Standing Rules

2016-2017 Standing Rules

Lake Forest Park PTA 6.12.40  |  Approved September 28, 2016

Name and Purpose
1.  The name of the local PTA shall be Lake Forest Park Parent Teacher Association 6.12.40 in the Shoreline School District.

2.  The purpose of the LFP PTA is to promote high standards for the health, welfare, safety and education of the children of the Lake Forest Park Elementary School community and the larger Shoreline School District community.

3.  Lake Forest Park PTA is a non-profit corporation recognized by the State of Washington in November, 1982. The PTA’s UBI number is 91-1154312.  The registered agent for this corporation is Washington State PTA.

4.  This local PTA was recognized by the IRS as a Non-Profit Tax Exempt organization under section 501 (c)(3) as of May 6, 1997. The PTA’s EIN number is located in the legal documents notebooks held by the PTA Co-President and PTA Treasurer.  Contributions and/or donations to this PTA are tax-deductible according to the guidelines listed in the IRS code.  The Treasurer is responsible for filing the appropriate Federal tax return form 990, Form 990 EZ or Form 990-N prior to November 15th and providing a copy to the Board of Directors no later than November 1st.  Copies of the current and past years’ returns are located in the legal documents binder maintained by the Co-President and Treasurer.

5. This PTA is registered under the Charitable Solicitations Act.  The PTA’s registration number is contained in the organization’s legal files.

6. Two (2) legal document notebooks containing all records pertaining to the PTA’s legal matters shall be kept in different locations:  one with a PTA Co-President and one with the PTA Treasurer.

7.   Lake Forest Park PTA agrees to abide by the current WSPTA Bylaws as amended at the annual WSPTA convention.

8.  Per the Washington State PTA Uniform Bylaws, we will annually review, complete, sign, and submit the WSPTA Standards of Affiliation Agreement by the required deadline.

Membership Dues
9. The service fees of this PTA shall be $14.00 per member or $25.00 for two memberships, of which $5.75 per capita will be forwarded to the State of Washington PTA and $2.25 to National PTA and up to $1.50 will be sent to Shoreline PTA Council.  Additional individual memberships may be purchased for $11 each to sponsor a teacher, friend, family member or LFP parent in need.

10. 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 who support and encourage the purpose of the LFP PTA.  Student members are entitled to voice and vote; however, students under the age of 18 are not allowed to hold elected positions within the PTA.

11. PTA general membership meetings shall be called at least three (3) times per year to conduct business, including adoption of the PTA budget and Standing Rules, election of the Nominating Committee, and election of PTA officers.  A quorum for general membership meetings shall be a minimum of ten (10) PTA members in attendance.  Only members who have paid membership service fees for the current membership year shall be entitled to a voice and one vote on each matter of business.

12. Board of Director meetings shall be held monthly, August to June, at a regular time and location determined by the Board of Directors.  If the Co-Presidents are not present, a Vice President shall be appointed to conduct the meeting.  During Board meetings, only one Co-President may preside over the meeting and will therefore not have a vote.  The other Co-President may participate in discussion and may vote.  Therefore, while the LFP PTA includes twelve (12) Board members, quorum constitutes only six (6) votes.  If a vote is taken by ballot – and not voice – both Co-Presidents may vote and quorum then is seven (7).

Officers, Elections, Committees
13. The elected officers of the PTA shall be President, Vice President, Treasurer, Secretary and Legislation Chair.  Lake Forest Park PTA considers the President and Vice President positions to be one Co-President position, held by the senior Co-President (elected to his/her second year) and the junior Co-President (elected to his/her first year), respectively.  As such, both the President and Vice President share equal responsibility and duties in the running of this organization.  Any elected position other than Treasurer may be held jointly by more than one person.  Each position (except for Co-Presidents as detailed above) may be entitled to one voice and vote at Board of Directors meetings, regardless of the number of people chairing the position.  The Executive Committee is comprised of the Co-Presidents, Treasurer, Secretary and Legislation Chair.  The Standing Committees include: Family and Community Engagement (FACE), Membership, Ways and Means, Student Enrichment, Health and Family Services, and Website.  The Board of Directors shall consist of the Executive Committee, Standing Committee Chairpersons and the Member at Large, all who are entitled to voice and one vote at Board meetings.

14. To be eligible for elected office, a person must be a current PTA member. Those eligible for the office of Co-President must have served for at least one year on the Board of Directors or as a Committee Chair for at least one year for the local PTA.

