Standing Rules

​Bylaws and Standing Rules of Coe Elementary PTA

Revised: December 17, 2020

Article 1 ENTITY

Section 1 Identification and Corporate Status

  1. The name of the Coe PTA is the F.H. COE PTA, SEATTLE COUNCIL, 6.15.70.
    1. Chartered on February 4, 1986 and amendment date on November 24, 1986.
      1. Corporation Number is 2-370403-4
    2. National PTA number is 23247.
  2. Coe PTA was incorporated on February 4, 1986 and assigned Uniform Business Identification (UBI) number is 601 849 321.
    1. The TREASURER is responsible for filing the annual report.
  3. The Employer Identification Number is in the legal documents notebooks in the custody of the PRESIDENT and SECRETARY

Section 2 Purpose and Authority

  1. The purpose of these Standing Rules
    1. These Standing Rules are specific conditions and rules Coe PTA has chosen to impose upon itself.
    2. These Standing Rules must not conflict with the WSPTA Uniform Bylaws.
      1. In case of conflict, the WSPTA Uniform Bylaws will be considered superior to these Standing Rules.
    3. These Standing Rules should be reviewed, updated, and approved at the first membership meeting each year.
    4. These Standing rules may be amended at any time by a vote of the membership, provided that a quorum is present.
      1. Quorum is defined here and by the WSPTA Uniform Bylaws as at least ten paying members of Coe PTA.
    5. Notice of a vote to amend shall be given no less than thirty days in advance by the PRESIDENT.
      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.
    6. Results of the vote shall be recorded in the official minutes by the SECRETARY.
    7. Amendments shall become effective on the date of the meeting at which they were adopted.

Section 3 Legal Compliance

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. 

  1. 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. The Coe PTA Charitable Solicitations Act registration number is 1543.

Section 4 IRS Status

  1. Coe PTA was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code on January 2, 1987. 
    1. A copy of the letter of determination is filed in the legal documents notebooks maintained by the PRESIDENT and SECRETARY.

Section 5 Filing Tax Returns

  1. 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. 
    1. Copies of the current and past years’ returns are in the legal documents notebooks maintained by the PRESIDENT and SECRETARY.

Section 6 Registered Agent

  1. Coe PTA has designated Washington State PTA (WSPTA) as its registered agent with the Washington Secretary of State’s office, the Washington Department of Revenue, and the Internal Revenue Service. 
    1. Copies of the signed documents making such designation are available in the legal documents notebooks maintained by the PRESIDENT and SECRETARY.
    2. Official notices to Coe PTA will be sent to the WSPTA.

Section 7 WSPTA Standards of Affiliation 

  1. Compliance with the WSPTA Standards of Affiliation Agreement requirements that apply to all local PTAs and councils.  
    1. The requirements are in place to ensure that all local PTAs and councils align with WSPTA’s ethics, policies, and principles; maintain good business practices; and comply with applicable federal and state laws.  Effective, well-run PTAs and councils are vital to fulfilling PTA’s purpose and mission. 
      1. Coe PTA shall adopt Standing Rules for the governance.
      2. Coe PTA shall be noncommercial, nonsectarian, and nonpartisan. 
      3. Coe PTA or members in their official capacities may not, directly or indirectly, participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office. 
      4. Coe PTA shall work with the school and community to provide a quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities. 
      5. Coe PTA shall work to promote the health and welfare of children and youth, and shall seek to promote collaboration among parents, school, and the community at large.
      6. Coe PTA will make sure that each executive committee member attends a minimum of one WSPTA-approved training during the PTA year.  Further, at least one member of the executive committee will attend PTA and the Law during the PTA year.
      7. 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 Elementary.
    2. Per the WSPTA Uniform Bylaws, Coe PTA will annually complete the WSPTA Standards of Affiliation agreement in its entirety, and agree to abide by all requirements and to uphold the ethics, policies, and principles of WSPTA.

Article 2 MEMBERSHIP AND DUES 

Section 1 Membership

  1. Coe PTA Membership
    1. Open to all people without discrimination: Parents, teachers, staff, grandparents, guardians, community members, and any other persons that support and encourage the mission and purposes of the Coe PTA.
    2. As an elementary PTA, Coe PTA will not accept students as members.
  1. WSPTA Membership
    1. Each member of a local PTA is also a member of WSPTA. 
  2. PTA membership lists may not be released to outside interests. 

