Due to the current extraordinary circumstances, all efforts to follow your bylaws should be made but understand that some exceptions may arise.
General membership meetings of your PTA should still be held even if school buildings have been closed. Important votes regarding new officers and next year’s budget usually happen at the end of the school year. Meetings can be held electronically – either using a video conferencing platform or conference call. There are free video conferencing platforms that allow limited time meetings. Please be aware of privacy and security policies. Conference calls can also be held using a service such as www.freeconferencecall.com
Whether a video conference or conference call remember to record in your meeting minutes the list of attendees.
If you need to change the date or time of a regularly scheduled PTA meeting, check your bylaws, ARTICLE XI: GENERAL MEMBERSHIP MEETINGS, to find out how many days’ written notice needs to be given to your members of that change. In that same article you can find how many days’ written notice needs to be given to call a special meeting of your membership (a meeting that was not previously scheduled). Remember, that quorum rules still apply in an electronic meeting.
Do your best to publicize your meeting and let members know the important topics to be addressed.
If you need further guidance, please email email@example.com
. New Mexico PTA has been consulting with a Registered Parliamentarian to better understand available options covered by bylaws.