ARTICLE IX: OFFICERS AND THEIR ELECTION (PRESIDENT-ELECT)

Language in bold print must be inserted when instituting the office of the President-Elect.

#Section 1. Each officer of this PTA/PTSA shall be a member of this PTA/PTSA.

#Section 2. Only members whose individual dues are paid to this association for the current fiscal year shall be eligible to hold office, to serve on the executive committee, the executive board, a standing or special committee or to serve as a delegate to the council or district.

Section 3. Officers and their election:

a. The officers of this association shall consist of:

#1. One (1) President;

2. One (1) President-Elect;

2. [Insert number] Vice-President(s);

3. A Recording Secretary;

#4. One (1) Treasurer.

b. Officers shall be elected by ballot in the month of [Insert Month]. The outgoing president-elect shall succeed automatically to the office of the president. However, if there is but one nominee for office, election for that office may be by voice vote. A majority of the votes cast shall constitute an election.

c. Officers, except the Treasurer, shall assume their official duties following the close of the meeting in [Insert Month]. The Treasurer shall assume his/her official duties upon the completion of the auditing process. Officers shall serve for a term of [Insert number] year(s) or until their successors are elected.

d. No person shall serve more than one term in the office of president or president-elect. A person shall not be eligible to serve more than two (2) consecutive terms in the same office. A person who has served in an office for more than one-half (1/2) of a full term shall be deemed to have served a full term in such office. It is understood that the president-elect by accepting the nomination is agreeing to automatically succeed to the office of the president at the end of their term as president-elect.

Section 4. Nominating committee:

a. There shall be a nominating committee composed of [Insert number] (should be an odd number) members who shall be elected by this PTA/PTSA at a regular meeting at least two (2) months prior to the election of officers. The committee shall elect its own chairman.

b. The nominating committee shall nominate an eligible person for each office to be filled except the office of president and report its nominees at a regular meeting no less than thirty (30) days prior to the election meeting. At the election meeting, additional nominations may be made from the floor.

c. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such office.

Section 5. Vacancies:

A vacancy occurring in any office other than president or president-elect shall be filled for the unexpired term by a person elected by a majority vote of the executive board, notice of such election having been given as prescribed in Article XI, Section 4. In case a vacancy occurs in the office of president, the president-elect shall automatically become president and serve notice as prescribed in ARTICLE XII, Section 2 to the general membership of the election to fill the vacancy in the office of president-elect.

ARTICLE VIII: OFFICERS AND THEIR ELECTION (PRESIDENT)

#Section 1. Each officer of this PTA/PTSA shall be a member of this PTA/PTSA.

#Section 2. Only members whose individual dues are paid to this association for the current fiscal year shall be eligible to hold office, to serve on the executive committee, the executive board, a standing or special committee or to serve as a delegate to the council or district.

Section 3. Officers and their election:

a. The officers of this association shall consist of:

#1. One (1) President;

2. [Insert number] Vice-President(s);

3. A Recording Secretary;

#4. One (1) Treasurer.

b. Officers shall be elected by ballot in the month of [Insert Month]. However, if there is but one nominee for office, election for that office may be by voice vote. A majority of the votes cast shall constitute an election.

c. Officers, except the Treasurer, shall assume their official duties following the close of the meeting in [Insert Month]. The Treasurer shall assume his/her official duties upon the completion of the auditing process. Officers shall serve for a term of [Insert number] year(s) or until their successors are elected.

d. A person shall not be eligible to serve more than two (2) consecutive terms in the same office. A person who has served in an office for more than one-half (1/2) of a full term shall be deemed to have served a full term in such office

Section 4. Nominating committee:

a. There shall be a nominating committee composed of [Insert number] (should be an odd number) members who shall be elected by this PTA/PTSA at a regular meeting at least two (2) months prior to the election of officers. The committee shall elect its own chairman.

b. The nominating committee shall nominate an eligible person for each office to be filled and report its nominees at a regular meeting no less than thirty (30) days prior to the election meeting. At the election meeting, additional nominations may be made from the floor.

c. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such office.

Section 5. Vacancies:

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive board, notice of such election having been given as prescribed in Article XI, Section 4. In case a vacancy occurs in the office of president, the first vice-president shall automatically become president and serve notice of the election to fill the vacancy in the office of first vice-president.

ARTICLE X: DUTIES OF OFFICERS (PRESIDENT)

Section 1. The president shall:

a. Preside at all meetings of the association;

b. Perform such other duties as may be prescribed in these bylaws or assigned by the association;

c. Be a member ex officio of all committees except the nominating committee;

#d. Submit local unit officers’ form and verification of the local unit’s employer identification number (EIN) to the state office immediately upon the election of officers and no later than June 15 annually; e. Coordinate the work of the officers and committees of the association in order that the purposes may be promoted.

