Standing Rules
Sacajawea Elementary PTA
STANDING RULES
2021-2022
STANDING RULES
2021-2022
1) UNIT and BYLAWS: The name of this PTA unit is Sacajawea Elementary PTA 3.7.68. It was chartered by the Washington State PTA in October 1977. As such, follow the bylaws of Washington State PTA.
2) COMMUNITY SERVED: This PTA serves the children in the Sacajawea Elementary School community, which includes the residences and businesses in the Sacajawea Elementary School enrollment area.
3) CORPORATE STATUS & REGISTERED AGENT: This PTA was incorporated on November 5, 1979 and assigned UBI (Uniform Business Identification) number 2-294192-6. The Treasurer is responsible for filing the Annual Corporation Report by Nov. 30th. The registered agent for this corporation is the Washington State PTA. The EIN (Employer Identification Number) is located in the Legal Document Binders.
4) CHARITABLE SOLICITATIONS: This PTA is registered with the Secretary of State under the Charitable Solicitations Act, registration number 4060. The Treasurer is responsible for filing the annual registration by May 31st to avoid penalties.
5) TAX-EXEMPT STATUS: This PTA was granted tax-exempt status under section 501(c)3 of the Internal Revenue Code on April 21, 1994. A copy of the Letter of Determination is in the Legal Documents Binders.
6) FILING IRS FORMS: The Treasurer, with assistance from the immediate past Treasurer, is responsible for filing the appropriate federal tax return prior to November 15th. Copies of the current and past years’ returns are located in the Legal Document Binders.
7) MEMBERSHIP: Membership is open to all Parents, Community Members, Teachers, Staff, Grandparents, Guardians, and any other persons that support and encourage the purpose of PTA. The students of Sacajawea Elementary School shall be considered honorary members without voice, vote, or the privilege of holding office. The membership services fees for this PTA are $10.00 staff membership, $11.00 single membership and $20 couple membership effective September 1, 2016. As of July 1, 2011, the Vancouver Council, State, and National membership service fees are $2.00, $5.75, and $2.25 respectively. The Board of Directors of this PTA may increase the membership service fees of this PTA if Vancouver Council, State, and National membership service fees are increased without opportunity for the membership of this PTA to vote.
8) ELECTED OFFICERS: The elected officers of this PTA shall be President, Vice President, Secretary and Treasurer. Any elected position may be held jointly by two (2) people. Each co-position is entitled to one (1) vote per position at a Board of Director’s meeting with the individual holders rotating voting privileges (every other meeting). Co-Treasurer’s can only have one signer on the PTA’s bank account.
9) ELECTION PROCESS: Voting for officers or nominating committee positions may take place at a meeting, by mail, or by electronic position. If voting takes place by mail or electronic transmission, the name of each candidate is to be contained in the notice of the meeting and any vote cast must be received within the time frame identified in the notice of the meeting.
10) BOARD OF DIRECTORS: The Board of Directors of this PTA shall consist of the elected officers, Principal, Faculty Representative, and the chairs of the following standing committees: Communications, Donations, Fundraising, Hospitality, Legislative, Membership, Newsletter, Rewards, Spirit Wear and Volunteer Coordinator. This PTA’s Board of Directors will meet bi-monthly, on a date and time to be determined by the Board. An officer or chair position shall be declared vacant if that person fails to attend two consecutive meetings, unless excused by the President.
11) GENERAL MEMBERSHIP MEETINGS & QUOROM: 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. Quorum at all General Membership Meetings shall be 10 members to conduct business. Meetings shall be held at the direction of the Board of Directors.
12) BUDGET APPROVAL: This PTA shall approve its annual operating budget at the Spring General Meeting. The Board of Directors may reallocate funds up to $500, budgeted for one purpose to another purpose by a majority vote. If over $500, reallocation must be approved at a general meeting.
13) LEGAL DOCUMENTS: This PTA shall keep at least 2 copies of each of its legal documents in two (2) separate locations. The President and Treasurer shall each keep these documents available in a Legal Document Binder. (Original with Treasurer and Copy with President)
14) FINANCIAL REVIEW: This PTA may 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.
15) BANK SIGNATURE CARD & STATEMENTS: The PTA shall establish one or more accounts in financial institutions as determined by the Board of Directors. Any such account shall require the signature of at least two elected officers to make a withdrawal. The Board of Directors shall determine who the signers on the PTA bank account shall be. The PTA’s monthly bank account statements shall be sent in duplicate (one to the President and one to the Treasurer). The Treasurer will have sealed statements available at PTA Meetings for review and signing by a board member who is not a signer on the accounts, per insurance requirement.
