Evergreen Forest PTSA Standing Rules 2023-2024
All PTA/PTSAs in Washington State are governed by one set of standard bylaws adopted by voting delegates at the annual state convention. Standing rules are related to all the details of the administration for the local unit; they are more flexible than the bylaws and are not used instead of bylaws but in conjunction with them.
1. Name and Identity
The name of the organization shall be Evergreen Forest PTSA, Local unit 4.4.3. It was chartered on February 9, 1981. Its National PTA number is 2-307046-9.
2. PTA Purpose and Community
This PTSA serves the children of Evergreen Forest Elementary School community, which includes the residences and business in the Evergreen Forest Elementary school enrollment area.
3. Incorporation
Evergreen Forest PTSA was incorporated on February 9, 1981, and assigned UBI 91-1161935. The treasurer is responsible for filing the annual corporation report. The registered agent for this corporation is Washington State PTA. The Employer Identification Number (EIN) is kept in the legal documents in the custody of the PTA president, treasurer, and/or secretary.
4. Charitable Solicitations
This PTA is registered under the Charitable Solicitations Act, registration number 1101516. The secretary is responsible for filing the annual registration by May 31 to avoid penalties.
5. Tax-exempt Status
This PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on February 9, 1981. A copy of the letter of determination is filled in the legal document notebooks maintained by the president, treasurer, and/or secretary.
6. IRS Filing
The treasurer is responsible for filing the appropriate federal informational return prior to November 15 and providing a copy to the board of directors no later than December 1. Copies of the current and past years’ returns are kept in the legal document notebook maintained by the president, treasurer, and/or secretary.
7. Registered Agent
This PTA has designated Washington State PTA as its registered agent with the Washington Secretary of State’s office, the Washington Department of Revenue, and the Internal Revenue Service. Copies of the signed documents making such designation are available in the legal document notebooks maintained by the president, treasurer, and/or secretary.
8. Standards of Affiliation
Per the Washington State PTA Uniform Bylaws, we will annually complete 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.
9. Membership
Membership in Evergreen Forest PTSA 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 that support and encourage the purposes of PTA.
10. Membership Dues and Council Fees
The dues for Evergreen Forest PTSA shall not exceed $10 per individual adult membership. All paid members have a voice and a vote at Evergreen Forest PTSA membership meetings.
11. Membership Meetings and Quorum
Adoption of the budget, adoption of standing rules, election of the nominating committee, report of the financial review committee, and election of officers shall take place at membership meetings.
A calendar of membership meetings adequate to accomplish the business of the association shall be determined by the board of directors.
Each member will receive notice of the place, date, and time of the meetings no less than ten days before nor more than fifty days prior to the date of the meeting. A quorum of at least 10 members must be present to conduct business.
12. Board of Director Meetings
The executive committee shall set a calendar of board meeting dates and times. Special meetings of the board of directors may be called by the president or upon written request of the majority of members of the board of directors. Notification of place, date, time, and purpose of the meeting shall be delivered to each member of the board directors via email at least five days prior to the special meeting. Quorum for board members is a majority of the sitting board.
Voice and vote at Evergreen Forest PTSA board of directors’ meetings shall be limited to elected board members and committee chairs, unless an individual is recognized and granted voice by the meeting chair.
13. Elected officers, co-officers, standards of affiliation, and training requirements
The elected officers of this organization shall be president, vice president, vice president of community outreach, secretary, treasurer, membership chair, and members-at-large.
Any elected position may be held jointly by two people. Each co-position holder shall be entitled to voice and vote at a board of directors’ meeting.
This PTSA will review the WSPTA Standards of Affiliation yearly. The president is responsible for filing required documentation.
This PTSA will ensure that each executive committee member attends a minimum of one WSPTA approved training during the fiscal year. At least one member of the executive committee will attend PTA and the Law during the fiscal year.
14. Board of Directors
The board of directors of this PTSA shall consist of the elected officers and the chairs of the following standing committees: Legislation, Membership, and Fundraising.
15. Officer election process
Voting for officers or nominating committee may take place at a meeting, by mail, or by electronic transmission. If voting takes place by mail or electronic transmission the Evergreen Forest PTSA election policy and procedure will be followed.