15. Officers shall be elected for a term of one (1) year and shall assume office July 1.  No person shall serve in the same elected office for more than two (2) consecutive terms.  With the exception of the Member at Large, all Board and Standing Committee members are strongly encouraged to serve a two-year term.

16.  A Nominating Committee of at least three (3) members shall be elected by the membership at a general PTA meeting at least thirty (30) days preceding the election of officers.  Elections shall be held at the General Membership meeting, no later than April 30.

17. Standing and ad hoc committee chairpersons shall be appointed by the Co-Presidents with the approval of the Executive Committee.  These persons must be current PTA members.

18. The Board of Directors shall approve Committee plans on an ongoing basis, based on current budget forecasts and financial conditions.

19. Our PTA will comply with the training requirements necessary to remain in good standing, as specified in the most current WSPTA Standards of Affiliation Agreement by the required deadline.

20. The vote of the LFP PTA for the position of Washington State PTA Area Vice President shall be determined by the Board of Directors.

Budget and Finance
21. In the spring, an annual budget for the coming year shall be submitted by the Treasurer and approved by the Executive Committee. This shall occur prior to presenting it for formal adoption by the membership at the last General Meeting of the fiscal year.

22. The Board of Directors has the authority to reallocate funds within the budget, as necessary, throughout the year.

23. All officers and chairpersons shall promptly hand in itemized statements together with receipt bills for any approved PTA expenditures to the Treasurer.

24. The signatures of the Co-Presidents and the Treasurer shall be on the signature card for this PTA’s authorized bank account.  Two signatures shall be required on each check issued on this bank account.  In the event there is only one President, the Executive Committee will appoint a Board member as a signer on the bank account.

25. Receipts of any and all fundraising activities of the unit shall be counted and recorded immediately after the close of such activities by at least two (2) people and must include the chairperson of the event or the Treasurer.  If the Treasurer is unavailable, an Executive Committee member may officiate.

26. Our PTA may not use our own funds to pay for or purchase PTA memberships.  This includes using PTA funds for partial or full membership scholarships.  Our PTA may choose to set up a restricted line item in our budget specific to membership scholarships which is funded solely by donations.  These funds may be used to pay for partial or full assistance of PTA memberships. Unused funds in the membership scholarship budget may carry over year to year, but may only be used to cover the cost of PTA memberships.

27. A monthly budget of receipts and expenditures must be reported at each Board of Directors meeting.

28. The Treasurer shall present the financial records of the PTA for a mid-year audit in January and at the close of the fiscal year, June 30th.  An Audit Committee of at least three (3) persons, who were not authorized to sign the bank account during the period of audit, shall be appointed by the Co-Presidents.  No person may serve on an Audit Committee for two consecutive years.  An audit report shall be made available to the general membership.

29. The Executive Committee will appoint a non-signer to receive, review and sign the monthly bank statements.  Bank statements will be given to the Treasurer for filing after they are reviewed.

30. Voting delegates from the LFP PTA to the Washington State PTA Convention shall be chosen by the Executive Committee and should include all or some of the following:  senior and junior Co-Presidents, Legislation Chair, Secretary, and Treasurer, as well as interested Standing Committee Chairs.  The LFP PTA will send as many voting and visiting delegates to the WSPTA Convention as the budget will allow.  Registration and hotel costs shall be paid for by the LFP PTA, as the budget allows.

31. Voting delegates from the LFP PTA to the Washington Congress of Parents and Teachers Legislative Assembly shall be chosen by the Executive Committee and should include the Legislation Chair.  The LFP PTA will send as many voting and visiting delegates to Legislative Assembly as the budget will allow.  Registration and hotel costs shall be paid for by the LFP PTA, as the budget allows.

Council Delegates
32. Voting delegates to attend the Shoreline Council PTA/PTSA General Meetings shall be one or both of the Co-Presidents or other authorized delegate, as required by the Council’s Standing Rules.

33.  A committee appointed by the Co-Presidents shall work with the Co-Presidents to select the following WSPTA award recipients: one (1) Golden Acorn Award and one (1) Outstanding Educator Award.  Other WSPTA awards may be presented at the discretion of the Co-Presidents.

34. These Standing Rules shall be reviewed, updated (if necessary) and approved annually by the general membership.  The Standing Rules may be amended at any time by a vote of the general membership.  If the membership has been given proper notice (minimum of ten days) prior to the date of the meeting of the intended change, then the change can be approved by a majority vote of the members present; if no notice was given prior to the meeting, a ? vote of the members present is required (if a quorum has been established).