Section 2 Membership Term

  1. Upon payment of dues, membership extends through October 31 of the ensuing year.

Section 3 Membership Dues

  1. Coe PTA shall not exceed $15 per individual adult membership or $25 for a household membership (two adults).
    1. All paid members have a voice and a vote at PTA general membership meetings.
    2. The amount of dues shall include the portion payable to the National PTA as determined by the National PTA and the portion payable to WSPTA as recommended by the WSPTA board of directors and approved by a two-thirds vote of the voting delegates at the WSPTA convention.  The WSPTA and National PTA portions of any dues collected shall be submitted to the WSPTA. 

Article 3 LEADERSHIP PROCEDURES 

Section 1 Mission Statement and Purpose

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. 

  1. The purposes of Coe PTA are:
    1. Coe Elementary has a long standing tradition of parent involvement and PTA leadership.  Through its services, the Coe PTA helps to provide children and families at Coe and in our community with an enriching and equitable public education and a rich learning environment.
    2. Coe PTA fundraising and engagement activities help meet the needs of our students and those furthest from opportunities.  

Section 2 Membership Meetings and Establishing Quorum

  1. Coe PTA shall conduct four membership meetings per year. 
    1. 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.  
    2. Meeting dates and times shall be determined by the BOARD OF DIRECTORS.
      1. Each member will 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.  
      2. Meeting notice will be given on the PTA website and in the weekly school newsletter.  
    3. Membership meetings may be open to all interested persons, but the privileges of membership shall be limited to the members of Coe PTA. 
    4. Quorum Requirement
      1. At least ten members must be present to conduct business. 
    5. Voting
      1. Proxy voting is prohibited.
        1. In the case of an extraordinary event where quorum is not achievable to vote in person, the board can decide to hold online elections.    
  2. Special membership meetings may be called by the PRESIDENT, a majority of the BOARD OF DIRECTORS, or by five percent of Coe PTA membership currently enrolled in the WSPTA membership database.  
    1. Notification of place, date, time and purpose of the meeting shall be provided to members at least ten days before the special meeting.
      1. Meeting notice will be given on the PTA website and in the weekly school newsletter.  

Section 3 Nominating Committee

  1. Establishing a nominating committee 
    1. The nominating committee shall consist of three members who shall be elected by ballot at least thirty days preceding the election of officers.  
    2. Voting for nominating committee positions may take place at a meeting, by mail, or by electronic transmission.  
      1. The election may be by voice vote if only three candidates are nominated.
      2. 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. 
    3. A winner will be determined by a simple majority of votes cast within the appointed time frame.   
    4. If a vacancy on the nominating committee occurs, the board of directors may appoint a replacement.  
  2. Eligibility requirements for nominating committee members are as follows: 
    1. The person shall have been a member of Coe PTA for at least fifteen (15) days preceding their election. 
    2. A member may not serve more than two consecutive terms on the nominating committee.
    3. The PRESIDENT may not serve on the nominating committee. 
    4. The school principal may not serve on the nominating committee. 
    5. A school or district administrator may not serve on the nominating committee within the district where he or she is employed. 
  3. Nominating candidates to offices
    1. The nominating committee shall submit to the members a signed report at least fifteen days prior to the election stating the name of one or more candidates for each office to be elected.  
    2. A position may be listed as “open” if the committee is unable to find a qualified candidate.  
    3. Additional nominations may be made from the floor with the consent of the nominee only when the election is held during a meeting. 
  4. The nominating committee is discharged from service after the officers are declared elected. 

Section 5 Elected Officers 

  1. The Executive Committee will consist of four elected officers: 

President, Vice President/President-Elect, Secretary, and Treasurer. 

