MOUNTLAKE TERRACE ELEMENTARY PARENT TEACHER ORGANIZATION DBA LITTLE HAWK ALLIANCE BYLAWS
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Section 1 Name:
The name of the organization shall be the Mountlake Terrace Elementary PTO.
Section 2 Non-Profit Incorporation:
This unit is a Non-Profit corporation recognized by the state of Washington on January 22, 2014.
Section 3 501(c)(3):
This unit was recognized by the IRS as a Non-Profit, Tax Exempt Organization on January 20, 1989 under section 501(c)(3)
Section 4 Agent
PTO is required to always have an Agent. You can find the current registered agent in the standing rules.
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Mountlake Terrace Elementary Parent Teacher Organization (DBA Little Hawk Alliance) is organized for the purpose of enriching the educational experience of children at Mountlake Terrace Elementary by nourishing relationships among the school community.
We are an organization that values diversity and recognizes that systemic problems have led to inequitable access and participation. We are committed to listening to the needs of ALL of our communities and welcoming participation and leadership across all of our community. We are an organization that practices anti-racism and anti-bias systems and actively working to promote acceptance across our many differences for the betterment of one unified cause: Our Children.
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Section 1:
The Community of the Mountlake Terrace Elementary PTO shall include parents and guardians of Mountlake Terrace Elementary School students as well as school staff including teachers and paraprofessionals.
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Section 1. Executive Committee:
The Executive Committee shall be a President, Vice President, Secretary, Treasurer, and optionally a Staff Representative. Each position may have a co-officer with the duties equally shared or distributed. The Executive Board may elect or appoint chairs that are non-voting participants with some standing and authority within the organization to manage certain jobs or plan events.
a. President:
The President and or Co-President shall preside over meetings of the organization and Executive Board, serve as the primary contact for the Principal and office manager, represent the organization at meetings outside the organization, serve as an Ex Officio Member of all committees and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president shall prepare the agenda for Executive Board and General Community Meetings.
b. Vice President:
The Vice President shall assist the President. In addition, the Vice President will carry out the President’s duties in his or her absence or inability to serve. The Vice President will also help to coordinate and advertise related activities and support the general business and operations of Mountlake Terrace Elementary PTO. The Vice President will work with the Secretary to keep and create accurate timelines/information for events.
c. Secretary:
The Secretary shall take and record minutes, handle correspondence, and send notices of meetings to the Community. The Secretary also keeps a copy of the legal documents: minutes book, standing rules, Community list, and any other necessary supplies, and brings them to meetings.
d. Treasurer:
The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the Executive Board. He or she will present a financial statement at every meeting and at other times of the year when requested by the Executive Board and make a full report at the end of the year. The treasurer is responsible for coordinating and preparing (with or without outside help) tax statements and filings every year. The Treasurer will handle insurance and any other organizational requirements determined by local, state, and Federal law. The treasurer will keep a record of all corporation documents such as Articles of Incorporation, IRS determination letter and insurance information. The treasurer shall keep at least (2) copies of each of its Legal Documents in two separate locations-online and hard copy.
e. Staff Representative
If the school can provide one or more staff representatives, they will hold a board title. The Staff Representative(s) is/are the school liaison(s) and shall be a teacher or paraprofessional. Their primary purpose shall be to provide updates, concerns and needs of the staff.
Section 2. Nominations and Elections:
Elections will be held within the last two meetings of the school year. The current Executive Board will present a slate a minimum of 10 days prior to the scheduled election. At the elections meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.
Section 3. Eligibility:
President, vice president, and treasurer shall be a parent or guardian of a Mountlake Terrace Elementary student. Secretary may be filled by a parent, guardian, paraprofessional, or teacher. Staff representative must be filled by a paraprofessional or teacher.
Section 4. Terms of Office:
Officers are elected for one term (one year) and may serve no more than two consecutive terms in the same office. The exception to this rule is the position of Treasurer which may be held longer than two terms provided the accounts are being reviewed annually and the co-treasurer (if applicable) has also not exceeded the two-year term. Each person elected shall hold only one office at a time. If there are no candidates able and willing to fill a board member role, an existing board member who has served two terms or more, may continue in that role for an additional term.
Section 5. Vacancies:
An office shall be declared vacant if the person misses three (3) consecutive meetings unless otherwise excused. If there are Co-Presidents, and one co-president position becomes vacant then the remaining President will take on the full duties of the office. If there is a vacancy in the office of President when there is no Co-President, the Vice President will become the President. At the next regularly scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, an existing co-board member may step into that role. If there are no additional board members able to fill a role, Community members will fill the vacancy through an election at the next General Meeting.
Section 6. Removal from Office:
Officers can be removed from office with cause by a two-thirds vote of those present (assuming a quorum) at a general Community meeting or if the executive committee deems that the officer has not fulfilled their duties.
