I'm new to the board this year and I want to make sure that I'm doing things right. I see that some of you are having issues with information possibly being "taken" if people don't get re-elected.
We had a past President step down and didn't really leave information for us and we are rebuilding our files. As Secretary I am making copies of everything and keeping them in a seperate folder that we can keep in the PTSA's office in case I miss a meeting, or someone needs to look something up or we need a back up etc.
I also keep duplicates of fundraising information and things like that electronically. Am I going overboard? I want to make sure that the transition for the people that take over after I am gone have a smoother one than I have had when it comes to paperwork.
Jaden- do your by laws specify that any member can vote ? Did they have to be present at so many meetings to vote ? If so, those need to be followed.
Does she have to notify the school ? Again, the by laws should be followed, but I really feel it's of poor character not to notify everyone of the upcoming elections.
As far as her keeping the contact info- I got nothing from the previous President in writing, though she is very helpful through e-mail. I've also spoken to another previous board member and she pointed out that all the information should also be with the Treasurer (i.e payments to vendors/companies) so perhaps you could try them ?
I don't feel that it's right to keep all the information, but again, back to the by laws, does she *have* to pass it on ? I guess that all depends on your regulations. (it may get tricky, as she may consider it personal information/property, but anything gathered for the use of the PTO in theory should belong to the PTO and therefore be passed on)
There is an individual who is a member of a tourism board and also serves on a city council. This person voted to remove an employee as a council member but WITHOUT notifying the tourism board of his actions. (There are also questions regarding the legality of how the city council handled their vote as well) Isn't this a conflict of interest? Shouldn't the person have resigned from one of the positions since he would be involved in both sides of a governing group? All my experience and training for professional boards never ever permitted this.
I AM HAVING THE SAME PROBLEM. THE PRESIDENT ON OUR BOARD ISN'T THE MOST POPULAR BUT SHE DOES NOT PLAN ON TELLING THE ENTIRE SCHOOL THAT WE ARE HAVING ELECTIONS COMING UP FOR A NEW EXECUTIVE BOARD. I WAS WONDERING SINCE IT IS NOT STATED ANYWHERE IN OUR BYLAWS THAT WE HAVE TO INFORM THE SCHOOL BUT SHOULDN'T WE EVEN IF THEY AREN'T "PAID" MEMBERS IN OUR PTO BY LAWS IT DOES NOT STATE WHEN A "MEMBER MUST HAVE PAID THEIR DUES" SO AT ANYTIME ANYONE CAN BECOME A MEMBER TO THEN VOTE. SO DO WE HAVE TO TELL THE WHOLE SCHOOL OR JUST THE MEMBERS OF THE BOARD?
ALSO SHE HAS STATED THAT IF SHE IS NOT RE ELECTED AS PRESIDENT THEN SHE IS TAKING ALL OF HER "CONTACT INFO." SHE HAS AND HAS COLLECTED THIS YEAR IS SHE ABLE TO DO THAT? SHOULD ALL INFORMATION OBTAINED FOR THE PTO BE LEFT WITH THE PTO RE: FUNDRAISERS THAT WERE HELD?
Email voting is an abridge of the fundamental rights of a member. Those rights are: to be present when a vote takes place and to have a secret vote. The ability to simultaneously hear and speak to a motion (ie-debate, amend, table, refer etc) is not possible with an email vote.
Allowing email voting must be written into your bylaws. Consider using it for emergencies only and for items of business that are not controversial and require no amending. Make sure that your standing rules cover 1) how you will contact voters, the time limit imposed for them to respond, and how you will record the vote in your minutes when you meet again at a regular meeting.