16. Committee
The executive committee shall establish committees. Committee chairpersons shall be appointed by the president and approved by the executive committee for a term of one year. All committee chairpersons must be current members of this PTSA.
Committee chairs shall be appointed annually (July 1st- July 30th) for a one-year term.
A committee chair may by removed from their position by a vote of the board of directors.
17. Awards
Golden Acorn, Outstanding Advocate, Outstanding Student Advocate, and Outstanding Educator Award(s) may be awarded annually. The president shall appoint the awards committee, with the approval of the executive committee. The awards committee will determine the number of award participants and whether other awards will be considered on an annual basis, based on the yearly awards budget.
18. Budget and Monthly Financial Reports
This PTSA shall approve an annual operating budget in the spring of each year. The treasurer will submit a monthly financial report to the board of directors. The board of directors has the authority to reallocate funds budgeted for one purpose to another purpose by a two-thirds vote.
19. Legal Documents
The PTSA shall maintain a safe deposit box at the bank where its checking account is maintained. The original copy of any legal document shall be kept in the safe deposit box. Copies are to be made for the president and secretary and kept in the legal document notebooks. All elected officers shall have access to the contents of the safe deposit box.
20. Financial Review
The PTSA is required to conduct a financial review of its books at the close of the fiscal year. The financial review report will be presented at the following membership meeting.
21. Bank Account
This PTSA shall establish one or more accounts in financial institutions as determined by the board of directors. Any such account shall require the signatures of at least two elected officers to make a withdrawal.
22. Bank Account Signers
The board of directors shall determine which officers shall have signing authority on the PTSA bank account. Current officers with signing authority: treasurer, president, and vice president.
In the event of co-treasurers, one will be a signer on the account and the other will have access to online banking for review. If there is one treasurer, another board member that is not a signer may be assigned to do the online banking review.
23. Payments and Reimbursements
All payment and reimbursement requests shall include an invoice or a receipt and should be submitted to the treasurer within 60 days of expenditure. Any requests for reimbursement not submitted prior to the date determined by the treasurer prior to the end of the school year, will be considered a donation to the general fund of this PTSA.
No authorized signer will sign a check to him or herself. Two authorized signers must sign all PTSA checks.
24. Gambling Activities
Students of Evergreen Forest Elementary School shall be considered honorary members of Evergreen Forest PTSA without voice, vote, or the privilege of holding office to participate in gambling activities such as Bingo Night.
25. Voting Delegates
This PTSA may send as many voting delegates to the WSPTA Convention as allowed by the WSPTA Uniform Bylaws. All delegates shall be selected by the board of directors.
This PTSA may send as many voting delegates to the WSPTA Legislative Assembly as allowed by the WSPTA Uniform Bylaws. All delegates shall be selected by the board of directors.
26. Policy Review
This PTSA shall maintain policies for money handling. This policy shall be reviewed and approved yearly by the board of directors. This policy shall reside with the secretary.
27. Collaboration with Other Organizations
This PTSA may collaborate with non-PTSA organizations. The PTSA will handle only PTSA funds and will have in place a signed contract with the other organization to clearly establish whether it is a PTSA activity or the other organization’s activity.
28. Code of Conduct
Elected officers of this PTSA shall follow a board code of conduct. Officers, chairs, and volunteers shall adhere to the North Thurston Public Schools Volunteer Handbook policies.
Members of this PTSA shall not use their own personal social media platforms to cyberbully, insult, embarrass, target, or post threats of physical or verbal abuse towards any individuals, including school board officials, school administrators, teachers, PTSA members, volunteer, or other individuals that are associated with Evergreen Forest Elementary.
29. Online Account, Password Protection, and Transition Procedures
A list of all active online accounts and programs is kept with the president. A transition policy and list of active accounts must be provided to the financial review committee, minus passwords and account numbers.
A list of current passwords will be transitioned to the incoming president after June 30, at which time all passwords will be changed and provided to any other board members whose role require access.
