Fidalgo PTA Standing Rules
FIDALGO PTA STANDING RULES 2024-25
NAME:
The name of this local unit shall be the Fidalgo Elementary Parent Teacher Association (PTA);
the local unit number is 8.2.20.
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LEGAL STATUS
A. The Fidalgo Elementary PTA is a non-profit corporation with a tax-exempt status, Section
501(c)(3), granted May 31. A copy of the letter of determination is filed in the legal
document notebooks maintained by the president and treasurer.
B. 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 notebooks
maintained by the president and treasurer.
C. This unit's Federal Employer Identification Number (EIN) is located in the ‘Important
Documents Binder’ maintained by the Secretary and is available upon request.
D. The PTA was incorporated on February 27, 1992. The corporation number is available
upon request. The Treasurer(s) will annually renew the Articles of Incorporation prior to the
unit's anniversary date. The registered agent for this corporation is the Washington State
PTA.
E. This unit shall keep at least two (2) copies of its legal documents in separate locations.
The President and Treasurer shall be responsible for maintaining these documents.
MEMBERSHIP AND SERVICE FEES
A. This PTA serves the children in the Fidalgo Elementary school community.
B. Membership in this PTA shall be open to all people without discrimination. Membership is
open to all parents, grandparents, guardians, teachers, staff, students, community
members and other persons that support the purpose of the PTA.
C. The membership fees shall be $12 for a single membership, and $20 for a dual/family
membership (2 adults).
D. The voting body of the Fidalgo Elementary PTA shall be those who have paid membership dues
for the current year.
E. The students of Fidalgo Elementary School shall be considered honorary members of the
PTA without voice, vote, or the privilege of holding office.
F. All Elected Officers and Committee Chairs must be members of the PTA.
G. An individual’s membership in Fidalgo PTA may be terminated by a two-thirds (2/3)
vote of its board of directors for conduct that may damage the value and goodwill
associated with PTA, or that violates the purposes, policies, or standing rules of
Fidalgo PTA including the bylaws of WSPTA and National PTA. Details on the
process for termination of membership are included in current WSPTA policy.
Fidalgo PTA shall notify the WSPTA board of directors within 5 business days if a
membership has been terminated.
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MEETINGS
A. Dates and times of the meetings of this unit shall be established by the Executive
Committee at the beginning of each school year. General membership meetings shall be
held to adopt the annual budget, approve the standing rules, review and approve the
financial audit, elect a Nominating Committee and elect officers. Additional meetings shall
be held at the direction of the Board of Directors.
B. A quorum is established at a General Membership Meeting when at least ten (10)
members are present. A quorum must be present to conduct any business (this includes
voting as well as discussions). Motions are passed by a majority vote so long as a quorum
is present. Members and any committee of members may participate in meetings by
conference telephone or similar communications equipment so that all persons
participating in the meeting can hear each other at the same time. Participation by this
method constitutes presence in person at the meeting.
C. A quorum is established at a Board of Directors meeting when a majority of all BOD
members are present (50% + 1). A quorum must be present to conduct business. Motions
are passed by a majority vote so long as a quorum is present.
D. This PTA can conduct business via email for announcements, reminders, and the
transferring or sharing of information among Board members and the General
Membership. Voting must be done in person, with two exceptions. The election of officers
and the election of nominating committee members may be conducted by absentee, mail,
or electronic ballots in compliance with the “Uniform Bylaws of the Washington State PTA”
procedures governing such balloting. Members will be notified of General Membership
meetings via email and/or PTA newsletter.
E. Courtesy seats are open to anyone at General Membership Meetings, but voice and vote
are privileges of the membership.
EXECUTIVE COMMITTEE (EXC)
A. The Nominating Committee shall be elected according to the “Uniform Bylaws of the
Washington State PTA.”
B. The elected officers shall be the President, Vice President, Secretary, and Treasurer.
These officers shall constitute the Executive Committee. Any elected position may be held
jointly by two (2) people. Each member will have an equal vote.
C. These officers shall be elected at a General Membership meeting in accordance with PTA
uniform bylaws before May 30, and will assume their duties on July 1st.
D. Elected officers shall serve a term of one (1) year and may serve no more than two (2)
consecutive years in the same position. After two years in the same position, they may not
serve in that same position for at least one (1) year.
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E. Per the Washington State PTA Uniform Bylaws, this PTA 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.
F. In the absence of a President, the Vice President followed by the Treasurer, shall perform
all duties of the President.
BOARD OF DIRECTORS (BOD)
A. The board of directors of this PTA shall consist of the elected officers and the chairs of the
following standing committees: Membership, Communications, Hospitality, and/or others
deemed ‘relevant’ to the current school year.
B. The executive committee shall set a calendar of regular 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 of
directors via email at least five days prior to the special meeting. Quorum for board
meetings is a majority of the sitting board.
