Bylaws
BYLAWS
OF
Presidents' Council District 21
25 Brighton 4th Road Room C20
Brooklyn, NY 11235
Proposed to the membership on March 17, 2022
Adopted by the membership on April 14, 2022
Randi Garay Randi Garay
President Signature
04/14/2022
Date
Desiree Morreale Desiree Morreale
Recording Secretary Signature
04/14/2022
Date
Article I - Name
The name of the organization shall be The Presidents' Council of District 21hereafter referred to as The Council.
Article II - Objectives
1. To provide support and serve as a resource to constituent Parent Associations/Parent-Teacher Associations (PA/PTAs) in District 21.
2. Develop and implement a strategic plan for assisting the PA/PTAs and offer aid and support to individual schools in finding solutions to their problems.
3. To develop parent leadership and build capacity for greater involvement.
4. Assist constituent parent associations with outreach efforts and provide training to members of the PA/PTAs.
5. To ensure that the parent's right of constitution is exercised re: CEC, District Office and the office of the Chancellor, in matters concerning either an individual school or the system as a whole.
6. Support PA/PTA's in their goals to exchange information, best practices, ideas with their membership and innovate policies and programs to support initiatives for student achievement.
7. To cooperate and establish liaison with Civic organizations to achieve common objectives.
Article III - Membership
Membership shall be limited to the president, co-president, or an officially appointed representative parent member or alternate for each of District 21's PA/PTA’s (3K -8 and Secondary Schools Grades 6-8) The president/representative or alternate shall represent the association on District Presidents’ Council.
The representative or alternate shall have full voting privileges at all meetings they attend on behalf of the association which includes virtual voting privileges as long as quorum is met.
Only current PA/PTA parent members1 are eligible to serve as representatives, designees or alternates to presidents' council. It is the responsibility of Presidents' Council to notify, by email, any new schools' PA/PTAs of their membership and invite them to the meetings.
Only the designated representative of each school is entitled to engage/vote in president council matters. Presidents have a right to invite members of their Executive Board to the Council meetings; however, they are guests and may only speak if recognized by the chair.
No Persons may represent or vote on behalf of more than one school at Presidents' Council in any given year. No person who is an employee of District 21 may hold an office on Presidents' Council.
Membership Donations
Requests of a $100.00 donation and legal fund will be sought from members at the beginning of each year. Donations are not mandatory for membership. Additional donations may be requested to fund special events and ongoing programs.
Voting Privileges
Every PA/PTA President or representative of a school within the district shall be entitled to a single vote during any meeting. However, that right may be limited by the Conflicts of Interest restriction outlined in Chancellor’s Regulation A- 660.
The election of officers must be conducted at an in-person meeting or using a virtual remote platform (VRP). Elections at a hybrid meeting are prohibited.
Voting by proxy, absentee ballot or email, is prohibited.
Article IV - Officers
Section 1. Titles
The mandatory officers of the Council shall be; president, recording secretary and treasurer. The election of mandatory officers will constitute a functioning Presidents’ Council. There shall be no qualification requirements for any parent to be an office holder of the Council, other than to be a member of a functioning PA/PTA within district 21 or the borough of Brooklyn if a high school.
If the Council has a bank account, it must also have a treasurer as a mandatory officer.
Non-Mandatory Officers of the Council may consist of but are not limited to following Vice President, Corresponding Secretary and Virtual Support Liaison.
The eligibility of any member may be limited by the Conflicts of interest restrictions outlined in Chancellor’s Regulation A-660.
The officers of the council shall be:
o President/Co-President
o Recording Secretary
o Treasurer
o Vice President
o Corresponding Secretary
o Virtual Support Liaison
Section 2. Term of Office
Officers shall be elected in June for a one (1) year term. Term of office shall begin July 1st through June 30th There are no limits to the terms that officers may serve as long as they are duly voted in and have a child within the 3K-8 system including 6-12 Secondary Schools.
Section 3. Duties of Officers
President or Co-Presidents:
If one person is willing to be president then a co-presidency cannot be nominated. The president shall preside at all meetings of the Council and shall be an ex-officio member of all committees except the nominating committee. The president shall appoint chairpersons of Council committees and shall encourage meaningful participation in all related activities. The incoming president shall select all representatives/alternate to the Council in June. The representatives/alternate shall be elected into such roles by vote of only incoming/ continuing members present at the June meeting.
