opce cr a-660 "all about" series1 chancellor’s regulation a-660, “parent associations...

OPCE CR A-660 "All About" Series 1

Chancellor’s Regulation A-660, “Parent Associations and The

Schools”

Latest Revisions to Chancellor’s Regulation A-660

Review of PA/PTA Bylaws Review and Revision Process

Technical Assistance Provided by Central


Overview

Overview……………………………………………………………………………. Chancellor’s Regulation A-660…………………………………………………….. Page 3 DOE Compliance and Implementation……………………………………………... Page 4 Latest Revisions to Chancellor’s Regulation A-660…………………………….Pages 5 - 7 Using OPCE Technical Assistance Package…………………………………………Page 8 Using OPCE Technical Assistance Package: Bylaws Template……………………..Page 9 Using OPCE Technical Assistance Package: Checklist…………………………….Page 10 Using OPCE Technical Assistance Package: Bylaw Documentation

Verification/Approval Form………………………………………………………...Page 11 Important Reminders………………………………………………………….Pages 12 - 13 Suggested Timeframe for Completion of the Bylaws Review and Revision,

Timely Completion of Spring Election and Reporting Requirements………..Pages 14 - 15 Resources……………………………………………………………………............Page 16 Inquiries……………………………………………………………………………..Page 17


Chancellor’s Regulation A-660

Chancellor’s Regulation A-660 (CR A-660) establishes the minimum standards of governance for parent associations and presidents’ councils. It sets forth the rights and responsibilities of parent associations and presidents’ councils, officers, members and parents. It sets forth the Department of Education’s role and responsibilities with regard to these entities.

CR A-660 mandates that parent associations review their organization’s bylaws and make the necessary revisions every three years. All bylaws revisions must comply with CR A-660. For this purpose, the Office of Parent and Community Engagement has designed a technical assistance package to guide you through this important process. This presentation will highlight some of the major revisions to CR A-660.


Compliance and Implementation

The Office of Parent and Community Engagement has the followingresponsibilities regarding compliance and implementation of Chancellor’sRegulation A-660:

acts as the agent of the Chancellor concerning PAs

works in conjunction with the Office of Special Investigations and Region/District Superintendents to address PA financial concerns

works in conjunction with Region/District Superintendents and Supervisors for Parent Support to train school and regional parent support staff in implementing, interpreting and clarifying CR A-660, and providing technical assistance to local PAs and PCs

is available to respond to questions and to provide technical assistance and consultation regarding the interpretation of CR A-660 and to issue memoranda to clarify and interpret CR A-660


Latest Revisions to Chancellor’s Regulation A-660

Latest Revisions to CR A-660 include:

Parents, legally appointed guardians or persons in parental relation to a child or children currently attending a New York City Public school are automatically members of the Parent Association (PA).

The PA bylaws must outline an alternate process in the event they cannot form a nominating committee.

A Parent Association (PA) must elect the required mandatory officers (President, Secretary and Treasurer) in order to be a functioning PA.

PAs elections must be completed during the period of time between the ten days after the second Wednesday in May and the second Friday in June (Monday, May 24th through Friday, June 11th). Any timeline established by the PA to complete nominations and elections must adhere to this time frame.


Latest Revisions to Chancellor’s Regulation A-660, continued

PAs must notify the principal of the date of their election two weeks prior to the second Wednesday in May.

PAs may not include qualifications for holding any PA office in their bylaws.

PA bylaws must include language that allows one vote per member.

PA bylaws must contain a provision for filling officer vacancies by succession (i.e., vacancy in the position of President will be filled by the Vice-President or next highest ranking officer). In the event that the mandatory offices cannot be filled through succession, a special expedited election must be held to fill those vacancies.


Latest Revisions to Chancellor’s Regulation A-660, continued

Community School Boards (CSBs) will be replaced by Community Education Councils (CECs), beginning on July 1, 2004

PA/PTA Presidents, Secretaries and Treasurers serve as the selectors for the parent seats on the new Community & Citywide Education Councils.