Section 2. The vice-president(s) shall:

a. Act as aide(s) to the president;

b. In their designated order, perform the duties of the president in the absence or inability of that officer to act;

c. Perform other delegated duties as assigned.

Section 3. The recording secretary shall:

a. Record the minutes of all meetings of the association;

b. Keep the official copy of the local unit’s bylaws in his/her files;

#c. Maintain a membership list as required by the Virginia PTA;

d. Perform other delegated duties as assigned.

Section 4. The treasurer shall:

a. Have custody of all the funds of the association;

b. Keep a full and accurate account of receipts and expenditures;

c. Make disbursements as authorized by the president, executive board, or association in accordance with the budget adopted by the association;

#d. Remit by December 1 to the Virginia PTA state office, state and National PTA dues for memberships received prior to December 1. Remit by March 1, dues received after December 1 and remit by June 30, all state and National dues received after March 1.

#e. Have checks or vouchers signed by two (2) officers, preferably the treasurer and the president;

f. Present a written financial statement at every meeting of the association and at other times when requested by the executive board;

g. Prepare an annual financial report at the close of the fiscal year;

#h. Have the accounts examined according to the auditing procedures outlined in Article VI;

#i. Submit a copy of the 990 or 990EZ report shall also be forwarded to the state office within fifteen (15) days of filing;

#j. Submit a copy of the fiscal year-end audit to the state office within thirty (30) days following the adoption of the audit by the membership;

k. Perform other duties as assigned.

Section 5. All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office.

# Required by the Virginia PTA.

ARTICLE XI: DUTIES OF OFFICERS (PRESIDENT-ELECT)

Language in bold print must be inserted when instituting the office of President-Elect.

Section 1. The president shall:

a. Preside at all meetings of the association;

b. Perform such other duties as may be prescribed in these bylaws or assigned by the association;

c. Be a member ex officio of all committees except the nominating committee;

#d. Submit local unit officers’ form and verification of the local unit’s employer identification number (EIN) to the state office immediately upon the election of officers and no later than June 15 annually; e. Coordinate the work of the officers and committees of the association in order that the purposes may be promoted.

Section 2. The president-elect shall:

a. Act as aide to the president;

b. Perform the duties of the president in the absence or inability of that officer to act;

c. Perform other delegated duties as assigned.

Section 3. The vice-president(s) shall:

a. Act as aide(s) to the president;

b. In their designated order, perform the duties of the president and/or the president-elect in the absence or inability of that officer to act;

c. Perform other delegated duties as assigned.

Section 4. The recording secretary shall:

a. Record the minutes of all meetings of the association;

b. Keep the official copy of the local unit’s bylaws in his/her files;

#c. Maintain a membership list as required by the Virginia PTA;

d. Perform other delegated duties as assigned.

Section 5. The treasurer shall:

a. Have custody of all the funds of the association;

b. Keep a full and accurate account of receipts and expenditures;

c. Make disbursements as authorized by the president, executive board, or association in accordance with the budget adopted by the association;

#d. Remit by December 1 to the Virginia PTA state office, state and National PTA dues for memberships received prior to December 1. Remit by March 1, dues received after December 1 and remit by June 30, all state and National dues received after March 1.

#e. Have checks or vouchers signed by two (2) officers, preferably the treasurer and the president;

f. Present a written financial statement at every meeting of the association and at other times when requested by the executive board;

g. Prepare an annual financial report at the close of the fiscal year;

#h. Have the accounts examined according to the auditing procedures outlined in Article VI;

#i. Submit a copy of the 990 or 990EZ report shall also be forwarded to the state office within fifteen (15) days of filing;

#j. Submit a copy of the fiscal year-end audit to the state office within thirty (30) days following the adoption of the audit by the membership;

k. Perform other duties as assigned.

Section 6. All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office.

Note: A proviso should be added to the bylaws indicating when the office of president-elect shall be initiated. An example follows:

PROVISO: The office of president-elect will be initiated in the election of [insert election month and year] with the election of all officers, including the office of president. In the election of [insert election month and year], the current president-elect will automatically succeed into the office of president. With the election [insert month and year following the first election of president-elect] and all following elections, the office of president will be removed from the election.

# Required by the Virginia PTA.

ARTICLE XII: EXECUTIVE COMMITTEE

Section 1. The executive committee shall consist of the elected officers of the association and the principal of the school.

Section 2. Duties of the executive committee shall be:

a. To develop goals for the association for presentation to the executive board and general membership for approval;

b. And to appoint standing and special committee chairmen and members of the standing and special committees.

Section 3. The executive committee shall meet within thirty (30) days after their election for the purpose of appointing standing committee chairmen. Special committee chairmen shall be appointed as necessary. Members of the standing and special committees shall be appointed as soon as possible after the appointment of the committee chairmen.

Section 4. Meetings of the executive committee shall be held by the call of the president or a majority of the executive committee, [Insert number] days’ notice having been given. A majority of the executive committee shall constitute a quorum.

