ORGANIZATION
State PTA bylaws and standing rules provide for the organization and operation of councils, as well as determine the following:
- Number of local PTAs required to form a council (Md. PTA requires 3 local units to form a council)
- The boundaries of the council territory.
- The responsibilities and limitations of councils
- The decision whether councils shall be represented on the state PTA board
BYLAWS
Councils operate under bylaws that have been approved by the state PTA. Suggested bylaws for a council is available from the state PTA.
MEMBERSHIP
The local PTA within a council's boundaries is its members. Each local PTA is represented on the voting body of the council by delegates who officially represent their unit. Council bylaws specify the number of delegates from each PTA. Delegates are selected by the method chosen by their units and vote as instructed by their PTAs, unless authorized to vote according to their own judgment.
While participation in the business of the council may be limited to voting delegates council meetings are ideally open to all members of the PTA units that comprise the council.
Voting Body
The voting body of a council is defined in its bylaws. It usually consists of the council officers and chairmen, the president of the member PTA's or their alternates: the number of accredited delegates or their alternated, from each PTA specified in the bylaws: the superintendent of schools or his representative: and the principals of schools having units in council membership, or their representatives.
Delegates
Council delegates should:
- Decorate council meetings with their presence.
- Educate them selves by becoming thoroughly familiar with PTA purposes and how your council can strengthen and extend those purposes.
- Generate a spirit of enthusiasm and good fellowship.
- Cooperate with the council in programs, projects and leadership training.
- Stimulate council leaders to new heights of effectiveness by paying close attention. Attitude can make good leaders better.
- Participate in discussions, workshops, rap sessions, or other types of group activity.
- Translate council information to your unit and unit information to the council. You are the channel of communication.
- Appreciate the many hours of study and preparation that council officers and chairmen give, not only to the council but to the local units.
FINANCE Councils are funded primarily by membership dues paid by the local units and by other methods determined by each council. If a council finds it necessary to raise additional funds, care should be taken not to duplicate the efforts of the local units. A cooperative, community-wide project in which all local units participate is recommended.
Each council should adopt an annual budget to include organizational expensed, officers' and chairmen's expenses, PTA publications and attendance at conferences and Md. PTA and National PTA conventions.
MEETINGS
Maryland PTA suggests that councils hold monthly board meetings. At board meetings all Elected officers and appointed members should be present. You may include the following:
- Set goals and prioritize.
- Develop projects and programming.
- Determine budget (to be approved at general membership meeting)
- Determine calendar
- Disseminate information from Md. PTA and National PTA
- Present reports
- Handle correspondence
- Conduct items of business
- Give assignments to attend local unit meetings and school board meetings
- Plan general membership meetings and workshops
Councils must hold a minimum of 4 (four) general meetings:
- Approval of the Budget
- Report of Nominating Committee and Election of Officers
- Installation of Officers and Introduction of Appointed Members
Councils should invite the local unit president. Council representative and principal to all general membership meetings. They should also encourage any other members of the local units to attend. You may also want to include school board members, legislative representatives, business representatives, and superintendent to attend.
Plan a tentative schedule at the beginning of the year of what your plans are for each meeting as determined by the goals. Let preside principals, council representatives and board members know from the beginning of the year that they are expected to be there, their attendance is extremely important to the welfare of the children represented by the their council. If they are unable to attend, make sure you follow-up by letting them know they were missed and by sharing the information gone over at the meeting.
COMMITTEES
Every council creates whatever standing committees are necessary for its work. Large councils may find it useful to have committees that correspond to all the standing committees of the state. On the other hand smaller councils may need relatively few and may limit its committees to those represented in local units.
Committees may also be created for special purposes or projects. Such special committees disband as soon as their work has been accomplished.
The method of creating committees and selecting chairmen is stated in the council bylaws. Councils should maintain the basic standing committees they are:
- Budget and Finance
- Membership
- Bylaws
- Parent/Family Involvement
- Legislation
- Hospitality
- Public Relations
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