Standing Rules of Frantz H. Coe Elementary School
Last Updated: October 17, 2019
1. The purpose of these Standing Rules
1. These Standing Rules are specific conditions and rules the Coe Elementary PTA (Coe PTA) has chosen to impose upon itself.
2. These standing rules must not conflict with the WSPTA Uniform Bylaws.
3. In case of conflict, the Uniform Bylaws will be considered superior to these Standing Rules.
4. These Standing Rules should be reviewed, updated, and approved at the first general meeting each year.
5. These Standing rules may be amended at any time by a vote of the membership, provided that quorum is present
1. Quorum is defined here and by the WSPTA Uniform Bylaws as at least ten (10) paying members of the Coe PTA
6. Notice of a vote to amend shall be given no less than thirty (30) days in advance by the current President of the Coe PTA
1. If notice is given a simple majority of the quorum is required to pass the amendment
2. If no notice is given a ⅔ majority of the quorum is required to pass the amendment
3. Results of the vote shall be recorded in the official minutes by the Secretary.
2. Identification & Definition
1. The official name of the Coe PTA is F.H. COE PTA, SEATTLE COUNCIL, 6.15.70
2. The Coe PTA exists to support and serve the students and families of Frantz H. Coe Elementary, the neighborhood of Queen Anne, and the City of Seattle and its public school system.
3. The Coe PTA was incorporated on February 4, 1986.
4. The Coe PTA’s national PTA unit number is 23247.
6. The Treasurer shall be responsible for renewing the corporate status of our organization
1. The annual deadline for this will be the last day in February
7. The WSPTA is the registered agent for our organization. Official notices to the Coe PTA will be sent to the WSPTA.
3. Legal Compliance
1. Coe PTA will comply with the Washington Charitable Solicitations Act by registering, if required, or by using the optional registration process if registration is not required. The treasurer is responsible for determining if registration is required and for filing the annual renewal by May 31 to avoid penalties.
1. The Coe PTA fiscal year begins on July 1 and ends on June 30
2. Coe PTA is registered under the Charitable Solicitations Act, registration number 1543.
2. This PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on on January 2, 1987. A copy of the letter of determination is filed in the legal documents notebooks maintained by the president and secretary.
3. The Treasurer is responsible for filing the appropriate federal informational return Form 990, Form 990-EZ, or Form 990-N prior to November 15 and providing a copy to the Board of Directors no later than November 1. Copies of the current and past years’ returns are in the legal documents notebooks maintained by the president and secretary.
4. The Coe 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 documents notebooks maintained by the president and secretary.
5. 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.
1. Membership in the Coe PTA shall be open to all people without discrimination. Membership is open to all parents, teachers, staff, grandparents, guardians, community members, and any other persons that support and encourage the mission and purposes of the Coe PTA.
1. Because we are an elementary PTA, the Coe PTA will not accept students as members
2. The dues for this PTA shall not exceed $15 per individual adult membership or $25 for a household membership. All paid members have a voice and a vote at PTA general membership meetings.
3. The Coe PTA shall conduct four (4) general membership meetings per year. Adoption of standing rules, report of the financial review committee, election of the nominating committee, and the adoption of the budget and election of officers shall take place at membership meetings. Each member will receive written notice of the place, date, and time of the meetings not less than ten (10) nor more than fifty (50) days prior to the date of the meeting. Meeting notice will be given on the PTA website and in the weekly school newsletter. At least 10 members must be present to conduct business. Meeting dates and times shall be determined by the Board.
5. Elected Officers
1. The elected officers of the Coe PTA shall be two (2) co-presidents, two (2) co-secretaries, and two (2) co-treasurers. This group shall constitute the Executive Committee of the Coe PTA.
1. The duties of these offices are defined in the WSPTA President handbook, the WSPTA Secretary handbook, and–for the Treasurer–in the WSPTA Best Practices for Financial Management handbook.
2. The co-treasurers and co-secretaries shall have one vote each (for a total of two votes); co-presidents shall each have a vote
3. Executive Committee members must also be members of the Coe PTA.
2. Each co- position holder shall be entitled to voice and vote at a Board of Directors meeting. In the event of co-treasurers, one treasurer may not be a signer on the bank account.
3. Our PTA will ensure that each Executive Committee member attends a minimum of one WSPTA-approved training during the fiscal year. Further, at least one member of the Executive Committee will attend PTA and the Law during the fiscal year.
4. 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 timeframe identified in the notice of the meeting. A winner will be determined by simple majority of votes cast within the appointed time frame.
5. The Board of Directors of the Coe PTA shall consist of the elected officers as well as the chairs of the following standing committees: Fundraising, Membership, Legislative, Communications, BLT, and Finance. The Board of Directors will meet quarterly on a date and time to be determined by the Board of Directors.
