The Southwest High School PTSA Bylaws were adopted by the PTSA membership at the January 2015 PTSA executive board meeting.
Southwest High School PTSA
Adopted January 13, 2015
ARTICLE I -Name
The name of this organization is the Southwest High School Parent-Teacher-Student Association (Southwest PTSA), Minneapolis, Minnesota. It is a local PTSA unit organized under the authority of the Minnesota Congress of Parents, Teachers, and Students (the Minnesota PTSA), a branch of the National Congress of Parents and Teachers (the National PTA.)
** ARTICLE II - ARTICLES OF ORGANIZATION
[For explanation of ** and #, see Article V, Section 10]
The articles of organization of constituent organization include (a) the bylaws of such organization and (b) the certificate of incorporation or articles of incorporation of such organization (in cases in which the organization is a corporation) or the articles of association by whatever name (in cases in which the organization exists as an unincorporated association).
** ARTICLE III - PURPOSES
Section 1. The Purposes of the Southwest PTSA in common with those of the National PTA and the Minnesota PTSA are:
To promote the welfare of children and youth in home, school, community, and place of worship.
To raise the standards of home life.
To secure adequate laws for the care and protection of children and youth.
To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.
To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
Section 2. The Purposes of the National PTA, the Minnesota PTSA, and the Southwest PTSA are promoted through advocacy and educational programs directed toward parents, teachers, and the general public; are developed through conferences, committees, projects and programs; and are governed and qualified by the basic policies set forth in Article IV.
Section 3. The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future Federal tax code (hereinafter "Internal Revenue Code")
** ARTICLE IV - BASIC POLICIES
The following are basic policies of the Southwest PTSA in common with those of the National PTA and the Minnesota PTSA:
The organization shall be noncommercial, nonsectarian, and nonpartisan.
The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools, and the community at large.
The organization or members in their official capacities shall not—directly or indirectly—participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of their activities to attempting to influence legislation by propaganda or otherwise.
The organization shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
The organization shall not enter into membership with other organizations except such international or national organizations as may be approved by the National PTA Board of Directors. The Minnesota PTSA or any of its divisions may cooperate with other organizations and agencies concerned with child welfare, but a PTA/PTSA representative shall make no commitments that bind the group that he/she represents.
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article III hereof.
Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income tax under Section 501 (c)(3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code.
Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more non-profit funds, foundations, or organizations which have established their tax exempt status under Section 501 (c)(3) of the Internal Revenue Code.
ARTICLE V - RELATIONSHIP WITH STATE AND NATIONAL
** Section 1. This PTSA shall be organized and chartered under the authority of the Minnesota PTSA in the area in which the local PTSA functions, in conformity with such rules and regulations, not in conflict with the National PTA Bylaws, as the Minnesota PTSA may in its bylaws prescribe. The Minnesota PTSA shall issue to this PTSA an appropriate charter evidencing the due organization and good standing of this PTSA.
A local PTA/PTSA in good standing is one which:
Adheres to the Purposes and basic policies of the PTA;
Remits the national portion of the dues through the state PTSA to reach the national office by dates designated by the National PTA;
Has bylaws approved according to the procedures of each state; and
Meets other criteria as may be prescribed by the individual state PTSA. (State Bylaws, Article VI, Section 13.)
# Section 2. A local unit not meeting any part of the criteria stated in Article V, Section 1 may be considered a unit not in good standing by the Minnesota PTSA and may be subject to withdrawal of its charter.
** Section 3. This PTSA shall adopt such bylaws for the government of the organization as may by approved by the Minnesota PTSA. Such bylaws shall not be in conflict with the Bylaws of the National PTA or the bylaws of the Minnesota PTSA.
** Section 4. This PTSA shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization including, specifically, the number of its members, the dues collected from its members, and the amounts of dues remitted to the Minnesota PTSA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the Minnesota PTSA or, where directed by the committee on State and National relationships, by a duly authorized representative of the National PTA.
** Section 5. The charter of this PTSA shall be subject to withdrawal and the status of such organization as a PTSA unit shall be subject to termination, in the manner and under the circumstances provided in the bylaws of the Minnesota PTSA. (See State Bylaws, Article VI, Section 17 and Article XVIII, Section 5.)
