Search

Emergency Procedures

All non-financial related information will be posted on this page. This includes information related to meetings, elections, events/calendars, etc. Information will appear with most recent published documents at the top.


ONLINE MEETING BEST PRACTICES

  1. When you are not talking, put yourself on mute.
  2. Clearly identify who you are by using your name – not a pseudonym
  3. Create a clear signal for when someone wants/needs to talk – raise hand, etc.
  4. Keep the camera pointed at your face.
  5. Treat the meeting as an intentional space – please no off-business multitasking
  6. Be respectful.

MAY 28, 2020 UPDATE: ANNUAL OFFICER LISTS

Printable PDF Found Here (contains all information listed below plus additional details including Q&A and links to state law)

Minnesota PTA officers in local units must submit officer contact information of the local association on an annual basis. Additionally, any time there is a change to a presiding Executive Board position, it should be recorded in MemberHub and a notice of a change sent to the state office. 

Officer lists should be turned in/recorded via MemberHub no later than July 1st annually. For the 2020-2021 school year, an extension has been granted until September 1, 2020. If elections cannot be held until after this date, please contact Minnesota PTA prior to September 1, 2020.

Officer lists must include:

  • Personal information for Executive Board Officers designated as – President, Vice President, Secretary, Treasurer
  • Names of all other Board Members, elected or appointed
  • All Committee Chairs and members

When you join a local PTA Unit, you automatically become a member of Minnesota PTA as well as National PTA. It is extremely important that Minnesota PTA and National PTA be able to communicate with local PTA officers about training opportunities, nonprofit updates, and other PTA business.  

The collection of officer information by Minnesota PTA is a requirement of state and federal nonprofit laws and the National PTA standards for affiliation. 


DESIGNATION OF TITLES

According to Minnesota PTA Universal Bylaws, PTA boards must have an elected Executive Board consisting of a President, a Treasurer, and a Secretary. Units should have a Vice-President or President-Elect, but it is not required. You may also have additional officers as stated in your standing rules. PTA officers should be titled according to the following list in order to designate the responsible individuals for their fiduciary role.

The executive board title options:

Positions can be any one of the following. No one should serve in more than one officer position in the same PTA during the same school year.  Example: The President and Treasurer CANNOT be the same person.  However, the President could be fundraising chair and the Treasurer could run the book fair. 

The redesignation of a title from “Co” positions is a change of title, and not a change or designation of duties. The need to redesignate a title is to align with nonprofit governance, regarding fiduciary roles per state and federal laws. 

Requirements of Minnesota law as indicated with *.

*President – *Only one per nonprofit board. (Suggestions for additional officers assisting in the duties of President: President-Elect, President in Training, Deputy President)

Vice President – *Only one per nonprofit board. (Suggestions for additional officers assisting in the duties of Vice President: Vice President in Training, Deputy Vice President, Vice President of XXX – Membership, Fundraising, etc is allowed if they are in charge of a sub-committee.)

*Treasurer – *Only one per nonprofit board. (Suggestions for additional officers assisting in the duties of Treasurer: Treasurer in Training, Deputy Treasurer)

Secretary – Required by PTA Universal Bylaws.  *Only one per nonprofit board. (Suggestions for additional officers assisting in the duties of Secretary: Secretary in Training, Deputy Secretary)


How safe is my Personal Contact Information?

Minnesota PTA reports Executive Board officer information to National PTA as required by law. 

Minnesota PTA does NOT sell or distribute contact information of PTA officers or members to any 3rd party company or affiliates. 

  • Persons interested in 3rd party contact can OPT-IN for direct contact from sponsors and partners. 
  • If an OPT-IN is selected, only email addresses are released. 
  • An OPT-IN is clearly indicated during a promotion and has NO connection to the required submission of an officer list. 

Programs and services offered through external companies are vetted for security of personal information. Minnesota PTA prohibits the use of any personal data provided through these programs or services without consent of that person.