The president or their representative/alternate shall represent the
Council on District Committees. The president shall be the District Representative to the Chancellor's Parent Advisory Council (CPAC). If the president is unable or unwilling to serve as the CPAC representative, a designee and an alternate(s) must be identified.
The president is a core member of the District Leadership Team. If a co-presidency, only one shall be the core. The co-presidents shall decide among themselves who will serve on DLT with approval of the membership. The president/co-presidents may appoint a representative/alternate to serve as a parent member on the DLT in their place.
The president may meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the Council meetings. The president may be one of the signatories on the Council checking account and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. Shall be responsible for DOE issued email account. The president shall assist with the June transfer of records, including all pertinent user IDs and passwords, to the incoming executive board.
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Recording Secretary:
The recording secretary shall maintain the official record of the proceedings and actions of all council meetings. The responsibilities shall include maintaining notices, agendas, attendance sheets and materials distributed at council meetings. The recording secretary shall prepare and distribute the minutes of the previous council meeting and shall make minutes available upon written request. He/she shall maintain the council records and reports. The secretary shall sign and incorporate all amendments into the bylaws and shall ensure that copies of the amended bylaws are on file in the District office. The recording secretary shall distribute a copy of the council’s bylaws to all schools at the first meeting. The recording secretary shall assist the treasurer with the June transfer of all council records to the incoming executive board. The secretary will forward the June meeting minutes to the nominating committee. The recording secretary shall be a signatory on the checking account and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. Shall ensure that signed copies of the bylaws with the latest amendments are on file in the superintendent’s office.
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Treasurer:
The treasurer shall be responsible for all financial affairs of the council. The treasurer shall also be responsible for maintaining an updated record of income and expenditures and shall be one of the signatories on the council checking account and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. The treasurer shall adhere to and implement all financial procedures established by the council in accordance with Chancellor's Regulation A-660. He/She will disperse authorized monies only upon presentation of vouchers and bills and ensure no checks are written to cash/petty cash. The treasurer shall also prepare and distribute a written monthly treasurer reports to the general membership in addition to the January 31st interim and June’s annual accounting reports. He/she shall make available all books or financial records for viewing by members upon written request and for audit. He/she shall ensure that the Council's Employee Identification Number (EIN) is on file with the appropriate District office. He/she will ensure that the council’s EIN number remains active with the IRS.
He/she shall work with the audit committee, which is appointed by the president for an annual audit of books and records of the Council. He/She will be a member of the budget committee. The treasurer shall assist with the June transfer of records to the incoming Executive Board.
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Vice President:
The vice-president shall assist the president and shall assume the president's duties in their absence or at the president's request. The vice-president may be one of the signatories on the Council checking account and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. The vice-president shall assist with the June transfer of records to the incoming executive board. The vice president shall act as liaison to various committees of the Council. A vacancy occurring in a core position may be filled through succession by the vice-president. In the event the Virtual Support Liaison position cannot be filled, the responsibilities will be fulfilled by the Vice President and/or the Corresponding Secretary.
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Corresponding Secretary:
The corresponding secretary shall be responsible for reviewing, maintaining and responding to all correspondence regarding the council. They shall be responsible for any and all mailings of the council. Will send notices for all regular and special meetings of the council. In the event of an emergency meeting where there is not ample time to email notices, they will see that all members are notified in sufficient time of the meeting. He/She will retain and file all correspondence and keep an accurate list of the membership at all times. May fill a vacancy in a core position through succession if the vice president does not wish to assume the responsibility. In the event the Virtual Support Liaison position cannot be filled, the responsibilities we be fulfilled by the Vice President and/or the Corresponding Secretary.
