Alcott Elementary 2.8.3. PTSA Standing Rules


Standing rules are the specific conditions or rules a PTSA local unit chooses to impose upon itself within the scope of The Washington State PTA (WSPTA) Uniform Bylaws. 

 

The Standing Rules approved on September 27, 2018 are:

Louisa May Alcott PTSA (Alcott PTSA) shall adopt standing rules to govern our organization in conformity with the Washington State PTA (WSPTA) Bylaws, and such standing rules shall not conflict with WSPTA Uniform Bylaws. Louisa May Alcott Elementary PTSA shall be governed by all WSPTA Uniform Bylaws not specifically addressed in these standing rules.


Name

1. The name of this unit shall be Louisa May Alcott PTSA, Local Unit No. 2.8.3. This council was chartered by the Washington State PTA on July 22, 1986. The national PTA number is 1843.

Purposes

2. Alcott PTSA serves the students, staff, and community of Louisa May Alcott Elementary.

Membership, Voting, and Service Fees

3. Membership is open to all parents, teachers, staff, grandparents, guardians, students, community members, and any other person that supports and encourages the purpose of Alcott PTSA, without discrimination.
4. The students of Louisa May Alcott Elementary shall be considered honorary members of this unit without voice, vote, or privilege of holding office.
5. Voting delegates to the Lake Washington PTSA Council, shall be the president and three additional authorized delegates, for a total of four delegates per local unit, only two of whom may be represented by alternates.
6. This unit shall have one (1) vote for the service area vice president, which shall be decided by the executive committee and voted on by the board of directors.
7. The voting delegates to the WSPTA Legislative Assembly shall be determined in the following order; director of advocacy, president, vice president, secretary, and treasurer. The board of directors shall determine the number of delegates to be funded by Alcott PTSA.
8. The membership service fees of this local unit shall be $15 for individual membership, $25 for dual membership, and $10 for Alcott staff. Community membership for an individual without a student at the school is $15.

Legal Status

9. Alcott PTSA is a non-profit corporation with tax-exempt status, Section 501(c) (3) on September 16, 1986. A copy of the determination letter is available from the treasurer. The Employer Identification number (EIN) is listed in the legal documents notebook.
10. Alcott PTSA was incorporated as a non-profit organization by the State of Washington on May 21, 1987 and assigned UBI number 601 026 479.
11. Alcott PTSA was registered as a charitable organization on June 4, 1996. The registration number is 2758.
12. The Washington State PTA is the registered agent of this PTSA.
13. Alcott PTSA’s fiscal year is July 1 through June 30. The PTSA shall conduct a semi-annual financial review of its books and records.
14. Alcott PTSA Standing Rules shall be reviewed yearly and adopted at the first membership meeting in the fall by a majority vote. The standing rules may be amended at any scheduled membership meeting. By parliamentary authority per WSPTA Uniform Bylaws Article 13, if notice is given in advance of a proposed amendment then the standing rules may be amended by a majority vote, or if no notice is given of a proposed amendment, then the standing rules may be amended by a two-thirds vote.

Officers and Their Election

15. The officers of Alcott PTSA shall be:

a. President
b. Vice President
c. Treasurer
d. Secretary

16. Officers are elected no later than April 30 for a term of one year that runs from July 1-June 30. No person shall serve in the same office for more than two (2) consecutive terms and no person is obligated to continue their position into a second year of service.
17. An office shall be declared vacant if an officeholder misses three consecutive meetings unless previously excused by the president(s).
18. Any elected position may be held jointly by 2 people. Each co-position is entitled to (1) vote per position at a board of director’s meeting with the individual holders rotating privileges. The Secretary will record in the Minutes which co-officer is actively serving in their respective role during the board meeting.
19. The president(s), vice president(s), treasurer(s), and secretary will be expected to attend an approved training per Article 5, Section 2(a) of the WSPTA Uniform Bylaws. At least one elected officer is expected to attend PTA and the Law.
20. An officer of Alcott PTSA may be removed from office, with or without cause, by a two-thirds vote of the membership present at a regularly scheduled meeting or at a special membership meeting called for such purpose.

