BYLAWS

OF

PARENT TEACHER ASSOCIATION OF

JHS 194Q, William H. Carr

APPROVED BY THE MEMBERSHIP ON: ___/___/___

Christine Nhieu
______________________________ ________________________________
PRESIDENT’S NAME PRESIDENT’S SIGNATURE

________________________________
DATE

Alex Bratko Tarquinio

______________________________ ________________________________
RECORDING SECRETARY NAME RECORDING SECRETARY’S
SIGNATURE

__________________________
DATE
 Article I - Name

The name of the association shall be the Parent Teacher Association of JHS 194Q.

Article II - Objectives

The objectives of the association are to provide support and resources to the school for the benefit
and educational growth of the children; to develop a cooperative working relationship between
the parents and staff of our school; to develop parent leadership and build capacity for greater
involvement; to foster and encourage parent participation on all levels; and to provide
opportunities and training for parents to participate in school governance and decision-making.

Article III - Membership

Section 1 Eligibility

Parents of students currently attending JHS 194Q are automatically members of

the PTA of JHS 194Q. Parents include parents by birth or adoption, stepparents,
legally appointed guardians, foster parents, and persons in parental relation to a
child currently attending JHS 194Q. Parents of a child who is attending JHS 194Q
full time while on the register of a citywide program are eligible to be members of
the PTA of JHS 194Q. At the beginning of each school year, the association shall
send a welcome letter to inform parents of their automatic membership status and
voting rights.

Membership shall be open to all teachers, paraprofessionals, school aides, school

secretaries, and food service workers currently employed at the school.

Section 2 Dues/Donations

Donations are not a requirement for membership, voting or candidacy. However,

each member shall be requested to make a voluntary donation of $25.00.

Section 3 Voting Privileges:

Each parent of a child currently enrolled at JHS 194Q shall be entitled to one vote.
Voting by proxy, absentee balloting, email or conference call is prohibited.
Teachers, paraprofessionals, school aides, school secretaries, and food service
workers currently employed at the school shall be entitled to one vote. The right of
 a member to vote may be limited by the Conflicts of Interest restrictions outlined in
Chancellor’s Regulation A-660 (CR A-660).

Article IV – Officers

Section 1 Titles

The officers of the JHS 194Q PTA shall be: President or Co-Presidents, Vice
President or Co-Vice Presidents, Recording Secretary or Co-Recording Secretary,
Treasurer or Co-Treasurers, Corresponding Secretary, and Goodwill
Ambassador/Community Liaison. All offices except Goodwill
Ambassador/Community Liaison and Corresponding Secretary may be “Co”
positions shared by two persons and they are nominated and elected as a team in
accordance with Chancellor’s Regulation A-660. The PTA must elect at least one
mandatory officer – President, Recording Secretary or Treasurer – by the last day
of school, in order to be a functioning association. For vacancies of mandatory
officers that may exist at the opening of the school year, the PTA will cease to
function if an expedited election to fill those positions has not taken place by
October 15. There shall be no qualifications for any office other than to be a parent
of a child attending JHS 194Q. School staff are not eligible to serve as members
of the Executive Board or nominating/election committee of PTA of JHS 194Q,
even if they have a child in the school.

Section 2 Term of Office and Term Limits

The term of office shall be from July 1st through June 30th. All parent members
are eligible to run for any office.

There are no term limits for any position; however, all officers must be nominated
and run for election or re-election every year. The Executive Board of the PTA of
JHS 194Q reserves the right to leave non-core positions vacant where no member
is nominated or in case of resignation or hold a special election in September for
incoming parents to fill such non-core vacant positions.

Section 3 Duties of Officers

President or Co-Presidents: The President or Co-Presidents shall preside at all

meetings of the association. The President or Co-Presidents shall appoint
chairpersons of PTA committees with the approval of the executive board. The
President or Co-Presidents shall delegate responsibilities to other PTA members
and shall encourage meaningful participation in all parent and school activities.
The President or Co-Presidents shall attend all regular meetings of the Presidents’
Council and shall be a mandatory member of the School Leadership Team, unless
he/she opts to appoint a designee to serve in either capacity. The President or
Co-Presidents shall meet regularly with the executive board members in
accordance with these bylaws to plan the agendas for the general membership
meetings. The President shall be one of the eligible signatories on checks. The
President or Co-Presidents shall be one of the eligible signatories on checks. The
President or Co-Presidents shall attend FACE professional development seminars
and/or webinars relating to association leadership. The President or Co-
Presidents are mandatory members of the school’s Safety Committee and must
attend monthly Safety Meetings to be set by the Principal. The President or Co-
Presidents shall assist with the June transfer of PTA records to the incoming
executive board including all login information to all PTA accounts, as well as
passwords and keys to desks, filing cabinets and safes. In the event that the PTA
elects Co-Presidents, the remaining executive board members in consultation with
the PTA will determine which Co-President will serve as the core member on the
School Leadership Team and which Co-President will serve as the school’s
representative to the region/district President’s Council.