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Virtual Support Liaison:
The Virtual Support Liaison shall meet regularly with the executive board members in accordance with these bylaws to assist with the planning of virtual platform meetings. Collaborate and communicate successfully between in person and virtual members on the virtual platform. Provide members with technical support and guidance while on a virtual platform. The Virtual Support Liaison shall save a copy of the virtual meetings/chat feature and actions of all virtual association meetings and transfer them to the recording secretary. The Virtual Support Liaison shall be responsible for posting notices, agendas, sign-in sheets, and other materials distributed at in person meetings to the virtual platform. The virtual support liaison shall post a copy and distribute the DRAFT minutes of each association meeting in accordance with Chancellor’s regulations A-660 on the virtual platform. He/she shall email copies of the minutes upon an email request. He/she shall transfer custody of the association’s virtual records to the recording secretary to be maintained on school premises. The virtual support liaison may be one of the signatories on checks and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. In the event the Virtual Support Liaison position cannot be filled, the responsibilities will be fulfilled by the Vice President and/or the Corresponding Secretary. The Virtual Support Liaison may chair the technology committee. The virtual support liaison shall assist with the June transfer of all PTA virtual records to the incoming executive board. Attends quarterly meetings with the Principal and attends professional development sessions from President’s Council’s, the District and F.A.C.E. Shall fill a vacancy in any core position. In the event the vice president is unwilling or unable to fill a core position (see Article IV Section 6).
The President shall meet quarterly with the District Superintendent and executive board members and attend professional development sessions from the district office and F.A.C.E.
Representatives/Alternates
The incoming president shall select all representatives and alternates to the council in June. The representatives and alternates shall be elected into such roles by vote of only incoming/continuing presidents present at the June meeting.
The president or their representative or alternate, shall represent the Council on District/Citywide Committees. All representatives and alternates shall provide regular reports at each meeting of the council.
Section 4. Election of Officers
A nominating committee should be formed. If it is, the nominating committee shall consist of three to five (3-5) members, to be elected by the membership at the May meeting.
In the event that Presidents’ Council is unable to form a nominating committee, the board will reach out to the District Office for guidance and support.
Officers shall be elected at the June Presidents’ Council meeting each year for a one-year term beginning July 1, but no later than September 30, and ending on June 30. Any timeline established by the Council to complete the nominations and election process must adhere to this timeframe. The Superintendent must be notified of the date, time and meeting format (in-person or VRP) of the annual election by June 1st. (Elections in a hybrid meeting is prohibited)
Notices
The meeting notice and agenda for the June election meeting shall be distributed not less than ten calendar days prior to the date of the meeting. All meeting notices and agendas shall be available in the languages spoken by the members, where possible due to the time restrictions imposed by the calendar of which PA/PTA elections are to be held and the timeline of Presidents' Council's June meeting. Nominations will be taken from the floor, closed, and voting will commence during the June meeting.
Election Notices must include the following:
Date, time, location and meeting format (in person or virtual) of the election meeting;
A list of all offices to be filled at the election meeting;
A statement that all nomination will be taken from the floor;
Term limits and;
Distribution date.
Conducting elections in a hybrid meeting is not permitted.
Voting Requirements
In order to conduct the June election, a quorum (current members) (according to article V section 7) must be in attendance in order for voting to be allowed to take place.
Outgoing and incoming members may nominate eligible candidates; however, only incoming/continuing members may vote in the June election. Outgoing members may not vote, however voting parties may consult with outgoing members for advice on choosing the best candidate. There shall be one vote per eligible member.
Eligibility
Candidate Eligibility
Constituent PA/PTA presidents or co-presidents who have been elected to serve for the following year and designees who have been approved by a vote of the general membership are eligible to run for office.
Vote Eligibility
All current members of the Presidents’ Council at the time of the election are eligible to vote
Individuals who will begin their membership the following school year are not eligible to vote.
Candidate and Voter Verification
Candidates and voters are required to present documentation of their eligibility to participate in the Presidents’ Council election of officers either as a candidat6e or as a voter.
Contested Elections and the Use of Ballots
Written ballots are required for all contested elections. 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 all languages spoken by parents in the school.
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 Council 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
Where there is only one candidate for any office, the membership may vote to accept that candidate by a single motion. The result of the motion is to be reflected in the minutes.
Section 5. Vacancies
Officer vacancies must be filled by succession or by an expedited election. A vacancy occurs when an officer resigns or is removed from the position. A vacancy occurring in any other position shall be filled at the next general membership meeting. Officers, who wish to resign their positions once an election has been certified, must do so in writing to the recording secretary. If the officer has records in his/her possession at that time, the records shall be turned over to the recording secretary. In the event of the resignation of the recording secretary, he or she must transfer records to the president or a co-president.