Duties of Officers

21. Alcott PTSA shall comply with all duties outlines in the WSPTA Standards of Affiliation Agreement to remain a PTSA in good standing. The president(s) is responsible for completing this form yearly no later than October 31st.
22. Per the Washington State PTA Uniform Bylaws, Alcott PTSA will annually review the Washington State PTA Standards of Affiliation agreement in its entirety and we agree to abide by all requirements and to uphold the ethics, policies, and principles of PTA.
23. All PTSA officers shall execute the duties of their offices as described in the WSPTA Uniform Bylaws, Section 7, and shall perform additional duties as listed in these standing rules, job descriptions, and as requested by the president(s).
24. The duties of the Alcott PTSA president are as follows:

a. Preside at all meetings.
b. Serve as spokesperson for the PTSA.
c. With approval of the executive committee, make one-year appointments to positions and committees as specified in the standing rules.
d. Be an ex officio member of all committees except the nominating committee
e. Disseminate and communicate all information received pertinent to PTSA purposes and programs.
f. Assure Alcott PTSA representation at council meetings.
g. Keep a record of all online account information and passwords. It will be the responsibility of each officer who controls online accounts and passwords to obtain login and password information from their predecessor upon taking office. The officer will change the password(s) and provide the updated account access information to the president(s).

25. The duties of the Alcott PTSA vice president are as follows:

a. Preside at meetings in the absence of the president.
b. Act as assistant to the president.

26. The duties of the Alcott PTSA secretary are as follows:

a. Prepare accurate minutes of all meetings.
b. Be responsible for correspondence as requested by the president.
c. Maintain a roster of the members of all standing and special committees.
d. The local PTSA secretary shall maintain a roster of members.
e. Maintain a legal notebook with relevant Alcott PTSA information.

27. The duties of the Alcott PTSA treasurer are as follows:

a. Serve as chair of the budget committee and present the budget to the membership.
b. Maintain accurate financial records.
c. Receive, issue receipts for, and deposit promptly in an authorized PTSA account, all funds and disburse funds according to the approved yearly budget.
d. Present a written financial report every month and at other times as requested by the president.
e. Provide all financial records if requested by the president or any member of the board of directors.
f. Close the books at the end of the fiscal year and submit the books and records for financial review to the financial review committee no later than thirty days thereafter.
g. Submit any dues collected to WSPTA by deadlines prescribed by WSPTA policy.

Executive Committee and Board of Directors

28. The executive committee shall consist of the elected officers.
29. The board of directors shall consist of the executive committee and the directors of the following committees: advocacy, communications, family events, fundraising, membership, and volunteers.
30. The president with the approval of the executive committee may appoint other resource representatives as non-voting members to the board of directors. These representatives may include the principal and staff representative(s) of Alcott Elementary.

Committees

31. Alcott PTSA standing committees shall consist of Communications, Emergency Preparedness, Family Events, Fundraising, Membership, Special Needs, Volunteers, and other committees as determined by the Alcott PTSA board of directors.
32. Committee chairs are appointed by the president with the approval of PTSA board of directors.
33. All officers and committee chairs shall be current members of the PTSA.
34. Special committees shall be appointed by the president as needed with the approval of the PTSA board of directors.
35. The nominating committee shall be comprised of at least 3 individuals and two alternates. The nominating committee shall be elected no later than January 30. Members of the nominating committee shall not serve two consecutive terms unless approved by the general membership.
36. A financial review committee shall consist of a minimum of three (3) members and shall be appointed by the president. A financial review can also be conducted by a qualified accountant. The treasurer shall close the books on June 30th and submit the books and records for financial review. The financial review committee shall not include people who were authorized to sign or individuals living within the same household as those authorized to sign on the bank account for the period being reviewed. No member shall serve on the financial review committee for more than two (2) consecutive years.
37. The awards committee will be appointed by the president with approval of the executive committee. Golden Acorn awards, Outstanding Educator award, Outstanding Advocate award, Outreach Champion award, and Alcott volunteer SPLASH Awards will be given when appropriate.
38. Officers and chairs shall submit all files and records for transition to either the president or incoming officers and chairs by a date set by the board of directors.

