Board Members – Unit Bylaws outline the structure and specific regulations to govern a PTA. Officer positions and members of an executive board, for instance, are identified in Bylaws and may include:
- Officers
- Chairpersons of standing committees
- School principal or representative
- Teacher representative
- Student representative
Each unit is required to include certain positions in the Bylaws. However, district PTA leaders can work with a unit to help ensure that a board reflects the needs of a particular PTA and its community.
For example, if a unit has a small number of members, district leaders can offer advice on ways to reduce the size of its board by amending the Bylaws, following the California State PTA process for Bylaws review and approval.
Meetings – A PTA executive board meets each month during the school year. And, these board meetings are scheduled for two weeks before association meetings of the general membership. This ensures that your members receive advance, written notice of all business items that will be considered and voted on at the association meeting.
In addition, a summary of actions taken by the executive board must be reported to members at the next association meeting. Usually, these actions also require further approval or ratification by the association.
Actions requiring association approval are found in the Bylaws. They include approval of the year’s proposed programs, projects and budget as well as approval of expenditures.
Keep in mind, too, that executive board meetings and minutes are confidential with attendance limited to those individuals whose positions are specifically listed in the Bylaws.
For others to take part in a board meeting, they must be invited to attend and granted a courtesy seat by the president. As a guest, they can share information with the group. However, they do not participate in discussion or voting and should leave the meeting after providing information to the board.
Creating committees to work on assigned tasks and specific activities is a helpful way for a board to complete its work and accomplish its goals more efficiently. (See: Committee Development and Guidelines).