** Section 6. This local PTSA is obligated, upon withdrawal of its charter by the Minnesota PTSA:
To yield up and surrender all of its books and records and all of its assets and property to the Minnesota PTSA or to such agency as may be designated by the Minnesota PTSA, or to another local PTA/PTSA organized under the authority of the Minnesota PTSA;
To cease and desist from the further use of any name that implies or connotes association with the National PTA or the Minnesota PTSA or status as a constituent organization of the National PTA; and
To carry out promptly, under the supervision and direction of the Minnesota PTSA all proceedings necessary or desirable for the purpose of dissolving such local PTA/PTSA.
** Section 7. This PTSA shall collect dues from its members and shall remit a portion of such dues to the Minnesota PTSA as provided in Article VI, Section 6.
** Section 8. Only members of a local PTA/PTSA who have paid dues for the current membership year may participate in the business of that association.
** Section 9. The members of the nominating committee for officers of a constituent organization shall be elected by the membership, Board of Directors/Managers, Executive Board, or Executive Committee.
** Section 10. Each local PTA/PTSA shall include in its bylaws provisions of the bylaws of the National PTA (double star **) and the Minnesota PTSA (Pound sign #).
# Section 11. Local PTA/PTSA units must have a minimum of twenty (20) paid memberships to remain a branch of the Minnesota PTSA and the National PTA.
# Section 12. Local PTA/PTSA units shall elect officers for the following school year and submit their names to the Minnesota PTSA Office before June 15.
# Section 13. A local PTA/PTSA may disaffiliate or dissolve from the Minnesota PTSA and National PTA and conclude its business in the following manner:
The Executive Committee or other body that, under its bylaws manages the business of the local PTA/PTSA shall adopt a resolution recommending that the local PTA/PTSA be dissolved and directing that the question of such dissolution be submitted to a vote at a special meeting of members having voting rights. Written or printed notice stating that the purpose of such meeting is to consider the advisability of dissolving the local PTA/PTSA shall be given thirty (30) days prior to the date of such meeting.
Written notice of the adoption of such resolution, accompanied by a copy of the notice of the special meeting of members, shall be given to the president of the Minnesota PTSA at least twenty (20) days before the date fixed for such special meeting of the members.
Only those persons who were members in good standing of the local PTA/PTSA on the date of the adoption of the resolution and who continue to be members in good standing on the date of the special meeting shall be entitled to vote on the question of dissolution.
Approval of dissolution of the local PTA/PTSA shall require the affirmative vote of at least two-thirds of the members present and entitled to vote at the special meeting. The required quorum is that established by the local unit bylaws.
Immediately upon adoption of a motion to disaffiliate or dissolve, the unit shall cease to be a PTA/PTSA. The Minnesota PTSA shall act immediately to withdraw the unit charter and the unit shall proceed to conclude its business according to charter withdrawal provisions in Article V, Sections 5 and 6.
# Section 14. The Minnesota PTSA shall have the authority to withdraw the charter of a defunct local unit or council.
# Section 15. The Executive Committee (of the Minnesota PTSA) shall have the authority to withdraw the charter of a local unit or council which has not acted to dissolve or disaffiliate but which has become defunct. A local unit or council shall be considered to be defunct when all of the following occur:
No dues have been submitted to the Minnesota PTSA for a period of at least 18 calendar months despite requests and reminders
For a period of at least one year, there has been no president or vice-president or president-elect with whom the PTSA office is able to establish contact
There has been no official meeting of the unit or council for at least 18 months
There is no body of PTA/PTSA members belonging to that unit or council who can legitimately be seen to be acting on its behalf in order to follow the usual dissolution or disaffiliation process.
When a local unit or council seems to be defunct, the Executive Committee shall take such steps as it deems appropriate to verify the status of the unit or council. If the committee determines that the unit or council is, in fact, defunct, it shall proceed to withdraw the charter and conclude its business in the prescribed manner (See State Bylaws, Article XVIII, Section 5.)
ARTICLE VI - MEMBERSHIP AND DUES
** Section 1. Every individual who is a member of this PTSA is, by virtue of that fact, a member of the National PTA and of the Minnesota PTSA by which such local PTA/PTSA is chartered and is entitled to all the benefits of such membership.
** Section 2. Membership in PTSA shall be open, without discrimination, to anyone who believes in and supports the mission and purposes of National PTA.
** Section 3. This PTSA shall conduct an annual enrollment of members (Campaign is strongest in the fall with the start of a new school year, and spring with the next new class enrollment), but may admit persons to membership at any time.