In the event there are no nominations for a non-core position at the June meeting, these positions may be filled at the September meeting or any meeting thereafter.
The vice-president may fill a vacancy occurring in a core position through succession or corresponding secretary or virtual support liaison if vice president declines.
Expedited Election Process:
Expedited elections shall be held to fill vacancies in the event the office cannot be filled through succession of the next highest-ranking officer as listed in the order of succession.
The executive board shall be responsible for announcing vacancies and distributing written notice indicating the date, time and meeting format (in-person or VRP) 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 5a of these bylaws. Elections in a hybrid meeting are prohibited.
If quorum (see Section I.J.5.) is not met at the election meeting, a second election meeting must be scheduled, and a written Notice of Election Meeting must be sent to all parents at least 5 calendar days prior to the election.
Section 6. Disciplinary Action
Any officer, who fails to attend three (3) executive board meetings without good cause following written notice from the executive board, shall be removed from office by recommendation of the executive board or motion from a member and two-thirds vote of the membership present. The council's notice and agenda must cite that a vote will be taken by the membership as a disciplinary action against an executive board member.
Officers and executive board members accused of misconduct or neglect of duty may be removed only after:
Any council member presents a motion during any meeting of the council to appoint a review committee. The motion must be approved by majority vote of the general membership.
The motion to remove an officer and the vote on removal must not occur during the same meeting.
The majority of the review committee must be comprised from the general membership. Executive board members against whom charges are being contemplated may not serve on the review committee.
The review committee must investigate, examine and obtain all relevant documents, interview all pertinent witnesses, etc., in order to conduct their fact-finding review. The committee must consider all pertinent facts and information. The officer(s) against whom charges are being contemplated has the right to present relevant facts, documents and witnesses in their defense.
The review committee must present its findings and recommendations during a Council membership meeting within a period not to exceed thirty (30) calendar days from the date of the establishment of the review committee. The Council notice and agenda must cite that vote will be taken by the membership regarding disciplinary action. The council shall then vote to remove or absolve the officer(s).
The content of the motion and the result of the vote must be included in the minutes, submitted to, and filed with the principal (of the officer’s school) and the Superintendent’s office.
Disciplinary Action for member schools who do not attend Presidents' Council Meetings.
Any member who is not able to attend a Presidents' Council meeting must notify the President of Council 24 hours in advance in a non-emergency situation and must send a representative in their place. This representative will have full privileges for that meeting.
Notices will be sent to the school's PA/PTA President, and copied to the Principal, District Office if they or designee misses (2) two consecutive meetings. Presidents’ Council will hold meetings with the school’s executive board to assist, them in organizing and developing their roles as parent leaders.
Any school's PA/PTA that is not represented at three meetings of Presidents Council in a given year will be subject to disciplinary action which including but is not limited to: Notification to all the above as well as their membership that they are not fulfilling their duties. Presidents' Council may request speaking time at their general membership meeting.
Any member of Presidents' Council has a right to open a grievance process concerning membership attendance at meetings. Any parent in the violating school can approach Presidents' Council to request a grievance be brought against their Presidents' Council's representative. A general discussion will take place and recourse will be voted on by the membership. The PA/PTA in violation will have opportunity to speak on their behalf.
District Leadership Team Membership:
The President shall automatically serve as a core member of the District Leadership Team. If the incoming president is unable or unwilling to serve as the DLT representative, the newly elected president shall select a designee to the council in June. The representative and alternate shall be elected into such roles by vote of only incoming/ continuing presidents present at the June meeting. The elected representative and alternate are entitled to engage / vote on behalf of Presidents’ Council matters.
The President with approval of the general membership shall select all other parent member representatives of the DLT in accordance to the DLT bylaws.
The elected representatives are entitled to engage in meaningful discussion in regard to District 21. The District Leadership Teams (DLT) must include representation from the District’s Title I representative body on such issues related to Title I and must consult regularly with the district. Title I organization, especially on issues regarding the use of Title I parent involvement funds.