Recording Secretary or Co-Recording Secretary: The Recording Secretary or

Co-Recording Secretary shall be one of the signatories on the PTA checking
account in the event of a sole President and Sole Treasurer. In the event of having
Co-Secretaries, one of them shall be the signatory as per plenary agreement
between all parties. The Recording Secretary or Co-Recording Secretary shall
maintain the official record of minutes of the proceedings and actions of all PTA
meetings. The Recording Secretary or Co-Recording Secretary responsibilities
shall include the preparation of sign-in sheets and materials for distribution. The
Recording Secretary or Co-Recording Secretary shall prepare and read the
minutes of each PTA meeting and shall distribute copies of the minutes at the next
scheduled meeting for review and approval by the general membership. The
Recording Secretary or Co-Recording Secretary shall maintain custody of the
PTA’s records on school premises. The Recording Secretary or Co-Recording
Secretary shall ensure that signed copies of the By-laws with the latest
amendments are on file in the Principal’s office. The Recording Secretary or Co-
Recording Secretary shall be responsible for reviewing and maintaining all
correspondence addressed to the PTA. The Recording Secretary or Co-Recording
Secretary shall assist with the June transfer of all PTA records to the incoming
executive board.

Treasurer or Co-Treasurer: The Treasurer or Co-Treasurer shall be responsible

for all financial affairs and funds of the PTA. The Treasurer or Co-Treasurer shall
also be responsible for maintaining an updated record of all income and
expenditures on school premises and shall be one of the signatories on checks.
The Treasurer or Co-Treasurer shall adhere to and implement all financial
procedures established by the PTA. The Treasurer or Co-Treasurer shall be
prepared to present and provide copies of financial reports at all PTA meetings.
The Treasurer or Co-Treasurer shall also prepare and provide copies of the PTA’s
interim and annual financial reports. The Treasurer or Co-Treasurer shall make
available all books and financial records for viewing by members upon request and
for audit. The Treasurer or Co-Treasurer shall attend FACE professional
development seminars relating to financial affairs. The Treasurer or Co-Treasurer
shall assist with the June transfer of all financial PTA records to the incoming
executive board.

Vice President or Co-Vice President: The role of the Vice President or Co-Vice
President is to run the School Store located outside the cafeteria and to provide
assistance and help coordinate PTA fundraising activities together with the
fundraising committee. The Vice President or Co-Vice President will actively
recruit, train, schedule, organize and clearly communicate direction to all school
store volunteers. The Vice President or Co-Vice President will purchase, maintain
records and coordinate payment of vendors utilized to furnish the school store with
merchandise. The Vice President or Co-Vice President will effectively
communicate school store issues to the Principal and President or Co-Presidents.
The Vice President or Co-Vice President shall assist the President or Co-
Presidents and shall assume the President’s or Co-Presidents’ duties in his/her or
their absence upon the President’s or Co-Presidents’ request. Fundraising
activities include soliciting new vendors and new fundraising prospects, facilitating
effective communication between the PTA and vendors, communicating
fundraising ventures to the general membership, and to accurately maintain
records of fundraising activities by providing activity reports to the executive board
and general membership using the DOE form found at www.schools.nyc.gov. The
duties include recruiting volunteers and forming a committee of volunteers from the
general membership to help with events and fundraising activities and holding
regular committee meetings as necessary throughout the year. The Vice President
or Co-Vice President should be familiar with the A-610 and A-660 Chancellor
Regulations. The Vice President or Co-Vice President shall assist with the June
transfer of all PTA fundraising records to the incoming executive board.

