Shorewood Elementary PTA Standing Rules Approved 5/21/15

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1 Shorewood Elementary PTA Standing Rules Approved 5/21/15 Purpose The purpose of the Shorewood Elementary PTA is to promote the educational welfare of our students and staff. This includes but is not limited to Supporting Shorewood students by funding educational activities and student clubs. Supporting Shorewood staff by funding art supplies, books, educational websites and other classroom resources. Building community with students, staff and families by funding and staffing family events and activities Incorporation 1. The name of the association shall be Shorewood Elementary Parent Teacher Association. Shorewood PTA is chartered under the Uniform Bylaws of the Washington State PTA (WSPTA). Shorewood PTA is in Region 9 of the WSPTA, within the Highline Council district #5, and known as Local Unit 145. The identifying local unit number for Shorewood PTA is Shorewood Elementary PTA is a non-profit corporation, having a tax-exempt status recognized by the state of Washington as of March 15, The Treasurer shall file the articles of incorporation in March of each year. 3. The incorporation number is The PTA employer number is The IRS recognizes this PTA as a non-profit, tax-exempt organization, , under section 501 C (3). 5. The Treasurer shall take out insurance through the WSPTA, enabling this unit to be bonded automatically. Two signatures, the Treasurer s and one Executive Board member (named as a signer on the account) shall be required on all checks written. 6. This Association shall keep at least two copies of all legal documents in two separate locations, one with the President(s) and the other with the Treasurer.

2 Operation of the association 1. This Association shall be bound by the Uniform Bylaws of the WAPTA, the Highline Council s Standing Rules, and the Standing Rules written here. 2. The Standing Rules of the Association shall be reviewed every year by the Executive Committee, and shall be submitted to the Executive Board for recommendation to the general membership of adoption by a majority vote. This shall be done prior to or at the first general membership meeting of each year. The Standing Rules shall be made available to every member of Shorewood PTA and may be read upon request at any general meeting. 3. The Standing Rules may be amended at any general membership meeting by a two-thirds vote, or if previous notice is given, by majority vote. Amendments must be in compliance with State Bylaws and Council Standing Rules. Membership 1. Membership dues of this unit shall be $13.00 per individual: $21.00 per family. The breakdown of this annual amount is $6.50 of each membership sent to WSPTA and National PTA, $2.00 sent to Highline Council, and $3.50 remaining with our local unit per individual membership or $2.00 per member with a family membership. 2. Members may choose a Supporting membership, which would include the $13.00 regular membership fee plus an additional suggested donation of $15.00 or more, to support PTA financially, if they are unable to give a donation of time. Any amount donated over $10.00 would be considered a charitable donation and be tax deductible for the donor. 3. All Executive Committee members and Executive Board members shall pay their membership dues by September 30th of each year. 4. All students of Shorewood Elementary School shall be recognized as honorary members of Shorewood PTA.

3 5. Sustaining memberships to Shorewood PTA may be offered to businesses or organizations believing in the objectives of PTA, who would like to support our local unit. This membership is without vote or membership card. A certificate of appreciation shall be given upon donation of $25.00 or more. Executive Committee 1. The elected officers of this Association shall consist of the President or Co-Presidents, 1st Vice President, 2nd Vice President, Secretary, Treasurer, Membership Chair and a Board Member at Large. Additional officers may be created by amendments to the Standing Rules. The immediate past President and other immediate past officers shall aid the new President(s) and officers with performing their duties, by advising them in such matters as may be necessary, if their time allows. 2. The above officers shall be elected at a general membership meeting by the 31st of March of each year. 3. The Executive Committee shall consist of the above elected officers. The Executive Committee members shall be current paid members of this unit. The Principal may be invited to sit on this committee in a non-voting capacity. 4. The President(s) shall cast this Association s vote for Region 9 Service Area Vice President, with approval of the Executive Board. 5. The 1st Vice President shall assume the duties of the President in his/her absence and shall oversee PTA programs as decided by the Executive Committee. 6. To foster communication, the President shall sit on the Shorewood Site Based Management Council in a non-elected, one-year term with voting privileges, as the voice for the PTA membership. The President shall report on the progress of the Council at the PTA general membership meetings.

