RUN YOUR PTA

Parliamentarian

Nominating committee responsibilities

The nominating committee is the only PTA committee that is not appointed by the president. This committee is elected by the Association membership at least two months prior to the election of officers. If your election meeting is in April, that means that your unit should have elected your nominating committee in February. This process is outlined in your PTA bylaws in Article V. In particular, Article V, Section 4 lists the details, including how many committee members and alternates should be elected. Most units should be electing the nominating committee no later than January or February for the election of officers in March or early April.

The election of the nominating committee should not be a popularity contest based on willingness to serve nor should it consist of the PTA executive board. The PTA president never serves on the committee, and the parliamentarian serves only when elected to serve. The principal can be elected, but should at least be an advisor to the group. No person may serve on the committee for two consecutive years.

The nominating committee must submit their report at least 28 days prior to the election.

Annual election process responsibilities

The president conducts the election at the annual meeting. The parliamentarian has the small but important responsibility to read the bylaws sections pertaining to elections, and the nominating committee chair reads their report (the "slate") to be recommended.

The opportunity to nominate candidates from the floor must be provided to members, so the president should call for further nominations for all offices. If the PTA is incorporated, a nomination by petition is also required.

The election is conducted by voice vote. When there is only one candidate for the office, the chair may say, “These named candidates are elected by acclamation.” When there are two or more candidates, the election should be held by ballot vote. The president appoints a teller committee to assist with the ballot election.

A majority vote elects. Candidates must receive fifty percent, plus one vote, to be elected.

Full details on the election process, including a handy script and checklist, can be found on the California State PTA website here: https://toolkit.capta.org/running-your-pta/nominations-and-elections/the-election/

Best practice for number of meetings and election dates

If you are in the process of updating your unit bylaws, you should be aware that we are now providing guidance that all units have a minimum of four (4) Association meetings for each term:

• [August/September] One to open the year, adopt the budget, release funds, etc;
• [December/January] One to elect the nominating committee;
• [March/April] One to elect officers for the coming year, and;
• [May/June] One to close the year, where the board-elect may present their preliminary budget and release funds to cover routine summer expenditures to ensure transparency with the association. 

In addition, your Association's annual election meeting must occur before the end of the second week of April. Check your Standing Rules, at the end of your bylaws, to see when your Association meeting dates are, and when your annual election meeting is held.

Bruce Bergman, parliamentarian@ninthdistrictpta.org

Historian

The Historian Report will be due soon!

Units:  Please remember to record your volunteer hours for every month from July 1, 2023 to June 30, 2024. You will need to fill out this form, give a copy to your secretary, and council/district by the due date:  Annual Historian Report - Unit . You may need to contact your Council for their due date.

Councils: Please remember to record the volunteer hours for your executive board, and then gather all the volunteer hours from your units. You will need to fill out this form, give a copy to your secretary, and send a copy to your district:  Annual Historian Report - Council . An online form will also be emailed, so that your volunteer hours can be recorded.

Please send out the recorded volunteer hours for your council and all the units that fall underneath by the due date:  May 1, 2024. You will need to project your volunteer hours out to June 30, 2024 when you collect the volunteer hours. 

Please return the form to historian@ninthdistrictpta.org by or before the due date.

Sonya Vargas, Historian Ninth District PTA

Secretary

Correcting Minutes

Corrections to minutes are made when presented for approval at a meeting. The corrections can also be made at any subsequent meeting when an error is discovered.

Only the group involved in the meeting – the board or the association – may correct minutes from one of the previous meetings.

To record a correction in the master copy of the minutes, use a red ink pen to:

• Circle the incorrect words

• Write, in the margin, the correction, the date and your initials

Sue King

Secretary

Founders’ Day is a perfect time to renew the dedication to the Purposes of the PTA that were defined by PTA’s founders more than a century ago. Each year in February, PTA honors the three founders: Alice McLellan Birney, Phoebe Apperson Hearst, and Selena Sloan Butler as well as past and present PTA leaders.

We hope you will join us as we celebrate this year’s Founders’ Day on February 28, 2024

REGISTRATION FOR VIRTUAL ATTENDANCE IS STILL OPEN! 

Please visit our Events Page on our website for more information

This year, our Annual Meeting and Founders’ Day Celebration will be at a new venue! The event will be a different experience too. Hope you can join us on February 28, 2024 at the Sharp Prebys Innovation & Education Center.

Ninth District PTA convenes twice a year to conduct the business of our association. Join us for an inspirational event celebrating outstanding teachers and community members! We will also announce the winners of our Membership Challenge and Grants! Spanish interpretation will be provided.

Supporting Our Youth



You are invited to attend this webinar series from the San Diego County Office of Education in partnership with Rady Children's Hospital. The next one is March 13th! https://sdcoe.k12oms.org/918-243923

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