Board Term of Office

Board terms are one year per the Willard PTA bylaws. Individuals may serve two consecutive terms in the same position. The current term for Willard PTA Board members is July 1, 2009 through June 30th, 2010.

Contact Us

You may email the board group address to reach the entire group. board@willard-pta.org

More Information

The board uses a Central Desktop to communicate and post board-related document such as minutes of board meetings. You may view all public documents online at willard.centraldesktop.com/pta.

Bylaws

The bylaws were revised prior to the current board's term and are still pending review by the California State PTA.

There is nothing expected to prevent them from being approved, and they are being used as provisional bylaws in the mean time. You may review pdf copies of both the former and provisional bylaws online as pdfs.

Bylaws Excerpt Pertaining to Nominating Committee

Note that the following excerpt was created for quick reference only. It was generated from a copy of the original using automated optical character recognition (OCR), and should not be considered authoritative. Please refer to the original document for any clarification.

ARTICLE V - OFFICERS AND THEIR ELECTION

SECTION 3
*** a. Nominations for office shall be made by a nominating committee which shall be elected by the association.
b. The nominating committee shall be elected at least two months prior to the annual election meeting. The committee shall serve until the annual election meeting.
c. The nominating committee shall be composed of five (5) members, with three (3) alternates, all of whom shall be members of this association. The principal of the school, or a faculty representative appointed by the principal, if not an elected member of the committee, shall serve in an advisory capacity. The president shall not serve ex officio or be elected to the nominating committee. The committee shall elect its own chairman.
d. No member shall serve on the nominating committee for two (2) consecutive years. (See Electing the Nominating Committee (2.2.1), PTA Management Section, California State PTA Toolkit.)
e. immediately upon its election the parliamentarian shall meet with the nominating committee to set the date of its first meeting. (See Article VI, Section 10.)
f. Alternates shall not attend meetings unless an elected member cannot be present at the first meeting.In that event,the alternate becomes the permanent member, replacing the elected member until such time as the committee is discharged of its duties (at the time of election).
g.The report of the nominating committee shall be submitted to the membership at least thirty (30) days prior to the annual election meeting . At the annual election meeting in May additional nominations must be called for from the floor.

Bylaws Excerpt Pertaining to Duties of Officers

Note that the following excerpt was created for quick reference only. It was generated from a copy of the original using automated optical character recognition (OCR), and should not be considered authoritative. Please refer to the original document for any clarification.

ARTICLE VI - DUTIES OF OFFICERS

SECTION 1
The president shall: 
a. Coordinate the work of officers and committees of the association in order that the purposes may be promoted. 
b. Preside at all meetings of the association and the executive board. 
c. Be a member ex officio of all committees except the nominating committee. 
d. Appoint the parliamentarian, the chairmen and members of committees, subject to the ratification of the executive board. 
e. Prepare the list of association officers and chairmen required for directory data and submit through channels as directed by council. The deadline for directory data ts council is May 1. 
f. Sign all authorizations for payment as required by the executive board or association. (See Check Request System: Payment Authorization (5.3.7), Finance Section, California State PTA Toolkit.) 
g. Be responsible for preparing the association annual report required by the Califomia State PTA. 
h. Be the official representative of the association at council and disfrct meetings. 
i. Have all newsletters, flyers and/or notices approved by the principal, prior to distribution. 
j. Have all contracts and/or legally binding documents approved by the association, prior to signing a contract along with another elected officer. (See General Operating lnformation (5.5.1), Finance Section, California State PTA Toolkit.) 
k. Be authorized to sign checks, and not be related by blood or marriage or reside in the same household as the other authorized signers for the association's financial accounts. 
l. Perform such other duties as may be prescribed in these bylaws or assigned by the association.


SECTION 2
The additional vice presidents shall act as aides to the president and executive vice president and shall in their designated order, perform the duties of the president in the absence or disability of that officer to act. 
Thefirst vice president shall serve as Program Chair
The second vice president shall serve as Publications Coordinator
The third vice president shall serve as Membership [Officer]
Thefourth vice president shall serve as Ways and Means [Officer]
Thefifth vice president shall serve as Hospitality [Officer]
The sixth vice president shall serve as Health and Safety [Officer]
The seventh vice president shall serve as Room Representative Coordinator
[Additional duties of each vice president shall be placed in the Standing Rules.]