4 7. The 1s Vice President shall focus on volunteer coordination and be responsible for duties as decided by the Executive Committee. 8. The 2nd Vice President shall focus on strategic PTA fundraising events and be responsible for duties as decided by the Executive Committee. Executive Board 1. The Executive Board shall consist of the elected officers of the Executive Committee: the chairpersons of all standing committees; the chairpersons of any ad hoc committees deemed necessary by the Executive Committee; the Principal or his/her alternate; and a Teacher Representative. 2. The Standing Committees of this Association may include, but are not limited to: Financial Review, Budget, Legislation, Membership, and Newsletter. 3. The Executive Board shall meet before general membership meetings to transact any necessary business, to plan the agenda and discuss relevant issues concerning Shorewood PTA. 4. Each officer and chairperson shall keep a notebook of information, activities, and recommendations pertaining to their offices. These notebooks shall be surrendered at the May board meeting, to the President or Vice-Presidents, to be distributed to the newly elected Executive Committee before June 1 st. A person can be chairperson or co-chair of only one standing committee at a time. Exceptions can be made by decision of the Executive Committee. 5. It shall be the responsibility of each officer and chairperson to attend all regular meetings of the Association. If an officer or chairperson cannot attend, that person shall notify the President before the meeting. If three (3) meetings are missed without notification, the Board may declare the office or committee chair vacant. 6. A financial review of this association s financial records shall occur in August of each year. 7. The Awards Committee, consisting of 3 members appointed by the Executive Committee, shall

5 solicit nominations from the general membership for PTA service awards, including the Golden Acorn award and the Outstanding Service award, by the end of March. This committee shall select award recipients and arrange for presentation of the awards at a general membership meeting or event each spring. 8. The election of the Nomination Committee shall occur at a general membership meeting, no later than the end of January. The Nomination Committee shall consist of 3 members and shall be elected according to the State Uniform Bylaws, Article V. The President may not sit on this committee. Meetings 1. The quorum for general membership meetings shall be General membership meetings shall be held at least 3 times a year with notification members and publication of the agenda, before each meeting 3. The order of business may consist of: Call to order, Treasurer s Report, Approval of Minutes, Business, Committee Reports, Announcements and Adjourn. The Agendas may be formatted to fit the needs of the current meeting. Any special speaker of program format can take precedent over the order of business. Budget 1. The budget shall be prepared by the Budget Committee, which shall consist of the newly elected President and Treasurer, in addition to 3 members appointed by the current President. The appointees could be present board members. The budget shall include $ to cover all carry over and startup expenses for the upcoming year. 2. The Association s budget for the NEXT school year shall be submitted to the general membership for voting approval by the end of May of the current year. 3. The budget shall include registration fees, transportation, and lodging, consistent with school district mileage and standard expenses, for at least two delegates to attend the State PTA

6 Convention. The delegates and their alternates shall be selected by the Executive Board no later than March 31st. Priority shall be given to newly elected officers, then to current Board members. 4. The budget shall include transportation and registration expenses for at least one voting delegate to be sent to the State PTA Legislative Assembly. This person shall be responsible for soliciting the concerns of the general membership and representing them at the Assembly. 5. The budget shall include funds for the Golden Acorn Award and other service awards to be given at a general membership meeting or PTA event in the spring of each year. Other awards may include: Highline Social Service Fund, and /or Certificates of Special Service. 6. The Executive Committee may re-allocate funds within the budget by up to $ per fiscal year without a vote from the General Membership. 7. In order to facilitate timely and accurate financial reporting, all receipts for approved expenditures must be submitted to the treasurer with 90 days of purchase in order to be reimbursed.

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