Fidalgo PTA Standing Rules
Approved at the 10.19.2021 GM Meeting
A. The name of this local unit shall be the Fidalgo Elementary Parent Teacher Association (PTA); the local unit number is 8.2.20.
A. The Fidalgo Elementary PTA is a non-profit corporation with a tax-exempt status, Section 501(c)(3), granted May 31. A Letter of Determination will be made available upon request. The current Treasurer (s) with the assistance of the immediate past Treasurer(s) shall be responsible for filing required tax forms in accordance with federal and state guidelines.
B. This unit's Federal Employer Identification Number (EIN) is located in the Legal Documents Binder maintained by the Secretary and is available upon request.
C. The PTA was incorporated on February 27, 1992. The corporation number is available upon request. The Treasurer(s) will annually renew the Articles of Incorporation prior to the unit's anniversary date. The registered agent for this corporation is the Washington State PTA.
D. This unit shall keep at least two (2) copies of its legal documents in separate locations. The President and Treasurer shall be responsible for maintaining these documents.
I. MEMBERSHIP AND SERVICE FEES
A. This PTA serves the children in the Fidalgo Elementary school community.
B. Membership in this PTA shall be open to all people without discrimination. Membership is open to all parents, grandparents, guardians, teachers, staff, students, community members and other persons that support the purpose of the PTA.
C. The membership fees shall be $12 for a single membership, and $20 for a dual/family membership (2 adults).
D. The voting body of the Fidalgo Elementary PTA shall be those who have paid membership dues for the current year.
E. The students of Fidalgo Elementary School shall be considered honorary members of the PTA without voice, vote, or the privilege of holding office.
F. All Elected Officers and Committee Chairs must be members of the PTA.
A. Dates and times of the meetings of this unit shall be established by the Executive Committee at the beginning of each school year. General membership meetings shall be held to adopt the annual budget, approve the standing rules, review and approve the financial audit, elect a Nominating Committee and elect officers. Additional meetings shall be held at the direction of the Board of Directors.
B. A quorum is established at a General Membership Meeting when at least ten (10) members are present. A quorum must be present to conduct any business (this includes voting as well as
discussions). Motions are passed by a majority vote so long as a quorum is present. Members and any committee of members may participate in meetings by conference telephone or similar communications equipment so that all persons participating in the meeting can hear each other at the same time. Participation by this method constitutes presence in person at the meeting. C. A quorum is established at a Board of Directors meeting when a majority of all BOD members are present (50% + 1). A quorum must be present to conduct business. Motions are passed by a majority vote so long as a quorum is present.
D. This PTA can conduct business via email for announcements, reminders, and the transferring or sharing of information among Board members and the General Membership. Voting must be done in person, with two exceptions. The election of officers and the election of nominating committee members may be conducted by absentee, mail, or electronic ballots in compliance with the “Uniform Bylaws of the Washington State PTA” procedures governing such balloting. Members will be notified of General Membership meetings via email and/or PTA newsletter.
E. Courtesy seats are open to anyone at General Membership Meetings, but voice and vote are privilege of the membership.
III. EXECUTIVE COMMITTEE (EXC)
A. The Nominating Committee shall be elected according to the “Uniform Bylaws of the Washington State PTA.”
B. The elected officers shall be the President, Vice President, Secretary, and Treasurer. These officers shall constitute the Executive Committee. Any elected position may be held jointly by two (2) people. Each member will have an equal vote.
C. These officers shall be elected at a General Membership meeting in accordance with PTA uniform bylaws before May 30, and will assume their duties on July 1st.
D. Elected officers shall serve a term of one (1) year and may serve no more than two (2) consecutive years in the same position. After two years in the same position, they may not serve in that same position for at least one (1) year.
E. Our PTA will make sure that each Executive Committee member attends a minimum of one WSPTA- approved training session during the PTSA year. Further, at least one member of the Executive Committee will attend PTA & the Law during the PTA year, as specified in the Washington State PTA Standards of Affiliation.
F. In the absence of a President, the Vice President followed by the Treasurer, shall perform all duties of the President.
IV. BOARD OF DIRECTORS (BOD)
A. The board of directors of this PTA shall consist of the elected officers and the chairs of the following standing committees: Membership, Communications, Hospitality, and/or others deemed ‘relevant’ to the current school year.