** Section 4. Each member of this PTSA shall pay annual dues as may be determined by the organization $25 as of 2011-12. The amount of dues shall include the portion payable to the state PTSA as determined by the state, and the portion payable to the National PTA as recommended by the board of directors and approved by a two-thirds (2/3) majority of the voting body at the National PTSA Annual Convention MN $4.00 & National $2.25, as of summer 2011.
** Section 5. Changes in the amount of the state portion of each member’s dues shall be recommended by the board of directors and approved by a two-thirds (2/3) majority of the voting body at the Minnesota PTSA Annual Convention.
** Section 6. The state and national portions of the dues paid by each member of a local PTA/PTSA shall be set aside by the local PTA/PTSA on a monthly basis and remitted to the Minnesota PTSA at least quarterly. The National and Minnesota PTA membership year runs July 1 to June 30. Best quarterly dates are mid- Jun, Sep, Dec, Mar (for receipt by end of month).
Mail to: Minnesota PTA
1667 Snelling Ave N
St. Paul, MN 55108
Contact the MNPTA office at 651-999-7320 or 800-672-0993 if you have any questions (fax: 651-999-7321).
# Section 7. There is no provision in the National PTA or Minnesota PTSA bylaws for "family memberships". Local PTA/PTSA units using this terminology as part of their membership drive shall submit state and national dues according to the number of individual PTA/PTSA members in each "family".
# Section 8. A person may be proposed for a Life Achievement Award from the National PTA by any constituent organization. The sponsor shall make a contribution to the National PTA in recognition of the selection of the nominee as a Life Achievement Award recipient. The amount of contribution shall be determined by the National PTA Board of Directors. The fee payable for a Life Achievement Award shall be forwarded to the National PTA treasurer for deposit in the National PTA Endowment fund. (The National PTA Life Achievement Award pin is included in the fee)
# Section 9. The Minnesota PTA may, under such rules and regulations as may be prescribed by the Board of Directors, confer Minnesota Life Achievement Awards upon persons who have distinguished themselves in service to children and youth. A person may be proposed for a Life Achievement Award from any constituent organization or by the Board of Directors on its own initiative. The sponsor shall make a contribution to the Minnesota PTSA in recognition of the selection of the nominee as a Life Achievement Award recipient. The amount of contribution shall be determined by the Minnesota PTSA Board of Directors. This sum shall be paid to the Minnesota PTSA Office—one half shall be placed in the State PTSA investment fund and the other half shall be used for extension purposes. (The Life Achievement Award pin is not included in the fee)
# Section 10. An Honorary Life Member or a Life Achievement Award recipient (either National or Minnesota) shall not have voting rights or be deemed a member of the National or Minnesota PTSA in the sense of Article VI Section 1
# Section 11. The Minnesota PTSA membership year extends from July 1 through June 30. Local units shall establish their own membership year.
ARTICLE VII - OFFICERS AND THEIR ELECTION
** Section 1. Each officer and board member shall be a member of this PTSA.
Section 2. The officers of this organization shall consist of a president a.k.a “acting president” (A.P.); vice-president a.k.a. “president elect” (V.P.); treasurer; speaker coordinator, secretaries (of records; web; and membership/database/directory); membership coordinator (marketing/promotion/parent mentor coordinator); advocates (of district & area; and under-represented populations, which may include various ethnic groups, special-needs, and/or otherwise identified under-represented communities); and volunteer coordinator. When a volunteer coordinator staff position exists through the school, a PTSA volunteer coordinator position will not be necessary. The membership secretary, membership coordinator, and volunteer coordinator will share efforts, whether as SW staff or fellow PTSA officers.
Section 3. Officers for the following school year shall be elected by the members present and voting at the May meeting, with four executive committee members constituting a quorum. The election shall be by ballot, and the candidate for each office fielding the most votes will be the elected officer. If there is but one nominee for any office, the election for that office may be by voice vote, a simple affirmative majority required for election in that case.
Section 4. Officers shall assume their official duties following the close of the meeting in May and shall serve for a term of at least two years or until their successors are elected and properly trained. Rotating and overlapping (staggered) terms are recommended (1st yr trainee/2nd yr advisor)
Section 5. A person shall be eligible to serve more than two consecutive years in the same office, but trainee/advisory overlap of no less than one month is required, with comprehensive training essential to the success of the new officer and the continuity of the office.
