Northwood PTA

PTA Mission and Goals

Northwood PTA, Making every child's potential a reality.

 

Northwood PTA 5.7.40

2018-2019 Standing Rules 

  1. The name of this Local Unit is Northwood PTA 5.7.40.  This PTA serves Northwood Elementary and its community.
  2. This PTA was incorporated on March 11, 1980 and assigned corporation number D297557.  The treasurer is responsible for filing the Annual Corporation Report.  The registered agent for this corporation is the Washington State PTA.  The Employer Identification Number (EIN) is located with the Treasurer and the President.
  3. This PTA is registered under the Charitable Solicitations Act, registration number 3405.  The Treasurer is responsible for filing the annual registration by May 31st to avoid penalties.
  4. This PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on April 22, 2009. A copy of the letter of determination is filed in the legal documents binder maintained by the Treasurer. 
  5. The Treasurer is responsible for filing the appropriate Federal tax return prior to November 15 and providing a copy to the board of directors.  Copies of the current and past years’ returns are located in the legal documents binder maintained by the president. 
  6. 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.
  7. Membership – Membership in the PTA shall be open to all without discrimination. The membership fees shall be set by the Board and will include fees paid to the council, state and national PTA.  All board members, committee chairs and anyone handling PTA monies must be a member.
  8. Elected Officers – The elected officers of the PTA shall be President, Vice President, Secretary and Treasurer.  Any elected position may be held jointly by two people. Each co-position holder shall be entitled to voice and vote at the Board of Directors’ meeting. In the event of co-treasurers one treasurer can NOT be a signer on the bank account. To be eligible for election a person must have been a Northwood PTA member for at least fifteen (15) days preceding the election.  Each elected officer must attend at least one PTA training.  At least one elected officer must attend the PTA and the Law training.
  9. Election of Officers – The election of officers must take place no later than the May General Membership Meeting.  Officer’s duties are assumed on July 1st.
  10. Board of Directors – The Board of Directors will consist of the elected officers and the chairperson(s) of the following committees:  Fundraising, Membership and Website. Board of Directors meetings shall be held monthly.  Meeting dates and times shall be set by the Board of Directors.  Written notice of the place, day and time of the meetings shall be delivered not less than ten or more than fifty days prior to the date of the meeting to each member. Quorum for meetings is a majority of the Board.
  11. General Membership Meetings – The general membership shall meet a minimum of three (3) times per school year at a time and date fixed by the Board of Directors.  Adequate notice will be given, at least ten (10) days but no more than fifty (50) days in advance.  A quorum shall be 10 members in order to conduct business.
  12. Declaration of Vacancy of Office or Chair – An office or chair may be declared vacant if absent three (3) consecutive meetings unless excused by the President.
  13. Budget and Standing Rules – The budget and Standing Rules, revised and approved by the Board of Directors, will be presented to the general membership for adoption no later than the May meeting.  Budget and Standing Rules become effective July 1st.  Either may be amended at any General Membership meeting by a two-thirds vote, or if previous notice is given, by a majority vote. The Board of Directors has authority to reallocate any funds budgeted for one purpose for another purpose by a majority vote.
  14. Legal Documents – A legal document notebook will be kept with the Treasurer.  A second copy will be kept with the Secretary or President.
  15. Bank Accounts – The PTA shall maintain one or more accounts to be determined by the Board of Directors.  All checks or withdrawals require two (2) signatures from account signers.  The account signers shall be determined by the Board of Directors.  Signers must be elected officers.  Signature cards must be on file.  Any check written to a signer requires the signatures of two (2) other authorized signers.
  16. Bank Statements – The bank statements shall be reviewed and signed each month by a non -account signer.  Statements will be kept by the Treasurer and President.
  17. Financial Review – Northwood PTA finances will be reviewed twice a year, in January and at the end of the fiscal year, by a Financial Review Committee.  This committee shall consist of three persons appointed by the President.  Members of the Financial Review Committee shall not include the Treasurer or any authorized signer on the bank account.  A statement of the findings will be presented to the general membership at the first General Membership Meeting of the school year, and at the February General Membership Meeting.
  18. Accessing PTA Funds – To obtain PTA funds beyond the budget a request must be brought to a vote at a General Membership Meeting.  All reimbursement requests must be submitted to the Treasurer within 60 days.
  19. Counting of Monies – All income must be counted and verified by two (2) PTA members.  A receipt with both counting members’ signatures must accompany all monies. 
  20. Return Check Policy- A policy to address all returned checks from the bank will be handled as outlined in the attached Return Check Policy. 
  21. Access to PTA Safe- Only those appointed and authorized by the Board are allowed to use and access the PTA safe. Members who are granted permission to use the safe will be voted in by the Board at the first Board meeting of each school year. The Board may authorize additional access to the safe by appointing those members at a Board meeting. The names must be recorded in the Board meeting minutes. The safe combination will be changed annually and determined at the first Board meeting of each school year.  The Board may change the combination at any time during the school year if there is a risk of fraud or theft and this change must be recorded in the minutes of the next Board meeting.  For an electronic safe the batteries will be changed annually at the end of each school year.  
  22. Contracts – Two signatures are required on all contracts and binding agreements.  One must be the President and the second another elected board member. All contracts will be held in the legal documents notebook.  
  23. Nominating Committee – A nominating committee for the following years officers will be elected no later than the November General Membership Meeting.  The committee must post the nominees for office at least fifteen (15) days prior to the election.
  24. Election Processes - 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 notice of the meeting and any vote cast must be received within the time frame identified in the notice of the meeting. 
  25. PTA Region 5 Vote – The vote of this unit for Washington State PTA Region 5 Director will be determined by the Board of Directors.
  26. Council Voting Delegates – This Unit will be represented at the Puyallup PTA Council Meetings by at least one Board member if possible.  The voting delegate will be chosen by the Board of Directors.  All local unit’s members may attend council meetings.
  27. Convention Voting Delegates – Voting delegates for the State PTA Convention will be the President and one person selected by the Board of Directors.  If the President cannot attend, the Board of Directors will select both voting delegates.
  28. Legislative Assembly Delegate – The Legislative chairperson will be the voting delegate for State Legislative Assembly.  If unable to attend and alternate may be appointed by the President.
  29. Golden Acorn – The Golden Acorn award will be presented no later than the May General Membership Meeting.  This award recognizes a person(s) who has given exceptional service to children and our community.  This person must be a PTA member.      

 

Standing Committees:

Fundraising
Membership
Website

Committees: 

Assemblies
Art Docent
Book Fair
Boutique
Box Tops/Fred Meyer/AmazonSmile
Family Knights
Field Day
Financial Review
Food Drive
Fund Run
Giving Tree
Golden Acorn
Hospitality
Movie Knight
Newsletter
Nominating
Reflections
Santa Make n Take
Scholarship
School Pride 
Talent Show
Technology
Treasure Chest
Yearbook