B. The executive committee shall set a calendar of regular board meeting dates and times. Special meetings of the board of directors may be called by the president or upon written request of the majority of members of the board of directors. Notification of place, date, time, and purpose of
the meeting shall be delivered to each member of the board of directors via email at least five days prior to the special meeting. Quorum for board meetings is a majority of the sitting board. C. The right to make motions, participate in debate, and vote at PTA board of directors’ meetings shall be limited to members of the board of directors, unless a motion to suspend the rules is
approved by a two-thirds vote.
A. Committee Chairs will be appointed by the Executive Committee.
B. The executive committee shall establish committees. Committee chairpersons shall be appointed by the president and approved by the executive committee for a term of one year. All committee chairpersons must be current members of this PTA.
C. Committee chairs shall be appointed annually for a one-year term.
D. A committee chair may be removed from their position by a vote of the board of directors.
A. The board shall approve a proposed annual operating budget for the upcoming school year each spring.
B. The PTA shall re-approve the annual operating budget at the first General Membership meeting of the year.
C. The Board of Directors may approve unbudgeted (new) expenditures of $150 per item or less, (not to exceed a total of $1,000 per year) without General Membership approval.
D. The Board of Directors may approve reallocation of budgeted funds of $500 or less, (not to exceed a total of $1,000 per year) without General Membership approval.
E. Changes to the current, approved budget of $1,000 or more require notice to General Membership 7 calendar days in advance of a vote.
A. The Treasurer shall keep Fidalgo Elementary PTA money in FDIC insured banking Institutions in accordance with current FDIC insurance limits to the best of their ability.
B. Any such accounts shall require the signatures of at least two (2) elected officers to make a withdrawal.
C. The signatures of at least (2) elected officers shall be on the Authorized Signature Card for the PTA bank accounts. Newly elected officers will commence the right to be placed on the Authorized Signature Card of any PTA bank accounts when their term begins. The previous year’s officers will be removed as authorized signers for any PTA bank accounts when their term ends. Only one (1) member per household may be an authorized signer.
D. Should the PTA receive an NSF check, it may require the issuer to reimburse any bank penalties the PTA may incur. If the NSF check is not paid, including any accrued bank penalties, within 60 calendar days of notification of insufficient funds, the PTSA will no longer accept checks from the issuer.
E. The PTA shall conduct the required financial review of its books and records at the close of the fiscal year (June 30) and in January (mid-year audit). These financial reviews shall be presented to and approved by the General Membership.
F. Requests for reimbursement or payment from the PTA must be in writing and include original receipts and/or invoices for goods or services purchased. All current fiscal year (July 1 to June 30) requests for reimbursements or payments from the PTA must be submitted by June 1st.
G. The PTA’s monthly bank account statements shall be provided to a person appointed by the board of directors. This person will be appointed by the board at the beginning of the fiscal year and shall not be a signer on the account. The reviewer shall promptly report to the executive committee any concerns or discrepancies identified in the review. If no concerns or discrepancies are seen, the reviewer shall initial and date the account statements and provide them to the treasurer.
A. The following awards may be presented annually in June:
One or more Golden Acorn Award(s) to an outstanding PTA volunteer(s).
B. A Committee appointed by the Board of Directors shall select the recipients. The Committee, with the approval of the Board, will determine the number of recipients.
A. The voting delegate(s) to the annual State PTA Convention shall be elected officers and/or individuals appointed by the Board of Directors.
B. The voting delegate(s) to the WSPTA Legislative Assembly shall be the Legislative Director and/or delegates appointed by the Board of Directors.
X. CODE OF CONDUCT AND SOCIAL MEDIA USE
A. Elected officers of this PTA shall follow a board code of conduct. Officers, chairpersons, and volunteers shall adhere to the Anacortes School District Volunteer Handbook policies.
B. Members of this PTA shall not use their own personal social media platforms to cyberbully, insult, embarrass, target, or post threats of physical or verbal abuse towards any individuals, including school board officials, school administrators, teachers, PTA members, volunteers, or other individuals that are associated with Fidalgo Elementary School.
XI. STANDING RULES
A. These Standing Rules shall be adopted each year at the first General Membership Meeting.
B. These Standing Rules may be amended at any time. If the membership has been given five days’ notice to the date of the meeting and the intended change, then the change can be approved by a majority vote of the members present (if a quorum has been established.) If no notice was given prior to the meeting, then 2/3 vote of the members present is required (if a quorum has been established).
C. These Standing Rules shall be in compliance with the Washington State PTA Bylaws. If there is a conflict between the two, the Washington State PTA Bylaws shall be the authority.
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