Meetings

39. The board of directors will meet monthly on a date and time to be determined by the board. Quorum for a board of directors meeting is half the number of filled positions plus one. Remote voting for board of directors’ meetings is permitted. All board members must be PTSA members in good standing.
40. General membership meetings of this unit shall be held on the second Thursday of the month unless otherwise indicated. There shall be at least three general membership (3) meetings during the year to conduct business, adopt the budget, approve the standing rules, elect the nominating committee, and elect the executive committee. A quorum for a general membership meeting shall be no less than ten (10) members.

Financial Policies

41. The federal tax return for a fiscal year (July 1-June 30th) is due the following November 15th. The treasurer is responsible for filing the applicable tax return prior to November 15th and for providing a copy to the board of directors no later than November 1st.
42. Alcott PTSA shall approve the annual operating budget prior to July 1st of each year and reexamine it in the fall of the new school year.
43. The board of directors has authority to reallocate up to $1,500 budgeted for one purpose to another purpose.
44. The WSPTA Uniform Bylaws require two (2) signatures on each PTSA check and contracts. The signers on the account shall be the President, Vice President, Secretary and Treasurer. No two signors can reside in the same household.
45. A non-signor must review and sign the monthly bank statement. The non-signor must be a PTSA member and will be appointed by the board of directors.
46. 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 or they will be considered a donation to the Alcott PTSA.

 

last updated 10/24/2018

ALCOTT ELEMENTARY 2.8.3. PTSA STANDING RULES

Standing rules are the specific conditions or rules a PTSA local unit chooses to impose upon itself within

the scope of The Washington State PTA (WSPTA) Uniform Bylaws. Standing rules cannot be in conflict

with the WSPTA Uniform Bylaws. While the WSPTA Uniform Bylaws define a local PTA unit or council’s

relationship with the Washington State PTA, standing rules give identity to and define each PTA or PTSA

and its relationship with its members. Standing rules can be amended at any time by a vote of the

general membership. If the membership has been given proper notice prior to the date of the meeting

of the intended change, then the change can be approved by a majority vote of the members present; if

no notice was given prior to the meeting, a 2/3 vote of the members present is required if a quorum has

been established.

The Standing Rules approved on ___________are:

1. The name of this unit shall be Louisa May Alcott PTSA, Local Unit No. 2.8.3.

2. This PTSA serves the students, staff and community of Louisa May Alcott Elementary.

3. This PTSA is registered with the Secretary of State under the Charitable Solicitations Act and is a

501 (c )(3) non-profit corporation. The treasurer is responsible for filing the annual registration.

4. The IRS recognized this unit as a nonprofit tax-exempt organization under section 501(c) (3) of

the Internal Revenue Code on September 2, 1986. The unit’s employer identification number is

held by the Treasurer.

5. The federal tax return for a fiscal year (July 1-June 30th) is due the following November 15th. The

Treasurer is responsible for filing the applicable tax return prior to November 15th. and provide a

copy to the Board of Directors no later than November 1st.

6. The Washington State PTA is the registered agent of this PTSA.

7. Membership is open to all parents, teachers, staff, grandparents, guardians, students,

community members and any other person that supports and encourages the purpose of the

Louisa May Alcott PTSA without discrimination.

8. The Students of Louisa May Alcott shall be considered honorary members of this unit without

voice, vote or privilege of holding office.

9. The membership service fees of this local unit shall be $10 for individual membership, $20 for

dual membership, and $8.25 for Alcott Staff. Community membership of an individual without a

student at the school is $10.00

10. The elected officers of this unit are President, Vice-President, Secretary and Treasurer. Officers

are elected no later than April 30 for a term of one year that runs from July 1-June 30 and no

person shall serve in the same office for more than two (2) consecutive terms and no person is

obligated to continue their position into a second year of service.