Community Education Council of District 21:
The President shall act as a liaison between Presidents’ Council and the CEC. The President may select a representative and alternate to fulfill this role to the council in June, if the president is unable or unwilling to serve as the CEC representative. The representative and alternate shall be appointed into such roles with approval by vote of only incoming/continuing presidents present at the June meeting. The elected representative or alternate are entitled to engage in meaningful discussion in regard to District 21.
Chancellors Parent Advisory Council:
The President shall be the district representative to the Chancellor's Parent Advisory Council (CPAC). If the incoming president is unable or unwilling to serve as the CPAC representative, the incoming president shall select a representative and an alternate to the council in June. The representative or alternate shall be elected into such roles by vote of only incoming/ continuing presidents present at the June meeting. The elected representative or alternate are entitled to engage / vote on behalf of president council matters.
District 21 High Schools (9-12):
All District High School PA/PTA Presidents are welcomed to attend and meaningfully participate at Presidents’ Council meetings. District High Schools do not have voting privileges. High Schools are not obligated to contribute membership donations.
District 21 Secondary Schools (6-12):
The nature of Secondary Schools (6-12) requires representation on both a City and District level.
All District Secondary School PA/PTA Presidents are welcomed to attend and meaningfully participate at Presidents’ Council meetings. District Secondary Schools will have voting privileges and the right to hold a position on Presidents’ Council. Secondary Schools have the option of contributing membership donations.
Article V - Executive Board
Section 1. Composition
The Executive Board shall be composed of the elected officers of the Council as listed here: president/co-presidents, recording secretary, treasurer, vice president, corresponding secretary and virtual support liaison. Only officers are voting members of the executive board. No person employed in the District shall be eligible to be the school's representative on the Council.
Officers shall be expected to attend all executive board meetings and shall be subject to removal under Article IV, Section 6 unless a good and valid reason is rendered in writing.
Section 2. Meetings
The executive board shall meet monthly on the 2nd Thursday of every month at 5:30pm, unless such date falls on a legal or religious holiday, in which case the meeting shall be held on the following or previous Thursday. Meetings will be conducted using the following method Virtual.
Section 3. Voting
Each Officer shall be entitled to one vote.
Section 4. Quorum
Three (3) members of the Executive Board shall constitute a quorum allowing for official business to be transacted.
Section 5. June Transfer of Records
The Council must maintain the following records for a minimum of 6 years: bylaws and related amendments; meeting notices, agendas and minutes, records of officer elections other than ballots, and financial records. Outgoing executive board members must ensure that records, including user ids, passwords bank card and DOE issued email account and all parent contact information are transferred to the newly elected executive board members. The transfer of records must be conducted 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 President’s Council during the process.
Article VI - General Membership Meetings:
Section 1.
At the beginning of every school year, the executive board must survey the parent members to determine the day, time, location, and format (in-person, virtual, or hybrid) for the monthly general membership meeting.
General membership meetings of the council shall be held on the second Thursday of each month from September through June at 6:00pm, unless such day falls on a legal or religious holiday. In such instances, the meeting shall be held on the next date convenient to the majority of officers. A ten-calendar day notice/agenda prior to the scheduled meeting is sent by email to all schools. Meetings will be conducted using the following method Virtual with an option for Hybrid if the need arises. Tentative meeting dates are distributed at the last and first meeting of the year and are posted on Presidents' Council's website.
Meetings will be held in schools within the district virtually or hybrid. Each school will have the opportunity to host a meeting. Since there are more schools in the district than there are meetings in the year schools will host on a rotating schedule. The school(s) designated on the annual schedule shall make space available for the designated meeting of the Presidents’ Council.
All eligible members may attend and participate whether virtually or hybrid during general membership meetings, and may speak to agenda items subject to restriction in these bylaws. There shall be virtual voting if quorum has been met. No absentee/proxy voting on any item during a general meeting. Designees must have election certification and meeting minutes on file with the recording secretary. Designees, alternates or representative will have full privileges.
The Community District Superintendent is required to meet at least quarterly with the officers of presidents’ council. Two of the quarterly meetings will be held at the General membership meeting of presidents’ council.
Presidents’ Council’s Executive Board in consultation with the Community District Superintendent will determine which months these quarterly meetings will be held during a presidents’ council meeting.