Hospitality or Co-Hospitality: It is the role of the Hospitality or Co-Hospitality

positions to ensure that our meetings have an overall atmosphere of community
and goodwill. To help ensure our meetings and events have an overall positive
climate, the person(s) in charge of Hospitality will coordinate, supervise, purchase
and setup-cleanup items supplied for meetings. The Hospitality or Co-Hospitality
person(s) will also communicate effetely to the President or Co-Presidents or
Principal if help is needed from other sources from within the building. This will
help to ensure that efficiency and cleanliness is maintained at all times. The
Hospitality or Co-Hospitality person(s) shall assist with the June transfer of PTA
records to incoming executive board.
 Goodwill Ambassador/Community Liaison: The role of the Goodwill
Ambassador/Community Liaison is to encourage that an overall positive climate is
maintained between the PTA and the School Community. This includes effectively
communicating issues and concerns of the general membership to the community
at large, elected officials, public service agents, and local press as necessary.
Goodwill Ambassador/Community Liaison will communicate with the Parent
Coordinator and/or Guidance Counselors to assist any family or staff member that
could use assistance. Assistance may be interpreted based on a specific
occurrence or event. Goodwill Ambassador/Community Liaison is also in charge of
coordinating, communicating, purchasing, and delivering gifts to the staff and
volunteers as agreed upon by the executive board and general membership.
Goodwill Ambassador/Community Liaison shall assist with the June transfer of PTA
records to the incoming executive board.

Corresponding Secretary: The Corresponding Secretary is responsible for

maintaining the jhs194pta.org website in a timely manner to ensure communication
is efficiently provided to the JHS 194Q PTA community. It is also the responsibility
of the Corresponding Secretary to create, publish, and distribute all JHS 194Q PTA
notices and/or meeting agendas within 10 calendar days as in accordance with the
Chancellor Regulations A-660. The Corresponding Secretary shall assist with the
June transfer of PTA records to the incoming executive board.

Section 4 Election of Officers

At least one Mandatory Officer shall be elected by the last day of each school year
for a one-year term beginning July 1 and ending June 30 of the following year.
Should there be vacancies for any of the three mandatory officers, an expedited
election must take place to fill those positions by October 15. Any timeline
established by the association to complete the nominations and election
process must adhere to this timeframe. The principal should be notified of the date
and time of the annual election by April 1, but must be notified no later than May 1
The only qualification for all offices is that the candidate be a parent of a child in
the school.

A candidate need not be present at the time of the election to be eligible to run.

Employees of JHS 194Q may not serve as members of the executive board. This
restriction applies equally to employees who have a child currently attending JHS
194Q.

4.1. Nominating Committee: A nominating committee must be established

during the March general membership meeting. The nominating
committee shall consist of three to five members. The majority of the
committee members must come from the general membership. The
 remaining members of the nominating committee shall be selected by the
president, subject to the approval of the executive board. The nominating
committee shall choose one of its members to serve as chairperson. No
person employed at JHS 194Q shall be eligible to serve on the nominating
committee. No person who is running for office may serve as a member of
the nominating committee. The nominating committee shall solicit
candidates from the membership in writing, in English and other languages
as appropriate for recommendations of candidates for all offices. The
nominating committee will also be responsible for conducting the election
meeting.

The nominating committee’s duties include the following:

 canvassing the membership for eligible candidates;

 preparing and distributing all notices of any meeting pertaining to the
nomination and election process, in accordance with CR A-660;
 preparing ballots, attendance sheets, a ballot box, tally sheets and all
other materials pertaining to the election;
 verifying the eligibility of all interested candidates prior to the election;
 ensuring that an opportunity is provided to all members allowing for
nominations, including self-nomination, to be taken from the floor and
then officially closed during the June meeting;
 scheduling the election at a time that ensures maximum participation;
 ensuring that only eligible members receive a ballot for voting;
 ensuring that the election is certified by the principal or his/her designee
immediately following the election.

If a nominating committee cannot be formed, the association must proceed

with an expedited election – a single meeting where all nominations are
taken from the floor for all offices immediately prior to the election, as
provided in CR A-660.

The appropriate President’s Council and/or FACE must conduct an

expedited election if a nominating committee cannot be formed.

4.2 Notices: The meeting notice and agenda for the spring general
membership election meeting shall be distributed in accordance with
CR A-660’s notice requirements. All meeting notices and agendas shall
Be available in English and translated into languages spoken by parents
in the school whenever possible. The distribution date shall appear on all
notices. If nominations have been taken, the election meeting notice shall
list all candidates in alphabetical order by surname under the office for
which they are nominated.
4.3 Contested Elections and the Use of Ballots:

 Written ballots are required for all contested offices.

 Candidates must be listed on ballots in alphabetical order by last
name for each office. Candidates running for co-offices must be listed

together and voted for as a team. Where possible, ballots should

contain instructions in the languages spoken by parents other than
English.
 Ballots must remain in the meeting room until the election meeting
has been adjourned.
 Ballots must be counted immediately following the conclusion of
voting and in the presence of any members and observers.
 Ballots must not be removed from the school. The PTA must retain
ballots on school premises for one year following the date of the
election or until the determination of any grievance filed concerning
the election, whichever is later.