SECTION 3
The recording secretary shall: 
a. Keep an accurate record of the proceedings of all meetings of the association and the executive board in a bound book which is the legal iecord of this association. 
b. Be prepared to refer to minutes of previous meetings. 
c. Prepare a list of all unfinished business for the use of the president. 
d. Prepare an!, wlth the president, sign all authorizations for payment authorizing the expendinue of funds following_approval by the association or executive board in accordance with these bylaws. (See Check Request System: Payment Authorization (5.3.7j, Finance Section, California State pTA Toolkit.) 
e. Record all expenditures in the minutes 
f. Keep a curent list of the paid members of the association provided by the membership chainnan. 
g. Keep a current signed original set of the bylaws and standing rules. 
h. Perform such other duties as may be delegated to the secretary. 

SECTION 4
The trearsurer shall: 
***a. Keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the association, including specifically, the number of members, the dues collected from the members and the amount of dues remitted through channels to the California State PTA. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the Califomia State PTA. 
b. Chair the budget committee and prepare tle budget for adoption by the association. (See The Budget (5.2), and Sample Financial Calendar of Activities (5.1.4), Finance Section, California State PTdToolkit ) Forward two (2) copies of the adopted budget to Pasadena council.
c. Contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office (see g below). 
d. Receive all monies from the financial secretary for the association, giving a receipt therefore, and deposit immediately in the name of the association in a bank approved by the executive board. 
e. Receive and retain a copy of the deposit slip for any deposit made. 
f. Pay all bills as authorized by the executive board or the association and on receipt of authorization for payment signed by the recording secretary and the president (See Check Request System: Payment Authorization (5.3.7), Finance Section, California State PTA Toolkit.) 
***g. Secure two siguatures on all checks. Any two of the following are authorized to sign: president, teasurer and first vice president [elected officer other than the secretary, auditor or signer of authorizations for payment]. The authorized signers shall not be related by blood or maniage or reside in the same household. (See Checking Account (5.3.6), Finance Section, California State PTA Toolkit.) 
***h. Individuals counting cash./checks shall not be related by blood, marriage or reside in the same household. 
i. Keep an accurate record of receipts and disbursements in a ledger which is a permanent record of this association. All other financial records must be retained for seven years includine the current year. 
j. Keep the membership informed of expenditures as they relate to the budget adopted by the association. 
k. Remit all council, district, State and National portions of per capita dues monthly to the financial officer of the council. 
l. Present a teasurer's report at every meeting of the association and the executive board and at other times when requested by the association. (See Financial Officers' Reports (5.1.7), Finance Section, California State PTA Toolkit.) 
m. Be responsible for filling out and fonvarding all necessary report fonns required by the Califomia State PTA for insurance, and for filing all tax returns and other forrrs required by govemment agencies. This includes employee reporting forms, if this association pays employees; and independent conhactor reporting forrns, if this association hires independent contraclgr(s). Forward two (2) copies of all government filings to Pasadena Council. 
n. Make an annual financial report to the association which includes gross receipts and for the year. Forward two (2) copies of the annual financial report to Pasadena Council
(See Article XIV - FISCAL YEAR AND IDENTIFICATION NUMBER) 
NOTE: The dishonesty bonding insurance may require additional rules to foliow. 

SECTION 5 
[Where there is no financial secretary lineout Section [5] and renumber subsequent sections.] 
The financial secretary shall: 
a. Give a receipt for all monies received for the association and remit at once to the treasurer or deposit in a bank approved by the executive board and give a copy of the deposit slip to the treasurer. 
b. Prepare all authorizations for payment as required by the executive board or the association. (See Check Request System: Payment Authorization (5.3.7), Finance Section , California State PTA Toolkit.) 
c. Keep an accurate record of all receipts and authorizations for payment for filing with the treasurer's financial records for the association. 
d. Present a monthly report at every meeting of the association and the executive board and at other times wheu requested by the association. (See Financial Officers' Reports (5. L7), Finance Section, California State PTA Toolkit.) 
e. Make an amual report to the association. (See Financial Officers' Reports (5.1.7), Finance Section, California State PTA Toolkit.) 
f. Perforrn such other duties as may be delegated to the financial secretary. 

