Roy Elementary School PTA
Roy Elementary PTA 5.3.15
Standing Rules
2011-2012
(Updated and Approved September 15, 2011)
Article 1
Unit Name
The name of this unit shall be Roy Elementary Parent and
Teacher Association (PTA), a unit of the Washington State PTA.
We will adhere to their bylaws.
The local unit number is 5.3.15.
Article 2
Articles of Incorporation
Washington State
incorporated this unit on October 21, 1997,
incorporation number
can be found in the legal file.
This local unit will be incorporated as 501 C-3, in the State of
Washington. After the
initial filing, it will be the responsibility of the Treasurer to file a
non- profit corporation annual renewal form and fee if any, with the
office of the Secretary of State before March 1 of each year.
Article 3
Non-Profit Guidelines
Roy Elementary PTA will
comply with the non-profit articles of the State of Washington.
The EIN assigned to the Roy Elementary PTA can be found in the
legal file.
Article 4
Membership Dues
Membership dues for the
Roy Elementary PTA will be $12.00 for an individual membership and $20
for a family membership, where a family is defined as two (2) members
per household. These fees
include $5.75 for WSPTA, $2.25 for National PTA, $1.00 for Bethel Area
Council (BAC). Each
individual receives one card and one vote.
All board members and committee chairpersons are required to be
Roy Elementary members in good standing.
Article 5
Election of Officers
Officers shall be
elected at a General Membership meeting prior to April 30th.
The new officers shall assume office on July 1st.
Voting may be by voice vote if only one (1) candidate is
nominated for an office.
Absentee or mail-in proxy ballots are prohibited.
To be eligible for election to an office,
a person must be a member of the Roy Elementary PTA in good
standing for at least thirty (30) days prior to the election.
No person shall serve in the same office for more than two (2)
consecutive terms. An
officer having served eight (8) or more months shall be considered to
have served a full term.
Article 6
Executive Committee
The executive committee
of this organization shall consist of the
following elected officers: President, Vice- President, Treasurer
and Secretary. All offices
may be shared as co-offices, with CO’s receiving one
(1) vote.
The Vice- President is to take the position of Interim President
in the event the President is no longer able to continue holding office
until an election can be held to fill the position at the next General
Membership Meeting.
Article 7
Board of Directors
The Board of Directors will consist of the members of the
Executive Committee, Standing Committee Chairpersons.
All notebooks shall be kept updated as necessary and are the
property of the Roy Elementary PTA.
An Executive office shall be declared vacant if an elected
officer is absent three (3) consecutive Board meetings, unless excused
by the President. If
a vacancy occurs in an
office, the executive committee may elect an acting officer to serve
until the next general membership meeting at which time nominations
shall be made from the floor with the consent of the nominee.
Article 8
Legal Documents
This unit shall keep at least two (2) copies each of its legal
documents in two (2) separate
locations. One copy will be
kept in the PTA file cabinet and
the other will be in the Presidents notebook.
Article 9
Meetings
There shall be a minimum of one (1) Board of Directors meeting
per month and a minimum of three (3) General Membership meeting per
year. Meeting dates and
times shall be set by the Executive Committee and announced by special
notice or in the PTA newsletter within ten (10)
days prior to the meeting.
A legal quorum shall be met at a General Membership meeting if
there are ten (10) PTA members present.
A majority is needed to vote at all Board of Directors meetings
(a majority is 50% +1).
An emergency meeting may be called without a ten (10) day notice,
but a 2/3 vote of the total membership is needed to conduct any
business.
Article 10
Representation at Council Meetings
Voting delegates to the
Bethel Area Council PTA shall be the President
and three (3) authorized delegates, and two (2) alternates.
Article 11
Region 5 Vote
The vote for this unit
for the Regional Director shall be by board elected.
Article 12
WSPTA Convention
The voting delegates
for the State PTA Convention shall be selected by the Board of
Directors. Registration, hotel and banquet fees for the voting delegates
shall be paid for by the PTA unit and anyone else so delegated by the
Board. If said individuals
are absent from convention and
not excused by the President, they will be responsible for any fees
accrued by the Roy Elementary PTA.
Article 13
WSPTA Legislative Assembly
The total number of voting delegates Roy Elementary PTA sends to
the Legislative Assembly will be based on the previous year end
membership totals. (See
chart in the WSPTA Bylaws)
Registration and hotel shall be
paid for by the Roy Elementary PTA.