4.4 Uncontested Elections:

 If there is only one candidate for an office, a member must make a

motion to cast one vote to elect the candidate for office. A vote of
the membership is required for approval of the motion. The result
of the motion must be recorded in the minutes.
 During the election meeting, candidates must be provided with an
opportunity to address the membership prior to voting. If a
candidate is not able to be present, another person may read the
candidates’ statement.
 A candidate for office need not be present at the time of the election
to be eligible to run. A candidate must make every effort to advise
the nominating committee that she/he cannot attend.

4.5 Officer Vacancies:

All officer vacancies must be filled by succession of the next highest-

ranking officer. For example, the Vice-President or next highest-ranking
officer will fill a vacancy in the position of President. In the event that an
office cannot be filled through succession, an expedited election must be
held to fill the vacancy. Officers who wish to resign their positions once an
election has been certified must submit their written resignation to the
recording secretary and immediately turn over all association records. The
ranking of officers for succession purposes shall be: President or Co-
 President, Vice President or Co-Vice President, Corresponding
Secretary, Recording Secretary or Co-Recording Secretary, Treasurer
Or Co-Treasurer, Hospitality or Co-Hospitality, Goodwill
Ambassador/Community Liaison.

4.6 Expedited Election Process:

Expedited elections shall be held to fill vacancies in the event they cannot
be filled through succession. The executive board shall be responsible for
announcing vacancies and distributing written notice of the expedited
election. All nominations must be taken from the floor, immediately prior to
the election. If the election is contested, written ballots must be used in
accordance with Section 4.3 of these bylaws.

4.7 Election Certification:

Election results must be recorded on the PTA Election Certification Form,

signed by the Principal or his/her designee, before the election meeting is
adjourned. The designee must be a school employee other than the parent
coordinator. The PTA must retain the signed certification form, with a copy
filed in the Principal’s office and with the appropriate superintendent.

4.8 Election Grievances:

Individuals who believe an election was conducted improperly may submit

an election grievance to the appropriate superintendent’s office as outlined
in the Chancellor Regulations A-660.

Section 5 School Leadership Team

The President or one of the Co-Presidents of the PTA shall serve as a core
member of the School Leadership Team (SLT).

All other parent member representatives shall be elected by the general

membership according to the procedures outlined in the Chancellor’s Regulation
A-655, which governs all SLTs.

School Leadership Team parent member representative elections will be held in

accordance with term limits as set forth in the SLT Bylaws. Notice of SLT
vacancies and election information will appear on the May general PTA meeting
notice. Nominations for SLT will be taken at the May PTA meeting. Nominations
 may be taken from the floor or in writing and will be closed at this meeting.
Nominees need not be present to submit their names to be nominated by another
member.

Election of SLT members shall take place following the June Executive Board
elections at the PTA meeting.

Any vacancy in SLT shall be filled by a special expedited election held at a PTA
meeting.

Section 6 President’s Council

The PTA President is automatically a member of the President’s Council.

Co-Presidents must decide who will serve on the President’s Council.
If the President is unable to serve on the President’s Council, he/she must
nominate a designee to serve in his/her place. Designee must:

- Must be a member of the JHS 194Q PTA

- Must be approved by a vote of the membership. Once approved, the
designee may not be removed by the President without a vote from the
membership.

President’s Council meetings must be attended regularly, and all information

communicated back to the general membership of the JHS 194Q PTA.

Section 7 Community Education Council Selectors (CEC)

In the case of Co-Presidents, Co-Recording secretaries and/or Co-Treasurers, the

remaining executive board members will vote to choose who will be the
Community Education Council, Citywide Council on High Schools or District 75
Council selector(s).

Section 8 June Transfer of Records

The outgoing PTA Executive board shall arrange for the orderly transfer of records
and information of the JHS 194Q PTA, which shall include an overview of all PTA
transactions for the school year, to the incoming executive board. The transfer
must take place on school premises, in the presence of the Principal. At least one
meeting will be scheduled for the month of June for this purpose. Any member of
the executive board may request the assistance of the President’s Council during
this process.
Section 9 Disciplinary Action

Any officer who fails to attend (3) consecutive executive board or general
membership meetings shall be removed from office by recommendation of the
executive board or motion from a member. A two-thirds vote of the membership
present is required for approval. The officer shall be given the opportunity to
submit in writing an explanation showing good cause which explains his/her
reason for not attending these meetings for the general membership’s
consideration.