30. Standing Rules
The standing rules of this PTSA shall be adopted annually by majority vote at the first membership meeting of the school year. The standing rules may be amended at a membership meeting by majority vote if previous notice of the meeting was given. If no previous notice was given, then a two-thirds vote is required.
1. Name and Identity
The name of the organization shall be Evergreen Forest PTSA, Local unit 4.4.3. It was chartered on February 9, 1981. Its National PTA number is 2-307046-9.
2. PTA Purpose and Community
This PTSA serves the children of Evergreen Forest Elementary School community, which includes the residences and business in the Evergreen Forest Elementary school enrollment area.
3. Incorporation
Evergreen Forest PTSA was incorporated on February 9, 1981, and assigned UBI 91-1161935. The treasurer is responsible for filing the annual corporation report. The registered agent for this corporation is Washington State PTA. The Employer Identification Number (EIN) is kept in the legal documents in the custody of the PTA president, treasurer, and/or secretary.
4. Charitable Solicitations
This PTA is registered under the Charitable Solicitations Act, registration number 1101516. The secretary is responsible for filing the annual registration by May 31 to avoid penalties.
5. Tax-exempt Status
This PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on February 9, 1981. A copy of the letter of determination is filled in the legal document notebooks maintained by the president, treasurer, and/or secretary.
6. IRS Filing
The treasurer is responsible for filing the appropriate federal informational return prior to November 15 and providing a copy to the board of directors no later than December 1. Copies of the current and past years’ returns are kept in the legal document notebook maintained by the president, treasurer, and/or secretary.
7. Registered Agent
This PTA has designated Washington State PTA as its registered agent with the Washington Secretary of State’s office, the Washington Department of Revenue, and the Internal Revenue Service. Copies of the signed documents making such designation are available in the legal document notebooks maintained by the president, treasurer, and/or secretary.
8. Standards of Affiliation
Per the Washington State PTA Uniform Bylaws, we will annually complete 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.
9. Membership
Membership in Evergreen Forest PTSA 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 that support and encourage the purposes of PTA.
10. Membership Dues and Council Fees
The dues for Evergreen Forest PTSA shall not exceed $10 per individual adult membership. All paid members have a voice and a vote at Evergreen Forest PTSA membership meetings.
11. Membership Meetings and Quorum
Adoption of the budget, adoption of standing rules, election of the nominating committee, report of the financial review committee, and election of officers shall take place at membership meetings.
A calendar of membership meetings adequate to accomplish the business of the association shall be determined by the board of directors.
Each member will receive notice of the place, date, and time of the meetings no less than ten days before nor more than fifty days prior to the date of the meeting. A quorum of at least 10 members must be present to conduct business.
12. Board of Director Meetings
The executive committee shall set a calendar of board meeting dates and times. Special meetings of the board of directors may be called by the president or upon written request of the majority of members of the board of directors. Notification of place, date, time, and purpose of the meeting shall be delivered to each member of the board directors via email at least five days prior to the special meeting. Quorum for board members is a majority of the sitting board.
Voice and vote at Evergreen Forest PTSA board of directors’ meetings shall be limited to elected board members and committee chairs, unless an individual is recognized and granted voice by the meeting chair.
13. Elected officers, co-officers, standards of affiliation, and training requirements
The elected officers of this organization shall be president, vice president, vice president of community outreach, secretary, treasurer, membership chair, and members-at-large.
Any elected position may be held jointly by two people. Each co-position holder shall be entitled to voice and vote at a board of directors’ meeting.
This PTSA will review the WSPTA Standards of Affiliation yearly. The president is responsible for filing required documentation.
This PTSA will ensure that each executive committee member attends a minimum of one WSPTA approved training during the fiscal year. At least one member of the executive committee will attend PTA and the Law during the fiscal year.
14. Board of Directors
The board of directors of this PTSA shall consist of the elected officers and the chairs of the following standing committees: Legislation, Membership, and Fundraising.
15. Officer election process
Voting for officers or nominating committee may take place at a meeting, by mail, or by electronic transmission. If voting takes place by mail or electronic transmission the Evergreen Forest PTSA election policy and procedure will be followed.