  1. The duties of these offices are defined in the WSPTA President handbook, the WSPTA Secretary handbook, and the WSPTA Best Practices for Financial Management handbook. 
  1. Eligibility requirements for Executive Committee officers are as follows:
    1. Shall be at least eighteen years of age.  
    2. Shall have been a member of any local PTA for at least fifteen days preceding the election.  
    3. Shall be a member of Coe PTA.
  2. To elect officers:
    1. Must be elected at a membership meeting.
    2. Elected by ballot prior to the end of the fiscal year for a term of one year and until their successors are elected.  
    3. A majority vote is necessary to elect.  
    4. The election may be by voice vote if only one candidate is nominated for an office. 
    5. Voting for officers or nominating committee positions may take place at a meeting, by mail, or by electronic transmission, as outlined in policy.  
      1. 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.
  3. Executive Committee Term 
    1. The Executive Committee officer’s term is July 1 – June 30. 
    2. An officer may not serve more than two consecutive terms in the same office, unless the position cannot be filled.
    3. An officer having served eight or more months shall be considered to have served a full term. 
  4. Vacant Executive Committee office
    1. An office shall be declared vacant if an officer is absent for three consecutive meetings, unless previously excused by the presiding officer. 
    2. If a vacancy occurs, the EXECUTIVE COMMITTEE may appoint a member to fill the vacancy until the next membership meeting.  
      1. At the next membership meeting nominations shall be made from the floor with the consent of the nominee.  
      2. The election shall be by ballot vote.
        1. The election may be by voice vote if only one candidate is nominated for an office.   
      3. A majority vote is necessary to elect.
      4.  The newly elected officer shall immediately assume the duties of the office. 
  5. Removal from an Executive Committee office
    1. An officer may be removed from office, with or without cause, by a two-thirds vote of the membership present at a regularly scheduled meeting or at a special membership meeting called for such purpose.  
    2. Best practices for officer removal can be found in current WSPTA policy.
  6. Compliance with WSPTA
    1. Each EXECUTIVE COMMITTEE officer shall attend a minimum of one WSPTA-approved training during the fiscal year. 
    2. At least one EXECUTIVE COMMITTEE officer shall attend PTA and the Law during the fiscal year.
  7. Executive Committee Meetings
    1. Shall meet once per month with the principal of Coe.  
    2. These meeting dates and times shall be set by the EXECUTIVE COMMITTEE
      1. Each officer 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. 
    3. Quorum for meetings is a majority of the Executive Committee.

Section 6 Executive Committee Duties

  1. PRESIDENT 
    1. Preside at all meetings.
    2. Serve as spokesperson for Coe PTA. 
    3. With approval of the executive committee, make one-year appointments to positions and committees as specified in these Standing Rules. 
    4. Be an ex officio member of all committees except the nominating committee. 
    5. Disseminate and communicate all information received pertinent to PTA purposes and programs. 
    6. Shall assure Coe PTA representation at WSPTA council meetings if Coe PTA is part of a council. 
    7. Shall attend region meetings or designate an alternate to attend and cooperate, when requested, with the region director in establishing new local PTAs. 
  2. VICE PRESIDENT/PRESIDENT-ELECT 
    1. Preside at meetings in the absence of the president. 
    2. Act as an assistant to the president.
  1. SECRETARY 
    1. Prepare accurate minutes of all meetings. 
    2. Be responsible for correspondence as requested by the president. 
    3. Maintain a roster of members.
    4. Maintain a roster of all standing and special committees. 
    5. Maintain a roster of the Coe PTA officers.   
  2. TREASURER 
    1. Serve as chair of the budget committee and present the budget to the membership. 
    2. Maintain accurate financial records. 
    3. Receive, issue receipts for, and deposit promptly in an authorized PTA account all funds, and disburse funds according to the approved yearly budget. 
    4. Present a written financial report every month and at other times as requested by the president. 
    5. Provide all financial records if requested by the president or any member of the board of directors. 
    6. Close the books at the end of the fiscal year and submit the books and records for financial review to the financial review committee no later than thirty days thereafter. 
    7. Submit any dues collected to WSPTA by deadlines prescribed by WSPTA policy.
    8. Responsible for renewing the corporate status of Coe PTA.
      1. The annual deadline for this will be the last day in February. 
    9. In the event of co-treasurers, one treasurer may not be a signer on the bank account.

Section 7 Board of Directors

  1. The Coe PTA Board of Directors shall consist of the Executive Committee, Assistant Secretary, Assistant Treasurer, and the following directors: Civic Engagement, Communications, Events, Fundraising, Membership, School Services, Building Leadership Team (BLT), Finance. 
    1. A Board of Directors member must be a member of Coe PTA.
    2. If a Board of Directors member holds two or more positions on the Board, that  board member is limited to one vote.
    3. 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.
      1. Each Board of Director member will be notified of Coe PTA’s Conflict of Interest Policy.
  2. Authority not expressly granted in these rules or the WSPTA Bylaws shall be assumed by the Board of Directors.
  3. Board of Directors Meetings
    1. The Board of Directors will meet quarterly on a date and time to be determined by the BOARD OF DIRECTORS.
      1. Each board director 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. 
    2. Voice at the Board of Directors Meetings shall be limited to the Board of Directors, unless that individual is recognized and granted voice by the meeting chair.
    3. Voting privileges at the Board of Directors Meetings shall be limited to the Board of Directors.
    4. A quorum for meetings is a majority of the Board of Directors.
    5. 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.  
      1. Notification of place, date, time and purpose of the meeting shall be delivered to each board director at least five days prior to the special meeting.
      2. If less than five days notice is given, documentation of each board director’s consent to conduct business shall be obtained in writing or by email.