Parent association members may attend and participate at council meetings, if acknowledged by the chair.
Observers:
Observers may speak and otherwise participate, if acknowledged by the chair. Presidents’ Council’s Executive Board will invite speakers to attend presidents’ council’s meetings. To support PA/PTA's in their goals to exchange information, best practices and ideas with their membership and innovate policies and programs to support initiatives for parent/student achievement. Observers may be requested to leave by the chair.
Press Coverage:
The press may observe or speak at a Presidents’ Council meeting if approved by the membership present. Use of photographic and/or recording equipment by the press may be allowed during a Presidents’ Council meeting if approved by the membership present.
Recording Meetings:
Use of photographic and/or recording equipment by invited guests or members may be allowed during a Presidents’ Council meeting if approved by the membership present. All virtual meetings shall be recorded by the Virtual Support liaison and/or host.
Section 2. Order of Business
The order of business at meetings of the Presidents’ Council, unless changed by the Executive Board shall be:
o Call to order/Roll Call
o Distribution and approval of minutes
o Superintendent’s Report
o Family Leadership Coordinator Report
o President's Report
o Treasurer's Report
o Committee Reports
o Updates - CPAC/DLT/CEC
o Sharing
o Old Business
o New Business
o Virtual Questions/Concerns
o Adjournment
Section 3. Quorum
Quorum of 13 members of the council shall be required to conduct official business and for voting to be allowed to take place. Current members of the council reach quorum on the night of election. Quorum for a Hybrid meeting shall consist of at least one (1) of the executive board member present at the in-person location and at least one (1) executive board member on the virtual remote platform. The executive board will decide and rotate who will be the one (1) in-person and the one (1) on the VRP for quorum on hybrid meetings. Elections in a hybrid meeting are prohibited.
Section 4. Minutes
Minutes of the previous general or special membership meeting shall be distributed in written form for approval at the next general membership meeting. The minutes must be made available upon written request to any member, parent and DOE Representative.
Section 5. Special Membership Meetings
A special membership meeting shall be called to deal with a matter(s) of importance that cannot be postponed until the next council membership meeting. The president may call a special membership meeting with a minimum of forty-eight (48) hours’ notice to parents via e-mail or phone stating precisely what the topic of the meeting will be. This does not apply to Presidents’ Councils’ elections.
In addition, upon receipt of a request from five (5) council members, the president must call a special membership meeting within five calendar days of the request and with forty-eight (48) hours’ notice to parents via e-mail or phone.
Section 6. Parliamentary Authority
Robert's Rules of Order, latest revision, shall govern all procedural questions not covered by these bylaws provided they are not inconsistent with law, policy, regulation and these bylaws.
Article VII - Committees
Section 1. Standing Committees
The president will appoint standing committee chairpersons with the approval of the membership. Ad-hoc committees shall be established by executive board approval. All committees shall provide regular reports at each meeting of the council. The standing committees of the Council are the following:
Membership: The membership committee shall be responsible for encouraging member participation and outreach. The membership committee shall keep a list of PCD21 Executive Board members, all Council meeting dates, planned district events, and any other material deemed appropriate by the Council. The committee shall also be responsible for maintaining a current list of members that shall be available without home addresses at every membership meeting.
Technology: The technology Committee takes care of Presidents' Council's Web Page and encourages all PA/PTAs to put up a website, social media account (i.e., Facebook Page, Twitter account, Instagram, etc.). This committee gives technical support to PA/PTA’s concerning said website, creating an e-mail database, social media, etc. The Virtual Support Liaison may chair the committee.
Section 2. Nominating Committee: A nominating committee should be formed. If it is, the nominating committee shall consist of three to five (3-5) members, to be selected by the membership at the May meeting. The majority of the members of the nominating committee must come from the membership. The nominating committee shall choose one of its members to serve as chairperson unless there is an outgoing officer, they then should be the chairperson. No person employed in the district shall be eligible to serve on the nominating committee.
Members of the nominating committee are not eligible to run for any office. An eligible member of the nominating committee may be considered as a candidate if she/he immediately resigns from the committee in writing.
The nominating committee shall:
§ Poll the membership for eligible candidates.
§ Determine and verify the eligibility of all interested candidates.
