Standing rules

CASCADIA PTA 6.15.324

General Identifications

The name of this PTA Local Unit No. 6.15.324 is CASCADIA PTA6.15.324 (referred to as CASCADIA PTA). It was chartered by the Washington State PTA on August 10, 2011.

CASCADIA PTA serves the academic, social, and basic educational needs of children in the Cascadia Elementary school community.

Corporate Status, Charitable Solicitations, Tax-Exemption and Annual IRS Filing

CASCADIA PTA was incorporated on September 8, 2011 and assigned UBI 603-142-690. The Annual Corporation Report is filed by the Treasurer by September 30. The registered agent for CASCADIA PTA is Washington State PTA. The Employer Identification Number (EIN) is located in the Legal Documents Binder in the custody of the Treasurer.

CASCADIA PTA is registered under the Charitable Solicitations Act (registration number 31020.) The Treasurer is responsible for filing updates and/or annual registration by May 31 to avoid penalties.

CASCADIA PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on September 8, 2011. A copy of the Letter of Determination is filed in the Legal Documents Binder maintained by the Treasurer.

The Treasurer is responsible for filing IRS form 990, 990EZ or 990N prior to November 15. Copies of the current and past years’ returns are located in the Legal Documents Binder maintained by the Treasurer.

Voting and Delegates

Voting delegates to the Seattle Council PTSA shall be determined each year by the Board of Directors.

The vote of this PTA for the position of Washington State PTA Region 6 Director shall be determined by the Board of Directors.

The voting delegates, and any visiting delegates to the annual Washington State PTA convention, shall be determined each year by the Board of Directors. The Board of Directors shall determine the number of delegates to be funded by the PTA. These costs shall be budgeted each year as PTA operating expenses.

The voting delegate(s) to the Washington State PTA Legislative Assembly shall be determined by the Board of Directors, in consultation with the Legislative Chairperson (if any), and shall include the Legislative Chairperson (if any). The Board of Directors shall determine the number of delegates to be funded by the PTA. These costs shall be budgeted each year as PTA operating expenses.

Mail or electronic ballots are prohibited for CASCADIA PTA with two exceptions: election of board officers and nominating committee positions. The name of each candidate must be contained in the notice of meeting.             

Membership, Officers, Directors, & Budget

Membership of CASCADIA PTA is open to all parents, teachers, staff, grandparents, guardians, community members, and other persons that support and encourage the purpose of the PTA.

The membership fees for CASCADIA PTA shall be determined each year by the membership and shall be $11.50 for an individual membership for the school year. All paid members have a voice and vote at CASCADIA PTA General Membership meetings. The students of Cascadia Elementary shall be considered honorary members of CASCADIA PTA, without vote or the privilege of holding office.

The elected officers of CASCADIA PTA constitute the Executive Committee and shall be a minimum of President, Vice President, Secretary, Treasurer and Financial Officer. The Vice President will serve, if nominated and elected, as President the following year. Any elected position, except Treasurer, may be held jointly by two people. Each co-position holder shall be entitled to voice and vote at Board of Directors meetings. Officers are elected for a term of one PTA year (July 1 – June 30). An Executive Committee member may not serve in the same position for more than two consecutive years. Officers will be elected annually at a general membership meeting prior to April 30.

A nominating committee of three members shall be elected by ballot at least 30 days preceding the election of officers. If only three candidates are nominated, the three shall be declared elected. A plurality vote shall elect. If a vacancy on the nominating committee occurs, the Board of Directors may appoint a replacement. The nominating committee is discharged from service after the officers are declared elected. Eligibility requirements for local PTA or council nominating committee members are as follows: 1. The members of the nominating committee shall have been members of the PTA for at least 30 days preceding their election. 2. The President may not serve on the nominating committee. 3. A member may not serve more than two consecutive terms on the nominating committee. 4. The school Principal may not serve on the nominating committee. The nominating committee shall submit to the members a signed report at least 15 days prior to the election stating the name of one or more candidates for each office to be elected. Additional nominations may be made from the floor with the consent of the nominee only when the election is held during a meeting.

