ARTICLE I NAME AND GENERAL INFORMATION MILL CREEK ELEMENTARY SCHOOL PTA STANDING RULES 2018-19 1. The name of this unit shall be Mill Creek Elementary School PTA, Unit 7.3.37. 2. This unit is a non-profit corporation recognized by the State of Washington July 14, 1988. 3. This PTA was incorporated on July 14, 1988. It was assigned corporation number 2-402173-5. The Treasurer is responsible for filing the Annual Corporation Report. The registered agent for this corporation is the Washington State PTA. 4. This PTA has a Federal Employer Identification Number. 5. The PTA is registered under the Charitable Solicitations Act, registration number #601097061. The outgoing treasurer is responsible for filing the Charitable Solicitations renewal before leaving office. This renewal is filed on an annual basis. 6. The outgoing PTA treasurer will complete the IRS form 990EZ (or coordinate with a tax preparation professional to ensure the form is completed) before they leave office out of faith for the incoming treasurer. Copies of the current and past tax returns are located in the treasurer's binder (or the legal documents binder maintained by the president). 7. This PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on January 2, 1989. Documentation is located in the legal documents binder. 8. The State PTA Bylaws and Roberts Rules of Order Revised shall govern the association in all cases in which they are applicable and in which they are not in conflict with these standing rules. 9. There shall be two copies of the Legal Document Notebook: one copy to be placed in the PTA office, and one copy to remain with the President(s). It will be the President(s)' job to update the Legal Document Notebook. 10. This PTA will comply with the training requirements necessary to remain in good standing, as specified in the most current Washington State PTA Uniform Bylaws. 11. Per the Washington State PTA Uniform Bylaws, this PTA will annually review, complete, sign, and submit the WSPTA Standards of Affiliation Agreement by the required deadline. ARTICLE II MEMBERSHIP AND DUES 1. Membership at this PTA shall be open to all people without discrimination. Membership is open to all parents, teachers, staff, grandparents, guardians, students, community members and any other persons that support and encourage the purpose of the PTA.
2. The students of Mill Creek Elementary shall be considered honorary members of the PTA without voice, vote, or the privilege of holding office. 3. Only members in good standing shall be entitled to a voice and a vote or to serve in any of its elective or appointive positions. Payment of dues by Board of Directors shall be made by October 1st to remain in good standing. 4. The dues of this association shall be sufficient to cover the dues requirements of the National, State, council and local unit as determined annually by the Board of Directors. 5. Membership dues shall be set as part of the Annual Budget each year. For 2018-19, dues shall be as follows: 2 adults in household $20.00 1 adult in household $12.50 Staff $10.00 6. The membership dues paid to Mill Creek Elementary PTA are distributed as follows: National PTA $ 2.25 WA State PTA $ 5.75 Everett PTSA Council $ 0.50 State (annual) Fee $ 5.00 Distributed collectively Everett Council (annual) Fee $50.00 Distributed collectively Remainder to MCE PTA ARTICLE III OFFICERS AND THEIR ELECTION 1. The nominating committee election, membership and duties shall be according to the State PTA Bylaws, Article V. 2. Election procedures shall be as outlined in the State PTA Bylaws. Officers shall be elected by annual ballot at a general meeting on or before April 30th. If there is one nominee for any office, it is in order for the Secretary to move that the nominating ballot be the elective ballot. Nominees for President shall have served on the Board of Directors for at least one year, except in a case where no Presidential candidate is nominated. In this situation, an interim President, who has not previously served on the board, can be appointed by the Board of Directors. 3. The elected officers of this unit shall be President, First Vice President (President Elect), Vice President of Fundraising, Programs, Secretary, and Treasurer. Any elected position may be held jointly by two (2) people. The office of the Treasurer can have only one acting treasurer at a time. a. The elected officers shall constitute the executive committee with each individual having an equal voice and vote within the executive committee meeting. b. The duties of President are as specified in the State PTA Bylaws.
