Official Bylaws of the
Public School 11
Parent Teacher Association, Inc.
APPROVED BY THE MEMBERSHIP
April 26, 2017
FILED WITH THE PRINCIPAL
May 30, 2017
Article I Name
The name of the association shall be the P.S.11 PTA Association, Inc., hereafter referred to as the association.
The association’s financial records are available for inspection by the public at Purvis J. Behan Public School 11 (“PS11” or “Public School 11”), 419 Waverly Avenue, Brooklyn, New York 11238. The association is not an affiliate of any other group nor does it engage in raising unrelated business income. Its sole fundraising purpose is to benefit PS11, consistent with these bylaws. The association’s tax-exempt status may only be used for the association’s benefit.
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 Public School 11 are automatically members of the association. Parents include parents by birth or adoption, step-parents, legally appointed guardians, foster parents, and persons in parental relation to a child currently attending PS11. Parents of a child who is attending PS11 full time while on the register of a citywide program are eligible to be members of the association. Teachers, paraprofessionals and school aides currently employed at the PS11 are all eligible to be members of the association. 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.
Section 2 • Dues/Donations
Section 3 Voting Privileges
Each parent of a child currently enrolled at PS11 shall be entitled to one vote. Proxy voting or absentee balloting is prohibited. Each teacher, paraprofessional and school aide 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 association shall be: President or Co-Presidents, Vice President or Co-Vice Presidents, Treasurer, Recording Secretary, Corresponding Secretary, Communications Secretary, Financial Secretary, Hospitality Chairperson, Fundraising Chairperson and Development Chairperson. The association must elect the mandatory officers: president, recording secretary, and treasurer, in order to be a functioning association. There shall be no qualifications for any office other than to be a parent or guardian of a child attending PS11.
Section 2 • Terms of Office and Term Limits
Section 3 • Duties of Officers
President or Co-Presidents
The President shall (a) lead all PTA meetings (1 per month); (b) lead monthly Executive Board meeting; (c) attend all SLT meetings (1-2 times per month); (d) be responsible for overseeing PTA committees; (e) attend school open houses, orientations, occasional teacher meetings and President's Council meetings as necessary; (f) respond to parents and school staff both in and out of the classroom via phone, email and in person; (g) meet with Principal and Assistant Principal at least once a month to review school needs and report back to PTA to accomplish goals set; (h) foster and encourage parent participation in PTA committees and events; (g) delegate responsibilities to other PTA members.
Vice President or Co-Vice Presidents
The Vice-President shall (a) participate and help organize all PTA meetings (1 per month); (b) participate and help organize the monthly Executive Board meeting; (c) attends SLT meetings (1-2 times per month) as President Designee when needed; (d) help oversee PTA committees; (e) along with the Treasurer, make all deposits of hard currency and checks into the PTA bank account, and (f) attend school open houses, orientations, occasional teacher meetings and President's Council meetings as necessary.
Participate in all PTA and Executive Board meetings; Keep detailed, accurate financial reports, records and receipts of disbursement of all PTA funds; review all annual and monthly PTA budgets and maintaining them before presentation to the PTA Board for approval; Write all checks from the PTA bank account; make all deposits of hard currency and checks into the PTA bank account; Maintain PTA bank accounts; review all balance sheets, and income and disbursements statements before presentation to PTA Board for approval.
The Recording Secretary shall record minutes of all PTA general meetings; Type, review and distribute copies of meetings at the following general meeting for approval by general PTA. Participate in all PTA and Executive Board meetings; Responsible for helping with all PTA events and goals.
The Corresponding Secretary shall be responsible for coordinating, drafting and overseeing all written (email and text excluded) official PTA correspondence with non-PTA Board members including, but not limited to, solicitations for funds and speakers as well as thank you notes for PTA donations; Participate in all PTA and Executive Board meetings; Responsible for helping with all PTA events and goals.
