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PA/PTA Nominations and Elections

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Title: PA/PTA Nominations and Elections


1
PA/PTA Nominations and Elections
  • Nominations and Elections
  • Nominations Process
  • Responsibilities of the Nominating Committee
  • Ceased to Function
  • Expedited Elections
  • Alternate Process for Identifying CEC Selectors
  • Reporting Requirements

2
Introduction
  • In order to provide ongoing support and
    professional development to the Regional Parent
    Teams, Supervisors of Parent Support, Parent
    Support Officers and in turn the school based
    parent coordinators, the Office of Parent
    Engagement (OPE) has developed an All About
    series of presentations about a number of
    pertinent topics related to Chancellors
    Regulation A-660 (CR A-660), Parent Associations
    and the Schools.
  • This topic in the series is an overview of Parent
    Association/Parent-Teacher Associations (PA/PTA)
    nominations and elections the expedited election
    process the responsibilities of the nominating
    committee steps to reactivate a PA that has
    ceased to function and reporting requirements.
    In addition, this presentation also highlights a
    related topic the alternate method for
    selecting Community or Citywide Education Council
    (CEC or CCEC) selectors in the event that the
    schools PA has ceased to function.
  • As always. it is the expectation of OPCE that
    Regional/District Parent staff will use these
    presentations as a framework for developing
    workshops for parent coordinators, parents and
    other members of the school community.

3
Overview
  • Introduction.Page 2
  • Overview.Page 3
  • Guidance Documents..
    Page 4
  • How CR A-660 Revisions Will Impact Spring
    Elections?...Pages 5 - 6
  • Nominations ProcessPage
    7
  • No Nominating Committee, No Problem
    .Page 8
  • Nominating Committee Responsibilities
    ..Page 9
  • Eligibility............
    .Page 10
  • Meeting Notices...Page
    11
  • Campaign Limitations, Use of School
    Facilities.....Page 12
  • Preparing for the Election
    Pages 13 - 14
  • Nominating Committee Will Need
    ..Page 15
  • Troubleshooting Spring PA Elections.
    ............Page 16
  • Ballots..Page 17
  • Ceased to Function..
    Page 18
  • Expedited PA Nominations and Elections
    ...Page 19
  • Alternate Methods for Selecting CDEC, CCSE and
    CCHS Selectors.Page 20
  • PA Officers Names, Home Addresses and Telephone
    NumbersPage 21
  • Quiz.Pages 22 24

4
Guidance Documents
  • PA/PTA Bylaws with latest amendments
  • Chancellors Regulation A-660 (CR A-660)
  • Note PA/PTA bylaws must conform to Chancellors
    Regulation A-660. A PA/PTA must have duly
    adopted bylaws in order to conduct any PA/PTA
    business, including elections.

5
How Revisions to CR A-660 Will Impact PA
Elections?
  • All parents, legally appointed guardians and
    persons in parental relation to children
    attending a school are now automatically members
    of the schools PA.
  • PAs can no longer include language in their
    bylaws that require qualifications for any PA
    office.
  • PA bylaws must include language that allows one
    vote per member.
  • If PAs opt to elect Co-Presidents they must
    appear on the ballot as a team.
  • Please note that when PA/PTAs opt to elect
    Co-Presidents, they must include language in
    their bylaws
  • regarding the selection of the designated
    Co-President that will serve as the SLT core
    member the
  • representative to the districts or regions
    Presidents Council and/or the CDEC selector. CR
    A-655
  • requires that the remaining members of the
    Executive Board determine the core member of the
    SLT.

6
How Revisions to CR A-660 Will Impact PA
Elections?
  • The principal must be notified by the PA of the
    date and time of the election two weeks before
    the second Wednesday (April 28th) of May in each
    school year.
  • PA elections must be completed between Monday,
    May 24th Friday, June 11th.
  • PAs must develop an alternate process for
    selecting volunteers to conduct the nominations
    and election process, in the absence of a
    nominating committee.

7
Nominations Process
  • The nominations process should be clearly defined
    in the PA/PTAs bylaws.
  • When bylaws require that a Nominating Committee
    be formed, language must be included which
    explains how the Committee is established and
    outlines Committee responsibilities. The
    majority of the members of the Nominating
    Committee must be selected from the general
    membership.
  • Persons employed in the school may not serve on
    the Nominating Committee.
  • In the absence of any bylaws requirement to form
    a Nominating Committee, the bylaws must clearly
    define a process for conducting PA nominations
    and elections.