PTA officers may also be removed for unsatisfactory performance through the
process outlined below:

 At any general membership meeting, an PTA member may make a motion

to begin the process of removing an executive board member for
unsatisfactory performance.
 If the motion is approved by two-thirds of the assembled members, the PTA
must select a review committee by majority vote. Executive board
members may not serve on the review committee.
 The review committee will gather relevant information and present its
findings to the PTA to allow the members to make an informed decision

about the motion. Findings must be presented in writing at a PTA

meeting within 30 calendar days of the date the motion was presented.

The PTA’s notice and agenda must indicate that a vote will be taken by
the general membership regarding the removal of an executive board
member.
 The result of the motion must be submitted in writing to the principal which
the Principal must forward to the appropriate superintendent and the
Division of Family and Community Engagement.

Section 10 PTA Conflicts of Interest

10.1 PTA Officers:

PTA officers must not have a direct or indirect interest in any business
transaction, any financial interest, or any business dealing with the school
where they are an officer. Therefore, PTA officers cannot work for an
organization, directly or indirectly, at their school during the school day, or
at an after-school, evening, weekend, holiday, or summer program. PTA
 officers who own a business cannot directly or indirectly, do business with
their school during the school day, or with an after-school, evening,
weekend, and holiday or summer program. In extraordinary circumstances,
waivers may be granted by the DOE Ethics Officer. PTA members who
have a conflict of interest as defined above may not run for an officer
position unless and until they obtain a waiver.

PTA officers who have a conflict of interest as defined above are subject to
removal from office if they fail to obtain a waiver.

10.2 PTA Members:

PTA members who have any direct or indirect interest in any business
transaction, any financial interest or any business dealing, as discussed
above, with their school must refrain from participation in any decision
relating to that matter. Such interest, whether direct or indirect, must be
disclosed to the membership and placed in the minutes of the meeting at
which the disclosure was made.

Article V - Executive Board

Section 1 Composition

The executive board shall be composed of the elected officers of the association.
Employees of JHS 194Q shall be ineligible to serve as elected officers of the PTA.
Officers shall be expected to attend all executive board meetings.

Section 2 Meetings

Regularly scheduled meetings of the executive board shall be held monthly,

September through June, with an effort to schedule the meetings on the same day
of each month based on a survey of members. Minutes may be taken at every
executive board meeting but is not mandatory.

Section 3 Voting

Each member of the executive board shall be entitled to one vote.

Section 4 Quorum

A majority of the members of the executive board inclusive of (2) two core
members shall constitute a quorum, allowing for official business to be transacted.

Section 5 Special Executive Board Meetings

A special executive board meeting may be called to deal with a matter of

importance that cannot be postponed until the next board meeting. The President
may call a special board meeting with a minimum of 24-hour notice to executive
board members stating what the topic(s) of the meeting will be. Upon receipt of a
written notice (email or hardcopy) request from (2) executive board members, the
President must call a special board meeting within 3 calendar days of the request
and 24-hour notice to the executive board members.

Section 6 PTA Email Address

All executive board members shall have access to the PTA Gmail account for
viewing. No emails are to be deleted. Replies are generated from the President
or Co-Presidents or his/her/their designee(s). Passwords shall be included in the
June transfer of records and changed by the incoming President and provided to
current board members after July 1st but no later than the start of the next school
year.

Article VI – General Membership Meetings

Section 1 General Membership Meetings

1.1 The general membership meetings of the JHS 194Q PTA shall be
scheduled each month from September through June, with an effort to
schedule the meeting on the same day each month based on a survey of
its members. Written notice of each PTA meeting shall be distributed in
languages spoken by parents at the school, whenever possible. Notice
must be sent at least (10) ten calendar days prior to the scheduled
meeting and the date of distribution shall appear on all notices.

1.2 All meetings, including committee and executive board meetings must be
held in the PTA’s home school. Under no circumstances are PTA
 meetings to be held in private residences or commercial venues (e.g.
restaurants and private clubs).

1.3 All eligible members may attend and participate in general membership
meetings.

1.4 Non-members may only speak or otherwise participate, if acknowledged

by the presiding officer.

Section 2 Order of Business

The order of business at meetings of the PTA, unless changed by the executive
board shall be:

 Call to Order
 Reading and Approval of Minutes
 Principal’s Report
 President’s Report
 Treasurer’s Report
 School Leadership Team Report
 Committee Reports
 Old Business
 New Business
 Adjournment

Section 3 Quorum

The quorum for a general PTA meeting must consist of representation by at least
8 PTA members, including a minimum of 2 executive board members and 6 parent
members of the PTA in order to conduct official PTA business.