c. The First Vice President (President Elect) shall aid the President and assume the duties temporarily when the president is absent or unable to serve. The President Elect works alongside the President as advisor, helper, and trainee, preparing for the following year s position as President. d. The Vice President of Fundraising shall chair fundraising and shall recommend to the Board of Directors fundraising suggestions for the ensuing year and may appoint a special chairperson for major fund raising projects. e. In years that an auction occurs, the auction chairperson shall be an elected position. In non-auction years this position will cease to exist. f. The Secretary(s) duties shall be as stated in the State PTA Bylaws. The Secretary(s) shall serve as Parliamentarian. g. The duties of the Treasurer(s) shall be as stated in the State PTA Bylaws. The Treasurer(s) shall prepare the budget for the association, submit it to the board for approval, and present it to the association for approval and acceptance. It shall also be the duties of the Treasurer(s) to renew annual insurance, pay incorporation fees, purchase Golden Acorn pins, and have the plaques engraved for Golden Acorn recipients and past Presidents. h. The Programs chair shall organize and publicize school-wide programming and events. The Programs chair may appoint coordinators for individual events and will facilitate communication between event coordinators and the PTA Executive Committee. ARTICLE IV BOARD OF DIRECTORS 1. The Board of Directors shall consist of the elected officers and the chairs of the following standing committees: Membership, Programs, Newsletter, and Room Parent Coordinator, plus up to three at-large members appointed by the President(s) and approved by the executive committee as needed each year. Each committee represented on the Board is allowed one vote. If a person holds 2 or more voting positions, that person is allowed only one vote. Co-chairs shall be granted individual voice and share one vote. In the event that a standing committee chair is vacant, this will not be counted towards the total for purposes of calculating a quorum. Members of the Board of Directors shall attend all board and general meetings and keep a notebook of activities and recommendations pertaining to their office. This notebook, along with accumulated state and national materials, shall be turned over to the successor or to the President(s) before the last day of the school year.
2. The Board of Directors shall meet on the third first Monday of each month (during the school year). If there is no school on that day or if there are other scheduling difficulties, the Executive Committee shall reschedule the meeting and notify the Board of Directors. Special meetings of the Board of Directors may be called by the President(s) or by three members of the board with five days notice being given. Each member of the board shall receive notice of a special meeting via email. 3. PTA committees will be encouraged to send their committee chair or other representative to Board meetings to share updates, make funding requests, and further communication. 4. Board members may take on only one additional committee chair or event lead position beyond the responsibilities of their board position. This limit is intended to prevent burnout by board members and maintain distribution of volunteer opportunities and responsibilities within the PTA membership. There are no limits on supportive volunteering in a non-lead position. ARTICLE V MEETINGS 1. General membership meetings of this unit, when held, shall either precede a Board of Directors meeting or be held instead of Board of Directors meeting, unless the meeting is to coincide with a PTA or school program. 2. Members shall be notified about upcoming General Membership meetings in accordance with the State PTA Bylaws. General membership meetings shall be held at the school. Adoption of the budget, adoption of the standing rules, election of the nominating committee, and election of officers shall take place at general membership meetings. Meetings shall be held at the direction of the Board of Directors. Ten (10) members shall constitute a quorum for the transaction of business in any general membership meeting. 3. Special meetings of the General Membership may be called by the President(s) or by three members of the board with five days notice being given. Notification of a special meeting shall be provided by email or distributed via KidMail. ARTICLE VI BUDGET 1. This PTA shall approve its annual operating budget prior to July 1 st of each year. 2. If the need for immediate additional non-budgeted expenses arises, such funds may be approved as follows: The President(s) may approve funds up to $250.00, the Executive Committee may approve funds up to $500.00 by consensus. Expenditures over $500.00 must be approved by the Board of Directors. The Board of Directors shall have the right to reallocate funds for operating expenses. ARTICLE VII AUDITS/FINANCIAL REVIEW 1. A financial review committee of three shall be appointed by the President(s) and shall complete a financial review of the treasurer's books. The review shall be completed in a reasonable time frame following January 1 and June 30 each year.