The Communications Secretary shall also be responsible for communicating upcoming PTA events to the PTA membership and PS11 community via flyers, website, and other social media outlets (e.g. Facebook, Twitter, etc.) as well as the PS 11 list serv. The Communications Secretary shall be responsible for posting meeting minutes on website and list serv. The communications secretary shall assist the recording secretary in the preparation of notices, signage, agendas, sign-in sheets and materials for distribution; Responsible for helping with all PTA events and goals.
Works in tandem with Treasurer in maintaining duties listed above. Specifically, the Financial Secretary shall create the initial drafts of (a) all annual and monthly PTA budgets to be presented to the Treasurer, (b) all balance sheets, and income and disbursements statements to be presented by the Treasurer, and (c) of fundraising activity reports, interim financial reports and final financial reports to be presented by the Treasurer; Responsible for helping with all PTA events and goals.
The Hospitality Chairperson shall be responsible for reaching out and coordinating all volunteers for PTA events which require volunteers. The Hospitality chair shall also coordinate the food for all PTA sponsored events including, but not limited to, PTA general meetings, Book Bash, PS11 Tours, fundraising events (e.g. Spooky Fun House, Springfest, movie nights, ASE showcases), and parent-teacher conference nights; Responsible for helping with all PTA events and goals.
The Fundraising Chairperson shall be responsible for coordinating yearly fundraising calendar, including but not limited to: movie nights, summer camp fair, Read-a-Thon, picture day, ASE Showcase concessions, winter showcase concessions, Scholastic Book Fair, Spooky Fun House, Black History Month Showcase concessions; Recruit event chairpersons; Serve as liaison between event chairpersons and Executive Board; Responsible for updating and distributing volunteer handbook; Participate in all PTA and Executive Board meetings; Responsible for helping with all PTA events and goals.
The Development Chairperson shall be responsible for identifying and applying for sources of funding external to PS11 and its families. The Development Chairperson shall apply for, or cause others to apply for, grants from private and public sources, manage all sponsorships of events and serve as Vice Chair of the Raise 11 Auction Committee. The Development Chairperson shall also work with the President to identify a group of parent volunteers who can attend daytime and evening events with possible sponsors/funders of the PTA in order to discuss PS11 and PTA funded activities in detail with such potential sponsors/funders; Responsible for helping with all PTA events and goals.
Section 4 • Election of Officers
Officers shall be elected by the last day of each school year for a one-year term beginning July 1st. 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 1st, but must be notified no later than May 1st.
Employees of PS11 may not serve as members of the executive board. This restriction applies equally to employees who have a child currently attending PS11.
- Nominating Committee
A nominating committee must be established during the April 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 PS11 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. Notices should be translated into languages spoken by parents in the school whenever possible. 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 for nominations, including self-nominations, to be taken from the floor and then officially closed during the May 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.
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 closed, the election meeting notice shall list all candidates in alphabetical order by surname under the office for which they are nominated.
- 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 association 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.
- Uncontested Elections
- Officer Vacancies
All officer vacancies must be filled by succession of the next highest ranking officer. For example, a vacancy in the position of president will be filled by the vice-president or next highest ranking officer. 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 of Internal Affairs, Vice Presidents of External Affairs, Treasurer, Recording Secretary, Parliamentarian, Financial Secretary, Corresponding Secretary, Communications Secretary, Hospitality Chairperson, Fundraising Chairperson.
- 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.
Section 5 • Education Council Selectors
Section 6 • June Transfer of Records
All association Records must be maintained for six (6) years. Outgoing executive board members must ensure that records are transferred to the newly elected executive board members, including all parent contact information obtained during their term of office. Transfers must occur on school premises, in the presence of the principal, the next practicable day after the election. At least one meeting will be scheduled during the month of June for this purpose. Any member of the executive board may request the assistance of the presidents’ council during this process.
Section 7 • Disciplinary Actions
Any officer who fails to attend three (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.
Association officers may also be removed for unsatisfactory performance through the process outlined below:
At any general membership meeting, an association 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 general membership 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 general membership to allow the members to make an informed decision about the motion. Findings must be presented in writing at a general membership meeting within thirty (30) calendar days of the date the motion was presented. The association’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 and to the Division of Family and Community Engagement.