SECTION 5
The auditor shall: 
***a. Audit the books and financial records of the association semiannuallv. 
b. Prepare a midyear audit to be completed in January. The year-end audit shall be completed in July. A third audit should be completed in August. (NOTE: The audit at the end of the term is performed by the outgoing auditor. See Financial Officers' Reports (5.1.7), Finance Section, California State PTA Toolkit.) 
c. Present a written report to the executive board at the March, September and October meetings. 
d. Present a written report for adoption by the association at the March, October and November meetings (must agree with months stated in Article VII, Section 1).
e. Audit the books upon resignation of the treasurer, financial secretary or any check signer and at any time deemed necessary. 
f. Not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. 
g. Be responsible for veri$ing on the Audit Report Form that all necessary report forms required by the California State PTA for inswance, and tax retums and other forms required by state and federal government agencies have been completed and filed by the due date.  
***h. Forward two (2) copies of the adopted semiannual audits to the Pasadena Council

SECTION 6
The historian shall: 
a. Assemble and preserve a record of the activities, achievements and volunteer hours of the association. 
b. Act as custodian of records and other materials pertinent to the history of the association. 
c. Assist the president with the preparation of the association's annual report required by the California State PTA. 

SECTION 7
The parliamentarian shall: 
a. Attend all meetings of the association and of the executive board and give necessary advice in parliamentary procedure when requested
b. Call the first meeting of the nominating committee, conduct election of a chairman and give instructions in procedure, and may be contacted for additional information, if needed; and shall attend meetings of the nominating committee only if elected to serve as a member of the comnittee. 
c. Chair the bylaws committee and review bylaws and standing rules annually. (See Changing Bylaws (2.4.I), PTA Management Section, California State PTA Toolkit.) 
d. Be entitled to all rights and privileges of membership including the right to make motions, debate and vote. 

SECTION 8
Two copies of officers' reports shall be compiled annually by all officers and filed in the procedure book for the incoming officer, and filed with the president.

SECTION 9
(Consult with the council and distictPTA prior to beginning this process.) 
When an officer fails to affend three consecutive meetings without adequate excuse or when an offrcer is not fulfilling the responsibilities of the office as prescribed in the bylaws or standing rules, or engages in conduct which the executive board detennines to be injurious to the organization or its pu{poses, the executive board may by a two-thirds (2/3) affinnative vote, take such action as it determines appropriate, which may include asking for the resignation of the officer. If removing the officer from office is a consideration, the executive board must make a fomral request tbrough channels to the council and district PTA for assistance in determining whether a hearing should be conducted to remove the officer from office before proceeding with any action. The counciVdistrict PTA hearing panel following a two-thirds (2/3) affinnative vote, may recom:nend that the executive board meet and remove the officer from offtce 

Notice Procedures Concerning Removal: Following the two-thirds (2/3) affirmative vote by the council PTA hearing panel recommending that the officer be removed from office: 1) The offrcer must be given fifteen (15) days' written notice of the hearing by the executive board to remove the officer from office; 2) The written notice shall contain the reasons for the proposed removal, and shall be mailed by certified mail, return receipt requested, to the last address of the officer shown on the association's records; 3) At the hearing, the offrcer must be given an opportunity to address the executive board, either orally or in writing; 4) If the hearing panel recommends removal from office, the executive board shall convene not less than five (5) days following the hearing and vote whether the ofFrcer will be removed from office; 5) A two-thirds (2/3) vote of the executive board shall be sufficient to remove the officer from office; 6) The removal vote shall be recorded in the executive board minutes and shall speciff the number of members voting in favor of and against such removal; 7) The council PTA shall be notified in writing of the action taken by the executive board. 


SECTION 10
All officers shall perform the duties prescribed in the current edition of ROBERT'S RULES OF ORDER NEWLY REVISED in addition to those outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation or termination, each officer shall turn over to the president, without delay, all records, books and other material pertaining to the office and sball return to the heasurer, without delay, all fi.rnds belonging to the association.