These Standing Rules will be voted on at the general membership meeting on 9/20/2016:
Here is the PDF or read below. If you haven’t already filled out your membership form, you can download one here.
Highland Terrace PTA 6.12.25
Standing Rules 2016-2017
The name of this PTA local unit is Highland Terrace PTA 6.12.25, hereafter the Highland Terrace PTA or HT PTA. It was chartered on December 3, 1958. Its National PTA local unit number is 023287.
This PTA serves the children in the Highland Terrace Elementary School community which includes the residences and businesses in the Highland Terrace Elementary School enrollment area.
The Highland Terrace PTA shall be governed by and conform to the Bylaws for Local Units of the Washington Congress of Parents and Teachers, hereafter the Washington State PTA or WSPTA.
Corporate Status
This PTA was incorporated on April 14, 1980. Amendments were filed on September 9, 1980, April 21, 1993, and September 13, 1993, all relating to name changes. HT PTA was assigned corporation number 2-298601-2 and UBI number 601-791-999. The Treasurer is responsible for filing the Annual Corporation Report, no later than April 30. The registered agent for this corporation is the Washington State PTA. The Federal Employer Identification Number (EIN) issued by the Internal Revenue Service (IRS) is held by the Treasurer.
Charitable Solicitations
This PTA is registered under the Charitable Solicitations Act, registration number 2081. The Treasurer is responsible for filing the annual registration renewal by May 31 to avoid penalties.
Tax Exempt Status
This PTA was granted tax-exempt status under Section c3 of the Internal Revenue Code on April 14, 1980 as part of the WSPTA group exemption. A copy of the Letter of Determination is available from the Treasurer.
Tax Returns
The Treasurer is responsible for filing the appropriate Federal tax return 990, 990EZ or Form 990-N prior to November 15. Copies of the current and past year’s returns are located in the Legal Documents Binder maintained by the Treasurer.
Registered Agent
The Highland Terrace PTA has designated the Washington State PTA 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 maintained by the Treasurer.
Standards of Affiliation
This is a WSPTA requirement. Two elected officers are responsible for signing and submitting the Standards of Affiliation (SOA) contract by the annual deadline. The SOA is in place to ensure our PTA aligns with the WSPTA Uniform Bylaws and complies with applicable federal and state laws.
Membership
Membership at this PTA shall be open to all people without discrimination. Membership is open to all parents, teachers, staff, grandparents, guardians, students, community members and any other persons that support and encourage the purpose of this PTA.
The membership service fees for this PTA, which include local, council, state and national fees, shall be $12.00 per person or $22.00 for two (2) people. All paid members have a voice and vote at Highland Terrace PTA general membership meetings.
Elected Officers
The elected officers of this PTA shall be President, Vice President of Student Affairs, Secretary and Treasurer. Any elected position may be held jointly by two (2) people, with the exception of Treasurer. Each position shall be entitled to one (1) vote per position at a Board of Directors’ meeting. Each officer of this PTA shall be a member of Highland Terrace PTA.
Training
Our PTA will comply with the training requirements necessary to remain in good standing, as specified in the most current WSPTA Uniform Bylaws.
Elections
Voting for officers or nominating committee positions should take place at a general membership meeting. Voting will be done in person. Absentee, mail or electronic ballots are prohibited with the exceptions of the election of officers and nominating committee positions. 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.
Board of Directors
The Board of Directors of HT PTA shall consist of the elected officers and the Directors of the following committees: Public Affairs, Ways & Means, Enrichment Programs, Arts Enrichment, and Legislative, and the Standing Committee Chairs (membership, room parents, website/communications, volunteer coordinator, and family services).
This PTA’s Board of Directors will typically meet monthly on a date and time to be determined by the President and Principal, with approval by the Board. Quorum shall be a majority of the Board. Each position shall be entitled to one (1) vote per position at a Board of Directors’ meeting. Any member of the Board who is absent for three consecutive meetings without excuse shall have his/her position declared vacant.
General Membership Meetings
This PTA shall hold at least three general membership meetings a year, to adopt the budget and approve the Standing Rules and Goals & Objectives, elect the Nominating Committee, and elect officers. Officer elections for the following year must be held by April 30. A quorum at a general membership meeting shall be no less than ten (10) members of the general membership.
Budget Approval
This PTA shall approve its annual operating budget in the spring of each year. Once the budget is approved it can be amended by a majority vote of those present at a meeting of the membership. The Board of Directors has authority to reallocate funds budgeted for one purpose to another purpose, by a majority vote, up to $1,500.
