PTSA Standing Rules

PTSA Standing Rules

Bryant Elementary Parent Teacher Student Association Standing Rules

2024-2025

Name

  1. The name of this PTA local unit is the Bryant Elementary PTSA, local unit number 6.15.60.

Community Served

  1. This PTSA serves all children, but primarily the children of Bryant Elementary School, as defined by the objectives of state and national PTA organizations.

Corporate Status

  1. This PTSA was incorporated as a nonprofit corporation in the State of Washington on December 13, 1982 and was assigned corporation number 91-1191751. The Treasurer is responsible for filing the annual corporation report.
  2. This unit was granted tax-exempt status under section 501(c) (3) of the Internal Revenue Code on October 16, 1984. A copy of the letter of determination is maintained by the Secretary in the PTSA’s corporate files.
  3. This unit’s Federal Employer Identification is located in the PTSA’s corporate records maintained by the Secretary and its assigned UBI number is 601 133 553.
  4. This unit is registered under the Charitable Solicitations Act, under registration number 6371. The Treasurer is responsible for filing the annual registration by May 31 to avoid penalties.
  5. The Treasurer is responsible for filing IRS Form 990, form 990 EZ or 990-N prior to November 15. Copies of the current and past years’ returns are located in the PTSA corporate records maintained by the Secretary.
  6. The Bryant Elementary PTSA 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 this signed document making such designation are located in the PTSA’s corporate records maintained by the Secretary.
  7. This PTSA may collaborate with non-PTSA organizations.  This PTSA will not be a fiscal agent, fiscal sponsor, or sign a sponsorship or charter agreement with any outside organization or agency.
  8. Per the Washington State PTA Uniform Bylaws, we will annually review the Washington State PTA Standards of Affiliation agreement in its entirety and we agree to abide by all requirements and to uphold the ethics, policies, and principles of PTA.

Membership and Fees

  1. The membership service fees for this PTSA shall be fifteen ($15.00) per person, plus any applicable processing fees.   
  2. Sponsoring the membership fees of a teacher or staff member by another member shall be charged fifteen dollars ($15.00) per teacher/staff member sponsored plus any applicable processing fees.
  3. Any person who believes in the objectives of this PTSA may become a member, upon payment of the membership fee.
  4. Students of Bryant Elementary school shall be considered honorary members of the PTSA without vote or the privilege of holding office.
  5. An individual’s membership in this PTSA may be terminated by a two-thirds (⅔) vote of the Board of Directors for conduct that may damage the value and goodwill associated with this PTSA, or that violates the purposes, policies, or standing rules of this PTSA, including the bylaws of the Washington State PTA and National PTA. Details on the process for termination of membership are included in current WA State PTA policy.  This PTSA shall notify the WA State PTA board of directors within 5 business days if an individual’s membership has been terminated.

Executive Officers

  1. Voting for Officers or Nominating Committee positions may take place at a meeting, by mail, or by electronic transmission. If voting takes place by mail or electronic transmission, the name of each candidate is to be contained in the voting notice and any vote cast must be received within the time frame and in the manner identified in the voting notice.
  2. The elected Executive Officers of this PTSA shall include the positions of one President or two Co-Presidents, one Vice President or two Co-Vice Presidents, one Secretary or two Co-Secretaries, and two or three Co-Treasurers.  Collectively, these officers  shall constitute the Executive Committee of this PTSA.
  3. Such Executive Officers shall be elected by the Spring General Membership meeting for a one year term commencing on July 1st of each year.  Executive Officers shall serve no more than two consecutive one-year terms in the same office. An officer having served eight or more months of a term shall be considered to have served a full year.
  4. Each Executive Officer position shall be entitled to one (1) vote at a Board of Directors or Executive Committee meeting, provided that if there are  co-officer positions each person in a co-officer position shall be entitled to one (1) vote at a Board of Directors or Executive Committee meeting. A majority of the Executive Board positions shall constitute a quorum.
  5. The Executive Committee shall appoint non-executive committee members of the incoming Board of Directors prior to the final Board of Directors meeting of the school year and such appointments shall be recorded at the Board of Directors meeting.
  6. Each Executive Committee member will attend one mandatory WSPTA training during the year.

Board of Directors

  1. The Executive Committee shall appoint up to two Board Members at Large who shall be an outgoing President, Executive Officer or PTSA member who has substantial working knowledge of the Bryant PTSA and Elementary School that would be valuable and add to the collective wisdom of the current Board of Directors of this PTSA.  No specific duties will be assigned to this position
  2. The Executive Committee of this PTSA shall also appoint the following non-executive committee members: the Fundraising Committee Co-Chairs, the Volunteer Co-Chairs, the Advocacy Co-Chairs, the Membership Co-Chairs, the Community Engagement Co-Chairs, the Communications Co-Chairs, Operations Co-Chairs, and up to two Faculty/Staff representatives.
  3. The members of the Executive Committee, the Board Members at Large, and the appointed non-executive committee members shall collectively constitute this PTSA’s Board of Directors.
  4. This PTSA’s Board of Directors will meet monthly on a weekday from September to June, the date and time to be determined by the Board of Directors. Additional meetings throughout the year may be scheduled at the call of the President or a majority of the Board of Directors with 5 days notice to Board members. A majority of those Executive Board, Members at Large, and non-executive committee member positions shall constitute a quorum.  Meetings may be held in person or virtually.  Virtual meetings will use a remote communication tools where all participants have equal opportunity for simultaneous participation. 
  5. Each position on the Board of Directors shall be entitled to one (1) vote at a Board of Directors meeting, provided that each person holding a  Co-Chair position shall be entitled to one (1) vote at a Board of Directors meeting.     
  6.  If a vote of the Board of Directors is tied, the President or co-Presidents (or Vice President in the President’s absence) shall cast the deciding vote.
  7. A Board of Directors position shall be declared vacant if the person or persons holding the position miss 3 consecutive meetings unless excused by the President. Only 1 Co-executive officer or Co-chair need attend each Board of Directors or Executive Committee meeting.
  8. A special meeting of the Board may be called for time sensitive issues upon as much notice as is practicable.
  9. Other committee chairs, parents, and Bryant faculty and staff may be invited to attend and participate at Board of Director meetings, but do not have a right to vote on matters before it.

