Washington-Hoyt Elementary School PTA(253) 571-5700
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Washington-Hoyt Parent Teacher Student Association
STANDING RULES October 2007 Washington-Hoyt PTSA is a local, self-governing membership association whose activities and functions are planned and overseen by the Board of Directors. Washington-Hoyt PTSA operates in compliance with the Washington State PTA Uniform Bylaws. The WSPTA’s main purpose is to serve the needs and desires of its member in promoting the health, welfare, safety and education of children and youth in home, school, community and place of worship. Washington-Hoyt PTSA is chartered by and affiliated with the Washington State PTA. The WSPTA was formed in 1905 to proved service to local units.
1. The name of this unit shall be Washington-Hoyt Parent Teacher Student Association Local Unit number 10.9.225 under the Washington Congress of Parents and Teachers.
2. This unit was incorporated as a non-profit corporation by the State of Washington on February 24, 1981, number D307084. It is the responsibility of the Treasurer and/or President to file the annual report before March 1st.
3. The State of Washington registration number WAH-088-230, registers this unit under the Charitable Solicitations Act. It is the responsibility of the Treasurer and/or the President to file the annual report before November 15th.
4. This unit’s Federal Employer Identification Number is 91-1140240. The IRS recognizes this unit as a tax-exempt organization under section 501(c)(3) with the Income Tax Exempt Letter of Recognition dated October 15, 1981.
5. This unit operates on a fiscal year from July 1st through June 30th.
6. The President and Secretary shall retain a copy of all documents relating to this unit.
7. The annual membership service fee shall be $10 per individual member. This unit shall remit$1.75 to the National PTA, $4.50 to the Washington State PTA, and a predetermined flat fee to the Tacoma Council.
8. Washington-Hoyt students shall be considered Honorary Members of this unit without voice or vote or the privilege of holding office.
9. All officers and committee chairpersons must be current paid members.
10. Only members with current paid membership may participate in the business of this unit, including voting privileges, and election to office or committee.
11. Membership/phone/address lists of this unit shall not be released to outside interests or used in a manner for individual, personal, or financial gain.
12. All volunteers for PTA functions held on school grounds must have a current Washington State Patrol clearance on file.
13. The Board of Directors shall approve all projects that encumber this unit.
14. The elected officers of this unit shall be President/Co-President, 1st Vice President (records custodian/fund-raising supervisor), 2nd Vice President (Scrip), Secretary, and Treasurer/Co-Treasurer. Co-positions may not be held by two people from the same household.
15. A Nominating Committee shall be elected at a general membership meeting before March 31st according to State PTA guidelines.
16. a quorum shall be ten (10) members. Absentee or proxy ballots are prohibited.
17. The officers shall be elected at the Annual Meeting in April or May for terms of one year or until their successors are elected. No person shall serve in the same office for more than two consecutive terms. Officers shall assume duties on July 1st. In the event two members of the same household hold an office in this unit, only one shall co-sign financial matters.
18. An office or committee chair may be declared vacant if that person misses three consecutive meetings unless excused by the President.
19. The Executive Committee consists of the elected officers. They study and make recommendations to the Board of Directors and approve appointments made by the President. A majority constitutes a quorum.
20. The Board of Directors is the main decision-making body and legal representative of this unit. It consists of the Executive Committee and the Standing Committee chairpersons. Meetings shall be held at least once a month September through June and/or at the discretion of the President. A majority constitutes a quorum.
21. The immediate past President/Co-Presidents may serve on the Board of Directors in an advisory capacity without vote.
22. Standing Committees perform a continuing function necessary for the on-going operation of this unit including: Clothes Closet, Hoyt Liaison, Membership, Newsletter, Cat Tracks Reading, Scrip, and Sunshine/Hospitality.
23. Executive Committee members shall submit an annual report by June 30th relating the activities of their office and update their notebooks as necessary.
24. All committee chairpersons shall keep records and update their file relating to the committee function/activity and submit a written report to the 1st Vice President in a timely manner.
25. All Executive Committee Notebooks and Committee files shall be updated and turned in to the 1st Vice President by June 30th.
26. The operating budget shall be approved at the last general membership meeting.
27. All financial records shall be audited as soon as possible after year-end at June 30th.
28. An Audit committee shall be elected at a general membership meeting by April 30th.
29. Any two PTA members may handle money at any PTA sponsored event. PTA funds shall never be left in the school safe or with school staff according to State PTA guidelines.
30. The Treasurer shall submit a written and verbal financial statement at each meeting. All funds shall be disbursed by check with two officers’ signatures.
31. The Membership chairperson shall ask any chairperson, committee member or officer to pay their dues if not paid by October 15th.
32. The Membership chairperson shall make membership lists available to the Board of Directors and the Nominating Committee chairperson.
33. The Membership chairperson shall make a membership check at all elections to ensure voting eligibility of anyone wishing to vote.
34. The Board of Directors shall elect the voting delegate to the Legislative Assembly with preference to the Legislative Rep. The PTA shall pay approved expenses of the delegate.
35. This unit may send two voting delegates to the annual Stat PTA Convention. They shall be elected by the Board of Directors with preference to current and incoming Presidents. The PTA shall pay approved expenses of the delegates.
36. One or more Golden Acorn Awards and/or Outstanding Educator Awards shall be given. The PTA will pay for the recipient(s) to attend the All-City PTA Recognition Ceremony.
37. The Standing Rules shall be adopted annually by a majority vote at a general membership meeting in the fall.
38. The Standing Rules may be amended at any general membership meeting by a two-thirds vote, or if previous notice was given, by a simple majority vote.
39. General membership meetings shall be held on the 2nd Tuesday at 7:00pm in the school library at least three (3) times per year beginning in September. General meetings are open to all interested persons, but the privilege of making motions, debating and voting is limited to current paid members.
40. Parliamentary authority shall be Roberts Rules of Order, Newly Revised. The order of business for general membership meetings shall include:
Introduction & Welcome Staff Reports Secretary’s Report/Correspondence Unfinished Business Treasurer’s Report New Business Vice President(s) Reports Announcements Committee Reports Adjournment