Introduction to Bylaws:

Bylaws are designed to help the group function in an orderly manner by providing understanding and guidance as to the purpose of PTA/PTSA, basic policies, members and dues, officers’ duties, and terms, and establishing quorum, to name a few. An approved printed copy of the Official Bylaws of the Local or County PTA/PTSA unit should be provided to all officers and board members. Each member should be responsible for making a thorough study of them. A copy of the bylaws should be made available to any member of the association upon request. It is recommended that the unit’s bylaws be uploaded to their MemberHub account. See the GiveBacks link on our main webpage for more information on how to set up your unit and how you can store all the important documents of your unit.

When do we renew our Bylaws?

Bylaws are required to be renewed every three (3) years to remain in good standing with West Virginia PTA. If your unit cannot locate your bylaws, please contact the Bylaws Chair at bylaws@westvirginiapta.org. A scanned or pdf copy of the last set of bylaws in our file will be emailed to the officer making the request. West Virginia PTA recently changed our local unit bylaws renewal to a digital process using a google form and a two step process that automates the creation of a draft document for you to review, and the final approved document. Once the google form is submitted the Bylaws Chair will review the data and verify the expiration date of the new bylaws. Then an approved pdf of the bylaws will be emailed to the submitter and the additional email address provided via the google form. This has been done to streamline the process and ensure a consistent document across all state units.

Who prepares Bylaws amendments/changes?

Appoint a small committee to study the current bylaws and make recommendations. The committee should read the entire sample bylaws PDF to refresh or become familiar with the bylaws. Thirty (30) days’ written notice must be given of the proposed amendments to association members. Given that quorum is met, recognizing that a two-thirds (2/3rd) vote of members present at the meeting is required to amend the bylaws.

Where do we submit our Bylaws?

After the members of the association have approved the proposed bylaws, a designated representative (generally the committee chair, secretary, or board member) fills out the google form with the approved selections. The draft copy of the bylaws will be emailed to the submitter and the additional email address provided via the google form. If there are any typos or other issues found during the review of the draft copy, communicate with the Bylaws Chair at bylaws@westvirginiapta.org to get them corrected before the final document is created. The Bylaws Chair will review and initiate the second step of the automated process. Then an approved pdf of the bylaws will be emailed to the submitter and the additional email address provided via the google form. These bylaws are official documents of the local PTA and should be kept in a secure place; ("Official Copy" by the Secretary, "Duplicate Copy" by the President and stored in the Givebacks compliance area online). When new officers are elected, these documents shall be given to their successors.

FAQS about Bylaws:

What do we do if our president resigns?

The vacancy shall be filled for the remainder of the unexpired term by the first (1^st) vice president. Article VI Section 6. If a quorum was not present at a general meeting and we voted on officers, is that a legal election? No. If a quorum is not present, then no business is to be conducted. If the presiding officer ignores this fact, any member should call attention to the lack of a quorum before any business or elections take place. If a quorum is not present at any meeting as required in the bylaws, such as election of nominating committee or officers, you must fix the time for an adjourned meeting. An adjourned meeting may be held any time prior to the next regular meeting.

If a quorum was not present at a general meeting and we voted on officers, is that a legal election?

No. If a quorum is not present, then no business is to be conducted. If the presiding officer ignores the fact, any member should call attention to the lack of a quorum before any business or elections take place. If a quorum is not present at any meeting required in the bylaws such as election of nominating committee or officers, you must fix the time for an adjourned meeting. An adjourned meeting may be held any time prior to the next regular meeting.