2. Records must be submitted for financial review no later than 30 days after the end of the fiscal year. ARTICLE VIII BANK ACCOUNT/SIGNATURES/PASSWORDS 1. The PTA Treasurer and President(s) plus one or more elected officers of the Executive Committee shall be on the signature card for this PTA s bank accounts. The bank account will have at least 3 authorized signers. 2. All Mill Creek Elementary PTA contracts shall be signed by two (2) elected officers. 3. The treasurer will maintain all passwords for bank accounts and PayPal. The membership chair will maintain password for PT Avenue. ARTICLE IX FINANCES 1. All funds donated to Mill Creek Elementary should be donated through a grant agreement. This is not to include teacher classroom or teacher liaison expenses. 2. Grant fund requisitions will be granted only after a "Mill Creek PTA Grant Funds Request Application" has been submitted to and approved by the Executive Committee and the PTA Board of Directors. 3. All Executive Committee and budget approved expenses must be submitted by the last calendar school day to be eligible for reimbursement. Reimbursement is subject to Executive Committee approval. All reimbursement requests for authorized expenses must include a receipt and be submitted to the Treasurer within 60 days of purchase. All requests for reimbursement must be received by the last day of school of the current year or they will be considered a donation to the PTA. 4. To facilitate our financial record keeping, all checks must be deposited within 14 days. If a check is lost or misplaced, the PTA will place a stop payment on that check. To keep the budget intact, the amount of the replacement check will be lowered by the amount of the stop payment fee incurred. 5. Should the PTA receive notice from our bank that a check has been returned for NSF or any other reason a charge will be assessed in the amount of any bank penalties the PTA may accrue. If the NSF check or checks and fee(s) are not paid for in cash or by money order within 30 days of the PTA receiving the check, then the PTA will not accept any checks from this individual in the future. 6. The PTA will maintain a contract (renewed annually) with Mill Creek Elementary for equipment stored on school property.
ARTICLE X AWARDS RECOGNITION 1. A committee shall be appointed by the President(s) in January to select the Golden Acorn, Outstanding Educator, and other appropriate award recipients. This committee shall consist of three former award recipients. One or more awards(s) shall be given annually. ARTICLE XI DELEGATES 1. The voting delegates to the annual WSPTA convention shall be determined in the following order: Incoming President, Ongoing President, Incoming Vice President, Incoming Secretary, Incoming Treasurer, Incoming Membership, Ongoing Vice President, Ongoing Secretary, Ongoing Treasurer, Ongoing Membership. The Board of Directors shall determine the number of delegates to be funded by the PTA. Registration and hotel shall be paid for by Mill Creek Elementary PTA, provided that it does not exceed the budgeted amount. Persons attending convention paid for by the unit will submit a summary on notes and handouts from the classes and general sessions attended to the Board of Directors and make available to the general membership. 2. The voting delegate to the Legislative assembly shall be the legislation chair, unless otherwise designated by the Board of Directors. The PTA will send as many voting delegates and as many visiting delegates to the WSPTA Legislative assembly as the budgeted amount will sustain. Registration, hotel and WSPTA meal fees shall be paid for by the PTA. The Legislative Chair for the PTA will be one of the voting delegates representing the PTA at the Legislative Assembly. 3. The Executive Committee shall determine the vote of this PTA for the positions of the Washington State PTA Region Directors. 4. Voting delegates from this PTA to the Everett Council shall be determined by the Executive Committee. ARTICLE XII STANDING RULES 1. The standing rules shall be adopted annually by a majority vote at the first general meeting of the school year. 2. The standing rules shall be reviewed annually by the Executive Committee. The standing rules may be amended at any regular general membership meeting by a majority vote if five days notice of the meeting is given. If no notice of intended changes is given prior to the meeting, a 2/3 vote of members present is required if a quorum has been established.