The Legislative Chairperson will be one of the voting delegates;
the other shall be determined by the Board of
Directors. If said
individuals are absent from Legislative Assembly and not excused by the
President, they will be responsible for any fees accrued by the Roy
Elementary PTA.
Article 14
Nominating Committee
A nominating committee of at least three (3) and no more than
five (5) members shall be
elected by the March 2012 General Membership meeting.
This committee must submit a report to the President and
General Membership fifteen
(15) days prior to the election in written form.
The President and the Principal are not eligible to serve on or
be elected to the Nominating Committee.
Article 15
Standing Rules
The Standing Rules may be amended at any General Membership
meeting by two-thirds (2/3) vote, or with previous notice, ten (10) day,
a simple majority (50% +1).
The Standing Rules shall be adopted at the first General Membership
meeting.
Article 16
Bank Signature Cards
Two authorized officers’ signatures shall appear on all checks.
Authorized officers may not
sign checks written to themselves.
A minimum of three (3) elected officers are to be signers on all
accounts.
Article 17
Finance
All income must be counted and verified by two (2) PTA members.
A receipt with both counting members’ signatures must accompany
the cash and checks. Money
shall be counted in a secure location, out of the public view,
immediately following the event.
Treasurer shall receive the money, verify and deposit into
account. To count and handle
PTA money, you must be a current Roy Elementary PTA member in good
standing.
Article 18
Bank Statements
Bank statement shall be mailed to the Roy PTA at the post office
box, the Treasurer will reconcile
the bank account within five (5) days of receipt on the monthly bank
statement. The bank statement will also be reviewed and initialed by a non-signor on the bank account.
Article 19
Audits
The Treasurer’s books are to be audited twice a year prior to
February 15th and August 1st, as well as any time
a Treasurer reigns before the end of their term in office.
The books must be audited by three (3) Roy Elementary PTA
members, in good standing, appointed by the President, not to include
the Treasurer. Members of
the Audit Committee must not have signature authority on PTA accounts
during the period to be audited.
Article 20
Contracts
All contracts must be in writing and should be signed by two
elected officers including the titles of the officers in the signature
line. All
contacts including the terms
and conditions of the contract must be fully understood and agreed upon
by the Roy Elementary PTA and Executive Committee.
Article 21
Parliamentary Procedure
The current edition of “Roberts Ruled of Order Newly Revised”
shall govern the association
in all cased in which they are applicable and in which they are not in
conflict with these Standing Rules.
Article 22
Committee Approvals
The standing committee chairs shall be appointed by the President
with the approval of the Executive Committee, for the term of one (1)
year. Each committee chair is
responsible for keeping a procedure notebook
for referral to their
successor. These records
shall be turned over to the incoming President by July 1st.
All reimbursement shall include a receipt and shall be submitted
to the Treasurer within
thirty (30) days of purchase.
All reimbursements must be signed by the Committee Chairperson
and received by June 30th.
All plans for committee/fundraising events or projects will be
brought before the Board of Directors for approval before being
implemented.
Article 23
Banking Fees
In the event of an NSF check, a $25.00 service fee will be
charged in addition to any bank penalties the Roy Elementary PTA may
accrue. If the NSF check(s)
are not paid for by June 1st, then the Roy PTA will not
accept any checks from this individual in the future.
The Roy Elementary PTA
will not accept post dated checks or be responsible for any fees accrued
be an individual that writes a check to the Roy Elementary PTA.
If a check written by the PTA is lost or stolen, the member who
issued the check must notify the Roy Elementary PTA Treasurer
immediately. The Treasurer
will contact the bank and place a stop payment order in the check.
A check will be reissued in the original amount minus the stop
payment fee imposed by the bank.
Exceptions to this policy must be brought before and voted on by
the Board of Directors.
Article 24
Budgets
The yearly budget will be prepared by the Treasurer and submitted
for approval at the first General Membership meeting of the year.
The budget must be
approval by a quorum of majority vote.
Article 25
Volunteer Recognition
The Roy Elementary PTA will give out the Golden Acorn Award in
the spring ever year. The
Board of Directors will decide the recipient of the
award.
Article 26
Committees
The standing committee chairs shall be appointed by the President
with approval of the Executive Committee, for the term of one (1) year.
Standing Committees may include;
Website
Appreciation/Recognition
Bulletin Boards/Publicity
Membership
Newsletter
Spirit Award
Popcorn
Student Store
Open House
Fall Carnival
Bingo
Roy Rodeo (June & Sept.)
Book Fair
Santa Secret Shop