Section 4 Minutes

Minutes of the previous meeting shall be available in written form and read for
approval at every PTA meeting. The minutes of any PTA meeting must be made
available to any member upon request.
Section 5 Special Membership Meetings

5.1 A special PTA meeting may be called to deal with a matter of importance
that cannot be postponed until the next PTA meeting. The president may
call a special membership meeting with a minimum of 48 hours written
notice to parents stating precisely what the topic of the meeting will be.

5.2 Upon receipt of a written request from (3) three PTA members, the
president must call a special membership meeting within (5) five calendar
days of the request and provide 48 hours written notice to parents.

Section 6 Parliamentary Authority

Meeting rules of order should be adopted for use as a guide and included in these
bylaws. Where no meeting rules of order are adopted, Robert’s Rules of Order –
Newly Revised will be deemed to apply, provided that it is consistent with laws,
policies, rules, and regulations.

Article VII – Committees

Section 1 Standing Committees

The president will appoint standing committee chairpersons with the

approval of the executive board. Ad-hoc committees shall be established
by executive board approval. The standing committees of the association
are the following:

Membership: The membership committee shall be responsible for

encouraging parent participation, outreach and recruitment. The
chairperson of the membership committee shall make every effort to
coordinate their outreach efforts and strategies with the school’s Parent
Coordinator. The membership committee shall also prepare a newsletter
to all members which contains, at a minimum, messages from the principal,
association president, list of executive board members, all association
meeting dates, student and parent events, school policies, budget and any
other material deemed appropriate by the association. The committee shall
also be responsible for maintaining a current list of members.

Budget: The budget committee shall be responsible for drafting: (1) a

proposed budget each spring for approval by the membership, (2) a written
 review of the prior year's budget, both of which must be presented for vote
at the May membership meeting, and (3) presenting the budget process.
(See Article VIII, Section 3.).

Audit: The audit committee shall conduct an internal audit of all financial
affairs of the organization. The treasurer shall make all books and records
available to the audit committee. The audit committee shall prepare a
written report to be presented to the membership at a general membership
meeting or upon completion of their review and investigation.

School Store: The school store committee shall be chaired by the Vice
President or one of the Co-Vice President of the executive board. The
school store committee volunteers shall participate in selling of goods and
snacks outside the cafeteria daily. The volunteers shall count monies
collected at the end of each day’s lunch periods. Two (2) people must sign
for the funds collected and note the total in provided ledger. Funds should
be turned over with the key to the school secretary for safekeeping until the
PTA Treasurer deposits such funds. Volunteers will restock the shelves for
snacks and restock water in the refrigerator for the next day’s sales. All
recyclable cardboard should be broken down and bagged for disposal.

Fundraising: The fundraising committee shall be chaired by the Vice

President or one of the Co-Vice Presidents. The fundraising committee
participates in researching proposed fundraisers, planning and assisting in
fundraisers and events and presenting ideas to the executive board and
PTA. Committee members should encourage parent involvement among
the general PTA and generate greater participation in PTA events.
Committee members shall also assist in purchasing, planning or
volunteering at events. Fundraisers should be tied to the goals of the PTA
including school-related purposes. The committee should be familiar with
the Chancellor’s Regulations A-610 and A-660. The committee will ensure
that all regulations and policy issues are followed in planning a fundraiser.

Section 2 Representatives/Designees

2.1 President’s Council:

The PTA is required to have representation at the monthly President’s

Council meetings. The representatives eligible for President’s Council
(PC) membership are the PTA President, Co-President, or a parent
 member designated by the President. Only one Co-President may serve
as a President’s Council member.

If the PTA President or Co-President is unable to attend PC meetings, the

President must transfer all voting rights to a designee of his/her choosing.
Designees must be approved by vote of the PTA general membership.
The results of the vote must be recorded in the minutes of the meeting.

The PTA may approve an alternate to serve in the absence of the

officially designated school representative. The alternate’s role and
duties are defined in the President’s Council Bylaws.

2.2 CEC (Community Education Council):

One representative or an alternate shall represent the PTA at monthly

CEC meetings. During the September PTA meeting, at the beginning of
the new school year, volunteers will be taken to fill these roles for the
current year. The representative will attend each CEC meeting and
present a report to the executive board for presentation at the next PTA
meeting. In the event that at least one representative cannot be obtained
from volunteers of the general PTA, each executive board member shall
attend at least one CEC meeting during the school year and present the
report to the general PTA at the next meeting.