16) PTA REIMBURSEMENT: 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 June 15th or they will be considered a donation to the PTA. Any fees incurred due to lost checks are the responsibility of the Payee.
17) PTA NSF: Should the PTA receive an NSF check, any fees imposed by the PTA’s bank will be passed on to the individual. If the NSF check or checks are not paid within 90 days, then the PTA will not accept any checks from this individual in the future. Legal recourse may be taken if needed.
18) AWARDS: One or more Golden Acorn, Outstanding Educator, and Outstanding Advocate Awards shall be presented annually, typically at the end of the school year. A committee appointed by the President shall select the recipient(s).
19) VANCOUVER COUNCIL: Voting delegates from this PTA to the Vancouver Council PTA shall be President, Vice President, Secretary, Treasurer, and/or any board member.
20) REGION DIRECTOR: The vote of this PTA for the position of Washington State PTA Region Director shall be determined by the Board of Directors.
21) WSPTA CONVENTION: The voting delegates to the annual WSPTA Convention shall be determined in the following order: President, Vice President, Secretary, Treasurer, and/or any board member. The Board of Directors shall determine the number of delegates to be funded by the PTA.
22) LEGISLATIVE ASSEMBLY: The voting delegate to the WSPTA Legislative Assembly shall be determined in the following order: Legislative Chair, President, Vice President, Secretary, Treasurer and/or any board member. The Board of Directors shall determine the number of delegates to be funded by the PTA.
23) NOMINATING COMMITTEE: The election of the Nominating Committee shall be at a General Membership Meeting in January and shall consist of three (3) to five (5) members who have not served on the previous year's Nominating Committee. The slate of Officers will be presented to the board in February, elected in March, installed in May, and assume office July 1 of the new PTA year.
24) STANDARDS OF AFFLIATION: Per the Washington State PTA Uniform Bylaws, we will annually review, complete, sign, and kept on file in Legal Binders.
25) ONLINE ACCOUNTS: This PTA shall maintain policies for online logins and passwords. These policies shall reside in this PTA's locking box for safe keeping and will be reviewed yearly by the Sacajawea Elementary PTA Board of Directors.
2) COMMUNITY SERVED: This PTA serves the children in the Sacajawea Elementary School community, which includes the residences and businesses in the Sacajawea Elementary School enrollment area.
3) CORPORATE STATUS & REGISTERED AGENT: This PTA was incorporated on November 5, 1979 and assigned UBI (Uniform Business Identification) number 2-294192-6. The Treasurer is responsible for filing the Annual Corporation Report by Nov. 30th. The registered agent for this corporation is the Washington State PTA. The EIN (Employer Identification Number) is located in the Legal Document Binders.
4) CHARITABLE SOLICITATIONS: This PTA is registered with the Secretary of State under the Charitable Solicitations Act, registration number 4060. The Treasurer is responsible for filing the annual registration by May 31st to avoid penalties.
5) TAX-EXEMPT STATUS: This PTA was granted tax-exempt status under section 501(c)3 of the Internal Revenue Code on April 21, 1994. A copy of the Letter of Determination is in the Legal Documents Binders.
6) FILING IRS FORMS: The Treasurer, with assistance from the immediate past Treasurer, is responsible for filing the appropriate federal tax return prior to November 15th. Copies of the current and past years’ returns are located in the Legal Document Binders.
7) MEMBERSHIP: Membership is open to all Parents, Community Members, Teachers, Staff, Grandparents, Guardians, and any other persons that support and encourage the purpose of PTA. The students of Sacajawea Elementary School shall be considered honorary members without voice, vote, or the privilege of holding office. The membership services fees for this PTA are $10.00 staff membership, $11.00 single membership and $20 couple membership effective September 1, 2016. As of July 1, 2011, the Vancouver Council, State, and National membership service fees are $2.00, $5.75, and $2.25 respectively. The Board of Directors of this PTA may increase the membership service fees of this PTA if Vancouver Council, State, and National membership service fees are increased without opportunity for the membership of this PTA to vote.