4.   Board of Directors Term

        1. The board director’s term is July 1 – June 30.
        2. A board director may not serve more than two consecutive terms in the same office, unless the position cannot be filled.
        3. A board director having served eight or more months shall be considered to have served a full term. 

Section 8 Board of Directors Duties

  1. General Duties of the Board of Directors
    1. Manage the Coe PTA finances in a fiscally prudent manner. 
    2. Approve the financial review which shall be conducted at the end of each fiscal year. 
    3. Transact necessary business between meetings of the membership and other business referred to it by the membership.
  1. Present recommendations to the membership for action. 
  2. Review policy for managing online logins and passwords.
  3. Perform other duties as indicated in the Coe PTA maintained job descriptions handbook and requirements for all board-level positions. 
    1. Board directors 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 Board of Directors. 

Article 4 Finance

Section 1 Best Practices

  1. Compliance
    1. Coe PTA shall operate in a fiscally responsible manner and shall comply in all respects with all applicable provisions of the Washington Nonprofit Corporation Act, the Internal Revenue Code and Regulations and all other applicable law.
  2. Documentation
    1. All financial documents, including checks and binding agreements, shall require the signature of two elected offices, and only one member of the household shall co-sign financial documents.
    2. Coe PTA shall keep permanent books of accounts and records sufficient to establish gross income, receipts, and disbursements, including the number of its members and dues paid.

Section 2 Budget

  1. Coe PTA shall aim to approve its annual operating budget in May of each year.
  2. The fiscal year of Coe PTA is July 1 – June 30. 
  3. Coe PTA may not enter into any financial obligations extending beyond the fiscal year except as approved by the membership.
  4. Reallocating the Budget
    1. The BOARD OF DIRECTORS have the authority to reallocate up to ten (10) percent of the annual budget from one purpose to another purpose by a majority vote of its directors. 
    2. The BOARD OF DIRECTORS have the authority to reallocate any amount budgeted for one purpose to another purpose by a two-thirds vote of its members.
  5. Freezing Earmarked Funds
    1. In the case of an extraordinary event, the BOARD OF DIRECTORS have the authority to freeze any amount of the annual budget by majority vote.

Section 3 Financial Review Committee

  1. A minimum of three (3) members will be appointed by the PRESIDENT to serve as the Financial Review Committee.
    1. 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, are permitted to serve on the Financial Review Committee.
  2. Duties of the Financial Review Committee
    1. The WSPTA Uniform Bylaws require an annual review of the financial activities of Coe PTA at the end of the fiscal year, June 30. 
    2. Financial records must be given to the Financial Review Committee no later than July 30.
    3. The Financial Review Committee’s report must be presented to the members at a membership meeting.

Section 4 Bank Accounts

  1. Coe PTA shall establish one or more accounts in financial institutions as determined by the BOARD OF DIRECTORS
    1. Any such account shall require the signatures of at least two elected officers to make a withdrawal.
    2. Signing authority on Coe PTA bank accounts shall be limited to the PRESIDENT, VICE PRESIDENT and one TREASURER.
  2. Independent Review of Bank Statements
    1. Coe PTA’s monthly bank account statements shall be provided unopened to the SECRETARY
      1. The SECRETARY shall promptly report to the Executive Committee any concerns or discrepancies identified in the review. 
      2. If no concerns or discrepancies are seen, the SECRETARY shall initial and date the account statements and provide them to the TREASURER.
  3. Use of a debit card, credit card, or ATM card to disburse Coe PTA funds is not permitted.  
  4. Online banking is allowed in accordance with the rules prescribed by WSPTA policy.

Section 5 Signature Cards

  1. The BOARD OF DIRECTORS shall determine which officers shall have signing authority on Coe PTA bank accounts.
    1. A minimum of three officers will be granted authority.
    2. Signing authority shall be reviewed annually.