§ Prepare the notices and ballots for the June election meeting.
§ Ensure that Presidents’ Council’s bylaws and Chancellor’s Regulations A-660 are present the night of elections.
§ Ensure that only eligible members receive a ballot for voting (Only incoming/continuing members are eligible to run for office and vote in the June election).
§ Ensure that there is no absentee or proxy voting.
§ Conduct the June election.
§ Publish the results of the election.
§ Forward the names and other contact information for CPAC and DLT representatives and alternates and meeting minutes to the District Office.
Section 3. Budget Committee:
The budget committee shall be responsible reviewing the prior year's budget. Drafting and distributing a proposed budget to the membership, each spring for approval by the membership. The proposed budget will be presented for vote at the May membership meeting. A copy will be sent to the District Office.
The budget committee shall consist of three (3) to five (5) persons and be chaired by the treasurer. This committee will be formed at the March meeting and shall be responsible for:
The development of the budget process, which includes:
The budget committee must review the current budget, annual financial status, accounting, expenditures and outstanding bills and prepare a written proposed budget for the next school year. The proposed budget must be presented and distributed to and approved by the membership no later than the May meeting.
The incoming executive board must review the proposed budget in September/October for presentation and discussion and adoption no later than the October meeting. Budget amendments may be proposed at this time and the working budget may then be approved.
The counting and handling of any funds received must involve at least two authorized Council members. All funds shall be deposited in the bank account by an authorized board member.
Documentation related to transactions should be organized and together in one area and maintained by the treasurer (i.e., cancelled checks, deposit receipts, purchase orders, Council minutes related to the expenditure, 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 membership.
Emergency, unbudgeted expenditures of the executive board shall not exceed the amount of $200.00 per month. These expenditures shall be reported to the general membership at the next Presidents’ Council meeting.
Section 4. Audit Committee: The president shall request volunteers to form an internal financial review committee of three to five (3-5) persons at the March meeting. Executive Board members, if they are not check signatories, may serve. The majority of the committee should be comprised from the Council membership.
The audit committee shall review the financial affairs of the organization annually. The treasurer shall make all books and records available to them. The treasurer shall work with the audit committee, which is selected by the general membership for an annual review of financial records of the organization.
The audit committee shall review all financial affairs of the organization with the help of the treasurer who shall make all books and records available to them.
Additional duties of the audit committee may include the examination of all relevant financial statements, records of disbursements, verification of all association equipment and ensuring that bylaw provisions for the expenditure of funds were complied with.
The audit committee shall prepare a written report of their findings. The report will be distributed to the membership at the May meeting or upon completion of their review and investigation, as applicable. This report shall be included for review and discussion during the June transfer of records. A copy of this report will be sent to the District Office.
Ad Hoc: to accomplish a specific task or address a specific issue the executive board may recommend the formation of a committee that will cease to function once the task or issue has been addressed. The creation and dissolution of the committee must be recorded in the minutes of the Council.
Article VIII - Financial Affairs
Section 1. Fiscal Year
The fiscal year of the Presidents’ Council shall run from July 1 through June 30.
Section 2. Signatories
The president or designated co-president, treasurer, recording secretary, vice-president and virtual support liaison may be authorized to sign checks and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the council. All checks require at least two signatures. Joint signatories shall not be related by blood or marriage. A Council member may not sign a check if she/he has any direct or indirect interest in the expenditure.
Section 3. Budget - Budget Process
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 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 Council must be completed by at least 2 members of the Council. These Council members cannot be related by blood or marriage. Funds must be counted in the school on the same day of receipt. The Council’s financial records must display the total amount of funds and the signatures of the Council 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.
All funds should be deposited into the bank account by an authorized executive board members within 1 business day of receipt, but in any event, no longer than 3 business days. If the deposit will not be made within 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 Council funds are secured in the school. Under no circumstances may fundraiser proceeds be stored in a member’s place of work or residence. Council funds must be taken to the bank for deposit by at least 2 authorized members.
Documentation related to every transaction must be maintained at the school (e.g., cancelled checks, deposit receipts, purchase orders, Council minutes related to the financial transactions, etc.)
Section 4.