Section 6. Training of new officers by exiting officers is mandatory before the end of the first month of transition. The old and new officer must together review the officer job description, responsibilities, and specific documents, calendar items and events pertinent to the position. The Minnesota PTA provides guidebooks for each major officer category, which also must be reviewed in their entirety by the new officer within the first month of taking office (PDF versions available at mnpta.org)
Section 7. Nominating Committee:
There shall be a nominating committee composed of an uneven number of members, and no fewer than 3, who shall be elected by the executive committee at least one month prior to the election of officers. The nominating committee shall elect its own chairperson.
The nominating committee shall nominate an eligible person for each office to be filled and report its nominations at the regular meeting in May, at which time additional nominations may be made from the floor.
Only those persons who have signified their consent to serve if elected shall be nominated for or elected to office.
Section 8. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive committee. In case a vacancy occurs in the office of president, the vice-president shall serve notice of the election.
ARTICLE VIII - DUTIES OF OFFICERS
The PTSA executive board includes the PTSA officers, the school principal, volunteer coordinator (V.C.), and other individuals that the group requests. The purpose of the PTSA executive board is to carry out the work and business of the PTSA including to: coordinate & oversee PTSA committees, establish and monitor an annual budget, collect dues, and report membership to the MN PTA.
Section 1. The Acting President (A.P.) shall:
Provide an Agenda one week prior to each executive board meeting;
Preside at all meetings of the Southwest PTSA, approximately nine per year;
Oversee the efforts of the executive board (see duty descriptions below).
Coordinate, in conjunction with the volunteer coordinator, the work of the officers and committees of the Southwest PTSA in order that the Purposes may be promoted;
Arrange, with the volunteer coordinator, for PTSA executive board attendance at joint school/PTSA parent informational events to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school (all board members share responsibility to attend a minimum of two events throughout the membership year).
Share event speech duties with V.P. and/or other executive committee members to promote membership in PTSA at parent events, and coordinate with SWF so that PTSA and SWF reps appear together at events whenever possible.
Prepare a brief PTSA update to be shared at each general meeting (speaker nights);
Be an ex officio member of all committees except the nominating committee;
Perform such other duties as may be prescribed in these bylaws or assigned by the Southwest PTSA;
Attend events to show a strong PTSA presence & engage attendees in our mission.
Suggested: When the Acting President finishes their term (having served one year as V.P., and one year as A.P.), they become an advisor/mentor Former President (F.P.) for greater continuity of ideas and practices.
Section 2. The Vice President a.k.a. President Elect (V.P.) shall:
Act as aide to the president in preparation for assuming the role of A.P the following year;
Perform the duties of the president or other officer in the absence or inability of that officer to serve;
Share event speech duties with A.P. and/or other executive committee members to promote membership in PTSA at parent events, and coordinate with SWF so that PTSA and SWF reps appear together at events whenever possible.
Perform such other duties as may be assigned by the Southwest PTSA;
Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSA presence & engage attendees in our mission.
Section 3. The Treasurer shall:
Maintain custody of all funds of the Southwest PTSA;
Keep a full and accurate account of receipts and expenditures;
Make timely disbursements as authorized by the president, executive committee, or association in accordance with the budget adopted by the Southwest PTSA;
Have checks or vouchers signed by authorized person(s) and have bank statements reviewed monthly by another member of the Executive Board or the staff Volunteer Coordinator;
Present an up-to-date financial statement at every meeting of the Southwest PTSA and at other times when requested by the executive committee;
Submit the books for an annual audit at least two weeks before the annual meeting in June, at which new officers assume duties or upon change of the treasurer officer, to an auditor or an auditing committee of not fewer than three members, who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report;
Make a full financial report of the past year and propose an annual budget for the following year for consideration by the executive committee at the last meeting of the membership year (the June meeting).
Be responsible for the maintenance of such books of account and records as conform to the requirements of Article V, Section 4 of these Bylaws; and State Bylaws, Article VI, Section 5;
Submit proper forms (990N) to the IRS to maintain non-profit status as a 501(c)(3) within three months of the end of each fiscal year (July 1-June 30).
