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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.


October 9, 2020 Update: OFFICER ELECTIONS

Printable PDF Document HERE

Minnesota PTA previously gave the guidance that local PTAs who had contested elections in the spring should wait until fall, because we naïvely thought we’d be “back to normal” by now.  Since that is not true, PTAs have three options for remaining CONTESTED officer elections:

  1. Meet at the school (indoors or outdoors) or other public location following social distancing measures & procedures to conduct an election.  Location MAY NOT be a private home or other non-public area.
  2. Conduct the election virtually through programs such as Election Buddy or OpaVote (free for up to 20 votes, $10-$20 for larger groups) .  Votes must be by verified members but anonymous to everyone but the secretary (CANNOT be done by virtual meeting or GoogleDoc).
  3. Emergency Bylaws allow for current officers to stay in place until new officers are elected.  If elections are not possible, current officers may extend their term until June 30, 2021.
  • Non-contested elections (only one person running for office) or other votes such as approving the budget can be done by voice vote.
  • If your Standing Rules do not spell out when officers take office, they default to the start date of the fiscal year (July 1).
  • The Executive Board can remove an officer who is not doing their job by following the procedure spelled out in the Universal Bylaws.

https://mnpta.org/wp-content/uploads/2019/10/APPROVED2019-universal-local-unit-Bylaws.pdf  (Article VIII, Section 5)

EMERGENCY BYLAWS, Officers and Their Elections

https://mnpta.org/wp-content/uploads/2020/04/Emergency-Universal-Bylaws-2020.pdf

Section 1: Officer nominations and elections may be postponed during the time of the identified emergent situation until in-person meetings can be held.

a. Current officers may remain past term-end until elections can be held to avoid vacancies in the position(s).

Section 2: If nominations and elections need to be performed during the current school year and cannot wait until the emergent situation has ended, PTAs / PTSAs can hold meetings via procedures outlined in Article X of the Emergency Universal Bylaws Document.

Section 3: Procedures for officer nomination and election will follow the Universal Bylaws Article VII, Section 5: and Article X: Meetings.

a. The entire membership will need to be notified of the following:

1. Due date for nomination submission and meeting date for the approval of nominations submitted (at least 10 days prior to voting).

2. Meeting date when voting will take place.

Section 4: Membership will be notified of voting outcomes via call, text or email.

Section 5: Newly elected officers will assume their duties as outlined in the Universal Bylaws and Unit Standing Rules.

October 5, 2020 Update: OFFICER ELIGIBILITY

Printable PDF Document HERE
Q:  Who can serve as an officer of a PTA unit in Minnesota?

A:  Anyone.

This question has come up a lot this year due to previously committed officers changing schools due to the pandemic.  The only requirements to be an officer in a local PTA are:

  •   18 years old
  •   Resident of Minnesota
  •   Dues paying member of the PTA unit

We know that many families will be making temporary transitions to a new school community this year, but intend to return in 2021-22.  Previously committed/elected officers may stay in their PTA even if they will not have a student at the school this year.

Minnesota PTA recommends the following restrictions on officers:

  • No school or district staff should serve as treasurer – may serve in any other role.
  • No school or district staff should be a signer on the bank account.
  • No two related persons should be officers on an executive board that constitutes quorum.  Example:
    • Spouse 1 – President
    • Spouse 2 – Treasurer
    • Unrelated Person – Secretary
  • No two related persons should be signers on the bank account.

October 2, 2020 Update: VIRTUAL MEETINGS

Printable PDF Document HERE

Pick a Platform:  Google Meet, Zoom, Go to Meeting, WebEx – whatever you choose, make sure it encourages two-way participation, not just information sharing (ie. Facebook Live). Tech Soup has Zoom accounts half-price for non-profits (http://www.techsoup.org/zoom).

Security Concerns:  Do not post your meeting link on a public form (ie. social media) only include in email or other more secure format.  If using Zoom, you may use a security code for entrance or keep people in a waiting room until you verify who they are.

