Organizing a New PTA
Organization Meeting Format
1. Meet with principal and review plans.
2. Be sure all parents and teachers are informed of the meeting.
The Region Director should prepare several copies of the agenda in advance for the guidance of the temporary chairman, temporary secretary and others responsible for assisting with the organization meeting. The agenda is attached.
- I. Call to order
- II. Pledge of Allegiance
- III. Welcome and introductions
- IV. Nevada PTA representative explains the mission and objects, policies and procedures of the organization, allowing time for questions and discussion, and explains what the procedure of the organizational meeting will be.
- V. Elect/Select temporary secretary who will make a complete record of the proceedings until the permanent secretary is elected and takes office.
- VI. Nevada PTA Representative requests motion to organize a PTA.
“I move to organize a PTA at school.” There must be a second.
“All those in favor of organizing a PTA at the school, signify by saying ‘aye’. Those opposed, signify by saying ‘no’. The ‘ayes’ have it. Congratulations!”
- VII. Elect/select temporary chair (See attached Duties of Temporary Chair).
- VIII. Elect/select bylaws committee (3 to 5 people – by motion or general consent). Call attention to sample bylaws and have several copies on hand to give to committee members. Meet with Nevada PTA representative for assistance.
- IX. Elect/select nominating committee (3 to 5 people). Ask school principal to serve on committee (see Nominating Committee Duties).
- X. Discuss the date, time and place of charter meeting (approximately one month from date of organization meeting).
- XI. Explain: Membership is open to anyone.
- XII. A letter will be sent to all parents and teachers in the school giving information on the charter meeting, with notification that charter members are those who are present and pay their dues or whose dues are paid at the charter meeting.
- XIII. Announce that committees will meet at the close of the meeting to elect chairmen and set dates for their meetings. The Nevada PTA Representative will meet with each committee to hand out written guidelines and explain its duties.
- XIV. Other announcements
- XV. Adjournment
Organization Meeting Agenda
- Call to order
- Pledge of Allegiance/Opening ceremony, if any
- Welcome and introductions
- Introduction of Nevada PTA Representative- Short talk and discussion
- Elect/select* temporary secretary
- Motion to organize a PTA. Vote on motion.
- Elect/select* temporary chairman
- Elect/select* bylaws committee (3 to 5 people)
- Elect/select* a nominating committee (3 to 5 people). Try to include the principal on this committee.
- Set the date, time and place of the charter meeting. i. Date Time Place
- All committees will meet at the close of the organization meeting to set dates for committee meetings and elect a chairman.
- Other announcements
* Select unless challenged – then elect.
Duties of Temporary Chairman
- The temporary chair is responsible for preparing the notice of charter meeting and arranging to have it copied and sent to every parent and teacher represented in the school. This notice should include: the purpose, date, time and place of the charter meeting, reminder of enrollment of charter members and the deadline for accepting charter memberships. “Charter members are those who are present and pay their dues or whose dues are paid at the charter meeting.”
- Make arrangements for a meeting place. Check to see that needed equipment is available. If refreshments are desired, keep them simple and inexpensive such as coffee, tea and cookies – donated, if possible.
- Make arrangements so that memberships can be processed quickly and easily.
- One or two tables on which to work
- Membership forms/envelopes
- Cash box and change
- Several volunteers to assist
- Membership forms will be provided by the state office for use at the charter meeting. As people arrive for the charter meeting, the charter membership committee distributes the forms for them to write their address, phone number, email and names/grades of children attending the school. They should also indicate if they are staff or parents or other relative. Check marks could then be made on all forms when the dues are paid, and the charter membership committee can transfer the information from the forms onto the membership rosters.
- Charter membership dues should be collected during the recess at the charter meeting.
Duties of Nominating Committee
- Elect a committee chair.
- The school principal may be a member of this committee.
- A Nevada PTA Representative should meet with this committee to give information about the duties of each officer.
- Each member of the committee must be notified of all meetings of the committee and every effort should be made to hold meetings at a time when all members can attend.