More details regarding non-executive board titles, criteria for board nomination, and family members & children under 18 can be found on pages 3-5 of the PDF found here: https://wp.me/a8gyKu-1xS

APRIL 3, 2020 UPDATE: EMERGENCY BYLAWS

**CLICK HERE TO NAVIGATE TO THE EMERGENCY BYLAWS**

The Emergency Bylaws linked above were approved by the Minnesota PTA Executive Board on April 2, 2020. The two Articles they supersede in the Universal Bylaws are: Article VII – Officers and Their Election and Article X – Meetings. Click here for the full Universal Bylaws.

ARTICLE VII – OFFICERS AND THEIR ELECTION (*Sections 2, 3, 4, and 5 are all affected by emergency bylaws. Sections 1 and 6 have no change*)

Section 1. The officers of this organization shall consist of at least: a president, a secretary, and a treasurer. Other officers may be designated within this local unit’s standing rules.

Section 2. Officers shall be elected by ballot. If there is but one nominee for any office, election for that office may be by voice vote.

Section 3. Officers shall assume their official duties as specified in the standing rules and shall serve for a term of one year or as designated within the local unit’s standing rules.

Section 4. It is recommended that a person shall not be eligible to serve more than two (2) consecutive term(s) in the same office.

Section 5. Nominating Committee:

  1. There shall be a nominating committee composed of at least 3 members who shall be elected by the PTA/PTSA membership at a regular meeting at least one month(s) prior to the election of officers. The committee shall elect its own chairperson.
  2. The nominating committee shall nominate an eligible person for each office to be filled and report its nominations at a regular meeting, at which time additional nominations may be made from the floor.
  3. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to office.

Section 6. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive board, notice of such election having been given. In case a vacancy occurs in the office of president, the vice-president shall serve notice of the election.

ARTICLE X – MEETINGS (*All sections have no change – emergency bylaws spells out procedures for virtual meetings*)

Section 1. Regular meetings of the association shall be held according to the organization’s standing rules. The organization shall meet at least once during the school year. Five (5) days’ notice being given of change of date.

Section 2.Special meetings of the association may be called by the president or by a majority of the executive board, Three (3) days’ notice being given.

Section 3.The quorum for the transaction of business in any general membership meeting of this association will be designated by the organization’s Standing Rules, but shall not be less than five members or one more than the executive board, whichever is greater.

Section 4.Proxy voting shall not be allowed by the Minnesota PTSA or any of its constituent organizations.

Section 5.E-mail voting is not allowed for general meetings of the association.


MARCH 23, 2020 UPDATE: GUIDELINES FOR PTA LEADERS DURING THE COVID-19 OUTBREAK

We know that many of you have concerns about how to conduct PTA meetings and events given the recent COVID-19 outbreak. At Minnesota PTA, we appreciate your concern about keeping all of our families safe during this time. As we continue to monitor the situation, we will communicate guidelines for conducting PTA business as updates occur. Below is the most recent information.

The Center for Disease Control and the Minnesota Department of Health have encouraged social distancing measures to keep the transmission of COVID-19 to a minimum.  At Minnesota PTA, we are encouraging PTAs to suspend any scheduled meetings or events prior to April 30, 2020. If business must be completed during this time, we have a few guidelines below.

Executive Board Meetings

Executive Board meetings can be held via telephone or video conferencing as long as all of the members are able to hear each other.  Attendance and voting must be done by roll call. (See Article IX Section 4 in the Universal Bylaws for more information)

General Meetings

General meetings can be held via telephone or video conferencing as long as all of the members are able to hear each other. Attendance and voting must be done by roll call. (See Article X Sections 1-5 in the Universal Bylaws for more information)  Officer elections must be held at an in-person meeting.  

Election Meetings (updated 4/15/2020)

If you have a non-contested election – (Only one person is running for an officer position) – Units may elect them into office by virtual meeting. PTA units can use their best judgment as to whether or not this is appropriate for their particular situations.

Events

As mentioned above, we recommend that all in-person events prior to April 30, 2020 be suspended (either postponed or cancelled).  Please be in close contact with your school district or building administration when making decisions about rescheduling plans.

Minnesota PTA Convention

The Minnesota PTA Convention, scheduled for April 18, 2020, has been cancelled.  More information about future training opportunities will be shared as decisions are made.

Printable PDF Document Here