8
No Nominating Committee, No Problem
  • In the event that a PA cannot form a nominating
    committee, OPE has provided sample
  • language in the bylaws template (page 6) that
    outlines two alternate processes for
  • conducting PA nominations and elections
  • The executive board must communicate that the
    nominations and election process outlined above
    will proceed under the direction of at least two
    members of the association who are not running
    for office.
  • These members will be selected to serve in this
    role by vote of the general membership at the
    March general membership meeting. They will
    perform the responsibilities and adhere to the
    timeframe outlined in this section of the bylaws.
    They may also seek assistance in conducting
    nominations and the election from the appropriate
    region/district presidents council and/or the
    principal or his/her designee and/or the district
    or regional superintendent or his/her designee.
  • or
  • If at least two members of the association who
    are not running for office are not/can not be
    identified to conduct the nominations and
    election process
  • or
  • an expedited nominations and election process as
    outlined in Chancellors Regulation A-660 will be
    conducted by the appropriate region/district
    presidents council and/or the district or
    regional superintendent or his/her representative
    by no later than the second Friday in June.

9
Nominating Committee Responsibilities
  • The Nominating Committee is responsible for
    conducting the nominations and election
  • process, this will include
  • canvassing the membership for all eligible
    candidates
  • determining and verifying the eligibility of all
    interested candidates
  • preparing and distributing notices (all notices
    should include a distribution date)
  • conducting all meetings that pertain to the
    nominations and election process
  • officially closing all nominations
  • notifying Principal of the date and time of the
    election two week before the second Wednesday in
    May (April 28th)
  • 7. preparing ballots
  • 8. ensuring that only eligible
    members receive a ballot for voting
  • 9. completing election by June 11th
  • 10. assisting with the tallying of
    election results
  • 11. reporting the results and ensuring
    that the election is certified by the Principal
    or his/her designee
  • 12. retaining ballots for six months or
    until a grievance has been determined, which
    ever period is longer

10
Eligibility
  • PA bylaws may not contain qualifications for
    holding PA office.
  • Members of the same family may not be prohibited
    from serving as officers, however, they may not
    serve as dual signatories. (See Section I.K.3.
    for fiscal restrictions.)
  • The following members are not eligible to serve
    as an elected officer of the PA
  • Community and Citywide District Education Council
    member(s) from the same district with a child in
    the school
  • staff member employed in the school (i.e.,
    teacher, Parent Coordinator)
  • These references are found in Chancellors
    Regulation A-660

11
Meeting Notices
  • Written notices soliciting recommendations must
    be widely distributed to the membership.
  • Notices should be translated in the languages
    spoken by parents in the school.
  • Notices must be distributed to membership at
    least 10 calendar days before a meeting.
  • Notices should indicate the PA officer vacancies
    and briefly describe the roles and
    responsibilities
  • Notices should include the distribution date.

12
Campaign Limitations, Use of Facilities and
Information Distribution
  • No school facilities or supplies may be used on
    behalf of or in support of any candidate or of
    candidates. The following activities are
    prohibited (CR A-130)
  • use of school equipment or supplies to reproduce
    or distribute campaign materials (flyers,
    announcements, biographies, etc.)
  • posting or distribution of campaign materials on
    school premises

13
Preparing for the Election
  • Following the official close of nominations
  • Prepare and distribute reminder notices which
    include the names of candidates listed
    alphabetically by surname under each office(s)
    for which they were nominated.
  • Reminder notices should include date of
    distribution and must provide at least a 10
    calendar day notice to membership.
  • Notice should also indicate location of the
    election and time for voting (i.e., Voting will
    take place in the auditorium from 600p.m. -
    800p.m.)

14
Preparing for Election, continued
  • Prepare ballot box (must be secured by Nominating
    Committee prior to the election)
  • Prepare ballots - include instructions for
    voting.
  • Determine voter eligibility and distribute
    ballots. (voter eligibility is usually determined
    by student class roster)
  • Meeting notice shall inform members if candidates
    will make statements prior to the election.
    (candidate statements average one to two minutes)
  • When voting period ends, request volunteers from
    audience (excluding any candidates) to assist
    members of the Nominating Committee with the
    official count and reporting of results.
  • Note Contents of box should be verified

15
The Nominating Committee Will Need
  • Two sign-in sheets (one for attendance, one for
    eligible voters/ballot distribution) and a ballot
    box
  • A school staff member to access student class
    rosters to determine voter eligibility prior to
    ballot distribution.
  • A black board or an easel and newsprint to
    officially record the count in the presence of
    the voting members, immediately following the
    election.
  • Volunteers from the audience to assist with the
    count and review of ballots after the voting has
    been officially closed.
  • A safe place, on school premises, to secure
    original copies of all election documentation
    (attendance sheets, notices, ballots, official
    tally sheet, etc.).
  • To ensure that the election is certified by
    principal or his/her designee.

16
Troubleshooting Spring PA/PTA Elections
  • Troubleshooting Spring PA/PTA Elections
  • PA/PTA bylaws often require the nominations
    process to begin in February or March.
    Nominations are usually taken from the floor and
    then officially closed during the April meeting.
    If there are PA/PTAs in the district or region
    that have not begun this process, written
    notification should be sent to the Principal or
    PA/PTA by the Supervisor for Parent Support to
    determine reasons for the delay and/or the
    possible need for intervention and technical
    assistance by the Parent Regional Team and the
    District/Region Presidents Council..

