Approved December 8, 2009
Onalaska Combined PTSA 4.6.40
Standing Rules 2009/2010
Article 1 The name of this organization shall be: Onalaska Combined PTSA 4.6.40
This PTSA serves the children of the entire Onalaska Community and the surrounding areas.
Article 2 Articles of Incorporation
This PTA Local Unit was recognized by the IRS as a tax-exempt organization ___________under section 501(c) 3. The State of Washington incorporated this PTA Local Unit as a non-profit corporation on___________. It is the responsibility of the Unit to file an Annual Corporation Report prior to March 1st. The Incorporation number is____________. The Unit’s Federal Employer Identification Number (EIN) is kept in the Unit’s Legal Document Binder.
Article 3 Charitable Organization
This Unit was registered as a Charitable Organization by the State of Washington on_____________. It is the responsibility of this Council to file this registration each year prior to November 15th. The registration number is________________.
Article 4 Membership Service Fees
Membership service fees of this Unit shall be: $12.00 per individual member, $20.00 Double Membership (includes two memberships). Students may become members by paying the appropriate fee.
Article 5 Executive Committee
The Executive Committee of this organization shall consist of the following elected officers: President, Vice President-Middle School, Vice President High School, Vice President Elementary, Secretary, Treasurer, and Legislative Representative. All elected offices may be held jointly by two people. Each co-position holder shall be entitled to vote and voice at a board of director’s meeting. 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. To be eligible for election, a person must be a member of any local PTA/PTSA unit for 30 days prior to elections. The election of officers shall take place at a General membership Meeting no later than April 30th for a term of one year. Officer’s duties are assumed by July 1st. In the event the President position is vacant or if the President is unable to fulfill their duties, the President position will be temporarily filled by the Vice President.
Article 6 Executive Committee Duties
The duties of the Executive Committee shall be as stated in the WSPTA Uniform by-laws, and as stated in the Onalaska PTA Roles and Responsibilities. Each member of the Executive Committee shall keep records of their office and all recommendations pertaining to their office. Those records shall be turned over to the incoming President by July 1st.
Article 7 Board of Directors
The Board of Directors shall consist of the Executive Committee. The standing committee’s chairs shall be appointed by the President with the approval of the Executive committee, for a term of one (1) year. Each committee chair will have voice when attending Board of directors meetings, but no vote. They are also responsible for keeping a procedure notebook for referral to his/her successor. These records shall be turned over to the incoming President by July 1st.
Article 8 Committees
The Standing Committees:
• Newsletter Editor
• Web Master
• Membership Chair
• Fundraising Chair
• Volunteer Coordinator
The Ad-Hoc Committees:
• Awards Committee
• Financial Review Committee
• Reflections Committee
• Book Fair
Article 9 Legal Documents
Copies of the Legal Documents notebook will be kept by the Treasurer, Secretary and President.
Article 10 Meetings
General Meetings
Adoption of the budget, adoption of standing rules, election of the nominating committee, and election of officers shall take place at general membership meetings. Meetings shall be held at the direction of the board of directors. Absentee or mails –in proxy ballots are prohibited. 10 members shall constitute a quorum.
Board of Director Meetings
Board meetings of this organization shall be held monthly on the second Tuesday of each month and will be held in the Onalaska High School Library or place of interest unless otherwise specified.
Article 11 Declaration of Vacancy
An office or chair may be declared vacant if member is absent three (3) consecutive meetings, unless excused by the President.
Article 12 Convention Delegates Voting/Visiting
Onalaska PTA will send a minimum of two voting delegates and as many delegates to the WSPTA convention, beyond the two, that the budget will sustain. The voting delegates to the WSPTA legislative assembly shall be determined in the following order: Incoming President, Ongoing President, Incoming Vice, Incoming Treasurer, Incoming Secretary, Ongoing Vice, Ongoing Treasurer, Ongoing Secretary. All delegates for the WSPTA convention shall be selected by the Board of Directors, Registration and Hotel shall be paid for by Onalaska PTA. Persons attending convention paid for by the Unit will submit a summary on notes and handouts from the classes attended to the Board of Directors.
Article 13 Nominating Committee
A Nominating committee of at least three (3) not to exceed five (5) shall be elected at the first general membership meeting of the year. This committee must submit a written report to the President and general membership 15 days prior to the March general membership meeting. Notice to the members must be in written/flyer form. (This may be done on the General Membership meeting notice for the month)
Article 14 Adoption of Standing Rules/Budget
The budget of this organization shall be presented to the General Membership at the last scheduled General Membership meeting, or prior to July 1st. The Standing rules may be amended at any General Meeting.
Article 15 Legislative Assembly
Onalaska PTA will send two voting delegates and as many visiting delegates to the WSPTA Legislative Assembly that the budget will sustain. Registration, hotel and WSPTA meal fees shall be paid for by Onalaska PTA. The voting delegates to the WSPTA Legislative Assembly shall be determined in the following order: Legislation chair, President, Vice President, Secretary, Treasurer.
Article 16 Budget Approval
This PTSA shall approve its annual operating budget prior to July 1st of each year.
Article 17 Treasurer’s Report
Treasurer will provide written at each meeting with all books present. All checks will require two (2) authorized signatures. The bank statement will be sent directly to the Treasurer and Third witness.
Third witness to the bank statements shall be a non-signer on the account. The Third witness will look over statements and initial every month and mark any anomalies, to keep us in compliance with AIM insurance requirements
Article 18 Financial Review
A financial review committee, minimum of three (3) people appointed by the President should review the financial books twice each year. Members of this committee shall not include the Treasurer, or any person authorized to sign on the bank accounts or their spouse’s.
Article 19 Finances
All reimbursements shall include a receipt and shall be submitted to the Treasurer with in 60 days of purchase. All requests for reimbursement must be signed by Committee Chairs and be received by June 1st. Upon receiving monies the Treasurer will write a receipt to the individual or committee chair. Any signer on the council bank account may not sign checks written to them.
Article 20 NSF Checks
Should the PTA receive an NSF check, a $10.00 service fee will be charged in addition to any bank penalties the PTSA may accrue. If the NSF check(s) are not paid for by June 1st, then the PTA will not accept any checks from this individual in the future.
Article 21 Bank Signature Cards
The signatures of all elected officers shall be on the signature card for this PTSA’s authorized bank account.
Article 22 Gambling Activities
The students at Onalaska Elementary, that are not paid members, shall be considered honorary members of this PTA without voice, vote or the privilege of holding office
Article 23 Vote for Region Director
The vote of this PTA for the position of Washington State PTA Region 4 Director shall be determined by the Board of Directors.