C. The right to make motions, participate in debate, and vote at PTA board of directors’
meetings shall be limited to members of the board of directors, unless a motion to suspend
the rules is approved by a two-thirds vote.
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COMMITTEES:
A. Committee Chairs will be appointed by the Executive Committee.
B. 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 PTA.
C. Committee chairs shall be appointed annually for a one-year term.
D. A committee chair may be removed from their position by a vote of the board of directors.
E. All Committee Chairs must submit a plan of action for their event, program or activity
for Board approval prior to its commencement.
F. If a PTA event or program will spend and/or receive funds, the chair of the committee,
event or program must submit the expected income and expenditures for board
approval in advance of spending any money or entering any binding agreements.
G. All PTA events, programs and activities must stay within their approved budget. Any
possible budget over runs must be submitted in writing and be approved by the Board
and/or General Membership in advance to be eligible for reimbursement.
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BUDGET
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A. This PTA shall approve an annual operating budget in the spring of each year. The
board of directors has the authority to reallocate funds budgeted for one purpose to
another purpose.
B. The Board of Directors may approve unbudgeted (new) expenditures of $150 per item or less,
(not to exceed a total of $1,000 per year) without General Membership approval.
C. The Board of Directors may approve reallocation of budgeted funds of $500 or less, (not to
exceed a total of $1,000 per year) without General Membership approval.
D. Changes to the current, approved budget of $1,000 or more require notice to General
Membership 7 calendar days in advance of a vote.
FINANCES
A. The Treasurer shall keep Fidalgo Elementary PTA money in FDIC insured banking
Institutions in accordance with current FDIC insurance limits to the best of their ability.
B. Any such accounts shall require the signatures of at least two (2) elected officers to make
a withdrawal.
C. The signatures of at least (2) elected officers shall be on the Authorized Signature Card for
the PTA bank accounts. Newly elected officers will commence the right to be placed on
the Authorized Signature Card of any PTA bank accounts when their term begins. The
previous year’s officers will be removed as authorized signers for any PTA bank accounts
when their term ends. Only one (1) member per household may be an authorized signer.
D. Fidalgo PTA permits the use of online banking to disburse funds. This PTA’s board
of directors will create and approve written procedures and internal controls for
utilizing online banking to minimize the risk of misappropriation of funds.
Procedures for the use of online banking can be found in current WSPTA policy.
E. Should the PTA receive an NSF check, it may require the issuer to reimburse any bank
penalties the PTA may incur. If the NSF check is not paid, including any accrued bank
penalties, within 60 calendar days of notification of insufficient funds, the PTSA will no
longer accept checks from the issuer.
F. The PTA shall conduct the required financial review of its books and records at the close
of the fiscal year (June 30) and in January (mid-year audit). These financial reviews shall
be presented to and approved by the General Membership.
G. Requests for reimbursement or payment from the PTA must be in writing and include original
receipts and/or invoices for goods or services purchased. All current fiscal year (July 1 to
June 30) requests for reimbursements or payments from the PTA must be submitted by June
1st .
H. The PTA’s monthly bank account statements shall be provided to a person appointed by
the board of directors. This person will be appointed by the board at the beginning of the
fiscal year and shall not be a signer on the account. The reviewer shall promptly report to
the executive committee any concerns or discrepancies identified in the review. If no
concerns or discrepancies are seen, the reviewer shall initial and date the account
statements and provide them to the treasurer.
AWARDS
A. The following awards may be presented annually in June:
One or more Golden Acorn Award(s) to an outstanding PTA volunteer(s).
B. A Committee appointed by the Board of Directors shall select the recipients. The
Committee, with the approval of the Board, will determine the number of recipients.
DELEGATES
A. The voting delegate(s) to the annual State PTA Convention shall be elected officers and/or
individuals appointed by the Board of Directors.
B. The voting delegate(s) to the WSPTA Legislative Assembly shall be the Legislative Director
and/or delegates appointed by the Board of Directors.
CODE OF CONDUCT AND SOCIAL MEDIA USE
A. Elected officers of this PTA shall follow a board code of conduct. Officers, chairpersons,
and volunteers shall adhere to the Anacortes School District Volunteer Handbook policies.
B. Members of this PTA 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, PTA
members, volunteers, or other individuals that are associated with Fidalgo Elementary
School.
STANDING RULES
A. These Standing Rules shall be adopted each year at the first General Membership
Meeting.
B. These Standing Rules may be amended at any time. If the membership has been given
five days’ notice to the date of the meeting and the intended change, then the change can
be approved by a majority vote of the members present (if a quorum has been
established.) If no notice was given prior to the meeting, then 2/3 vote of the members
present is required (if a quorum has been established).
C. These Standing Rules shall be in compliance with the Washington State PTA Bylaws. If
there is a conflict between the two, the Washington State PTA Bylaws shall be the
authority.