Section 6 Reimbursements

  1. All reimbursement requests for authorized expenses must include a receipt and be submitted to the TREASURER within sixty days of purchase. 
  1. All requests for reimbursement must be received by June 1 or they will be considered a donation to the PTA.
  1. Non-Sufficient Funds Checks (NSF)
    1. If the NSF check is not paid by June 1, Coe PTA will not accept any checks from this individual in the future. 
    2. Persons submitting NSF checks will be responsible for paying all bank charges related to the NSF check.  Coe PTA will not accept checks from persons who have submitted two NSF checks.

Article 5 Documents

Section 1 Legal Documents

  1. Coe PTA shall maintain an electronic, password protected legal documents notebook.  
    1. The legal documents notebook shall be maintained by the PRESIDENT and SECRETARY.  
    2. All elected officers shall have access to the contents of legal documents notebook as required.

Section 2 Brand

  1. Use of the Coe PTA logo and/or service mark shall be limited to the official business of Coe PTA and its constituent organizations. 
  2. No individual or outside interest shall be allowed to use the Coe PTA logo or service mark without authorization from the PRESIDENT.

Section 3 Policy Review

  1. Board Standards of Conduct
    1. The BOARD OF DIRECTORS shall maintain, review and approve a Board Standards of Conduct annually, and be signed by each board director.
      1. Signed copies of this policy shall reside with the SECRETARY.
    2. Board directors in violation of this policy may be subject to board action, up to and including removal from office with three-quarters vote of the BOARD OF DIRECTORS.
  2. Conflict of Interest Policy
    1. The BOARD OF DIRECTORS shall maintain, review and approve Conflict of Interest Policy annually, and be signed by each board director.
      1. These policies shall reside with the SECRETARY.
    2. Board directors in violation of this policy may be subject to board action, up to and including removal from office with three-quarters vote of the BOARD OF DIRECTORS.
  3. Money Handling Policies
    1. The BOARD OF DIRECTORS shall maintain, review and approve money handling policies annually.
      1. These policies shall reside with the TREASURER.
  4. Online Logins and Passwords Policies.
    1. The TREASURER will maintain, review, and approve online logins and passwords policies annually.
      1. This policy shall reside with the SECRETARY.
  5. Partnering with Student Council or other school groups
    1. Coe PTA may collaborate with other non-PTA organizations.  Coe PTA will only handle Coe PTA funds and will sign a contract with the other organization to clearly establish where it is a Coe PTA activity or the other organization’s activity.  
    2. Coe PTA shall not volunteer, nor solicit for volunteers, for a non-PTA event/program which solely involves money handling.  A PTA member may volunteer with other non-PTA organizations under their own authority and not as a representative for Coe PTA. 

Section 4 Gambling Activities

Students of Coe Elementary School shall be considered honorary members of Coe PTA without voice, vote, or the privilege of holding office, to participate in gambling activities.

Article 6 WSPTA PARTICIPATION

Section 1 WSPTA Convention

  1. Coe PTA may send voting delegates to the WSPTA convention.
    1. All delegates for the WSPTA convention shall be selected by the BOARD OF DIRECTORS.
    2. Expenses incurred by delegates shall be eligible for reimbursement by Coe PTA. 
    3. Persons attending a convention paid for by Coe PTA will submit to the BOARD OF DIRECTORS a summary of classes and general sessions attended.

Section 2 WSPTA Legislative Assembly

  1. Coe PTA may send voting delegates to the WSPTA Legislative Assembly.
    1. 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.
    2. Expenses incurred by delegates shall be eligible for reimbursement by Coe PTA.  
    3. Individuals attending the assembly paid for by Coe PTA will submit to the BOARD OF DIRECTORS a report about the WSPTA Legislative Assembly.

Article 7 Dissolution

Section 1 Overview

  1. Should Coe PTA wish to disaffiliate they shall notify the WSPTA office and its membership at least 30 days prior to the meeting at which members consider disaffiliating Coe PTA. The region director or an alternate appointed by the region director shall be present at the meeting.
  2. Upon the dissolution of Coe PTA, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established tax-exempt status under section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of WSPTA.
  3. Coe PTA shall be considered disaffiliated when the membership has approved the disaffiliation and the manner in which assets shall be distributed.
  4. Coe PTA is obligated, upon becoming disaffiliated with WSPTA, to cease and desist the use of the service mark “PTA/PTSA,” and all other branded property as prescribed by WSPTA policy.