- The chair should receive or request a list of offices to be filled from the chair of the bylaws committee.
- The committee fills all offices as prescribed by the bylaws.
- Contacts are made with prospective officers only after the committee has discussed possible nominees and decided upon those whom they feel are best qualified. Usually the chair makes this contact but this duty may be delegated to some other member of the committee. Those contacted should be given time to consider the matter and to discuss it with their families.
- All matters discussed by the nominating committee are strictly confidential. The committee should discuss freely and objectively the qualifications of those being considered for office, but discussion should not be repeated outside of the meeting.
- Members of the committee may be considered as nominees if they have the necessary qualifications. However, any member who is being considered for an office should be excused from the room while individual qualifications for that office are being discussed.
- One person should be nominated for each office. If co-officers are necessary, it is understood that only one person may be elected to serve in any one office, only one person is eligible to vote and only person shall be designated as the official contact person for State and National PTA.
- The suggested list of nominees should not be revealed until reported at the charter meeting.
- The chair and the nominating committee members all sign their report.
- The chair reads the report at the charter meeting and then hands the written report to the presiding officer. A copy of the report should also be made for the secretary.
Duties of Bylaws Committee
- Elect a committee chair.
- A Nevada PTA Representative will meet with this committee in an advisory capacity. Proposed bylaws must not be in conflict with Nevada PTA or National PTA bylaws.
- This committee should:
- Use bylaws template, provided by the State office, filling in necessary changes or additions.
- Designate the individual officers. The parliamentarian may be an elected position or appointed by the president.
- Give list of proposed offices for the association to the chair of the nominating committee.
- Prepare copies (20-25) to hand out to everyone attending the charter meeting. Email a copy of the proposed bylaws to the state office immediately following the charter meeting for approval. (firstname.lastname@example.org)
- The proposed bylaws are presented at the charter meeting by the Nevada PTA Representative. The chair of the bylaws committee must be present to answer specific questions.
- It is desirable that each article of the bylaws be read separately by the Nevada PTA Representative, but highlighting them is usually wiser for expediency. All of the pound sign (#) articles are the same for all PTAs and are not open for amendments.
- In the case of all other articles, the presiding officer asks, “Is there any amendment to this article?” If one is offered, the amendment is discussed and voted on immediately. After all the amendments have been made, the presiding officer puts the question, “All in favor of the article as amended, say ‘aye’”, and a few moments later, “Opposed, ‘no’.” If no amendment is offered, no vote is taken upon the separate articles as they are read. All articles are adopted at one time – by one final vote – as the official bylaws of this particular association.
- Nevada PTA Bylaws Committee will send an approval letter to the unit bylaws chair. A copy is retained in the state office for reference, one copy should be placed in the recording secretary’s book, and all board members should receive a copy. Any future amendments should be noted on the margin or on a blank page provided for this purpose. Changes to bylaws need to be submitted to Nevada PTA after approval at a unit general meeting.
Charter Meeting Agenda
- I. Call to order
- II. Opening ceremonies
- III. Introductions: Nevada PTA Representative (conducts the balance of the meeting until the new president is installed)
- IV. Reading/Adoption of the bylaws by the Nevada PTA Representative. Move for adoption of the bylaws.
- V. Recess for enrollment of charter members
- VI. Temporary chair distributes materials and collects dues
- VII. Report of nominating committee
- VIII. Nominations from the floor and election of officers (conducted by Nevada PTA Representative)
- IX. Installation of officers by the Nevada PTA Representative
- X. Presentation of appropriate resource materials
- XI. Newly elected president conducts the balance of the meeting.
- XII. Announcements
- XIII. Adjournment
Charter Meeting – Format
- I. Call to order (temporary chairman)
- II. Opening ceremonies: Pledge of Allegiance, PTA Prayer, PTA Objects, etc.
- III. Introductions: Local dignitaries, state and local PTA officers, etc. Nevada PTA Representative who will conduct the balance of the meeting until the new President is installed.
