Bylaws
(updated through March 2008)
PARENT TEACHER ASSOCIATION
AMERICAN INTERNATIONAL SCHOOL/DHAKA BY-LAWS
I. Purpose and Scope In accordance with Article V of the Constitution, the Executive Committee hereby establishes the following By-laws concerning the administration of the PTA. These By-laws are intended to further the objectives stated in the Constitution. They shall be binding upon all members.
II. Executive Committee
1. The PTA will be governed by a twelve member Executive Committee, four of whom will serve as officers. The officers shall be the President, Vice-President, Secretary, and Treasurer.
2. The officers of the Executive Committee shall be elected by the majority of members present and voting at the regular April meeting of the PTA. The President of the PTA will appoint a Nominating Committee at the regular March meeting of the PTA. The Nominating Committee will consist of three members, none of whom is seeking a position as an officer of the PTA. The Nominating Committee will prepare a list of nominations to be publicized at least two weeks before the election. Nominations for officers will also be accepted from the floor during the April meeting.
3. Officers will be elected for the term of one year.
4. The remaining eight members of the Executive Committee shall be selected from those members volunteering to serve in that capacity with the provision that no more than three shall be full-time teachers in the school. The selection shall be made from a list drawn up by the Nominating Committee in the course of their efforts to get nominees to stand for officers and from those volunteering at the April meeting. The selection shall be made at the April meeting by the outgoing and incoming officers and by the members of the outgoing Executive Committee.
5. Should a vacancy occur on the Executive Committee, the Committee shall fill the vacancy by co-opting a PTA member. A simple majority vote by Executive Committee members shall decide the identity of a new Executive Committee member. Should a vacancy occur among the officers, the vacancy should be filled from the ranks of the Executive Committee, again by majority vote, with the exception of the office of President. In the event the Presidency is vacated, the Vice-President will assume the office, as stated below. If no Executive Committee member is willing to assume the vacated office, a member may be co-opted from outside the Committee.
III. Duties of Officers
1. The President shall preside at PTA meetings, appoint committee chairs and maintain appropriate coordination with the School Board and Superintendent in the furtherance of the purposes and principles of the PTA. The President shall prepare an agenda for all meetings of the PTA and shall ensure that meeting times, location and agenda are publicized in the weekly school bulletin. The President shall also be a signatory on the bank account of the PTA.
2. The Vice-President shall assist the President and shall act for the President when the latter is unable to perform his/her duties. The Vice-President will assume the office of President should the Presidency be vacated for any reason during the term of office. The Vice-President shall also be a signatory on the PTA bank account.
3. The Treasurer shall supervise the maintenance of financial records, banking arrangements, and the custody and control of all funds and shall examine and approve all disbursements. The Treasurer shall prepare a report on the financial state of the PTA to be delivered at each regular meeting of the Association. The treasurer shall also make recommendations for the improvement or protection of the Association’s finances.
4. The Secretary will be responsible for the custody of all current and archival records of the Executive Committee, except current financial records. Archival records are to be house at the School in the Superintendent’s office. The Secretary will prepare official minutes of all meetings.
5. All remaining members of the Executive Committee shall be available for such duties as the officers may reasonably request and shall be expected to participate fully in the Committee’s deliberations. Executive Committee members may serve as Committee Chairman should they so desire, but Committee Chairs need not be drawn exclusively from the ranks of the Executive Committee.
IV. Committees Committees shall be created by the Executive Committee as may be required to promote the purposes of the PTA. Committee chairs shall be appointed by the President; their term of office shall be one year. Committee chairs may then co-opt members of their choice to serve on their committees.
V. Meetings
1. The Executive Committee shall meet monthly, with the exception of the month of December, preferably on the third Monday of the month. The meetings shall be open to all members of the PTA. The meeting day may be changed annually as suits the membership with the proviso that PTA meetings should not occur on the same day or in the same week as School Board meetings.
2. A full PTA meeting shall be called in April which will incorporate the annual election of officers and selection of the Executive Committee. The date of this meeting should not conflict in any way with the date of the Parents’ Association meeting.
3. The incoming and outgoing Executive Committees shall meet together in June to ensure the smooth transition of responsibilities prior to the beginning of the next academic year.
4. A quorum of 50% of the Committee will be required for meetings to be held unless a majority of those Committee members present vote to overrule the 50% requisite.
VI. Disbursement of Funds Funding proposals should be made in writing to any member of the Executive Committee. Expenditures of 500 taka or more require the approval of a majority of the Executive Committee. Expenditures of less than 500 taka may be approved by the President and Treasurer acting together.
VII. Amendments These By-laws may be amended by a two-thirds majority vote of the members present at any regular monthly meeting. The PTA membership must be advised of proposed changes to the By-laws at least two weeks in advance of the meeting at which the vote is to be taken. Any PTA member may propose revisions to the By-laws, but must do so in writing to the Secretary or to the President.
