The Election

  1. The election of officers for the ensuing year shall be conducted no later than the second week of April. This will afford the president-elect an opportunity to register and attend convention representing the association. Additionally, the transition process for all officers can begin and required reports can be submitted in accordance with due dates established by councils, PTA districts and the California State PTA.
  2. Thirty (30) days’ advance written notice of the election meeting must be provided to the membership (Association Meetings).
  3. The president presides at the election meeting.
  4. The privilege of voting shall be limited to members of the association who are present, whose dues are paid, and who have been members of the association for at least thirty (30) days.
  5. Election of officers is held at the annual meeting and will come under “new business” on the agenda. The president calls upon the parliamentarian to read the sections of the bylaws pertaining to nominations and elections. (Article V, Sections 1, 2, 3a, 3b, 3c, 3d, 3g, 4, 5, 6, 7, and 11)
  6. After the parliamentarian has finished, the president calls upon the chairman of the nominating committee to read the report of the committee. If a nominee has withdrawn prior to the election and another nominee has been selected, the chairman will read a revised report to inform the membership of the new nominee.
  7. The president restates the slate of nominees and asks each one to stand. The president conducts the election of officers even if (he/she is) nominated for an office. The president thanks the nominating committee for its report and states:

“According to our bylaws, nominations from the floor are now in order.”

The privilege of nominating from the floor is extended to members of the association who are present, whose dues are paid, and who have been members of the association for at least 30 days. An eligible member may nominate him- or herself.

Nominations do not require a second, only the nominee’s consent.
The president can:

a.  Ask for additional nominations for all positions in the order in which they are listed in the Bylaws for Local PTA/PTSA Units, Article V, Section 2, before closing nominations for all elected offices and then proceed with the election; or

b.  Ask for additional nominations for each position, one at a time, in the order in which they are listed in the Bylaws for Local PTA/PTSA Units, Article V, Section 2, and then proceed to elect the officer after nominations are closed on each position.

The president says,
“__________ has been nominated for president, are there further nominations for president?” (Pause.)

“__________ has been nominated for vice president, are there further nominations for vice president?” (Pause.) This procedure is used for each office.

The president then says,
“Are there further nominations for any of these offices?” (Pause.) “Hearing none, I declare the nominations closed. The bylaws state that where there is but one nominee for an office, the ballot may be dispensed with, and the election held by voice. Is there any objection to this procedure?” (Pause.) “Hearing none, the following are presented for election: __________ for president, __________ for vice president, etc.” After all offices have been presented say the following: “All those in favor say ‘aye,’ those opposed say ‘no.’”

The president says,
“The ayes have it, and you have elected the following officers.” (The president restates names and offices.)

If only one candidate has been nominated for an office, the president may declare the nominees elected by acclamation.

Officers are elected by a majority vote of those present and eligible to vote, providing the quorum as stated in the bylaws has been met.

Voice Vote

If there is but one nominee for any office, the ballot vote for that office may be dispensed with, and the election held by voice vote, as described above.

A member who wishes to vote by ballot for any office may move that the vote be taken by ballot. The motion to vote by ballot must be recognized and voted upon immediately without debate. A majority vote is required for adoption of the motion to vote by ballot.

Two or More Nominees for Office

When there are two or more nominees for an office, the election shall be held by ballot, as stated in the bylaws. The secretary should have ballot slips available. Even if the nominating committee presents only one name for each office, there is the possibility that nominations will be presented from the floor.

Ballot Vote

1.  When there are two or more nominees for an office, the election is held by ballot. To verify eligibility to vote, the membership list must be checked before ballots are distributed. The secretary has the official membership list. If a membership list is not available, all adults present will be allowed to vote. If it is known prior to the election meeting that there will be two or more nominees for any office, ballots may be distributed at a registration table as members arrive for the meeting and present their membership cards.

2.  The president appoints a tellers committee, including a chairman and at least two (2) tellers, whose duties are to distribute, collect, and count the ballots. Ballots may also be collected in a ballot box.

3.  The president requests all members eligible to vote to rise and be counted. This count will determine the number of ballots to be tallied.

4.  A nominee for an office cannot be involved in the election procedure as a teller who collects ballots and counts votes.

5.  Blank ballots are not counted.

6.  Illegal ballots are counted to determine the number of votes cast, but are not applied as a vote for or against any nominee. Ballots are considered illegal if:

  • They are unintelligible;
  • They contain the name of a nominee who is not a member; or
  • Two or more filled out ballots are folded together. These are recorded as one illegal vote.

7.  In a contested election, each nominee may designate a person as an observer at the time the ballots are counted.

8.  If another vote is necessary, the voting members must be recounted to establish the number of ballots to be tallied. If a member eligible to vote was not present when the original ballot was cast but arrives in time for another vote, the member is entitled to vote.

9.  The results of the voting are reported by the chairman of the tellers, in writing to the president, as follows:

Number of members eligible to vote __________
Number of votes cast __________
Number needed to elect __________
(Nominee)__________ Received __________
(Nominee)__________ Received __________

10.  This procedure is repeated for each contested office. The president announces who has been elected to office. Unless requested, the president does not have to announce the number of votes cast for each nominee, but the complete Tellers’ Report must be recorded in the minutes. Following the announcement of the vote, the chairman of the tellers moves that the ballots be destroyed.

11.  It is permissible to use these two procedures in one election by using voice vote for uncontested offices and a ballot for those that have two or more nominees.

12.  With few exceptions, a challenge to procedures or outcome must be made during the election meeting. An election must be declared “null and void” whenever discovery is made that the individual elected did not meet the qualifications for office as stated in the bylaws. Refer to Roberts Rules of Order Newly Revised, latest edition, Contesting the Announced Results of an Election and Point of Order sections. For assistance contact the district PTA.

Voting Rights of Officers

All PTA officers, including the parliamentarian, have the same voting privileges as other members. The president’s impartiality is protected by voting only when the vote is by ballot.

Previous Nominating Committee Members

Make a list of nominating committee members and the year(s) in which they served. This will serve as a written reference for the PTA. The names of the nominating committee members must be placed in the PTA minutes as the official record.

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