8) ELECTED OFFICERS: The elected officers of this PTA shall be President, Vice President, Secretary and Treasurer. Any elected position may be held jointly by two (2) people. Each co-position is entitled to one (1) vote per position at a Board of Director’s meeting with the individual holders rotating voting privileges (every other meeting). Co-Treasurer’s can only have one signer on the PTA’s bank account.
9) ELECTION PROCESS: Voting for officers or nominating committee positions may take place at a meeting, by mail, or by electronic position. If voting takes place by mail or electronic transmission, the name of each candidate is to be contained in the notice of the meeting and any vote cast must be received within the time frame identified in the notice of the meeting.
10) BOARD OF DIRECTORS: The Board of Directors of this PTA shall consist of the elected officers, Principal, Faculty Representative, and the chairs of the following standing committees: Communications, Donations, Fundraising, Hospitality, Legislative, Membership, Newsletter, Rewards, Spirit Wear and Volunteer Coordinator. This PTA’s Board of Directors will meet bi-monthly, on a date and time to be determined by the Board. An officer or chair position shall be declared vacant if that person fails to attend two consecutive meetings, unless excused by the President.
11) GENERAL MEMBERSHIP MEETINGS & QUOROM: 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. Quorum at all General Membership Meetings shall be 10 members to conduct business. Meetings shall be held at the direction of the Board of Directors.
12) BUDGET APPROVAL: This PTA shall approve its annual operating budget at the Spring General Meeting. The Board of Directors may reallocate funds up to $500, budgeted for one purpose to another purpose by a majority vote. If over $500, reallocation must be approved at a general meeting.
13) LEGAL DOCUMENTS: This PTA shall keep at least 2 copies of each of its legal documents in two (2) separate locations. The President and Treasurer shall each keep these documents available in a Legal Document Binder. (Original with Treasurer and Copy with President)
14) FINANCIAL REVIEW: This PTA may 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.
15) BANK SIGNATURE CARD & STATEMENTS: The PTA shall establish one or more accounts in financial institutions as determined by the Board of Directors. Any such account shall require the signature of at least two elected officers to make a withdrawal. The Board of Directors shall determine who the signers on the PTA bank account shall be. The PTA’s monthly bank account statements shall be sent in duplicate (one to the President and one to the Treasurer). The Treasurer will have sealed statements available at PTA Meetings for review and signing by a board member who is not a signer on the accounts, per insurance requirement.
16) PTA REIMBURSEMENT: 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 June 15th or they will be considered a donation to the PTA. Any fees incurred due to lost checks are the responsibility of the Payee.
17) PTA NSF: Should the PTA receive an NSF check, any fees imposed by the PTA’s bank will be passed on to the individual. If the NSF check or checks are not paid within 90 days, then the PTA will not accept any checks from this individual in the future. Legal recourse may be taken if needed.
18) AWARDS: One or more Golden Acorn, Outstanding Educator, and Outstanding Advocate Awards shall be presented annually, typically at the end of the school year. A committee appointed by the President shall select the recipient(s).
19) VANCOUVER COUNCIL: Voting delegates from this PTA to the Vancouver Council PTA shall be President, Vice President, Secretary, Treasurer, and/or any board member.
20) REGION DIRECTOR: The vote of this PTA for the position of Washington State PTA Region Director shall be determined by the Board of Directors.
21) WSPTA CONVENTION: The voting delegates to the annual WSPTA Convention shall be determined in the following order: President, Vice President, Secretary, Treasurer, and/or any board member. The Board of Directors shall determine the number of delegates to be funded by the PTA.
22) LEGISLATIVE ASSEMBLY: The voting delegate to the WSPTA Legislative Assembly shall be determined in the following order: Legislative Chair, President, Vice President, Secretary, Treasurer and/or any board member. The Board of Directors shall determine the number of delegates to be funded by the PTA.
23) NOMINATING COMMITTEE: The election of the Nominating Committee shall be at a General Membership Meeting in January and shall consist of three (3) to five (5) members who have not served on the previous year's Nominating Committee. The slate of Officers will be presented to the board in February, elected in March, installed in May, and assume office July 1 of the new PTA year.
24) STANDARDS OF AFFLIATION: Per the Washington State PTA Uniform Bylaws, we will annually review, complete, sign, and kept on file in Legal Binders.
25) ONLINE ACCOUNTS: This PTA shall maintain policies for online logins and passwords. These policies shall reside in this PTA's locking box for safe keeping and will be reviewed yearly by the Sacajawea Elementary PTA Board of Directors.