17
Ballots
  • Written ballots are required when more than one
    candidate is nominated for any office (contested
    election).
  • All candidates must be listed on ballots in
    alphabetical order, by surname, under each office
    for which they were nominated. To the extent
    possible, ballots should contain instructions in
    the language(s) spoken by parents in the school.
  • In uncontested elections no ballots are needed.
    Members may vote by show of hands or by
    acclamation to accept the slate of incoming
    officers.

18
Ceased to Function
  • Parent Associations/Parent-Teacher Associations
    cease to function when
  • They fail to conduct the business of their
    organization in accordance with CR A-660 and
    their bylaws.
  • They fail to hold their spring election by June
    30th. (Principal must convene parents for the
    purpose of holding an expedited election by
    October 15th).
  • Vacancies occur in the mandatory officer
    positions of President, Secretary and Treasurer
    (PA/PTA bylaws must contain language that
    describes a special election process or a process
    for filling these vacancies by succession).

19
Expedited PA Nominations and Election
  • If a PA/PTA has ceased to function for failure to
    conduct spring election, the Principal shall be
    responsible for activating the PA/PTA by October
    15th. An expedited nominations and election
    process shall be used with the following minimum
    requirements
  • The Principal shall request the assistance of the
    Regional and/or District Superintendent's office
    and the appropriate Presidents Council to help
    conduct the meeting.
  • The Principal is responsible for distributing a
    notice to convene the meeting (with a minimum of
    ten calendar days notice to parents) at which
    time nominations of eligible candidates shall be
    requested and then officially closed. Elections
    will be held immediately following the close of
    nominations.
  • In the event that PA vacancies occur in the
    mandatory officer positions of President,
    Secretary and Treasurer, the PA must fill these
    vacancies through succession of by a special
    expedited election process.

20
Alternate Methods for Selection of CDEC, CCSE or
CCHS Selectors
  • If a school does not have a functioning PA in
    place sixty (60) days before
  • the date set for a vote to select the members of
    the CDEC, CCSE or CCHS,
  • the parent members of the School Leadership Team
    (SLT) will serve as
  • the selectors.
  • If more than three parent members wish to serve
    as selectors, three parents will be selected
    through a random drawing to serve as selectors
    for that school. The Regional Parent Supervisor
    will conduct the drawing.
  • If there is no functioning SLT, or the SLT does
    not have three parent members to serve as the
    schools selectors, the Regional Parent
    Supervisor and a member of the District/Region
    Presidents Council will contact parents from a
    randomly ordered, computer generated list until
    three parents have been identified. Parents will
    be called in the order that their names appear on
    the list.

21
PA Officers Names, Home Addresses and Telephone
Numbers
  • The PA must maintain in their files a list of
    officers names with home addresses and telephone
    numbers. A copy of this list must be on file
    with the Principal.
  • The Principal must send the list to the
    appropriate Superintendent.
  • The Regional Superintendent must forward a copy
    of the list to the Office of Parent Engagement by
    June 30th.

22
PA/PTA Nominations/Election Quiz
  • 1. PA/PTAs are required to have a set of bylaws
    that prescribes how and when elections will be
    conducted.
  • 2. PAs can post flyers in their school to support
    PA officer candidates.
  • 3. PA/PTA President is responsible for conducting
    the election.
  • 4. If the PA cannot form a Nominating Committee,
    they cannot hold PA elections.
  • True False
  • True False
  • True False
  • True False

23
PA/PTA Nominations/Election Quiz
  • 5. PAs can hold PA elections without bylaws.
  • 6. PAs can adopt bylaws that do not conform with
    CR A-660.
  • 7. In order to vote in a PA/PTA election, you
    must be a parent, guardian or person in parental
    relation to a child or children currently
    attending the school.
  • True False
  • True False
  • True False

24
PA/PTA Nominations/Election Quiz
  • 8. Members who do not pay membership dues will
    not be eligible to vote or run for office.
  • 9. If there is no PA in place, the parents cannot
    participate as CDEC, CCSE or CCHE selectors.
  • 10. The PA/PTA may seek assistance in conducting
    an election from the appropriate Presidents
    Council.
  • True False
  • True False
  • True False

25
Resources
  1. Regional/District Presidents Council
  2. Regional Parent Support Team
  3. Office of Parent Engagement

26
Additional All About CR A-660 Topics
  • Additional All About Topics will include
  • Presidents Councils
  • Bylaws
  • Disciplinary Action
  • Corrective Action
  • Grievances

27
Inquiries
  • Additional inquiries regarding this and other
    All About presentations
  • may be addressed to
  • Office of Parent Engagement
  • New York City Department of Education
  • 49-51 Chambers Street
  • (212) 374-2323
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