursements as authorized by the president, executive board, or this local PTA in accordance with the budget adopted by this local PTA, have checks or vouchers over $250.00 signed by two people: the treasurer and one other person who is on the board of managers.
d. Cause to be kept a full and accurate account of the receipts and disbursements in the books belonging to the Western Coventry PTA;
e. Provide a written financial statement to the board of managers at each meeting;
f. Present an annual report of the financial condition of the association;
g. Submit the books annually for an audit by an auditing committee selected by the board of managers at least one month before the meeting at which new officers assume duties.
h. Report the findings of the annual audit to the board of managers.
i. Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the board of managers, or the executive committee.
Article VIII—Board of Managers
Section 1. The affairs of the Western Coventry PTA shall be managed by the board of managers in the intervals between local PTA general membership meetings.
Section 2. Each board member shall be a member of this local PTA.
Section 3. The members of the board shall be
a. elected officers
b. committee chairs
c. ad hoc committee chairs
e. parliamentarian, subject to approval of the executive committee of this local PTA
Section 4. Duties of the board shall be to
a. Carry out such business as may be referred to it by the membership of the association;
b. Create special committees;
c. Create a report at the regular general membership meetings of this local PTA;
d. Select an auditor or an auditing committee to audit the treasurer’s accounts;
e. Prepare and submit an annual budget to this local PTA’s general membership for adoption;
f. Approve payment of routine bills within the limits of the approved budget ;
Section 5. If any member of the board of managers shall at any time cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the board by resolution adopted by the board of managers.
Section 6. Regular meetings of the board shall be held with the date and time to be fixed by the board at its first meeting of the year.
Section 7. Special meetings of the board may be called by the president or when requested by five members upon seven days’ written notice to each member of the board.
Section 8. At all meetings of the board, a majority of the members of the board shall constitute a quorum for the transaction of business.
Section 9. Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the board, they shall automatically cease to be a member of the board and shall be relieved of all duties and responsibilities incident to such membership. All records, books, and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days.
Article IX—Executive Committee
Section 1. There shall be an executive committee of the Western Coventry PTA, the members of which shall be
a. All elected officers
Section 2. Special meetings of the executive committee may be called by the president or upon written request of five members with seven days’ notice to each member of the executive committee.
Section 3. A majority of the executive committee shall constitute a quorum for the transaction of business. 8
Section 4. Duties of the executive committee shall be to
a. Transact business referred to it by the board;
b. Appoint standing committee chairs and members;
c. Approve the work of the committees;
d. Act in emergencies between meetings of the board;
e. Make a report at each board meeting;
f. Set agenda of PTA membership meetings
The executive committee shall take no action in conflict with any action taken by the board of managers.
Section 1. Only members of this local PTA shall be eligible to serve in any elective or appointive positions.
Section 2. The standing committees of this local PTA shall be
h. Special Events (i.e. ladies choice, book fair, talent show, and other school events)
i. Other Committees Identified and Voted on by membership as needs arise
Section 3. The board of managers may create such special committees, as it may deem necessary to promote the purposes of PTA and carry on the work of this local PTA.
Section 4. The term of office of a committee chair shall be one year or until the selection of a successor.
Section 5. The chair of each committee shall present a plan of work to the executive committee for approval. No committee work shall be undertaken without the consent of the executive committee.
Article XI—General Membership Meetings
Section 1. Regular meetings of this local PTA shall be held on a day set at the beginning of the year to be consistent each month, unless otherwise provided by this local PTA, the board of managers or the executive committee. Seven days’ notice shall be given to the membership of any change of date unless in the case of emergency (i.e. weather or other unexpected event that impacts scheduling)
Section 2. Special meetings of this local PTA may be called by the president or by a majority of the board of managers, seven days notice having been given.
Section 3. The annual meeting shall be held in June.
Section 4. Ten members shall constitute a quorum for the transaction of business in any meeting of this local PTA.9
Article XII—Council Membership
This article applies only to those local PTAs holding membership in a council PTA.
Section 1. This local PTA shall be represented in meetings of the Coventry Council PTA by the president, or appointed alternate, and by 1 delegate or alternate.
a. All representatives to the council PTA must be members of this local PTA.
b. Delegates and their alternates shall be chosen by election in May.
c. Delegates to the Coventry Council PTA shall serve for a term of 2 years.
Section 2. This local PTA shall pay annual dues to Coventry Council PTA as provided in the Coventry Council PTA bylaws.
Article XIII—Rhode Island PTA Convention
Section 1. This local PTA shall be represented at the annual meeting of the Rhode Island PTA. Voting delegates to the Rhode Island PTA Statewide Meeting shall consist of all members of this local unit PTA in Rhode Island as shown on the books of Rhode Island PTA as of 30 days prior to the meeting.
Article XIV—Fiscal Year
The fiscal year of the Western Coventry PTA shall begin on July 1 and end on the following June 30.
Article XV—Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern Western Coventry PTA in all cases in which they are applicable and in which they are not in conflict with National PTA Bylaws, the Rhode Island PTA Bylaws, special rules of order or Articles of Incorporation.
Section 1. These bylaws may be amended at any regular general membership meeting of the Western Coventry by a two-thirds vote of those present and voting, provided the amendments have been approved by the board of managers and notice of proposed amendments has been provided to the membership 30 days prior to the meeting.
Section 2. The executive committee or the board of managers by a majority vote may authorize the Committee on Bylaws to submit a revised set of bylaws as a substitute for the existing bylaws.
Section 3. Submission of amendments or revised bylaws for approval by the Rhode Island PTA shall be in accordance with the bylaws or regulations of the Rhode Island PTA.
#Section 4. The adoption of an amendment to any provision of the bylaws of the State
PTA, shall serve automatically without the requirement of further action of the Western Coventry PTA to amend their corresponding bylaws10
Unit Name: ____Western Coventry Elementary PTA____
Unit President: __Denise Donahue_______
Rhode Island Congress of Parents and Teachers
(Rhode Island PTA)
Procedure and Bylaws Chairperson or State PTA President