Standing rules are the specific conditions or rules a PTA chooses to impose upon itself within the scope of the Uniform Bylaws. Standing rules cannot be in conflict with the WSPTA Uniform Bylaws. While the Uniform Bylaws give identity to and define PTA and its relationship with the Washington State PTA, standing rules give identity to and define each PTA and its relationship with its members. (WSPTA Uniform Bylaws may be found at www.wastatepta.org/resources/bylaws_may_2006.pdf) Standing rules are adopted by the membership because they (the standing rules) govern the entire PTA. The standing rules should be reviewed, updated (if necessary), and approved annually. Standing rules can be amended at any time by giving proper notification to the membership, approval by the membership of a majority vote (quorum), or if no notice is given prior to a meeting, 2/3 vote of the membership.
General Identifications: Dutch Hill PTA Standing Rules 2008-2009 Final Approved 11-13-08 1. The name of this PTA Local Unit is Dutch Hill PTA 7.6.9. 2. This PTA serves the children in the Dutch Hill Elementary School community that includes residences and businesses in the Dutch Hill Elementary School area. 3. The PTA Treasurer is responsible for filing the annual corporation report. The registered agent for the corporation is the Washington State PTA. This PTA s Federal Employer Identification Number (EIN) is on file and available upon request. 4. This PTA is registered with the Secretary of State under the Charitable Solicitations Act. The registration number is 602-700-514. The PTA treasurer is responsible for filing the annual registration by May 31. 5. The current treasurer is responsible for filing the IRS Form 990 or 990EZ prior to November 15 th, if required. Membership and Dues 1. The membership fee of the Dutch Hill PTA shall cover the cost of PTA local, state and national membership fees and general liability insurance costs. 2. The membership fee shall be $10.00 for single membership and $15.00 for family membership (2 adults). 3. Any individual who is willing to uphold the policies and subscribe to the Uniform Bylaws of the Washington State PTA and Dutch Hill PTA Standing Rules, may become a member of the Dutch Hill PTA, and shall be entitled to all privileges of membership. 4. Each member of the PTA shall be entitled to a voice and a vote and to serve in any of its elective or appointive positions. 5. The students of Dutch Hill Elementary shall be considered honorary members of this PTA unit without voice, vote or privilege of holding office. Officers and Elections 1. The elected officers of this PTA shall be President, Co-Vice-Presidents, Secretary and Treasurer. 2. The officers shall be elected at a general membership meeting prior to April 30 th. Officers will assume their official duties on July 1 st and shall serve for the term of one year. 3. An elected officer shall not be eligible to serve more than two (2) consecutive terms in the same office. 4. All persons elected to the board shall be members in good standing of the PTA. 5. The elected officers shall constitute the Executive Committee with each individual having an equal voice and vote within the Executive Committee meeting. 6. Elected office positions may be declared vacant by the President if the person holding such office or position fails to attend two (2) consecutive Executive Committee meetings without arranging to be officially excused by the President. Page 1
7. All books, funds, and supplies belonging to this PTA shall be relinquished to the new officers by the retiring officers immediately upon leaving office (June 30). Board of Directors and Committees 1. The Board of Directors of this PTA shall consist of the Executive Committee, the chairs of standing committees, plus at-large members approved by the Executive Committee. The school Principal shall be ex-officio member of the Board of Directors (without a vote). 2. A quorum is 50% + 1 of the voting positions of the Board of Directors. Each committee 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, it will not be counted towards the total for purposes of calculating a quorum. 3. This PTA s board of directors will meet bi-monthly, on a date and time to be determined by the board. 4. Standing committees are committees that are ongoing from one year to the next. The Executive Committee can add or delete standing committees by majority vote. 5. Dutch Hill PTA shall include the following Standing Committees: PTA Sales PTA Events PTA Programs Hospitality Fundraising Membership 6. Ad Hoc Committees may be created by the President(s) with approval of the Executive Committee to meet specific needs of the PTA. The same policies shall apply to Ad Hoc committees as to Standing Committees. 7. As required by the Uniform Bylaws, a Nominating Committee will be formed each year, consisting of three persons from a list of five or more PTA members nominated from the floor. Election of the Nominating Committee will be done in a general membership meeting in the fall of the year. The person with the highest number of votes will be chair. The committee shall submit to the membership a written and signed report at least 15 days prior to the election of the name of one or more candidates for each office to be filled. 8. Appointments to standing and adhoc committees are done by the President with approval of the Executive Committee. Committee chairs must be members in good standing with the PTA. 9. Committee chairs are appointed annually, as stated above, for a term of one year (or the current school). 10. Committee Chairs will be responsible for submitting a summary of committee meeting minutes to the President after each committee meeting, along with any reports on planned projects and expenses. 11. Each committee chairperson shall maintain and pass on after term a committee procedures notebook that contains: a. Current year s PTA budget and standing rules b. Projects planned and report on each project, including an evaluation and expense report c. Copies of committee reports made at meetings d. Guidelines and notes for an effective committee, including recommendations for the following year e. History of past activities of said committee not to exceed five years Page 2
