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Parliamentarian

Parliamentary Procedure

GPS for Meetings

Parliamentary law is an orderly set of rules for conducting meetings of organized groups for the purpose of accomplishing their goals fairly. Principles of parliamentary law are:

  • Justice and courtesy to all
  • Rights of the minority protected;
  • Rule of the majority reflected
  • Partiality to none
  • Consideration of one subject at a time.
  • Robert’s Rules of Order, Newly Revised, is the parliamentary text that governs the PTA where the PTA bylaws do not apply. The California State PTA Bylaws and Bylaws for Local PTA/PTSA Units always take precedence over Robert’s Rules of Order.

A parliamentarian can assist the president when questions of procedure arise. If a parliamentarian is not appointed and ratified, the president should appoint one (pro tem) for each meeting to assist the president in conducting an orderly meeting.

GOING THROUGH MOTIONS

Terminology

  • Bylaws – The bylaws are specific rules that govern a unit, council or district. They are the “Articles of Organization”. They may not be set aside, waived or suspended, even by a unanimous vote. Upon discovery of such action, the action may be declared null and void.  All PTA bylaws have specified sections in common. Any change in bylaws requires a review by the state Parliamentarian, followed by a 30-day written notice and a two-thirds (2/3) vote of the membership.
  • Chair – The presiding officer
  • Majority vote – More than one-half (1/2) of votes cast
  • Motion – A formal proposal made to bring a subject before an assembly for discussion and vote
  • Quorum – The number of members that must be present at a meeting, as set forth in the bylaws, in order legally to conduct business
  • Standing Rules – Rules outlining procedures of the organization that are not included in the bylaws and that do not restate or conflict with the bylaws. They may be amended at any time by a two-thirds (2/3) vote or, if written notice has been given, by a majority vote.

8 Steps to Making a Motion

A motion to take action is introduced by a member, seconded, discussed and is voted upon. Only those who have been members for at least 30 days are allowed to make motions, discuss and vote. The eight steps to making a motion are:

  1. Member stands and waits to be recognized.
  2. Chair recognizes the member.
  3. The member presents the motion by stating, “I move…” (The secretary records the exact wording of the motion once there is a second.)
  4. Another member seconds the motion. This shows that more than one person is interested in bringing the business before the group for discussion. (If there is no second, there is no motion and nothing is recorded in the minutes.)
  5. The chair restates the motion. This ensures all members understand what is to be discussed.
  6. Discussion is held on the motion. During discussion, all members participate fully, but not until they have been recognized by the chair.
  7. The chair puts the motion to a vote by stating, “All those in favor say ‘aye.’” (Pause for vote) “Those opposed say ‘no.’ (The chair may restate the motion before taking the vote.)
  8. The chair announces the result of the vote to assure all members know whether the motion was adopted or defeated.

Learn More

Bylaws vs. Standing Rules

Bylaws

The only official set of PTA bylaws for any PTA is an original approved current set of bylaws, signed and dated by the state parliamentarian, PTA president and secretary, and on file with the unit PTA secretary.

A copy of the association’s Bylaws for the Local PTA/PTSA Units must be made available to any association member upon request. A copy should be provided to all officers and board members. Each executive board member is responsible for making a thorough study of them.

If you need a current copy of  approved bylaws contact your council first for assistance.

Standing Rules

Standing rules outline the procedures of the organization that are not included in the bylaws and must not conflict with the bylaws or the California State PTA Toolkit. They may be changed or amended without notice with a two-thirds (2/3rd) majority vote of the association, or a majority vote with thirty (30) days’ notice.

Some of the differences between standing rules and bylaws are:

  • Bylaws state when the meetings of the association are held.
  • Standing rules tell where and what time association meetings are held, and when executive board meetings are held.
  • Bylaws give the primary responsibilities of officers and chairmen.
  • Standing rules give the specifics.

If the bylaws state that the first vice president is responsible for programs, the standing rules would list the various special committee chairmen who work under that vice president, such as Founders Day, Honorary Service Awards, etc. The bylaws describe the authority of committees. Standing rules indicate which committees are standing committees whose chairmen are voting members of the executive board and which committees are special committees, whose chairmen do not have executive board voting privileges and to which executive board member they report.

If the organization has supplies or equipment, the standing rules would state who is responsible for them and where they would be kept. They might also list details of the installation of officers, and who has responsibility for securing the past president’s pin.

Did You Know?

  • California State PTA does not provide bylaws to units, councils, districts electronically.
  • Unit, council or district bylaws should NOT be scanned or posted on any publically-accessible website.
  • Bylaws always include officer signatures, which must be protected from inappropriate use.
  • Bylaws should be reviewed annually, and updated every five years by the bylaws committee of the association, chaired by the parliamentarian.
  • See CAPTA.org for much more information on bylaws

How to Update Unit Bylaws

[2026]

[2025]

STEP 1

President – Appoints bylaws committee, chaired by parliamentarian

STEP 2

Parliamentarian – Sets meeting date for bylaws committee

  • Review your current Bylaws prior to meeting
  • Provide copies of current Bylaws for each bylaws committee member

STEP 3

Bylaws Committee – Reviews current Bylaws to see if any changes are necessary and lists proposed amendments, including article, section and page number

STEP 4

Parliamentarian – Complete a blank fillable bylaws PDF with proposed changes.

STEP 5

Executive Board – Parliamentarian presents updated Bylaws with proposed amendments at board meeting or recommends no changes.

  • Board votes to approve
  • Secretary records outcome in Minutes

STEP 6

Parliamentarian – Prints 3 double-sided copies of updated Bylaws, 4 blank Signature Pages & fills out the bylaws submittal form listing proposed amendments on page 2.