General Membership Meetings

  1. General Membership Meetings shall be held three times per year (Fall, Mid-Year & Spring), the time and date to be set by the Executive Committee. Written notice of the place, day and time of the meetings shall be communicated to the membership not less than ten (10) nor more than fifty (50) days prior to the date of the meeting. There must be at least 10 members present in order to conduct business.
  2. The Bryant PTSA shall approve its standing rules at the Fall General Membership meeting each year.
  3. This PTSA shall elect its Nominating Committee and hear from the Financial Review Committee by the Mid-Year Membership meeting each year.
  4. This PTSA shall approve its annual operating budget and elect its Executive Officers by the Spring General Membership meeting each year. The Spring General Membership meeting shall constitute this PTSA’s Annual Membership Meeting.
  5. General Membership meetings of this PTSA are open to Bryant PTSA members and parents and staff who are not members. Only dues paying Bryant PTSA members are entitled to vote on matters brought before the meeting.

Conferences and Representation

  1. This PTSA’s Board of Directors may send a member or appointed representative to Seattle Council PTSA meetings and at least one to four representatives to the Region 6 Fall Leadership Conference.
  2. This PTSA’s Board of Directors may also send representatives to other state and region PTSA meetings.
  3. This PTSA’s Advocacy Chair(s) may attend or send an appointed representative to the WSPTA Legislative Assembly as this PTSA’s voting delegate.
  4. Provision shall be made in the annual operating budget to cover expenses associated with having representatives attend such conferences.

Treasury and Budget

  1. The Budget Committee shall consist of the Co-Treasurers and no fewer than three (3) members appointed by the President with the approval of the Executive Committee.
  2. The Budget Committee shall prepare an itemized proposed budget to be submitted to the Board of Directors for approval prior to the Spring General Membership meeting.
  3. A Financial Review Committee, which is comprised of a minimum of two (2) members appointed by the President, will review the financial books once a year. Members of this committee shall not include the Co-Treasurers or any person authorized to sign on the PTSA bank accounts (or any individuals living in their households) for the period that is being reviewed. Records must be submitted for financial review no later than 30 days after the end of the fiscal year.
  4. The PTSA will have the taxes done by a CPA by November 15th of every year.
  5. The PTSA shall establish one or more accounts in financial institutions as determined by the Board of Directors. The authorized signatures for this PTSA’s bank account will be the co-Presidents and Lead Co-Treasurer.
  6. The PTSA’s monthly bank account statements shall be reviewed on the bank website by a person appointed by the Board of Directors. Such person will be appointed by the Board at the beginning of the fiscal year, and shall not be a signer on the account.  The reviewer will be provided with a read-only login to the bank accounts and may not conduct transactions on the PTSA bank accounts. 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 email the Treasurers each month with the statement “I’ve completed the review and have no concerns or questions.  Please accept this email in lieu of paper signature.” and a list of the bank account numbers reviewed online.
  7. All reimbursement requests for authorized expenses must include a receipt and be submitted to the treasurer within 60 days of purchase.d.  Reimbursements issued by this PTSA must be cashed within 90 days or will be considered void.
  8. During the course of the year, the PTSA may authorize expenditure of un-allocated funds pursuant to the monetary limits reflected below.Note that these rules do not apply to the expenditure of funds that were allocated in a budget approved by the membership under the provisions of these rules.
  9. The Executive Committee has the authority to approve expenditures of un-allocated funds up to or equal to $100.
  10. The Board of Directors must approve expenditures of un-allocated funds greater than $100 but less than $5,000.  
  11. The General Membership must approve expenditures of un-allocated funds $5,000 or greater must be approved by the General Membership by a majority vote. 
  12. During the course of the year, the PTSA may also  reallocate money budgeted for one purpose to another purpose pursuant to the monetary limits reflected below.
  13. The Board of Directors may authorize re-allocation of up to $5,000 budgeted for one purpose to another purpose by a two-thirds vote.
  14. The General Membership must authorize re-allocation of any amount $5,000 or greater by a majority vote.
  15. The General Membership must authorize re-allocation of any funds in a restricted account to the PTSA’s general budget by a majority vote.
  16. The Board of Directors may transfer funds from PTSA reserves up to a limit of $5,000 annually by two-thirds vote of the Board.

 

Legal Documents

  1. The PTSA shall maintain copies of legal documents it is mandated to retain. These documents shall be stored in the PTSA’s electronic records that are maintained by the Secretary and shall be accessible by the Board of Directors.  

Washington State PTA Awards

  1. One or more Golden Acorn awards may be presented annually to an outstanding volunteer(s). A committee appointed by the President shall select the recipient(s). The Board of Directors shall determine the number of recipients.
  2. One or more Outstanding Advocate awards or Outstanding Student Advocate awards may be presented annually to recognize advocacy work on behalf of children and youth. A committee appointed by the President shall select the recipient(s). The Board of Directors shall determine the number of recipients.
  3. One or more Outstanding Educator awards may be presented annually to an outstanding teacher or educator. A committee appointed by the President shall select the recipient(s). The Board of Directors shall determine the number of recipients.
  4. An Honorary Life Membership award may be presented annually to an individual who has made significant contribution to the growth and development of PTSA. A committee appointed by the President shall select the recipient.