16. Committee
The executive committee shall establish committees. Committee chairpersons shall be appointed by the president and approved by the executive committee for a term of one year. All committee chairpersons must be current members of this PTSA.
Committee chairs shall be appointed annually (July 1st- July 30th) for a one-year term.
A committee chair may by removed from their position by a vote of the board of directors.
17. Awards
Golden Acorn, Outstanding Advocate, Outstanding Student Advocate, and Outstanding Educator Award(s) may be awarded annually. The president shall appoint the awards committee, with the approval of the executive committee. The awards committee will determine the number of award participants and whether other awards will be considered on an annual basis, based on the yearly awards budget.
18. Budget and Monthly Financial Reports
This PTSA shall approve an annual operating budget in the spring of each year. The treasurer will submit a monthly financial report to the board of directors. The board of directors has the authority to reallocate funds budgeted for one purpose to another purpose by a two-thirds vote.
19. Legal Documents
The PTSA shall maintain a safe deposit box at the bank where its checking account is maintained. The original copy of any legal document shall be kept in the safe deposit box. Copies are to be made for the president and secretary and kept in the legal document notebooks. All elected officers shall have access to the contents of the safe deposit box.
20. Financial Review
The PTSA is required to conduct a financial review of its books at the close of the fiscal year. The financial review report will be presented at the following membership meeting.
21. Bank Account
This PTSA shall establish one or more accounts in financial institutions as determined by the board of directors. Any such account shall require the signatures of at least two elected officers to make a withdrawal.
22. Bank Account Signers
The board of directors shall determine which officers shall have signing authority on the PTSA bank account. Current officers with signing authority: treasurer, president, and vice president.
In the event of co-treasurers, one will be a signer on the account and the other will have access to online banking for review. If there is one treasurer, another board member that is not a signer may be assigned to do the online banking review.
23. Payments and Reimbursements
All payment and reimbursement requests shall include an invoice or a receipt and should be submitted to the treasurer within 60 days of expenditure. Any requests for reimbursement not submitted prior to the date determined by the treasurer prior to the end of the school year, will be considered a donation to the general fund of this PTSA.
No authorized signer will sign a check to him or herself. Two authorized signers must sign all PTSA checks.
24. Gambling Activities
Students of Evergreen Forest Elementary School shall be considered honorary members of Evergreen Forest PTSA without voice, vote, or the privilege of holding office to participate in gambling activities such as Bingo Night.
25. Voting Delegates
This PTSA may send as many voting delegates to the WSPTA Convention as allowed by the WSPTA Uniform Bylaws. All delegates shall be selected by the board of directors.
This PTSA may send as many voting delegates to the WSPTA Legislative Assembly as allowed by the WSPTA Uniform Bylaws. All delegates shall be selected by the board of directors.
26. Policy Review
This PTSA shall maintain policies for money handling. This policy shall be reviewed and approved yearly by the board of directors. This policy shall reside with the secretary.
27. Collaboration with Other Organizations
This PTSA may collaborate with non-PTSA organizations. The PTSA will handle only PTSA funds and will have in place a signed contract with the other organization to clearly establish whether it is a PTSA activity or the other organization’s activity.
28. Code of Conduct
Elected officers of this PTSA shall follow a board code of conduct. Officers, chairs, and volunteers shall adhere to the North Thurston Public Schools Volunteer Handbook policies.
Members of this PTSA shall not use their own personal social media platforms to cyberbully, insult, embarrass, target, or post threats of physical or verbal abuse towards any individuals, including school board officials, school administrators, teachers, PTSA members, volunteer, or other individuals that are associated with Evergreen Forest Elementary.
29. Online Account, Password Protection, and Transition Procedures
A list of all active online accounts and programs is kept with the president. A transition policy and list of active accounts must be provided to the financial review committee, minus passwords and account numbers.
A list of current passwords will be transitioned to the incoming president after June 30, at which time all passwords will be changed and provided to any other board members whose role require access.
30. Standing Rules
The standing rules of this PTSA shall be adopted annually by majority vote at the first membership meeting of the school year. The standing rules may be amended at a membership meeting by majority vote if previous notice of the meeting was given. If no previous notice was given, then a two-thirds vote is required.