Section 4. The Speaker Coordinator shall:
Research and network for topics and speakers (3 or 4 per yr.);
Work with executive board to schedule and promote parent education speakers for the year (set schedule before school’s start for first speaker in October);
Preside at the PTSA parent education speaker meetings (3 or 4 per yr.);
Section 5. The Secretary -Records (Secretary) shall:
Attend all meetings and record the minutes of the Southwest PTSA and executive board and distribute them online (by email or website posting) to the membership or board (respectively) within one week;
Maintain a current copy of the bylaws, preside over review and updates (every four years), and submit changes to MN PTA for approval.;
Maintain a current list of PTSA officers and committee chairs throughout the year, report any changes to the MN PTA by the 1st of the following month, and report updated Officer Information to the MN PTA after May elections by June 1;
Perform other duties as assigned;
Section 6. The Secretary -Webmaster shall:
Maintain the list of PTSA calendar events and arrange to send notification to the board one week prior to each event;
Maintain and update online master & supporting documents and assist board members to update online files and website information as needed;
Section 7. The Secretary -Membership/Database/Directory shall:
Collaborate with staff V.C. to Maintain a current copy of an up-to-date membership list;
Collaborate with staff V.C. to create, promote, sell, and distribute the PTSA Student Directory;
Create an up-to-date member database and coordinate the transfer/entry of data to a PTA.org-supported database;
Oversee the Report to the treasurer of quarterly membership updates for the purpose of quarterly dues payments to the MN PTA;
Section 8. The Membership -Marketing/Promotion/Parent Mentor shall:
Coordinate communication efforts with the staff V.C. to recruit new PTSA committee chairs and volunteers. (Keep ahead of demand by filling 1st year of min 2 year staggered terms annually.);
Promote SW and PTSA within feeder schools and neighborhood communities, develop concepts into event/marketing plans, and work with the staff V.C. to coordinate plans +/or create and distribute promotional info/materials;
Work with the executive board to coordinate efforts on the events calendar (and work with webmaster to keep the events calendar up to date);
Work with staff Parent Liaisons to improve communication with, and support for, under-represented and at-risk families (from distant neighborhoods, non-English-speaking households, etc.)
Work with Speaker Chair to promote Speaker Nights effectively, including planning for appropriate number of attendees (materials, seating, food);
Solicit donations for promotional currency & PTSA events & programs
gift cards from local merchants, Target, Best Buy, etc. for teacher gifts;
coffee & cookies for open houses, speaker series, etc.;
fruit, bagels, cream cheese, juice & coffee for 1st & last day breakfasts;
help SW staff parent liaisons coordinate food & rides for after school tutoring;
Attend events to show a strong PTSA presence & engage attendees in our mission
Section 9. The Advocate -District & Area shall:
Gather information and attend meetings to Report to the executive board about area, district, and state level activity that affect the school;
Consult with Speaker Coordinator about relevant speaker topics;
Connect with Advocate of Under-Represented Communities to hear what changes they would like at school. Report to the executive board about their desires as well as school/district/and state level activity that affect our school, especially as related to under-represented communities.
Coordinate parent/teacher/student educational opportunities.
Work with staff V.C. to plan projects to increase member awareness and involvement and coordinate volunteers in relevant educational opportunities.
Plan, promote & attend events to show a strong PTSA presence and support for all, with special attention to under-represented communities, and attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school.
Section 10. The Advocate -Under-Represented Communities shall:
Gather information and attend meetings to Report to the executive board about area, district, and state level activity that affect under-represented communities;
Connect with under-represented communities to hear what changes they would like at school. Report to the executive board about their desires as well as school/district/and state level activity that affect our school, especially as related to under-represented communities.
Section 11. All officers shall perform the duties outlined in these bylaws and those other duties assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office.
ARTICLE IX - EXECUTIVE COMMITTEE
The executive committee shall consist of the officers of the Southwest PTSA and the principal of the school or a representative appointed by the principal.
The president may appoint a parliamentarian, subject to the approval of the officers of the Southwest PTSA. If the parliamentarian is a member of the Southwest PTSA, the parliamentarian shall retain all rights of membership including the right to vote.
Section 2. The duties of the executive committee shall be:
To transact necessary business in the intervals between association meetings and other such business as may be referred to it by the Southwest PTSA;
To create standing and special committees;
To approve the plans of work of the standing and special committees;
To present at the regular meetings of the Southwest PTSA a report of business undertaken by the executive committee;
To select an auditor or an auditing committee to audit the treasurer’s account;
To prepare and submit to the Southwest PTSA for adoption a budget for the year;
To approve routine bills within the limits of the budget.