  • Send all copies to your council

STEP 7

Bylaws returned – The California State PTA parliamentarian returns signed bylaws to the unit through district and council PTA channels.

STEP 8

Association Meeting – At an association meeting adopt the amendments to the bylaws.

  • Members must be notified of the meeting at least thirty (30) days in advance and a list of the proposed amendments must be included with the notice.
  • A two-thirds (2/3) vote of the association membership is required to adopt the amendments.

STEP 8

President & Secretary – After the association adopts the amendments, the president and secretary sign and date the master copy of the bylaws and the extra signature pages.

  • Two signed signature pages are returned: one – to the council parliamentarian, and one – to the district PTA parliamentarian, to update their file copy.

Nominations and Elections

The purpose of the nominating committee is to recognize and seek qualified nominees for the elected leadership of the PTA. The members of the committee, therefore, have a tremendous influence on the future of the PTA and should be selected carefully.

Nominating Committee Basics

The nominating committee is the only PTA committee that is not appointed by the president. This committee is elected by the membership at least two months prior to the election of officers. Determining when to elect the committee and how many people to elect is outlined in your unit bylaws. Don’t forget to elect alternates, in the event an elected committee member cannot attend a committee meeting. Most units should be electing the nominating committee no later than January or February for the election of officers in March or early April. The committee needs a balance of newer and more experienced PTA members, all of whom should be knowledgeable about PTA and who are:

  • Aware of qualified potential nominees
  • Familiar with the eligibility requirements and the qualifications necessary for the offices to be filled
  • Willing and able to devote adequate time to the responsibilities involved and maintain confidentiality.

Don’t overlook student and teacher members. The election of the nominating committee should not be a popularity contest based on willingness to serve nor should it consist of the PTA executive board. The PTA president never serves on the committee, and the parliamentarian serves only when elected to serve. The principal may be elected, but should at least be an advisor to the group. No person may serve on the committee for two consecutive years. Be sure to elect your nominating committee wisely!

COMMITTEE CHECKLIST

COMMITTEE REPORT

Additional Sample Documents:

Qualities of Nominating Committee Members

Nominating committee members should be:

  • Elected on merit and ability.
  • Willing to devote adequate time to the responsibilities involved.
  • Knowledgeable regarding the eligibility requirements and the qualifications necessary for the offices to be filled as well as the responsibility of each office.
  • Aware of the qualifications and abilities of potential nominees.
  • Able to give objective consideration to nominees.
  • Able to use sound judgment and skill in evaluating nominees.
  • Tactful, discreet with integrity.
  • Able to keep all deliberations confidential.

Do’s & Dont’s

DO: Study carefully the qualifications of members before presenting the name as a nominee.

DON’T: Submit a member’s name as a nominee because they are a friend of yours.

DO: Check the membership list to be sure nominee is a member of the organization.

DON’T: Nominate a person with the thought that it is a good way to get them to join the PTA.

DO: Remember that committee DISCUSSION is left in the meeting room.

DON’T: Repeat what was said in the committee meeting to anyone.

DO: See that the report of the nominating committee is publicized through the proper channels.

DON’T: Report the results of the nominating committee until it has been publicized through the proper channels.

DO: Accept an office yourself if you are sincerely interested in the purpose of the organization.

DON’T: Accept the office if you are only interested in having your name in the yearbook.

PTA Elections

PTA elections are held at the annual meeting no later than the second week of April. The board-elect then has time to plan for the next term, to attend the annual convention and local training workshops, to prepare programs and budgets and to identify committee chair before assuming office. Review Article V of your  bylaws to determine the month your elections are held. Provide notice of the:

  • Election meeting to members in writing at least 30 days prior to the meeting
  • Proposed slate to members in writing at least 28 days prior to the meeting.

Members are eligible to vote if they’ve been members for 30 days. The secretary uses latest membership list to confirm members’ credentials. When a membership list is not available, all attendees at the election meeting are eligible to vote. It is essential to follow the bylaws requirements for nominee and officer qualifications, election and slate notice requirements, nominations from the floor, election and parliamentary procedures.

The election procedure

The current president conducts the election at the annual meeting after the:

  • Parliamentarian reads the bylaws sections pertaining to elections and the
  • Nominating committee chair reads the slate.

The opportunity to nominate candidates from the floor must be provided to members. If the PTA is incorporated, nomination by petition is also required. The election is conducted by:

  • Voice vote, when there is but one candidate or the chair may say, “These named candidates are elected by affirmation.”
  • Ballot vote, when there are two or more candidates. The president appoints a teller committee to assist with the ballot election.

A majority vote elects. Candidates must receive fifty percent plus one vote to be elected. With few exceptions, a challenge to election procedures or outcome must occur at the election meeting. An election must be declared “null and void” whenever it is discovered the individual elected did not meet the qualifications for office as stated in the bylaws. For example, an individual who has already served two consecutive terms in the same position IS NOT QUALIFIED for election to an additional term in the same position. For assistance contact the district PTA, and refer to the California State PTA Toolkit.

Officer Transition

The smooth transition of outgoing and incoming board members and officers is of vital importance and can determine your PTA’s leadership success for years to come. The transition process is the responsibility of both incoming and outgoing officers and board members. It gives closure to those leaving their positions and allows those coming in to be properly prepared. A good process of transition provides an opportunity for outgoing members to evaluate their work and efforts while giving suggestions to new board members on what they wish they had done differently.

OFFICER TRANSITION

ADDITIONAL RESOURCES

Parliamentarian Forms

Important Dates

  • By January
    Nominating Committee (NomCom) Election
  • By February
    Post NomCom Report (Slate) Publicly
  • By March
    Election of Officers

These are typical dates. Always review bylaws for your specific timelines.