Banking
Accessing Online Banking Features
Contact bank for instructions to access or to open a checking account that includes online access for President’s Councils.
DOE issued email address must be used to setup link to access online banking features.
Establishing a link between any officer’s personal bank accounts and the Council’s bank account is prohibited. Once link is established, online bill payments are permissible.
All transactions must receive prior authorization and approval by the general membership to make payments through the bank’s online bill payment system.
A Disbursement Form must be completed for all transactions;
the form must be signed by 2 account signatories;
filed with the Presidents’ Council’s financial records.
ATM/Bank Cards
President’s Councils may possess and use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the Council.
ATM/Bank Cards can only be linked to the Council’s bank account.
Linking the council’s ATM/Bank Card to a personal bank account is prohibited.
ATM/Bank Cards Use
ATM/Bank Card can used to submit approved payments for the following transactions
Transactions/ payments to online vendors
Vendors who do not accept a physical check
ATM/Bank Cards prohibited use:
Third party applications such as, personal mobile phone wallets or any other personal electronic device.
Linkage to your personal account (phone, Uber, Lyft, or any other transportation expenditures)
Direct Donations
Out of Pocket Reimbursements
Receiving ‘Cash Back” or “Cash Refunds”
ATM Cash/Bank Card Withdrawals are prohibited
Third Party Cash Applications
President’s Councils may use third-party applications to accept money. The application must be created using the DOE issued email and must be connected directly to the PA/PTA bank account using the PA/PTA account number or debit card.
Approved transactions Receiving money
Prohibited use: Outgoing transactions
Debit Cards generated by a third-party application
Use of Funds
Budget Amendment
The budget may be amended by vote of the general membership at any membership meeting.
Expenditure
All expenditures not included in the budget at the time of its adoption must be approved by vote of the general membership.
Emergency Expenditures
The executive board is authorized to make an emergency expenditure not to exceed $200.00 with a two-thirds approval of the executive board. Emergency expenditures are appropriate for the following purposes:
These expenditures shall be reported to the general membership at the next Council meeting in writing by the treasurer. The minutes of the meeting must reflect a vote taken by the Council to accept this action.
Misuse of Funds
Allegations of financial wrongdoing may result in a legal investigation. Misappropriation of funds and the misuse of an ATM/Bank Card may be punishable by law. The Chancellor or designee may immediately remove any officer complicit in the violation of this provision.
Section 5. Financial Accounting
The treasurer shall be responsible for all monies of the council and shall keep accurate records in a form consistent with these bylaws and applicable Regulations of the Chancellor. The treasurer, recording secretary and at least one other Council officer, and additional persons as needed shall be designated and approved by the council executive board to collect, count, tally and record all orders and payments. The treasurer shall make all authorized disbursements; the counting and handling of any funds received must involve at least two authorized council members. All funds shall be deposited in the bank account by an authorized board member. Documentation related to transactions should be organized and maintained together in one area by the treasurer (i.e., cancelled checks, deposit receipts, purchase orders, council minutes related to the expenditure, etc.). There shall be no checks written out to cash or petty cash. The acceptance or use of withdrawal slips is prohibited. On line banking is allowed to view statements and refer to Article VIII, Section 4, Banking, credit cards are prohibited.
Non-Inurement Provision
No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual shall entitle to share in the distribution of any of the assets on dissolution of the organization.
Presidents' Councils tax-exempt status may only be used for the benefit of the organization.
Restrictive Legislation Provision
No substantial part of the activities of the organization shall be carrying on propaganda or otherwise attempting to influence legislation and the organization shall not participate in or intervene in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.
Article IX - Amendments
These bylaws may be amended at any regular membership meeting of the Council by a two-thirds vote of the members present, provided the amendment has been presented in writing to the membership at a previous meeting, and appears in the notice of the meeting at which it is to be amended. Amendments are effective immediately unless otherwise stated in the motion. A thorough review of these bylaws shall be conducted every three (3) years. All provisions of these bylaws must conform 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(s) were approved, in accordance with the provisions of Article IX, at the membership meeting held on April 14, 2022.
The next formal review should be done for the 2024-2025 school year.
Signed By:
Randi Garay Desiree Morreale
President Recording Secretary
April 14th 2022 April 14th 2022
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