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Nominations and Elections Nominations Process Responsibilities of the Nominating Committee How 2004-2005 CR A-660 Revis

OPE "All About" CR A-660 Series. 2. Introduction. In order to provide ongoing support and professional development to the Regional Parent Teams and in turn the school based parent coordinators, the Office of Parent Engagement (OPE) has developed an

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Nominations and Elections Nominations Process Responsibilities of the Nominating Committee How 2004-2005 CR A-660 Revis

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    1. OPE "All About" CR A-660 Series - Presentation # 3 1 PA/PTA Nominations and Elections Nominations and Elections Nominations Process Responsibilities of the Nominating Committee How 2004-2005 CR A-660 Revisions Will Impact PA/PTA Elections Ceased to Function Expedited Elections Alternate Process for Identifying CEC Selectors Reporting Requirements

    2. OPE "All About" CR A-660 Series 2

    3. OPE "All About" CR A-660 Series 3 Overview Introduction…………………………………………………………………………….Page 2 Overview……………………………………………………………………………….Page 3 Guidance Documents…………………………………………………….. ……………Page 4 How CR A-660 Revisions Will Impact PA/PTA Elections?………………………......Pages 5 - 6 Nominations Process……………………………………………………………………Page 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/PTA Elections………………….………………………....Page 16 Ballots…………………………………………………………………………………..Page 17 Ceased to Function…………………………………………………………………….. Page 18 Expedited PA Nominations and Elections……………………………………………...Page 19 Alternate Methods for Selecting CEC, CCSE and CCHS Selectors……………………Page 20 PA/PTA Officers’ Names, Home Addresses and Telephone Numbers…………………Page 21 Quiz……………………………………………………………………………….Pages 22 – 24 Resources………………………………………………………………………………..Page 25 More “All About” CR A-660 Topics……………………………………………………Page 26 Inquiries………………………………………………………………………………….Page 27

    4. OPE "All About" CR A-660 Series 4 Guidance Documents PA/PTA Bylaws with latest amendments Chancellor’s Regulation A-660 (CR A-660) Note: PA/PTA bylaws must conform to Chancellor’s Regulation A-660. A PA/PTA must have duly adopted bylaws in order to conduct any PA/PTA business, including elections and fund raisers.

    5. OPE "All About" CR A-660 Series 5 How 2004-2005 Revisions to CR A-660 Will Impact PA/PTA and PC Elections All parents (by birth and step-parents), legally appointed guardians, foster parents, persons in parental relation to children attending a school are now automatically members of the school’s PA/PTA. PA/PTAs can no longer include language in their bylaws that require qualifications for any PA office. PA/PTA bylaws must include language that allows one vote per member. If PA/PTAs 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 district’s or region’s 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. OPE "All About" CR A-660 Series 6 How 2004-2005 Revisions to CR A-660 Will Impact PA/PTA and PC Spring Elections The definition of “person in parental relation” has been expanded (parent or guardian may not issue a notarized letter to identify a person in parental relation). PA/PTA elections must be completed between the fourth Monday in May through the second Friday in June. PA/PTAs must develop an alternate process for selecting volunteers to conduct the nominations and election process, in the absence of a nominating committee. The principal must be notified by the PA/PTA of the date and time by May 1st of each school year. Principals must certify spring elections. Persons employed in the district or region may not serve as the school’s representative to the PC.

    7. OPE "All About" CR A-660 Series 7 Nominations Process The nominations process should be clearly defined in the PA/PTA’s 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 an alternate process for conducting PA/PTA nominations and elections.

    8. OPE "All About" CR A-660 Series 8 No Nominating Committee, No Problem In the event that a PA/PTA cannot form a nominating committee, OPE has provided sample language in the bylaws template (page 6) that outlines two alternate processes for conducting PA/PTA 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 Chancellor’s 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. OPE "All About" CR A-660 Series 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 by May 1st 7. preparing ballots 8. ensuring that only eligible members receive a ballot for voting 9. completing election by the second Friday in June 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. OPE "All About" CR A-660 Series 10 Eligibility PA/PTA bylaws may not contain qualifications for holding PA/PTA 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/PTA: 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 Chancellor’s Regulation A-660

    11. OPE "All About" CR A-660 Series 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/PTA officer vacancies and briefly describe the roles and responsibilities Notices should include the distribution date.

    12. OPE "All About" CR A-660 Series 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 Note that the school facility may be used to host a candidates’ forum, provided that all candidates are invited to present and all PA/PTA members have been informed in writing about the forum.

    13. OPE "All About" CR A-660 Series 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 6:00p.m. - 8:00p.m.)

    14. OPE "All About" CR A-660 Series 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. OPE "All About" CR A-660 Series 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. OPE "All About" CR A-660 Series 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 *May or June 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 Director for Parent Support to determine reasons for the delay and/or the possible need for intervention and technical assistance by the Regional Parent Support Team and the District/Region Presidents’ Council. * This is aligned with the new required timeline as outlined in CR A-660.

    17. OPE "All About" CR A-660 Series 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. OPE "All About" CR A-660 Series 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 and remain unfilled 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. OPE "All About" CR A-660 Series 19 Expedited PA/PTA 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/PTA vacancies occur in the mandatory officer positions of President, Secretary and Treasurer, the PA/PTA must fill these vacancies through succession or special expedited election process.

    20. OPE "All About" CR A-660 Series 20 Alternate Methods for Selection of CEC, CCSE or CCHS Selectors If a school does not have a functioning PA/PTA in place sixty (60) days before the date set for a vote to select the members of the CEC, 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 Director of Parent Support will conduct the drawing. If there is no functioning SLT, or the SLT does not have three parent members to serve as the school’s selectors, the Director of Parent Support 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. OPE "All About" CR A-660 Series 21 PA/PTA Officers’ Names, Home Addresses and Telephone Numbers The PA/PTA must maintain on file 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 of each school year. A copy of the list of PA/PTA officers’ names may be made available without personal contact information.

    22. OPE "All About" CR A-660 Series 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. PA/PTAs can post flyers in their school to support PA/PTA officer candidates. 3. PA/PTA President is responsible for conducting the election. 4. If the PA/PTA cannot form a Nominating Committee, they cannot hold PA/PTA elections. True False True False True False True False

    23. OPE "All About" CR A-660 Series 23 PA/PTA Nominations/Election Quiz 5. PA/PTAs can hold PA elections without bylaws. 6. PA/PTAs 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, foster parent or person in parental relation to a child or children currently attending the school. True False True False True False

    24. OPE "All About" CR A-660 Series 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/PTA 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. OPE "All About" CR A-660 Series 25 Resources Regional/District Presidents’ Council Regional Parent Support Team Chancellor’s Regulation A-660 Office of Parent Engagement

    26. OPE "All About" CR A-660 Series 26 Additional “All About” CR A-660 Topics Additional “All About” Topics include: Role of Presidents’ Councils Bylaws (CR A-660 Revisions) PA/PTA Fiscal Management and Responsibilities Disciplinary Action/Corrective Action Grievances

    27. OPE "All About" CR A-660 Series 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 Chambers Street – Room 503 (212) 374-2323

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