Legal Documents
The President is responsible for maintaining the Legal Documents Binder and its backups. This binder contains originals of the Charitable Solicitations document and other required documents. Three Legal Documents Binders shall be kept; the duplicates shall be held by the Treasurer and Secretary. Originals of the Incorporation papers shall be kept in the PTA safe. Duplicates will be kept in the legal binders held by President, Treasurer and Secretary.
Note: there is a recommendation that incorporation papers be kept in a safe deposit box rather than the Legal Docs binder.
Financial Reviews
The 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. A financial review committee, minimum of three (3) members appointed by the President, will perform this review. The committee may not include the Treasurer or any person authorized to sign on the PTA bank accounts for the period that is being reviewed or any individuals living in their households.
Bank Accounts
The PTA shall maintain a bank account in a financial institution as determined by the Board of Directors. Any such account shall require the signatures of at least 2 (two) elected officers to make a withdrawal.
The Board of Directors shall determine which officers shall have signing authority on the PTA bank account. The signatures of the Treasurer and approved elected officers, as reflected in the Spring General Membership meeting minutes, are required on the signature cards (checking and savings accounts) for HT PTA’s authorized bank accounts at all times. Signers on the accounts will have access to online banking, for the main purpose of viewing bank activity and monthly statements.
To maintain an active savings account, Treasurer will transfer $50 from checking account to savings account in September and reverse this (transfer $50 from savings to checking) in May or June.
The PTA’s monthly bank account statements shall be provided unopened to a person appointed by the Board of Directors. Such person will be appointed by the Board, for the beginning of the fiscal year, at the Spring general membership meeting and shall not be a signer on the account; this shall be reflected in the minutes. The reviewer shall promptly report any concerns or discrepancies identified in the review to the Executive Committee. If there are no concerns or apparent discrepancies, the reviewer shall initial and date the account statements and provide them to the Treasurer.
Finances
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 close of business on the last day of school or they will be considered a donation to HT PTA.
Should the PTA receive an NSF check, a service fee in the amount of $10.00 will be charged in addition to any fees imposed by the PTA’s bank. If the NSF check or checks are not paid for in 30 days, or if more than two (2) NSF checks are received from the same individual during the fiscal year, the PTA will not accept further checks from the individual responsible.
HT PTA shall maintain a lockbox and safe in the PTA room at Highland Terrace. The Treasurer shall change the safe combination as deemed necessary and at least once a year at the beginning of the school year.
The Treasurer shall be the primary administrator of the HT PTA PayPal account. The Treasurer will share password and access information with the President. The Treasurer and President shall have PayPal password and access to the HT PTA PayPal account.
Gambling Activities
Students of Highland Terrace Elementary shall be considered honorary members of HT PTA without voice, vote, or the privilege of holding office in order to participate in gambling activities, such as raffles.
Recognition of Individual Volunteers with Washington State PTA Awards
One or more Golden Acorn Awards, Outstanding Advocate Awards, and Outstanding Educator Awards may be presented annually to an outstanding volunteer(s). A committee appointed by the President shall select the recipient(s). The Committee shall determine the number of recipients within budget.
Voting Delegates to Council
This PTA is a member of the Shoreline PTA Council and has one vote on Council business. The President shall be the voting delegate, but shall also submit to the Council the names and positions of the two alternate delegates, as determined by the Board of Directors.
Vote for Region Director
The vote of this PTA for the position of Washington State PTA Region Director shall be determined by the Board of Directors.
Voting Delegates to State PTA Convention
The Highland Terrace PTA may send as many voting delegates and as many visiting delegates to the WSPTA convention as the budgeted amount for convention can support. All delegates for the WSPTA convention shall be approved by the Board of Directors. Pre-approved expenses shall be paid for by Highland Terrace PTA. Person(s) attending convention paid for by the unit will disseminate information obtained at Convention classes as a report back to the Board of Directors. Voting delegates shall be allowed to vote their conscience.
Voting Delegates to State PTA Legislative Assembly
The Highland Terrace PTA may send as many voting delegates and as many visiting delegates to the WSPTA Legislative Assembly that the budgeted amount will sustain. Pre-approved expenses shall be paid for by Highland Terrace PTA. The Legislative Director, or a delegate PTA member designated by the board, will be one of the voting delegates representing HT PTA at the Legislative Assembly. Voting delegates shall be allowed to vote their conscience.