Article V Executive Board
Section 1 • Composition
Section 2 • Meetings
Regularly scheduled meetings of the executive board shall be held monthly, September through June, on the first Wednesday of every month at 6:00pm, unless such date falls on a legal or religious holiday, in which case the meeting shall be held on the following or previous Wednesday.
Section 3 • Voting
Section 4 • Quorum
Article VI General
Section 1 • General Membership Meetings
The general membership meetings of the association shall be held monthly, September through June, on the third Wednesday at 6:00pm, unless such date falls on a legal or religious holiday, or other such conflict occurs, in which case the meeting shall be held on the following or previous Wednesday, as determined by the executive board. Written notice of each membership meeting shall be distributed in languages spoken by parents at the school, whenever possible. Notice must be sent at least ten (10) calendar days prior to the scheduled meeting.
All meetings, including committee and executive board meetings must be held in the association’s home school. Under no circumstances are association meetings to be held in private residences or commercial venues (e.g. restaurants and private clubs).
All eligible members may attend and participate in general membership meetings.
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 association, unless changed by the executive board shall be:
Section 3 • Quorum
Section 4 • Minutes
Section 5 • Special Membership Meetings
A special membership meeting may be called to deal with a matter of importance that cannot be postponed until the next general membership 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.
Upon receipt of a written request from ten (10) association members, the president must call a special membership meeting within five (5) calendar days of the request and provide 48 hours written notice to parents.
Section 6 • Parliamentary Authority
Parliamentary law is an orderly set of rules for conducting meetings of organized groups for the purpose of accomplishing their goals fairly. The rules of order are meant to create an atmosphere where the members of the association can attend to business efficiently, fairly and with full participation. At the same time, it is up to the members of the body to maintain common courtesy and decorum. Robert’s Rules of Order Newly Revised will be deemed the text that governs the association where the bylaws do not apply.
Article VII Financial Affairs
Section 1 • Fiscal Year
Section 2 • Signatories
The president and treasurer shall be authorized to sign checks. In the absence of either the president or the treasurer, the vice president or co-vice president shall be authorized to sign checks. All checks require at least two (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 association check. An association member may not sign a check if she/he has any direct or indirect interest in the expenditure.
Section 3 • Budget
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 June 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.
The counting and handling of any cash, checks, or money orders received by the association, must be completed by at least two (2) association members. These association members cannot be related by blood or marriage. Funds must be counted in the school on the same day of receipt. The association’s financial records must display the total amount of funds and the signatures of the association members who participated in counting the funds.
The principal’s written consent is required when a fundraising activity is held during school hours or on school property.
No parent or staff member shall collect fundraiser proceeds from any student without written approval from the principal. The Treasurer or treasurer’s designee is responsible for the collection of all monies.
All funds should be deposited in the bank account by authorized executive board members within one (1) business day of receipt, but in any event, no longer than three (3) business days. If the deposit will not be made within one (1) business day, the executive board must ensure that all funds are secured in a locked location on school premises. The executive board must obtain written acknowledgement from the principal when association funds are secured in the school. Under no circumstances may fundraiser proceeds be stored in a member’s place of work or residence. Association funds must be taken to the bank for deposit by at least two (2) authorized members.
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.)
The budget may be amended by vote of the general membership at any membership meeting.
All expenditures not included in the budget at the time of its adoption must be approved by vote of the general membership.
The executive board is authorized to make an emergency expenditure not to exceed $1,000 with a two-thirds approval of the executive board. Emergency expenditures are appropriate for the following purposes: continuity of educational programming. These expenditures shall be reported to the general membership at the next association meeting in writing by the treasurer. The minutes of the meeting must reflect a vote taken by the general membership to accept this action. The Executive Board must receive prior approval from the general membership for expenditures in excess of $1,000.
Section 4 • Fundraising
The Executive Board must approve all fundraising activities, which must be consistent with all applicable regulations. The approval of the general membership must be obtained prior to initiating any fundraising activities and the approval must be reflected in the minutes of that meeting. For each fundraising activity or event, the association must prepare and give to the Principal and membership, in a timely manner, a brief written statement showing the total amount raised expenses, and net proceeds.
