Supports Kellogg Teachers, Staff, Students and Community!

Kellogg Middle School

PTSA Standing Rules

Name and Purpose:

  1. The name of this PTSA local unit shall be Kellogg Middle School Parent Teacher Student Association, local unit number 6.12.85, National PTA number 002327.

 

  1. The purpose of the Kellogg PTSA is to promote high standards for the health, welfare, safety and education of the students of Kellogg Middle School and to bring into closer relation the home and the school such that parents and educators may cooperate in the education of our youth.

 

  1. Kellogg PTSA is a non-profit corporation recognized by the state of Washington on December 24, 1979, incorporation number 2-295-487-9. The registered agent for the corporation is the Washington State PTA.

 

  1. This unit was recognized by the IRS as a non-profit Tax Exempt Organization on May 2, 1980. This unit was re-classified under section 501(c)(3) on December 17, 1999. Contributions and donations to this unit are tax-deductible according to the guidelines in the IRS code. 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 President  and Treasurer. IRS forms will be prepared and filed by the Treasurer with copies provided to the President.  Form 990 EZ is due annually before November 15th.  Form 8822 B is filed upon a change to the PTSA’s business or mailing address, or upon a change to the Responsible Party.  For the purpose of form 8822 B, the Treasurer shall be the Responsible Party.

 

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

 

  1. The Treasurer of this unit is responsible for annual filing as follows (a) the Corporate Renewal is due by the anniversary date of the unit’s incorporation as stated in Standing Rule #3, December 24; (b) the optional Charitable Solicitations Renewal Form by May 31;  (c) IRS form 990 EZ on or before November 15, with a copy to the president upon completion; (d) IRS form 8822 B upon assumption of the role of treasurer but no later than September 30; and (e) the Liability and Fidelity Bond Insurance upon presentation of the invoice by the insurance underwriter, generally by December 31.

 

  1. Two (2) legal document files or notebooks containing all records pertaining to PTSA’s legal matters shall be maintained by the (President and Treasurer) Treasurer and/or Secretary and kept in different locations: one with the Treasurer and one with the President.

 

  1. Per the Washington State PTA Uniform Bylaws, the WSPTA Standards of Affiliation Agreement will be reviewed and completed annually.

Membership:

  1. PTA membership dues are $15.00 per individual and $25.00 per couple, inclusive of the WSPTA per capita membership service fee, per capita council fees, and the National PTA per capita assessment. In the event any of the per capita fees of the other organizations increase, Kellogg PTSA dues may increase accordingly at the discretion of the PTSA’s Board of Directors.

 

  1. Membership at this 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 who support and encourage the purpose of the Kellogg PTSA. Student members are entitled to voice and vote; however, students under the age of 18 are not allowed to hold elected positions within the PTSA.

 

Meetings:

 

  1. PTSA general membership meetings shall be called at least three (3) times per year to conduct business, including adoption of the PTSA budget and Standing Rules, election of the Nominating Committee, and election of PTSA officers. A quorum for general membership meetings shall be a minimum of ten (10) PTSA 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.

 

  1. 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 President  is not present, the Co-President shall be appointed to conduct the meeting. During Board meetings, only the President may preside over the meeting and will therefore not have a vote, unless a tie breaking vote is required. Shared Board positions are entitled to one vote. The Exec Board will determine a Zoom meeting protocol and send it to members prior to meetings.

 

Elections, Officers, Committees:

  1. A nominating committee of at least three members shall be elected at a general membership meeting at least 30 days prior to the election of the officers, and may not include the current president(s). Nominating committee members shall not serve for more than two consecutive terms.

 

  1. The elected positions of this unit shall be one President, a Co-President, a Treasurer, and a Secretary. These officers shall be considered the Executive committee. Any elected position other than Treasurer may be held jointly by more than one person. Each position may be entitled to one voice and vote at Board of Directors meetings, regardless of the number of people chairing the position. The Standing Committees include: Community Outreach, Membership, Fundraising, Communications, Staff Support, Volunteer Coordinator, Race and Equity, Family Engagement, , Awards, Reflections, Newsletter Editor, Webmaster, Rebates and Advocacy. Some of these committees may not be filled from year to year, depending on the amount of volunteers. The Board of Directors shall consist of the Executive Committee and designated Committee Chairs. The Committee Chairs designated to serve on the Board of Directors shall be appointed annually by the President and Co-President with the approval of the Executive Committee. A quorum for a Board of Directors meeting will consist of a majority of this group, and revised as positions are filled or vacated. In the case of committee co-chairs, one or both may be designated to serve on the Board of Directors; those co-chairs so designated shall be entitled to one vote. Committee positions could be split in co-chair positions. A teacher liaison will attend our meetings, when possible.