Article VIII - Financial Affairs

Section 1 Fiscal Year

The fiscal year of the association shall run from July 1 through June 30.

Section 2 Signatories
The President and/or Co-Presidents, Treasurer and/or Co-Treasurer, and if
necessary, Recording Secretary or designated Co-Recording secretary shall be
authorized to sign checks. All checks require at least 2 signatures. The 2
signatories of a check may not be related by blood or marriage. Under no
circumstances may spouses, siblings, in-laws or other relatives or members of the
same household sign the same PTA check. An PTA member may not sign a check
if she/he has any direct or indirect interest in the expenditure. No checks may be
written payable to “petty cash” or “cash”. Signatories may not approve such
checks.
Section 3 Budget and Financials

3.1 The executive board shall be responsible for the development and/or
review of the budget process, which includes:
 The outgoing executive board must review the current budget,
annual financial status, accounting, expenditures and outstanding
bills and prepare a proposed budget for the next school year.
 The proposed budget must be presented to and approved by the
membership no later than the May meeting.
 The incoming executive board must review the proposed budget in
September for presentation and discussion during the September
meeting. Budget amendments may be proposed at this time.
 The executive board must present the budget process for
membership approval no later than the October meeting.

3.2 The counting and handling of any cash, checks, or money orders received
by the PTA, must be completed by at least 2 PTA members. These PTA
members cannot be related by blood or marriage. Funds must be counted
in the school on the same day of receipt.

3.3 The PTA’s financial records must display the total amount of funds and the
signatures of the PTA members who participated in counting the funds.

3.4 No parent or staff member shall collect fundraising proceeds from any
student without the written approval from the Principal.

3.5 All funds should be deposited in the bank account by authorized executive
board members within 24 hours of receipt, whenever possible. No funds
shall be kept in a member’s home but shall be secured and locked in the
school. PTA funds must be taken to the bank for deposit by at least 2
authorized members.

3.6 Documentation related to every transaction must be maintained at the

school (e.g., cancelled checks, deposit receipts, purchase orders,
association minutes related to the financial transactions, etc.) for a period
of 6 years.

3.7 The budget may be amended by vote to the general PTA at any general
PTA meeting.
 3.8 All expenditures not included in the budget at the time of its adoption must
be approved by vote of the general PTA membership.

3.9 The executive board is authorized to make an emergency expenditure not

to exceed $1000 with a two-thirds approval by the executive board. The
treasurer shall report these expenditures to the general PTA membership
at the next PTA meeting in writing. The minutes of the meeting must reflect
a vote taken by the association to accept this action.

Section 4 Audit

4.1 The President shall request volunteers to form an audit committee of 3 to

5 persons. Executive board members who are not eligible signatories on

association checks may serve on the audit committee. The majority of the
committee shall be comprised of general members.

4.2 The audit committee shall conduct an audit of all financial affairs of the
association with the help of the treasurer who shall make all books and

records available to them. The audit committee may also recommend that
an external audit of the PTA’s financial records be conducted.

4.3 Additional duties of the audit committee may include examining all relevant
financial statements and records of disbursements, verifying all
association equipment and ensuring compliance with bylaw provisions for
the transaction of funds.

4.4 The audit committee shall prepare a written audit report to be presented to
the membership at a general membership meeting, upon completion of

their review and investigation. This report shall be included for review and
discussion during the June transfer of records.

Section 5 Financial Accounting

5.1 The Treasurer(s) shall prepare the Interim Financial Report by January
31st and the Annual Financial Report by the June meeting, including all
income, expenditures, and other transactions. These reports shall be
presented and reviewed by general PTA membership. Copies of these
 reports shall be provided to the Principal. The Principal is responsible for
submitting PTA financial information and reports to FACE upon request.

5.2 The Treasurer(s) shall be responsible for all funds of the PTA and shall
keep accurate records in a form consistent with these bylaws and
applicable Regulations of the Chancellor. In accordance with Chancellor’s
Regulation A-610, parents must obtain written approval from
the Principal before collecting fundraiser proceeds from students. The
Treasurer and at least one other PTA officer shall transport all funds to the
bank. Deposit slips shall identify the source of all deposited funds. All
parties involved in financial transactions shall initial the deposit slips. All
financial records of the PTA including checkbooks, ledgers, cancelled
checks, invoices, receipts etc., shall be maintained and secured on school
premises for 6 years.

Article IX – PTA Rights and Responsibilities

Section 1 Accessing Information and Consultation with the Principal

PA/PTA Rights and Responsibilities

Although PTAs work closely with school leaders, self-determination must be the
rule and not the exception when it comes to the governance of PTAs. PTAs are
responsible for their own actions and for the conduct of their own affairs.