1. Board of Directors members must be members of the Coe PTA.
2. If a Board of Directors member holds two or more positions on the Board, she or he is limited to one vote.
6. There shall be a minimum of one Board of Directors meeting per quarter. These meeting dates and times shall be set by the Board. Each board member shall receive written notice of the place, date, and time of the meetings not less than ten nor more than fifty days prior to the date of the meeting. Quorum for meetings is a majority of the sitting Board of Directors.
1. The Executive Committee will meet once per month with the principal of Coe. These meeting dates and times shall be set by the Executive Committee. Each member shall receive written notice of the place, date, and time of the meetings not less than ten nor more than fifty days prior to the date of the meeting. Quorum for meetings is a majority of the committee.
2. The Board of Directors term is July 1- June 30.
1. This PTA shall approve its annual operating budget in May of each year. The Board of Directors has authority to reallocate up to ten percent (10%) of the annual budget from one purpose to another purpose by a majority vote of its members. The Board of Directors has authority to reallocate any amount budgeted for one purpose to another purpose by a two-thirds vote of its members.
2. The PTA shall maintain a safe deposit box at the bank where its checking account is maintained. The original copy of any legal documents shall be kept in the safe deposit box. Copies are to be made for the president and secretary and kept in a legal documents notebook. All elected officers shall have access to the contents of the safe deposit box.
3. A financial review committee with a minimum of three members appointed by the president will review the financial books twice a year. Members of this committee shall not include the treasurer or any person authorized to sign on the PTA bank accounts for the period that is being reviewed, or any individuals living in their households.
1. The WSPTA Uniform Bylaws require an annual review of the financial activities of the PTA at the end of the fiscal year, June 30. Financial records must be given to the review committee no later than July 30.
2. The committee’s report must be presented to the members at a membership meeting.
4. Coe PTA 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.
5. Signing authority on the PTA bank account shall be limited to the co-presidents and one treasurer.
6. The PTA’s monthly bank account statements shall be provided unopened to the secretary. The secretary shall promptly report to the Executive Committee any concerns or discrepancies identified in the review. If no concerns or discrepancies are seen, the secretary shall initial and date the account statements and provide them to the treasurer.
7. All reimbursement requests for authorized expenses must include a receipt and be submitted to the treasurer within 60 (sixty) days of purchase. All requests for reimbursement must be received by June 1 or they will be considered a donation to the PTA.
8. Should the PTA receive an NSF check, a service fee in the amount of $0 will be charged, in addition to any fees imposed by the PTA’s bank. If the NSF check is not paid by June 1, the PTA will not accept any checks from this individual in the future. If more than 10 NSF checks are received from the same individual during the fiscal year, the PTA will not accept further checks from the individual responsible.
1. This PTA is a member of the Council and has two votes on council business. The president may submit to the council the names and positions of the two voting delegates and two alternates, as determined by the Board of Directors.
2. Coe PTA may send voting delegates to the WSPTA convention. All delegates for the WSPTA convention shall be selected by the Board of Directors. Expenses incurred by delegates shall be eligible for reimbursement by the Coe PTA. Persons attending convention paid for by the PTA will submit to the Board of Directors a summary of classes and general sessions attended.
3. The Coe PTA may send voting delegates to the WSPTA Legislative Assembly. Expenses incurred by delegates shall be eligible for reimbursement by the Coe PTA. The legislative chair for Coe PTA will be one of the voting delegates representing the PTA at the legislative assembly; the rest of the voting delegates will be determined by the Board of Directors.
1. Individuals attending the assembly paid for by Coe PTA will submit to the Board of Directors a report about the WSPTA Legislative Assembly.
8. Additional Standing Rules
1. Voice and vote at Coe PTA Board of Directors’ meetings shall be limited to elected board members, standing chairs, elected teacher representatives, and the principal of Coe Elementary School, unless that individual is recognized and granted voice by the meeting chair.
2. Coe PTA’s standing committee chairpersons, defined as Fundraising, Finance, Membership, Advocacy, Communications, and BLT are limited to two consecutive terms of service unless the position cannot be filled
3. Coe PTA shall maintain a job descriptions and requirements for all board-level positions. Board members who fail to perform the requirements of their job may be subject to board action, up to and including removal from office with a three-quarters vote of the Executive Committee.
4. Coe PTA shall maintain policies for money handling. These policies shall be reviewed and approved yearly by the Board of Directors. These policies shall reside with the secretary.
5. Coe PTA shall maintain policies for online logins and passwords. This policy shall be reviewed and approved yearly by the Board of Directors. This policy shall reside with the treasurer.
6. Members of Coe PTA shall not in general or use any platform to bully, insult, embarrass, harass, target, or post threats of physical or verbal abuse toward any individual, including school board officials, school administrators, teachers, PTA members, volunteers, or other individuals associated with Coe school.
7. Authority not expressly granted in these rules or the WSPTA Bylaws shall be assumed to be held by the Board of Directors of the Coe PTA.
8. A Board of Directors member who receives compensation, directly or indirectly, from Seattle Public Schools for services is precluded from voting on matters pertaining to that member’s compensation or employment.