- IV. Reading of proposed bylaws. Region director gives highlights as everyone reads along. It is desirable that each article of the bylaws be read separately, but highlighting them is usually wiser for expediency. All of the (#) items are the same for all PTA units and are not open for amendments. In the case of all other articles, the presiding officer asks, “Is there any amendment to this article?” If one is offered, the amendment is discussed and voted on immediately. After all amendments have been made, the presiding officer puts the question: “All in favor of the article as amended, say “aye’”, and a few moments later, “Opposed, ‘no’.”
- V. If no amendment is offered, no vote is taken on the separate articles as they are read. All articles are adopted at one time – by one final vote – as the official bylaws of this particular association.
- VI. Bylaws committee recommends specific amount for membership dues. Discussion and vote taken.
- VII. Recess for enrollment of charter members.
- VIII. Temporary chairman hands out membership forms and collects dues.
- IX. Report of nominating committee by nominating committee chairman
- X. Nominations taken from the floor and election of officers conducted by the Nevada PTA Representative. Vote is taken by ballot. (Voice vote is ok unless challenged by membership or there is more than one nominee.) If there is only one nominee for each office, the secretary can be directed to cast the elective ballot.
Someone from the floor says, “I move the secretary cast the elective ballot.” This motion requires a second, and then the vote is taken.
The secretary says, “I cast the elective ballot for the slate of officers.” This motion requires a second, then the vote is taken. (Suggestion: have cards made out with this dialogue and handed to a designated person and the secretary)
- XI. Installation of officers conducted by the Nevada PTA Representative
- XII. Presentation of materials from Nevada PTA. (Resource book, membership cards etc.)
- XIII. Newly elected president conducts remainder of meeting, taking care of any business that demands immediate attention
- XIV. Announcements: (number of charter members, date of next meeting, etc.)
- XV. Adjournment
Steps to Follow Immediately After the Charter Meeting
- The newly elected president should request the new officers and principal (who at this time comprise the PTA’s Board of Directors/Executive Board) meet immediately after adjournment of the charter meeting to select a bank for deposit of association funds and to decide the date and time of the first executive board meeting.
- Complete the charter application and send to the state office within 10 days of the charter meeting, a copy should be retained by the newly chartered PTA. Complete list of all board members, including address, phone and email.
- The first entries in the recording secretary’s book are the minutes of the organization and charter meetings.
- Retain a copy of the bylaws that have been approved by the Nevada PTA bylaws committee. (Copies should be given to the local PTA president, parliamentarian and all board members.)
- A list of charter members as compiled by the temporary chairman.
- Collect dues at the close of the charter meeting.
- On the day after the charter meeting, or as soon as possible, open a checking account in a bank approved by the Board of Directors/Executive Board in accordance with procedures required by local banks and stipulated in local PTA bylaws.
- Complete and file IRS Form SS-4 (Application for the Employer Identification Number-EIN). This number is needed to open a bank account. Also advise the Nevada PTA office of this number. You can apply for an EIN online at www.irs.gov/businesses or by telephone at 1-800-829-493.
- Mail charter dues ($4.50 per member) to the Nevada PTA office within 10 days of the charter meeting. The balance of the dues remains in the bank account as the local PTA’s portion.
- Contact your Region Director to assist you in setting up your financial books.
- Collect membership forms at the close of the charter meeting to be given to the membership chairman, when selected.
- Call a meeting of your elected officers and appoint the chairmen of committees deemed necessary in the association. Suggested chairmen may include: Membership, Programs, Reflections, Legislative, Hospitality, Fundraising, Teacher Representative, Family Engagement, Health and Wellness, Newsletter and Council/School Board Representative.
- Ask the school principal to recommend or appoint a teacher representative to serve on the Board of Directors/Executive Board (if the position is designated in the bylaws). This participation is extremely important in order to keep the lines of communication open between the association and the faculty.
- Emphasize to each officer and chairman the importance of keeping a procedure book.
- Arrange for board training by Nevada PTA Representative within 30 days of charter.