** Section 3. A PTA/PTSA member shall not serve as a voting member of a constituent organization's board at the local, council district, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.
Section 4. Regular meetings of the executive committee shall be held during the school year, the dates and times to be proposed at the last meeting of the membership year, and approved by the board at its first meeting of the new membership year. Four executive committee members shall constitute a quorum. Special meetings of the executive committee may be called by the president or by a majority of the members of the board, at least three days’ notice being given.
ARTICLE X - MEETINGS
Section 1. Regular meetings of the Southwest PTSA shall be held a minimum of three times during the membership year (July 1- June 30), with the executive committee meeting dates proposed at the last meeting of each membership year and approved at the first meeting of each membership year, with seven days notice if there is a change of date.
Section 2. Special meetings of the Southwest PTSA may be called by the president or by a majority of the executive committee, three days notice having been given.
Section 3. The election meeting shall be held in the month of May.
Section 4. Four executive committee members shall constitute a quorum.The affirmative vote of a majority of the quorum shall be the minimum vote requirement for the adoption of any motion.
Section 5. Regular and Special Meetings of the Executive Committee, Standing and Special Committees, may be held by electronic means (such as e-mail or other Internet communication systems, telephone conferences, video conferences, facsimile, etc.) subject to the following:
a. A majority of the Assembly members shall have access to the appropriate electronic meeting media, as verified by their response to a call for any particular meeting. This majority shall constitute the quorum for the meeting and, once established, shall be assumed present until the meeting is adjourned.
b. The technology used for the electronic meetings shall allow the members full access to and full participation in all meeting transactions either continuously or intermittently throughout the specified time of the meeting.
c. Procedural rules related to the conduct of electronic meetings shall be established and promulgated by the Executive Committee.
# Section 5. Four members shall constitute a quorum for the transaction of business in any meeting of this association.
# Section 6. Proxy voting shall not be allowed by the Minnesota PTSA or any of its constituent organizations.
ARTICLE XI - COMMITTEES
# Section 1. Only members of the Southwest PTSA shall be eligible to serve in elected or appointed positions.
Section 2. The executive committee may create or eliminate such standing and special committees as it may deem necessary to promote the Purposes and carry on the work of the Southwest PTSA.
Section 3. Chairpersons of standing committees shall be selected by the executive committee. The chairperson of each standing committee shall be provided a plan of work that the executive committee has approved. No committee work shall be undertaken without the consent of the executive committee.
Section 4. The president shall be an ex officio member of all committees except the nominating committee.
ARTICLE XII - COUNCIL ORGANIZATIONS
# Section 1. Where there are three or more units within a school district, county or city, or in close proximity, these units may be authorized by the Minnesota PTSA to organize into councils for the purpose of conference, leadership training and coordination of the efforts of the local PTA/PTSA units.
Each council shall adopt such bylaws for its government as may be approved by the Minnesota PTSA. Only congress units may be members of a council. Councils shall not legislate for local units.
# Section 2. The Minnesota PTSA shall have authority to withdraw the charter of a defunct council. (See State Bylaws, Article V, Section 5.)
ARTICLE XIII - FISCAL YEAR
The fiscal year of this association shall begin on October 1 and end on the following September 30, as it stands in the records of the Department of Treasury, IRS. (This is not the same as the membership year, which begins July 1 and ends June 30) The treasurer shall submit proper forms (990N) to the IRS to maintain non-profit status as a 501(c)(3) within three months of the end of each fiscal year.
** ARTICLE XIV - PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the National PTA and its constituent organizations in all cases in which they are applicable and in which they are not in conflict with these bylaws and the Bylaws of the National PTA, or the articles of incorporation.
ARTICLE XV - AMENDMENTS
# Section 1. These bylaws may be amended at any regular meeting of the Southwest PTSA by a two-thirds vote of the members present and voting, provided that:
Notice of the amendment has been given at the previous regular meeting or in writing thirty days prior to the meeting at which the amendment is moved,
A quorum has been established at the meeting, and
The proposed amendment shall be subject to approval by the state PTA.
Section 2. A committee may be appointed by a majority vote of the Southwest PTSA or by two-thirds vote of the executive committee to submit a revised set of bylaws as a substitute for the existing bylaws. The requirements for adoption of a revised set of bylaws shall be the same as for an amendment.
# Section 3. Submission of amendments or revised bylaws for approval by the state PTA shall be in accordance with the bylaws and regulations of the state PTA.