The principal, parent coordinator, and other school officials must not interfere,

directly or indirectly, in the PTA’s internal affairs, including the election of officers
and allocation of funds.

1.a Accessing information and consultation with the principal:

Regular communication between the principal and the PTA is essential for
the PTA to achieve its goals. Except in situations requiring immediate

action, the PTA must receive information in a manner that allows it to be

heard on matters that affect the school.

The PTA executive board has the right to receive from the principal:
 ● Upon request, full and factual information on student testing
schedules and student achievement data.
● No later than October 15 of each year, a written report of all
school fundraising activities, including income and expenditures
for each month of the previous year and anticipated income for each
month of the current school year.
● No later than December 15 of each year, an abridged summary of
the school safety plan, discipline code, and attendance plan.
● Information relating to the school-based budget, including the
Comprehensive Educational Plan (CEP) and the public view of the
budget from the DOE’s Galaxy budgeting system available on the
school’s portal.
● Copies of pertinent Chancellor’s Regulations.

1.b Consultation with the principal

The principal must meet at least quarterly with the PTA executive board.

Article X – Provisions – Associations

Section 1 Dissolution Provision

In the event of dissolution, all of the remaining assets and property of the JHS
194Q PTA shall after necessary expenses thereof be distributed to such
organizations as shall qualify under section 501©(3) of the Internal Revenue
Code, or corresponding provisions of any subsequent Federal Tax laws; or to the
Federal Government, or to a state or local government for a public purpose.

Section 2 Non-inurnment Provision

No part of the net earnings shall inure to the benefit of any member, trustee,
director, officer of the organization, or any private individual (except that
reasonable compensation may be paid for services rendered to or for the
organization) and no member, trustee, or officer of the organization or any private
individual shall be entitled to share in the distribution of any of the assets on
dissolution of the organization.
Section 3 Restrictive Legislation Provision

No substantial part of the activities of the organization shall be carrying on

propaganda, or otherwise attempting to influence legislation (Except as otherwise
provided by section 501(h) of the Internal Revenue Code, as amended, nor shall
the organization participate in, or intervene in (including the publication or
distribution of statements), any political campaign on behalf of or opposition to
any candidate for public office.

Section 4 Restrictive Purposes and Activities Provision

Notwithstanding any other provision of these articles, the organization is

organized exclusively for one or more of the following purposes: religious,
charitable, scientific, testing for public safety, literacy, or educational purposes, or
foster national or international amateur sports competition (but only if no part of
its activities involve the provision of the athletic facilities or equipment), or for the
prevention of cruelty to children or animals, as specified in section 501(c)(3) of
the Internal Revenue Code of 1986, and shall not carry on any activities not
permitted to be carried on by an organization exempt from Federal income tax
under section 501(c)(3) or corresponding provisions of any subsequent Federal
tax laws.

Article XI – Compliance with Chancellor’s Regulations A-660

Chancellor Regulations A-660 is the primary governing document for all PA/PTAs. In the event
that the JHS 194Q PTA By-laws contain any provision that conflicts with the Chancellor
Regulations A-660:

- The provision shall be deemed null and void, and the language of the Chancellor
Regulations A-660 shall be deemed controlling.

- The provision may be amended by motion at any PTA meeting. The motion may be
made by any PTA member, must be voted on at the same meeting, and requires
approval by two-thirds of the members present.

- All remaining provisions that are not in conflict with the Chancellor Regulations A-660
shall remain in full force and effect.
 Article XII – Amendments and Regular Review of Bylaws

These bylaws may be amended at any regular meeting of the association by a two-thirds vote of
the members present. Any PTA member may present a motion at a general PTA membership
meeting to amend a provision of the Bylaws that is not in compliance with this regulation, with the
exception of deciding if a PA will convert to a PTA. Amendments that bring the Bylaws into
compliance must be voted on immediately after the motion is presented and require approval of
two-thirds of the members present. Amendments are effective immediately unless otherwise
specified. A thorough review of these Bylaws shall be conducted every 3 years or upon

changes made to Chancellor’s Regulations A-660. All provisions of these Bylaws must conform
to CR A-660 and DOE guidelines.

These bylaws as set forth above have been voted on and approved by the membership. The
most recent amendment was approved, in accordance with the provisions of Article XI, at the
membership meeting held on

Signed By:

______________________________ ______________________________
President Recording Secretary

_________________________________ _________________________________
Date Date