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Standing Rules

STANDING RULES

FOR

CASCADIA PTA

Approved on January 30, 2020

Effective on July 1, 2020

 

  1. General Identifications
    The name of this PTA is CASCADIA PTA, Local Unit No. 6.15.324 (“CASCADIA PTA”). It was chartered by the Washington State PTA on August 10, 2011.
  2. PTA Purpose and Community
    CASCADIA PTA serves the academic, social, and basic educational needs of children in the Cascadia Elementary school community, and may support enriched educational opportunities for students in Seattle Public Schools more broadly.
  3. Incorporation
    CASCADIA PTA was incorporated on September 8, 2011, and assigned UBI 603-142-690. The Annual Corporation Report is filed by the Treasurer on or before September 30 of each year. The Employer Identification Number (EIN) is located in the Legal Documents Binder in the custody of the Treasurer.
  4. Charitable Solicitations
    CASCADIA PTA is registered under the Charitable Solicitations Act, registration number 31020. The Treasurer is responsible for filing the annual registration and any updates by May 31 of each year to avoid penalties.
  5. Tax-exempt Status
    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.
  6. IRS Filing
    The Treasurer is responsible for filing IRS form 990, 990EZ or 990N on or before November 15 of each year and maintaining copies of the current and past years’ returns in the Legal Documents Binder.
  7. Registered Agent
    CASCADIA PTA has designated the Washington State PTA to serve as its registered agent with the Washington Secretary of State’s office, the Washington Department of Revenue, and the United States Internal Revenue Service. Copies of the signed documents making such designation are available in the Legal Documents Binder in the custody of the Treasurer.
  8. Membership
    Membership of CASCADIA PTA shall be open to all people, without discrimination. Membership is open to all parents, teachers, staff, grandparents, guardians, community members, and other persons that support and encourage the purpose of the PTA.
  9. Membership Dues and Council Fees
    An annual membership is valid until the end of the PTA year. A “PTA year” is defined as the twelve-month period starting on July 1st and ending on June 30th. For each PTA year, the annual fee for an individual adult membership shall be determined by the following formula:

    1. National PTA membership fee +
    2. Washington State PTA membership fee +
    3. Seattle Council PTSA membership fee +
    4. $2.00.

    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 and without paying a membership fee.

  10. General Membership Meetings and Quorum
    Adoption of the budget, adoption of standing rules, election of the nominating committee, report of the financial review committee, and election of officers shall take place at General Membership Meetings. One of the meetings shall be designated as the annual meeting for the purpose of electing officers and conducting any other business which may properly come before the annual meeting. Quorum for a General Membership Meeting is at least ten members. Meetings shall be held at the discretion of the Board of Directors to be held at a time and place determined by the Board of Directors, with adequate notice given to the membership. The President or Secretary shall deliver to each member notification of place, date and time of the annual meeting at least ten but not more than 50 days prior the date of the annual meeting. A schedule of the regular meetings, including date, time and place shall be provided to each member after the annual meeting and at least ten days before the next regular meeting. Meeting notice will be given on the CASCADIA PTA website and in the weekly PTA newsletter.
  11. Board of Director Meetings
    Prior to the start of the school year, the President shall conduct an orientation for the Board of Directors. The Board of Directors shall meet at least three times a year to manage the affairs of CASCADIA PTA. Members of the Board of Directors or any committee designated by the Board of Directors may participate in a meeting of such board or committee by means of a conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting. The Secretary shall make the minutes available to each elected officer, prior to the next scheduled meeting, and provide a summary of the approved minutes for publication. Quorum for Board meetings is a majority of the sitting Board. Voting at CASCADIA PTA board of directors’ meetings shall be limited to elected board members, standing committee chairs.
  12. Elected Officers, Co-officers, Standards of Affiliation, and Training Requirements
    The elected officers of CASCADIA PTA shall be a minimum of President, Vice President, Secretary, Treasurer and Financial Officer. The elected officers shall constitute the Executive Committee. 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. An Executive Committee member may not serve in the same position for more than two consecutive years. Officers are elected for a term of one PTA year. An Executive Committee member may not serve in the same position for more than two consecutive years. Officers will be elected annually at the annual meeting prior to April 30. This PTA will review the WSPTA Standards of Affiliation yearly and file required documentation. 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.
  13. Board of Directors
    The Board of Directors of CASCADIA PTA shall consist of the elected officers and the standing committee directors. All members of the Board of Directors must be members of the PTA. The Principal, Assistant Principal and at least one Teacher Representative shall be advisors to the Board of Directors. The Teacher Representative shall be nominated by the staff and approved by the CASCADIA PTA Executive Committee and will serve for a one-year term.
  14. Officer Election Process
    A nominating committee of three members shall be elected by ballot at least 30 days preceding the election of officers. The election may be by voice vote if only three candidates are nominated. 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 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 name of each candidate must be contained in the notice of meeting.

  15. Committees
    The standing committee directors shall be appointed by the President, with approval from the Executive Committee, and shall consist of: Communications Director; Diversity and Inclusion Director; Fundraising Director; Legislative and Advocacy and Director; Membership Director; Programs Director; and Volunteer 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 Board of Directors, by resolution adopted by a majority of the Directors in office, may designate and appoint other committees each of which shall consist of two or more directors, which committees, to the extent provided in such resolution, shall have and exercise the authority of the Board of Directors in the management of CASCADIA PTA.
  16. 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.
  17. Budget and Monthly Financial Reports
    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. The treasurer will submit a monthly financial report to the board of directors.
  18. Legal Documents
    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.
  19. Financial Review
    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 three 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.
  20. Bank Account and Bank Account Signers
    The signatures of a minimum of three elected officers shall be on the authorized signature card for all of the CASCADIA PTA’s bank accounts. All CASCADIA PTA checks and withdrawals shall have two 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.
  21. Independent Review of Bank Statements
    CASCADIA PTA’s monthly bank account statements shall be provided unopened, or via direct electronic access, to a person appointed by the Board of Directors (typically the Vice President), who 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 apparent discrepancies are identified, the reviewer shall initial and date the account statements and provide them to the Treasurer.
  22. Voting 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 and Advocacy Director (if any), and shall include the Legislative and Advocacy Director 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.
  23. 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.
  24. 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.
  25. Standing Rules
    Each year, these standing rules shall be reviewed (and amended if needed) by the Board of Directors and presented to the membership for approval.