The executive board must prepare a Fundraising Activity Report after each fundraiser which must include the total amount of funds received and the related expenses. The report must describe the program goals for which the funds will be used to support.
Fundraising Activity Reports must be distributed to the general membership during the general meeting following the conclusion of the fundraiser
A copy of the report must be provided to the principal no more than five school days after the conclusion of the fundraiser
Section 2 • Capital Budgeting
Section 6 • Audit
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.
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.
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.
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 7 • Financial Accounting
The treasurer shall prepare the Interim PA Financial Report by January 31st and the Annual PA Financial Report by the June meeting, including all income, expenditures, and other transactions. These reports shall be presented and reviewed by general membership. Copies of these reports shall be provided to the principal.
The treasurer shall be responsible for all funds of the association and with the assistance of the Financial Secretary, 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 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 association including checkbooks, ledgers, cancelled checks, invoices, receipts etc., shall be maintained and secured on school premises.
Section 8 • Management of Funds
Accurate books reflecting the current status and documentation related to every transaction must be maintained at the school, i.e., canceled checks, deposit receipts, purchase orders, invoices, association minutes related to the expenditure, etc.
Association members may only be reimbursed for approved budgeted association expenses if they submit itemized receipts and an authorized reimbursement form. The check is made payable to the association member, and the expense is otherwise authorized according to these bylaws.
Writing checks to “petty cash” or “cash” and the use of withdrawal slips and ATM cards are strictly prohibited. Doing so is a violation of Chancellor’s Regulation A-660.
Section 9 • Records Review
All association financial records must be available for visual inspection by any member of the association upon request with reasonable notice, and at a mutually agreeable time. Any association member may submit a written request to the executive board, identifying the specific records to be reviewed.
The executive board must provide an opportunity for members to review requested documents within a reasonable period of time.
Reviews of financial records must be conducted in the presence of the executive board and two general members not affiliated with the request. A review sheet that lists the assessed documents must be signed by all the members present. Upon request, the executive board must make every effort to provide members with copies of the documents reviewed.
Article VIII Grievance
Any grievance must be filed in writing with documentation, if any, and with any laws or regulations violated, if known. Grievances must be filed within thirty (30) days of event or knowledge thereof. Grievances must be channeled through the necessary chain of command internally; PTA executive board, SLT, School Principal, in a first attempt to resolve disputes internally. When all avenues of internal dispute resolution have been exhausted, the association may request assistance from the appropriate Presidents’ Council. Presidents’ Councils may request assistance from FACE or the appropriate superintendent. In extraordinary instances where the association is unable to resolve a dispute even after receiving assistance from the appropriate Presidents’ Council, FACE will issue a final decision.
Article XI Conflict of Interest
Association members who are employed in the school may not vote or otherwise participate in:
Personnel matters, including tenure recommendations and screening committees for selecting supervisors and administrators;
Selection of or service as parent representatives to committees;
Service as parent representatives on the Nominating Committee, as an Officer of the association, or as members of the Executive Board. School employees may serve as liaison to the association’s Executive Board.
If an association member or a member of the association member’s family or household has a financial interest in a contract or other matter before the association, the member must disclose such interest before any vote on the matter, and placed in the minutes of the meeting at which the disclosure was made. Any member of the association who has a conflict of interest shall be ineligible to vote on that matter.
Article X 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, provided the amendment was presented in writing to the membership at the previous meeting, and appears in the notice of the meeting at which it is to be amended. Amendments are effective immediately unless otherwise specified. A thorough review of these bylaws shall be conducted every 3 years. All provisions of these bylaws are pursuant to CR A-660 and Department of Education guidelines.
Any member may present a motion at a general membership meeting to amend a provision of the bylaws that is not in compliance with CR A-660. Amendments that bring the bylaws into compliance must be voted on immediately after the motion is presented. A two-thirds vote of the membership is required for approval.
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 IX, at the membership meeting held on November 20, 2013.