Ella Baker Elementary PTSA




Ella Baker Elementary PTSA Standing Rules

Oct 4, 2018

EBEPTSA follows the WSPTA Bylaws. See www.wastatepta.org


Article I.           IDENTIFICATION

Section 1.01     The name of this local PTSA shall be Ella Baker Elementary PTSA, 2.8.28. It was chartered May 2018. PTSA will be referred to hereafter as EBEPTSA.

Section 1.02     Ella Baker Elementary PTSA is a non-profit organization recognized by the State of Washington. EBEPTSA was incorporated in June, 2018. The Treasurer is responsible for filing the Annual Corporation Report. The registered agent for this corporation is the Washington State PTA. The President and Secretary shall receive and keep a copy of the report. The annual renewal date will be determined. The EIN will be located in the treasurer’s procedures binder.

Section 1.03     This unit serves children in the Ella Baker Elementary community.

Article II.         PURPOSE

Section 2.01     Section 1: Purpose

(a)     To promote the welfare of children and youth in home, school, community, and place of worship;

(b)     To raise the standards of home life;

(c)      To secure adequate laws for the care and protection of children and youth;

(d)     To bring into closer relation the home and the school, so that parents and teachers may cooperate intelligently in the education of children and youth; and

(e)     To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.

Section 2.02     Section 2: IRS status

(a)     This unit expects to be granted tax-exempt status by the IRS under section 501(c)(3) in 2018.

(b)     EBEPTSA is registered with the Secretary of State under the Charitable Solicitations Act by May of 2019.

(c)      The Treasurer is responsible for filing the annual registration prior to May 15. The President and Secretary shall receive and keep a copy of the report.

(d)     The current treasurer is responsible for filing IRS Form 990 or 990EZ. The president and secretary shall receive and keep a copy of the report. This annual filing is to be completed by November 15. The letter of determination will be kept in the treasurer’s procedures binder.



(a)     The EBEPTSA shall approve its annual operating budget in the spring for the following year.

(b)     A financial review committee, minimum of three (3) members appointed by the president, shall conduct a report of its books and records at the close of the fiscal year, which is June 30th of each year. Mid-year review encouraged.

(c)      The signatures of the President(s) and the Treasurer(s) shall be on the authorized signature card for this unit’s bank account.

(d)     The unit shall keep at least two copies of each of its legal documents in two separate locations. The President and the Treasurer shall maintain the documents.

(e)     EBEPTSA will follow the financial policy for refunds and NSF checks.

(f)       There will be bank account(s). There will also account(s) for online payments.

(g)     The Board of Directors may reallocate budgeted line items between pre-existing budget line items up to two thousand dollars. Adding budget line items may occur at a membership meeting by way of majority vote.


Section 4.01     Section 1: Membership

(a)     The dues for the charter membership shall be $35 and $15 per staff member

(b)     The dues for membership of this unit shall be $15 per individual member, $25 per two individual membership and $10 per staff member.

(c)      All students in the EBE Community are honorary, non-voting members of the EBEPTSA. (Section 8)

(d)     Any community member (individual with no children in the EBE Community) wishing to join our PTSA will pay $15.

(e)     Honorary members of this PTSA do not have voice, vote, or the privilege of holding office.

(f)       Businesses that sponsor the EBEPTSA are considered non-voting honorary PTSA members.

Section 4.02     Section 2: Membership term                                                                                                    

(a)     Upon payment of dues membership extends through October 31 of the ensuing year.


Article V.         ELECTED OFFICERS                                      

(a)     The officers of EBEPTSA shall be

1)        President(s),

2)        Vice President(s) of Communications,

3)        Vice President(s) of Enrichment,

4)        Vice President(s) of Fund Raising,

5)        Vice President(s) of Community Engagement,

6)        Secretary and

7)        Treasurer(s). These elected officers shall constitute the Executive Committee.

(b)     The Executive Committee might be shared by two to three people as “Co’s”.

(c)      Officers shall be elected by end of fiscal year for a term of one year and serving not more than two years consecutively in the same position and must be elected each year. A majority vote is necessary to elect. The election may be voice vote if only one candidate is nominated for an office. Each elected officer shall be entitled to voice and vote at a Board of Directors or Executive Committee meeting.

(d)        If a vacancy occurs, the executive committee may appoint a member to fill the vacancy until the next membership meeting. At the next membership meeting, nominations shall be made from the floor with the consent of the nominee. The election shall be by ballot vote. A majority is necessary to elect. The election may be by voice vote if only one candidate is nominated for an office. The newly elected officer shall immediately assume the duties of the officer.