 

  1. Officers shall be elected at the Spring General Membership meeting, no later than April 30, for a term of one year and shall assume office on July 1. Officers are limited to serving two consecutive terms for the same office. Officers may serve a third term if a good faith effort to find a replacement was unsuccessful. If an Officer resigns, per Washington PTSA bylaws, the executive committee may appoint a member to fill the vacancy at the next membership meeting. At the next membership meeting, the election will be via ballot vote (or voice vote if only one candidate is nominated), a majority vote is necessary and the elected officer shell immediately assumes the duties of the office.

 

  1. To be eligible for an elected office, a candidate must be a current PTSA member.

 

  1. Standing and ad hoc committee chairpersons shall be appointed by the President  with the approval of the Executive Committee. These persons must be current PTSA members.

 

  1. Each member of the Executive Committee shall keep a notebook of activities and recommendations pertaining to his or her office. This notebook shall be turned over to the Presidents in June to be presented to the next holder of the position. Virtual binders on a google drive is also an acceptable format.

 

  1. Our PTSA 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.

 

  1. If required by Washington State PTSA, a vote by the Kellogg PTSA for the position of Washington State PTA Area Vice President shall be determined by the Board of Directors.

 

Budget, Finance and Bank Accounts: 

  1.  In the spring, an annual budget for the coming year shall be submitted by the Treasurer and approved by the incoming board for the next year. This shall occur prior to presenting it for formal adoption by the membership at the last General Meeting of the fiscal year.

 

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

 

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

 

  1. The signatures of the President, Co-President and the Treasurer shall be on the signature card for this PTSA’s authorized bank account. Two signatures shall be required on each check issued, and neither signature can be the signature of the payee of the check. In the event there is only one President, or if persons from the same household are elected to positions that both have signing privileges, the Board of Directors shall consider the appointment of an alternate Board member as a signer on the bank account.

 

  1. The President, Co-President and the Treasurer shall go together to the bank in July to sign a new signature card and shall obtain copies of the completed signature card for the legal binders.

 

  1. 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.

 

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

 

  1. A monthly budget of receipts and expenditures must be reported at each Board of Directors meeting by the Treasurer.

 

  1. The Treasurer shall present the financial records of the PTSA 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 President and Co-President. No person may serve on an Audit Committee for two consecutive years. An audit report shall be made available to the general membership.

 

  1. 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. Bank statements mailing address will be updated to be sent to the Secretary’s home address. Secretary will also have the option to receive statements (in view-only format) via the online bank portal.

 

  1. PTSA will make a good-faith effort to carry-over 50% of the operating budget per year.

Conventions 

  1. Voting delegates from the Kellogg PTSA to the Washington State PTA Convention shall be chosen by the Executive Committee and should include all or some of the following: President, Co-President,,, Secretary, and Treasurer, as well as interested Standing Committee Chairs. The Kellogg PTSA 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 Kellogg PTSA as the budget allows.

 

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

Council Delegates:

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

Awards:

  1. An award committee appointed by the Co-Presidents shall work with the Co-Presidents to select the following WSPTA award recipients: one (1) Golden Acorn Award (for volunteers) and one (1) Golden Apple Award (for teachers), and if nominated, a Golden Oak Award (for a long-term community member). Other WSPTA awards may be presented at the discretion of the Co-Presidents.

Standing Rules and Amendments:

  1. 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 ⅔ vote of the members present is required (if a quorum has been established).

 

Email Voting:

  1. When a request has been made to the Board of Directors that cannot wait until the next scheduled board meeting due to time constraints, and a board vote is needed to either approve or decline the request, the Board will vote via email. The electronic voting procedure will be conducted in the following manner:
  2. The President will send out the request to the voting members via email.
  3. Questions are posed by responding to “reply all” on the address list.
  4. After questions, the presidents ask for a motion and a second. A motion to approve/disapprove the request is made by replying to everyone on the list.
  5. The President then states that there will be a discussion on the motion for the next 24 hours.
  6. Once the 24 hour period has concluded, votes are counted by the President and the results are disseminated to the group.
  7. Confirmation of a board quorum is documented by the Secretary.
  8. Once the vote is completed, the president makes sure the Secretary has all correspondence for documentation in the minutes.

*Note that it is important that everyone checks email daily and, if responding, sends the response to the entire group whether relating to a discussion or vote.

 

Inventory:

  1. In the event that PTSA purchases inventory to sell (such as SWAG), an inventory list will be maintained by the Fundraising committee and stored on their google drive.

Critical Portal Recovery:

  1. The President will maintain a password protected secure document online with data vital to critical portal recovery. The Exec board will have access to this password protected document. It will contain login information useful to finance management, website front and back end management and social media.