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The Dorothy Fox PTA is a parent-teacher association established to support children in the schools by building excellent working relationships among teachers, support staff, administration and parents.
THE STANDING RULES OF DOROTHY FOX PTA
Local Unit 3.6.9
2009-2010
1 The name of this local unit # 3.6.9 shall be Dorothy Fox Parent Teacher Association (PTA). It was chartered by the Washington State PTA on August 28, 1995.
2 This PTA serves the children of Dorothy Fox Elementary as well as the entire community of Camas, Washington.
3 BYLAWS: The current Bylaws of the Washington Congress of PTA's shall govern this PTA in all matters to which they pertain.
4 STANDING RULES: The Board of Directors shall review and present the general membership with the standing rules for approval prior to October 30th each year.
5 CHARITABLE SOLICITATIONS: This PTA is registered with the Secretary of State under Charitable Solicitations Act. The registration # is DOF 095-331. The Treasurer is responsible for filing the annual registration and IRS form 990 or form 990EZ prior to November 15th each year.
6 CORPORATE STATUS: This PTA is incorporated as a nonprofit corporation. The Treasurer is responsible for filing the annual corporation report prior to October 1. The registration agent for this corporation is Washington State PTA.
7 EMPLOYER IDENTIFICATION NUMBER: This PTA's federal Employer Identification Number (EIN) is available upon request.
8 TAX STATUS: This PTA is tax exempt under section 501(c)(3).
9 LEGAL DOCUMENTS: The PTA will keep a copy of its legal documents with the President, Secretary, and Treasurer. The original copies will be kept in the PTA safe deposit box. The Treasurer shall be responsible for maintaining the original copies and providing updated copies to the President. The Secretary shall keep a copy of the minutes in the PTA Minutes Notebook, which shall be kept in the Dorothy Fox PTA Office.
10 BANK SIGNATURE CARDS: The signatures of the President and elected officers should be on this PTA's authorization card. The bank account (checking and saving/Scrip checking/safe deposit box) for Dorothy Fox PTA is located at Riverveiw Community Bank. New signature cards should be signed for all accounts on July 1st, when the new officers take office.
11 MEMBERSHIP FEE: The membership fees of the Dorothy Fox PTA shall be up to $1.50 more than the state membership amount to cover name tags and calendar costs. Replacement name tags are $1.00. All members with current annual dues paid are considered general members and eligible to vote at all general membership meetings
12 NOMINATING COMMITTEE: The nominating committee shall solicit nominations for the elected positions of this PTA. PTA members shall be elected to the nominating committee prior to January 30th each year. The committee will consist of four (4) to six(6) members who have not served on the previous year's nomination committee. The slate of prospective elected officers will be announced to general members 30 days prior to the March election meeting.
13 ELECTED OFFICERS: The elected officers of this PTA shall form the executive committee consisting of the President, Vice President, Secretary, and Treasurer. Any elected position, other than Treasurer, may be held jointly by two people. Each co-position holder shall be entitled to a voice at board of directors meeting. Any person elected must be a PTA member. Members of the new cabinet shall be elected in March and installed into office by April 30th of the same year. Elected officers must attend PTA and the Law and one PTA leadership workshop given by the State PTA. The newly elected President or a board alternate shall attend the Washington State PTA Convention in May.
14 BOARD OF DIRECTORS: The Board of Directors of the Dorothy Fox PTA shall consist of the elected officers and the chairpersons appointed by the President of the following committees •Membership•Volunteer Coordinator•Fundraising•Electronic Communications/Webmaster. All Board members must be PTA members. No officer or chairperson shall miss more than three (3) consecutive meetings unless excused by the President.
15 CHAIR PEOPLE: All Chair people must be PTA members and will be appointed by the current PTA President and ideally be in place/approved by the executive committee by August 30th. Chair people may serve in their position for no more than two consecutive years, unless no other member is willing to serve in the chair position and the extension is approved by the general membership. Chair people will submit written procedures after their event is completed to the Volunteer Coordinator following their event. If funds are generated from a PTA sponsored event the disbursement of the funds will be presented in the annual budget for the general membership's approval. It is the Chair person's responsibility to ensure that all individuals handling money during a PTA sponsored event are current PTA members. A portion of the last year of a Chair person's term shall be spent mentoring/training the incoming Chairperson.
16 MEETINGS: General membership meetings will be held to adopt the annual budget, approve the Standing Rules, elect a nominating committee, and elect officers. Additional meetings shall be held at the discretion of the Board of Directors. Any person is permitted to place proposals on the agenda after consultation with the President to determine appropriateness in fulfilling the PTA mission. All proposals for the agenda must be submitted to the President no less than two weeks prior to the general meeting. This PTA's Board of Directors will meet once a month or more at the call of the President. The President may also call an emergency meeting of the executive committee to be held in closed session, as needed.
17 QUORUMS: A general membership quorum is 10 PTA members. A Board of Directors and an Executive Board quorum is a majority of those currently serving on the Board--50% plus 1.
18 BUDGET: The membership will vote on the new operating budget for the upcoming school year by May 31st. The budget committee, consisting of the outgoing board and the newly elected officers, will work on the budget and Standing Rules jointly to facilitate a smooth transition. The budget may be amended (ie, changed or reallocated) by the general membership or by the Board of Directors acting on behalf of the members between membership meetings. The Board of Directors may authorize funds up to $500.00 without membership approval. However, the general membership must be informed of all budget alterations at the general meeting following the change. It is the PTA's goal that all non-fundraising family activities (Back to School Night, Family Night-Dance, Family Night-Carnival) maintain expenses to within $500 of revenue generated and within budgetary limits. The PTA checking account must carry a minimum balance forward at the end of each fiscal year.
19 RETURNED CHECKS: If a check is returned to the PTA for non-sufficient fund, the Treasurer shall send a letter to the issuer requesting reimbursement of any bank fees caused by the return. If the check was written for a service, the letter shall also request re-payment for the service;checks returned for donations in which no goods or services were exchanged shall not request repayment.
20 AUDIT: This PTA will conduct an audit of its books and records by the audit committee, consisting of no less than three (3) PTA members, plus current Treasurer in attendance for questions. Audits are to be completed by January 30th for the period July-December, and by July 15th for the period January-June. This PTA will also conduct an audit of the Scrip Account records and inventory by the audit committee over the same period.
21 USE OF PTA SPONSORED RESOURCES: Content placed on a website maintained by the Dorothy Fox PTA, or distributed through PTA sponsored resources (Fox Newsletter or weekly emails) shall be directly related to Dorothy Fox PTA, Dorothy Fox Elementary, the Camas Education Foundation, or otherwise approved by the Camas School District. Extraneous information not directly associated with the aforementioned parties may be distributed only after approval by the general membership. Approval shall be considered of limited duration for a specific purpose unless exempted from such restrictions by the membership. Political communications directly impacted Dorothy Fox Elementary may be disbursed, only if informational in nature. Communication intended to guide or persuade decision making may not be disbursed unless approved by the general membership. This PTA shall in no way endorse a candidate for public office.
22 VOTING REGULATIONS: The vote of this PTA for the position of Washington State PTA Region Director shall be determined by the vote of the Board of Directors. The voting delegate to the WSPTA convention shall be determined in the following order: outgoing President, incoming President, incoming Vice President, incoming Secretary, incoming Treasurer, outgoing Vice President, outgoing Secretary, outgoing Treasurer. The voting delegate to the WEPT Legislative Assembly shall be determined in the following order: Legislative Chair, President, Vice President, Secretary, Treasurer. The board shall determine the number of delegates to be funded for PTA