Time/Date:  Is the time of day, day of the week, and/or meeting length conducive to participationfrom all of your parent community?

Agenda:  Share topics in advance.  Start on time & end on time.  Have something unique they can’t get in other ways (decision making, guest speaker, presentation from staff).  Ask what members want to learn about in future meetings. Sample Survey

Virtual Meeting Etiquette  (post on agenda):

  • Mute yourself and only turn on microphone to speak.
  • Turn on your camera if possible – it helps others stay engaged.
  • Use your real name, not a pseudonym.
  • Create a clear signal when someone wants to talk – raise hand, ask in chat.
  • All votes must be done by roll call – not chat, “raise hand” feature, etc.
  • Treat the meeting as an intentional space – no offline multi-tasking.
  • Be respectful.

Scenarios:

  • If you have a vote OTHER than an election, you may use a simple roll call voice vote.
  • If you have a non-contested election, you may also use a simple roll call voice vote.
  • If you have a contested election, follow “Officers Elections Procedures” document.

Communication:  Be sure to invite the ENTIRE school community, not just members.  Use various forms to communicate (phone call through principal, email from teacher, school newsletter, Facebook event, Remind text app, etc).  Translate all materials – from invitation/flyer to agenda to support resources.

Community Building:  Spend time in your meetings to get to know each other.  Start the meeting with an icebreaker.  Do teambuilding activities.  Create space for intentional relationship-building between parents and between parents and school staff.   https://mnpta.org/resources/icebreakers/

Meeting Best Practices:

  • Build relationships.
  • Start on time, and end on time.
  • Be brief.
  • Stick to the agenda.
  • Make decisions as a group – VOTE (budget, activities, school climate).
  • Give information parents can’t get elsewhere (guest speakers).

Schedule Events Outside of Meetings:  Get your PTA community together for activities beyond meetings and school events.  Host a virtual “happy hour” or parent check-in – no agenda items, just community building.  Ask the principal to host a virtual “coffee talk.”

MORE RESOURCES:

www.robertsrules.com

https://mnpta.org/wp-content/uploads/2020/04/Emergency-Universal-Bylaws-2020.pdf

Section 1: Executive Board and Regular Meetings can be held via virtual / online / conference call format if the PTA / PTSA has dire need for meetings to take place.

a. Meetings will follow original agenda procedures and order of business as defined by the Universal Bylaws and Unit Standing Rules.

b. All members in attendance must be able to hear each other.

Section 2: Invitees to meetings should be given at least 5 days notice via call, text or email and appropriate tools (web links, codes and numbers) to connect to the meeting:

a.  All PTA / PTSA officers must be invited to Executive Board Meetings.

b.  The entire PTA / PTSA membership must be invited to Regular Meetings.

Section 3: Quorum and voting procedures must be upheld during the meeting in accordance with the Universal Bylaws in addition to: 

a.  Speakers must identify themselves when they begin speaking.

b.  Votes must be taken by roll call and reflected in the meeting minutes.

https://www.pta.org/docs/default-source/default-document-library/suggestions-for-a-virtual-school-community-meeting.pdf

https://www.pta.org/home/run-your-pta/local-leader-kit-access  (requires a pta.org account)

PRESENTATIONS: LEADERSHIP ONBOARDING AND PTA IN PANDEMIC TIMES

Here are the links to the three documents we shared during the “Leadership Onboarding”, “PTA in Pandemic Times”, and “Engaging Families in Pandemic Times” presentations. Video links will follow shortly.

https://mnpta.org/wp-content/uploads/2020/08/PTA-101-Onboarding.pdf

https://mnpta.org/wp-content/uploads/2020/08/PTA-201-Pandemic.pdf

https://mnpta.org/wp-content/uploads/2020/09/PTA-301-Pandemic-Engaging-Families.pdf

https://mnpta.org/wp-content/uploads/2020/10/PTA-401-Pandemic-Recap.pdf

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