(e)     Each officer shall be a member of EBEPTSA.

(f)     All elected officers shall complete the training requirements during their term as mandated by the Washington State PTA Standards of Affiliations Agreement. Training is necessary to keep our unit in good standing with the Washington State PTA.

(g)       EBEPTSA will annually review and complete all required WSPTA standards of Affiliation Agreement and documentation by Oct 31st, the required deadline.

(h)        The President(s) will maintain a list of all online accounts and passwords. It will be the responsibility of each officer who controls online accounts and passwords to obtain login and password information from their predecessor upon taking office. The officer will change the password(s) and provide the updated account access information to the president(s).

Article VI.      BOARD OF DIRECTORS    

(a)     The Board of Directors of this unit shall consist of the Executive Committee and Board Appointed Liaisons. The Director of Advocacy, the Director of Volunteers.

(b)     The Board must appoint all Liaisons.

(c)      The Board of Directors may vote to create additional Liaisons to address the needs of specific groups in the EBE Community.

(d)     All members of the Board of Directors shall be members of our EBEPTSA.

(e)     Each elected officer gets one vote. Appointed Directors will get one vote for the position. The Board of Directors shall be entitled to voice and one vote at a Board of Directors meeting.

(f)       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 purposes. Best practices for officer removal can be found in current WSPTA Policy.


Article VII.    MEETINGS                                                  

Section 7.01     Section 1: General Membership meetings

(a)     This unit shall have at least three (3) General Membership meetings per school year with additional meetings being held at the direction of the Board of Directors.

(b)     General membership meetings shall be held for the purpose of adopting the annual budget, approving the standing rules, electing a Nominating Committee, Financial Review Committee and electing officers.

(c)      First regular meeting shall be designated as the annual meeting.

(d)     The quorum during a Membership meeting shall be 10.

(e)     A President can call a general membership meeting at any time if membership is given at least 10 days’ notice of the intended date but not more than 50 days advance notice. The PTSA newsletter will be EBEPTSA’s primary method of meeting notices.

(f)       All people attending the membership meetings shall adhere to EBEPTSA’s Membership Conduct Policy.

Section 7.02     Section 2: Board meetings

(a)     We follow Roberts Rules of Order Newly Revised.

(b)     The Board of Director’s meetings shall be once a month as voted by the Board of Directors during the school year.

(c)      The quorum for a Board of Directors meeting shall be more than half.

(d)     Meeting notices will be emailed as to dates and times.

(e)     All elected members shall have voice and vote.

(f)       Any guest and /or board member in attendance shall follow the EBEPTSA Guest & Conduct Policy as to voice and vote.

Section 7.03     Section 3: Absentee, mail or electronic voting

(a)     Absentee, mail or electronic ballots are prohibited with two exceptions: election of EBEPTSA officers and nominating committee positions. See WAPTA Bylaws on how this is done.


(a)     The voting delegate(s) to the WSPTA Legislative Assembly (fall) shall be determined in the following order: Legislative Chair, President, Secretary, and Treasurer. The Board of Directors will determine the number of delegates to be funded by the PTSA as outlined in the Legislative Policy.          


Article IX.       WSPTA CONVENTION                                      

(a)     The voting delegates to the annual WSPTA convention (spring) shall be determined in the following order: Incoming President, Incoming Vice President, Incoming Secretary, Incoming Treasurer, Ongoing President, Ongoing Vice President, Ongoing Secretary, Ongoing Treasurer. The Board of Directors will determine the number of delegates to be funded by the PTSA as outlined in the EBEPTSA Convention Policy.


Article X.         LWPTSA COUNCIL                                    

(a)     Voting delegates to the Lake Washington PTSA Council shall be a President and three authorized delegates according to the WSPTSA Bylaws.


(a)     One or more Golden Acorn Awards may be presented annually to an outstanding volunteer(s)

Article XII.     AMENDMENTS TO THE EBEPTSA STANDING RULES                                                                                                                      

(a)     The standing rules shall be reviewed and approved annually by the membership. This review and adaptation is done at the first general membership meeting of the school year.

(b)     If the membership has been given proper notice (more than 10 days but not more than 50 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 proper notice was not given prior to the meeting, a 2/3 vote of the members present is required (if a quorum has been established). EBEPTSA will use their weekly newsletter to communicate all meeting dates and times.