The Board of Directors of CASCADIA PTA shall consist of the elected officers, the standing committee directors, and at least one teacher representative who shall be nominated by the staff and approved by the CASCADIA PTA Executive Committee.  The teacher representative will serve for a two year term. All members of the Board of Directors must be members of the PTA.

The standing committee directors shall be appointed by the President, with approval from the Executive Committee, and shall consist of: Fundraising Director; Events, Volunteers and Programs Director; Membership Director; Communications Director; Advocacy and Legislative Director; and Family and Community Engagement Director. Each standing committee director position may be held jointly by two or more people. Each co-position holder shall be entitled to voice and vote at Board of Directors meetings.

The Principal, Assistant Principal and at least one Teacher Representative shall be advisors to the Board of Directors.

During the PTA year, at least one elected officer will attend PTA and the Law, and all elected officers will attend at least one WSPTA-approved training class.

Prior to the start of the school year, the President shall conduct an orientation for the entire Board.

The Treasurer shall be responsible for maintaining the original copies of all legal documents and providing updated copies to the files, and to other officers if requested. The original set shall be kept in a secure location. Duplicate sets of documents shall be kept by the Treasurer and the Secretary.

The Secretary shall email minutes to each elected officer, prior to the next scheduled meeting, and provide a summary of the approved minutes for publication.

The CASCADIA PTA general membership shall approve its annual operating budget in the spring of each year. The Board of Directors has authority to reallocate up to $7000 of funds budgeted from one line item to another by a two-thirds vote. No more than two such reallocations shall occur at any given Board meeting.

An annual financial review shall be conducted at the end of each fiscal year (June 30). A midyear financial review shall be completed by January 31.

The financial review committee shall consist of a minimum of 3 members appointed by the President. Members of this committee shall not include the Treasurer or any person authorized to sign on the PTA bank account(s) for the period being reviewed or any individuals living in their households.

The signatures of a minimum of three (3) elected officers shall be on the authorized signature card for all of this PTA’s bank accounts. All CASCADIA PTA checks/withdrawals shall have two (2) signatures. Yearly, the Board of Directors shall determine which elected officers shall be the signers on the PTA bank account. The financial review committee shall review bank account records and shall promptly report any concerns or discrepancies identified on the review to the Executive Committee.

Meetings & Quorum

Adoption of the budget, adoption of 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 discretion of the Board of Directors, with adequate notice given to the membership.

The Board of Directors shall meet at least three times a year to review the standing rules, review the budget, review and approve PTA-sponsored events, determine delegates to the Washington State PTA Convention, and appoint committees as needed. Quorum for Board meetings is a majority of those serving on the Board.

Operating Guidelines

The membership service fee of CASCADIA PTA shall at least cover the cost of PTA council, state and national membership fees.

Per the Washington State PTA Uniform Bylaws, we will annually review, complete, sign, and submit the WSPTA Standards of Affiliation agreement by the required deadline.

Each year, these standing rules shall be reviewed (and amended if needed) by the Board of Directors and presented to the membership for approval.             

Insurance

This PTA shall carry a minimum of general and professional liability insurance.

This PTA shall never purchase capital equipment (e.g., furniture, disaster supplies, landscaping, computers, benches, rugs, fencing) for the purpose of donating it to the school. Instead, the funds shall be granted to the school district for the purpose of its own purchase of the specified goods or equipment.

Printed Materials

The Board of Directors is responsible for all CASCADIA PTA printed material and will consult with school staff in regards to sensitive material prior to publication and dissemination.

Recognition of Individuals with Washington State PTA Awards

One or more Washington State PTA individual awards, such as the Golden Acorn, Outstanding Advocate, or Outstanding Educator award, may be presented annually to an outstanding individual(s). The Board of Directors shall determine the number of recipients each year, and a committee appointed by the President shall select the recipient(s) for each award.