Presidents’ council meetings must be held at a school within a district or region and each school will have the opportunity to host a meeting. (Note: The presidents’ council is the representative body of parents for each district or region – each PA President within a district or region or his/her designee is a member)

Provision for consultation with PAs and PCs regarding provisional employees to conform to current Chancellor’s Regulation C-30 has been eliminated


Using the OPCE Technical Assistance Package

The OPCE technical assistance package is designed to assist you with

monitoring the review/revision process and ensure full compliance with CR A-660

and contains the following:

Bylaws Template Bylaws Checklist Bylaws Documentation Verification/Approval Form


Using the OPCE Technical Assistance Package: Template

The purpose for using the OPCE Bylaw Template:

serves as blueprint for suggested model PA bylaws

contains CR A-660 compliance language

provides two signature pages to ensure the document’s authenticity


Using the OPCE Technical Assistance Package: Checklist

The purpose for using the OPCE Checklist:

assists the *reviewer in following all steps in the process

serves as a one-page reference for all compliance requirements

enables the reviewer to highlight areas which may require further action by the PA/PC

assists the reviewer to maintain bylaw files for each school in the region throughout the process

aligns with the Template

* The reviewer should be identified by the Regional Supervisor for Parent Support.


Using the OPCE Technical Assistance Package: Bylaws Documentation Verification/Approval Form

The purpose for using the Bylaws Documentation Verification/Approval Form:

allows the reviewer to monitor the receipt of documentation (i.e., meeting notices, attendance sheets)

signed by the Superintendent to certify that all bylaws for their region and/or district have been reviewed and found to be in compliance with CR A-660 and forwarded to OPCE by Friday, April 30, 2004.

attached to the file copy of the bylaws maintained for each school by the region and/or district


Important Reminders!

PAs must present their bylaws with proposed revisions for review to their membership at least twice before they vote to approve them. Bylaws amendments are effective immediately. Every effort should be made to provide information in the languages spoken by parents in the school.

At least ten calendar days notice to members is required for all meetings.

The Bylaw review process should be completed by Friday, April 23, 2004 to avoid delays in spring elections. This year, all PA elections must be completed by Friday, June 11, 2004.

PAs are not required to use the OPCE template; however, it is strongly recommended.


Important Reminders, continued!

PAs may opt to only incorporate necessary CR A-660 revisions now and review their bylaws again at a later date, however, all CR A-660 revisions must be included in the bylaws in order for the PA to conduct spring elections.

PAs are encouraged not to officially close nominations until the results of the CEC elections have been certified.

PAs may enlist the assistance of the region and/or district Presidents’ Council and/or Parent Support Team.

On-site regional technical assistance by OPCE may also be available.


Suggested Timeline for Completion of Bylaw Review Revision, Holding Timely Spring Elections and Meeting CR

A-660 Reporting Requirements

March/April 2004

PAs must form bylaw review committees, and reviewers should distribute OPCE technical assistance packages to committee members. Reviewer must devise a system for monitoring each school’s progress. Supervisors for Parent Support should schedule bylaw clinics and invite bylaw review committees either by cluster or on a district or regional basis. Bylaw review committees must meet this month to review current PA bylaws and incorporate CR A-660 revisions or recommend the use of OPCE bylaw template.

First review of draft PA bylaws by membership and regional/district reviewer should be underway or completed. Reviewers may also need to schedule additional bylaw clinics or school visits. Remember reviewers should also be receiving copies of meeting agendas, minutes and attendance sheets for each PA meeting where bylaws are discussed or a vote is taken.

Second review by membership and reviewers, and approval vote by membership should be completed by no later than Friday, April 23, 2004. PAs should forward signed, approved bylaws to their reviewer. The reviewer then attaches the copy of the Bylaw Documentation Verification/Approval Form to the approved file copy of the bylaws and submits them to the Regional Supervisor of Parent Support upon receipt.


Suggested Timeline, continued

April – May 2004: Supervisors for Parent Support should forward Bylaw Documentation Verification/Approval Form to the OPCE by Friday, April 30, 2004.

May/June 2004: PAs should conduct their nominations and elections process as outlined in their newly revised bylaws and report election results to the principal. Proof of certification of the election must be signed by the Principal or his/her designee and forwarded to Region and District Superintendents by Wednesday, June 16, 2004.

June 2004: Region and District Superintendents must forward contact information, including home addresses and telephone numbers for all incoming PA/PTA and Presidents’ Council Executive Board members to the OPCE by Friday, June 18, 2004.


Resources

District and Regional Presidents’ Councils

Regional Supervisors for Parent Support and Parent Support Officers

Chancellor’s Regulation A-660

The Office of Parent and Community Engagement


Inquiries

Additional inquiries regarding this and other “All About” presentationsmay be addressed to:

Gwen Hopkins, Special AssistantOffice of Parent and Community Engagement

New York City Department of Education(212) 374-2323 or [email protected]

opce cr a-660 "all about" series1 chancellor’s regulation a-660, “parent associations...

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