MARCH 23, 2020
MEMO: Kentucky State PTA Guidelines During the Coronavirus Pandemic
TO: Kentucky PTA Unit, District PTA Leaders
FROM: President Heather Wampler
We know that many of you have concerns about how to conduct PTA/PTSA meetings given the recent COVID-19 coronavirus outbreak. At Kentucky State PTA (KY PTA), we appreciate your concern about keeping all of our PTA/PTSA families and members safe during this time. As we continue to monitor the situation, we have been asked what guidance we can provide regarding PTA/PTSA meetings and events.
Guidance on Executive Board/Board of Manager/Committee Meetings
Our bylaws allow for Executive Board/Board of Manager/Committee meetings to be held via telephone or video conferencing as long as all of the members are able to hear each other. If a member cannot hear or be heard then that meeting could be sanctioned invalid.
Guidance on Association General Meetings
All local unit PTA/PTSAs in Kentucky should not hold an in-person General PTA/PTSA meeting or PTA/PTSA event while your school district is closed. We understand that you may not meet your quota of General Meetings for the year, however you should have had the majority of your meetings by this point.
Spending
Please pay any outstanding bills that are due or past due. At this time with school not being in session we ask that you hold off on any spending for the remainder of the time that school districts are being closed. IF you need to make a purchase please make sure it is in your budget and had previously been approved by your General Membership. We ask that you be responsible please.
PTA or PTSA Election
Elections are not allowed to be conducted via telephone, video conferencing absentee ballots thru the mail or any online voting system; this needs to be done at a in person meeting which cannot happen at this time. Positions cannot be appointed by the current board or school administration. They must be elected by the General Membership. Please note if this is NOT an election year for your PTA/PTSA because you will be serving the 2nd year of your 2-year term, you will not need to hold an election. The Kentucky PTA Executive Board is giving an extension for schools that bylaws state elections were to be held in March, April, May, or June 2020; they have until September 30, 2020 to hold their election to still comply with the bylaws. You must follow everything with the nominating committee and including your entire school membership.
SBDM Election
Kentucky Department Education (KDE) will be giving us direction for the process for parent elections; if we do not return to school by the time your bylaws (SBDM bylaws) state they are to be held.
Financial Reviews
The due date for Financial Reviews is July 15, 2020 for the 2019-2020 school year. However, with school being potentially closed we request that when you can safely return to your school building as instructed by your school district, local public health, and get the information needed to complete the review. We will monitor this and continue to give more instruction.
Please continue to work with your local public health officials to determine when the outbreak has ended in your local community and when the community is able to safely have meetings and events.
Your personal health and the health of your family is important.
Convention
Kentucky State PTA Convention scheduled July 17-19, 2020 has been canceled in its entirety and will not be rescheduled for 2020. In light of canceling this important event that offers so much training we will begin to work on training opportunities and share with you details within the upcoming months. Please remember we are always here to help your PTA/PTSA.
Sincerely,
Heather Wampler
President of Kentucky PTA