11. Any elected position with the exception of the Treasurer, may be held jointly by 2 people. Each

co-position is entitled to (1) vote per position at a board of director’s meeting with the

individual holders rotating privileges. The Secretary will record in the Minutes which co-officer

is actively serving in their respective role during the board meeting.

12. The President, Vice-President, Treasurer and Secretary will be expected to attend an approved

training per Article 5, Section 2(a) of the WSPTA Uniform Bylaws. These officers make up the

Executive Committee. At least one elected officer is expected to attend PTA and the Law.

13. The Board of Directors of the Alcott PTSA shall consist of the elected officers, the Principal and

Staff Representative and the Directors of the following committees: Director of Advocacy,

Director of Communications, Director of Family Events, Director of Fundraising, Director of

Outreach, Director of Legislative Affairs, Director of Student Activities, Director of Membership,

Director of Volunteers. The Board of Directors will meet monthly on a date and time to be

determined by the Board. Quorum for a Board of Directors meeting is half the number of filled

positions plus 1. Remote voting for Board of Directors meetings is permitted. All Board

members must be PTSA members in good standing. The Principal and Staff Representative(s)

shall be considered ex-officio members with a voice but no vote.

14. General membership meetings of this unit shall be held on the second Thursday of the month

unless otherwise indicated. There shall be at least three general membership (3) meetings

during the year to conduct business, adopt the budget, approve the standing rules, elect the

nominating committee, and elect the executive committee. A Quorum for a general

membership meeting shall be no less than ten (10) members.

15. A position shall be declared vacant if an elected officer or appointed Board Member is absent

from three (3) meetings, unless excused by the presiding officer.

16. The Nominating Committee shall be comprised of at least 3 individuals and two alternates. The

Nominating Committee shall be elected no later than January 30. Members of the Nominating

Committee shall not serve two consecutive terms unless approved by the general membership.

17. Alcott PTSA shall approve the annual operating budget prior to July 1st of each year and

reexamine it in the fall of the new school year.

18. The Board of Directors has authority to reallocate up to $1,500 budgeted for one purpose to

another purpose.

19. A legal documents notebook is maintained by the Secretary. The PTSA shall conduct a financial

review of its books and records in January of each year in addition to the required financial

review at the close of the fiscal year. A financial review committee shall consist of a minimum of

three (3) members and shall be appointed by the President. A Financial Review can also be

conducted by a qualified accountant. The treasurer shall close the books on June 30th and

submit the books and records for financial review. The financial review committee shall not

include people who were authorized to sign or individuals living within the same household as

those authorized to sign on the bank account for the period being reviewed. No member shall

serve on the financial review committee for more than two (2) consecutive years.

20. The WSPTA Uniform Bylaws require two (2) signatures on each PTSA check and contracts. The

signers on the account shall be the President, Vice President, Secretary and Treasurer. No two

signors can reside in the same household.

21. A non-signor must review and sign the monthly bank statement. The non-signor must be a PTSA

member and will be appointed by the Board of Directors.

22. 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 or they will be considered a donation to the Alcott PTSA.

23. Two Golden Acorn awards, one Outstanding Educator Award, one Outstanding Advocate award

and one Outreach Champion award shall be given when appropriate. Up to four (4) Alcott

volunteer SPLASH Awards will be given when appropriate. A committee appointed by the

President shall select the recieipient(s).

24. Voting delegates to the Lake Washington PTSA Council, shall be the President and two or three

additional authorized delegates, for a total of four delegates per local unit, only two of whom

may be represented by alternates.

25. This unit shall have one (1) vote for the Service Area Vice President, which shall be decided by

the Executive Committee and voted on by the Board of Directors.

26. The voting delegates to the annual WSPTA Convention shall be determined by the President.

27. The voting delegates to the WSPTA Legislative Assembly shall be determined in the following

order. Legislative chair, President, Vice President, Secretary, Treasurer. The Board of Directors

shall determine the number of delegates to be funded by the PTSA.