Legal Documents 1. The Treasurer shall be responsible for maintaining the original copies of all legal documents. Copies are to be provided to the President and Secretary and kept in a legal documents notebook in the PTA office. 2. The original copy of any legal documents shall be kept in the PTA safe located at Dutch Hill Elementary. Finances 1. The PTA shall approve its annual operating budget prior to July 1 st. 2. As required by the Uniform Bylaws, an annual audit shall be conducted for each fiscal year (ending every June 30 th ). Any interim audits shall be at the discretion of the Executive Committee or Treasurer. 3. A Financial Review committee of no less than three (3) individuals OR one (1) licensed CPA shall be appointed by the President and shall audit the Treasurer s books. The newly elected Treasurer shall serve on the Financial Review committee for the year-end audit. 4. The signatures of at least three (3) elected officers shall be on the signature card for this PTA's authorized bank account. The President will be excluded from signing authority and will be the recipient of the monthly bank account statement and will be responsible to pass on to Treasurer immediately following receipt and review. 5. All checks written from the PTA bank account shall require two (2) signatures. 6. The PTA Executive Committee has the right to reallocate funds and create new budget line items within the overall approved budget, excluding funds in designated holding and restricted accounts. All line item changes and reallocations will be reported at the next general membership meeting. 7. Funds in designated holding and restricted accounts may only be reallocated on approval from general membership. 8. The membership authorizes the Executive Committee the authority to adjust the budget by $500 or less without a vote of the membership. All larger appropriations will be referred to the general membership for authorization. The Executive Committee shall update the membership about the appropriation at the next general membership meeting. 9. No member of the Executive Committee can make or authorize expenditures without prior approval and knowledge of a quorum of the Executive Committee. Three (3) members shall constitute a quorum. 10. All purchases that require reimbursement from the PTA must be approved in advance by submitting a budget spending plan to the Executive Committee. Funds become available after the budget is determined/approved and after the results of any organized fundraisers. 11. Committees will adhere to their budgets. Expenditures beyond the budgeted amounts, not approved in advance, will not be reimbursed. Committee members will be held responsible for all expenditures. 12. Money raised through fundraising to support a particular program or event shall be utilized and exhausted first before budget money available through PTA is utilized. Page 3
13. Reimbursement requests shall be submitted to the treasurer using the reimbursement voucher form (available in the office and from the treasurer) and shall include original receipts to support the amount of the reimbursement request. 14. Reimbursement requests shall be submitted to the treasurer within 30 days of purchase or within 30 days following the activity, whichever is sooner. All requests for reimbursement must be received by June 15th. 15. Third party payment requests shall be submitted to the treasurer using the reimbursement voucher form and shall include any invoice or billing statement available at the time of request. A receipt, invoice, and/or billing statement fully supporting the payment shall be provided to the treasurer with 30 days of the payment request. Requests for third party payment must be received by June 15 th. 16. Should the PTA receive an NSF check, future payments from the individual or organization must be made in cash, checks will no longer be accepted. Meetings & Quorum 1. This PTA s Executive Committee will meet monthly, on a date and time to be determined by the committee. Special meetings may be called by the President and/or other executive members as needed. A majority of the Executive Committee will constitute a quorum. 2. General membership meetings shall be held on a regularly scheduled basis as published. Changes of meeting dates may be made as deemed necessary by the Executive Committee. Adoption of the budget, adoption of standing rules, election of the Nominating Committee, and election of officers shall take place at general membership meetings. Ten (10) members shall constitute a quorum. Voting and Delegates 1. Region Director. The vote of this PTA for the position of Washington State PTA Region 7 Director shall be determined by the Board of Directors. 2. Washington State PTA Convention. The voting delegates to the annual Washington State PTA convention shall be determined in the following order: Incoming President, Ongoing President, Incoming Vice President, Ongoing Vice President, Incoming Secretary, Ongoing Secretary, Incoming Treasurer, Ongoing Treasurer. The Board of Directors shall determine the number of delegates to be funded by the PTA. 3. Washington State PTA Legislative Assembly. The voting delegate(s) to the Washington State PTA Legislative Assembly shall be determined in the following order: Legislation chair, President, Vice President, Secretary, Treasurer. The Board of Directors shall determine the number of delegates to be funded by the PTA. Page 4