# Required by the Virginia PTA.

ARTICLE XIII: EXECUTIVE BOARD

Section 1. The executive board shall consist of the officers of the association and the chairmen of standing committees. The principal of the school or his/her designee and a representative appointed by the principal or elected by the faculty also may serve on the executive board. The chairmen of the standing committees shall be appointed by the officers of the association not more than thirty (30) days following the election of officers.

#Section 2. A PTA member shall not serve as a voting member of a constituent organization's board at the local, council, district, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

Section 3. The duties of the executive board shall be:

a. To transact necessary business in the intervals between association meetings and such other business as may be referred to it by the association;

b. To create standing and special committees;

c. To approve the plans of work of the standing and special committees;

d. To present a report at the regular meetings of the association;

#e. To select an auditing committee or professional auditor as outlined in Article VI;

f. To prepare and approve the proposed budget to be presented to the membership for adoption;

#g. To obtain general membership approval for any changes to the adopted budget over three hundred dollars ($300.00).

Section 4. Regular meetings of the executive board shall be held during the school year, the time to be fixed by the board at its first meeting of the year. A majority of the executive board members shall constitute a quorum. Special meetings of the executive board may be called by the president or by a majority of the members of the board, Insert number days' notice being given.

Section 5. The executive board shall reserve the right to vote on business via electronic vote. Only the president shall have the authority to call for an electronic vote and to establish the guidelines for that vote. The established quorum of the executive board shall prevail. Results must be recorded in the minutes and ratified at the next executive board meeting.

ARTICLE XIV: GENERAL MEMBERSHIP MEETINGS

Section 1. Regular meetings of the association shall be held at least [Insert number] times during the school year, unless otherwise provided by the association or by the executive board, [Insert number] days' notice having been given.

Section 2. Special meetings of the association may be called by the president or by a majority of the executive board, [Insert number] days' notice having been given.

Section 3. The election meeting shall be held in [Insert Month].

Section 4. [Insert number (should be at least 10)] members, as defined in Article V, Section 10, shall constitute a quorum for the transaction of business in any meeting of this association.

Section 5. Voting on routine matters may be by voice vote; however, motions requiring a two-thirds (2/3) affirmative vote (e.g., votes on bylaws) shall be by a rising vote or show of hands by verified members of this PTA/PTSA.

ARTICLE XVI: COUNCIL MEMBERSHIP

Section 1. Selection of delegates

a. The association shall be represented in meetings of the [Insert Council Name] Council of Parent-Teacher Associations by the president or alternate, the principal or alternate, and by [Insert number] delegate(s) or alternate(s). All representatives to a council must be members of a local unit.

b. Delegates and alternates shall be [elected or appointed (select one)] in [Insert Month].

c. Delegates to the [Insert Council Name] Council of PTAs shall serve for a term of [Insert number] year(s) or until the selection of a successor.

Section 2. This association shall pay annual dues as prescribed in council bylaws to the [Insert Council Name] Council of PTAs.

Section 3. Responsibilities of delegates:

a. Delegates shall report activities of the council to the local unit and shall present to the council such matters as may be referred to it by the local unit.

b. Delegates shall vote on all issues as instructed by their association; but if not instructed, they shall use their own discretion, except as provided by council bylaws.

ARTICLE XX: LOCAL UNIT BYLAWS REVISIONS AND AMENDMENTS

#Section 1. Bylaws shall be reviewed and amended with the following procedures:

a. A committee shall be appointed to submit a revised set of bylaws as a substitute for existing bylaws or to submit an amendment to current bylaws.

b. Bylaws shall be revised or amended at a regular meeting of the association provided notice and a copy of the proposed bylaws revision or amendments are provided to the membership at least thirty (30) days prior to the meeting at which the revision or the amendments are to be voted upon. A quorum shall be established at the meeting in which voting takes place. The revision or amendments are subject to approval by the Virginia PTA Bylaws Chair. The proposed bylaws revision or amendments require a two-thirds (2/3) vote of the members present and voting.

c. Submission of amendments and revised bylaws for approval by the State PTA shall be in accordance with the bylaws or regulations of the Virginia PTA.

d. Each local PTA shall include in its bylaws provisions corresponding to the provisions of such of the bylaws of the Virginia PTA as are identified by the state symbol #.

e. The adoption of an amendment to any provision of the Bylaws of the Virginia PTA identified by the number symbol (#) shall serve automatically and without requirement of further action by the local PTA to amend correspondingly its bylaws. Notwithstanding the automatic character of the amending process, the local PTA shall promptly incorporate such amendments in its respective bylaws.

#Section 2. The adoption of an amendment to any provision of the Bylaws of the National PTA shall serve automatically and without the requirement of further action by the local PTA to amend correspondingly the bylaws of each local PTA. Notwithstanding the automatic character of the amending process, the local PTAs shall promptly incorporate such amendments in their respective bylaws.