Section 7. Succession Training of New Executive Board Members. Current board members shall train the new board members who are taking over their positions. Oncoming board members shall be made aware of the legal RCW requirements of managing a non-profit.
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Section 1. General Community Meetings:
a. The organization shall meet no less than 5 times per year on the dates set by the Executive Board at its Calendar Setting Committee Meeting held prior to August 31st of each year. The last general Community meeting of the year shall be considered the annual meeting (RCW 24.03.080). At the annual meeting, a full financial report will be made and the elected officials for the next year will be voted in. The meeting prior to the annual meeting will include the nominating committee.
b. Written notice to the Community of the meeting shall be made at least 10 days prior to the meeting and no more than 50 days prior (RCW 24.03.080), through whatever communication medium is used by the organization.
c. The president shall prepare the agenda for the General Community Meetings. Agenda for each meeting will be determined based on the purpose of the General Community Meeting. The agenda should include time for a principal’s report, staff representative report and any other business items they see fit in the order they see fit.
Section 2. Special Meetings:
Special meetings may be called by the President, any two Members of the Executive Board, or five General Community representatives submitting a written request to the President. Previous notice of the special meeting shall be sent to the Community a minimum of 10 days prior to the meeting, and no more than 50 days prior (RCW 24.03.080), in the same manner as General Community meetings. Special General Community Meetings shall be held at a reasonable time for Community to attend and neutral public space.
Section 3. Quorum:
A quorum for the general Community and special meetings is half the number of the executive committee plus two additional Community representatives (RCW 24.03.090).
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Section 1. Board:
The Executive Board shall consist of the duly elected and appointed officers.
Section 2. Duties:
The duties of the Executive Board shall be to transact business between meetings in preparation for the General Meeting, create standing rules and policies, create standing and temporary committees, prepare, and submit a budget to the Community, approve routine bills, and prepare reports and recommendations to the Community. Oversee fundraising and events.
Section 3. Meetings:
Special meetings may be called by any two Executive Board Members, with 24-hour notice (RCW 24.03.120). The annual meeting of the Executive board shall be held prior to the start of the school year (RCW 24.03.075).
a. The president shall prepare the agenda for the Executive Board meetings including a presentation of prior meeting minutes, a financial report, a principal’s report, committee reports, site council reports, teacher liaison report, and any other business items they see fit in the order they see fit.
Section 4. Executive Board Quorum:
Half the number of Executive Board Members plus one constitutes a quorum. Executive Board Members may vote by proxy via written notice.
Section 5 Contracts and Grants:
All Binding Contracts need to be signed by both the PTO president along with the Executive Board Representative or Chair that is initiating the agreement. Copy of signed and Countersigned contracts need to be uploaded to the PTO Drive and a copy emailed to the Treasurer for record keeping and receipt of costs to be incurred. Grants may be signed by an Executive Board Member or the designated Grant Writing Chair(s). Copies of Grant submission need to be saved to the PTO Drive.
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Section 1. Committee:
Committees may consist of Community and Board Members, with a designated Board Member acting as an Ex Officio Member of all committees. If no Financial Review Committee is formed, the Executive Board will review the budget report and details regularly.
Section 2. Standing Committees:
Standing committees may be created by the Executive Board. Financial Review Committees will be established each school year prior to the yearly financial audit. If a mid-year audit or review is needed, a committee can be established at that time to review records.
a. The Committee chairperson(s) and Coordinators shall be determined on a volunteer basis.
b. Committee chairperson(s) and Coordinators shall be issued committee guidelines by the Executive Board or prior chair and will be responsible for monitoring their expenses according to the budget and performing duties as assigned. Committee chairperson(s) must present a verbal or written report of all activities to the organization during general Community or special meetings. Exceeded budgetary expenditures must be pre-approved by the designated Executive Board representative and one other Executive Board Member and presented at the next General Meeting. Approval from the Executive Board shall be obtained prior to engaging the organization into 3rd party contracts.
Section 3. Additional Committees:
The Executive Board may appoint additional committees as needed.
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Section 1 Budget:
A tentative budget shall be drafted in spring of each school year and approved by the Executive board. A final budget shall be voted on during the first general Community meeting of the following school year. Before any budget can be approved it must be balanced. Expenditures should be balanced against the expected fundraising ability. Budget can be adjusted throughout the school year based on actual cash raised from fundraising. The approved budget is transparent to the community and will be made available upon request.
Section 2 Records:
The Treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3 Expenses:
The Executive Board shall approve all expenses of the organization and has permission to re-allocate money within the budget. Budgeted expenses that are changed by the Executive Board will be tracked in a change-log addendum to the budget and will be made public upon request.
Section 4 Reimbursements & Payments:
Two authorized signatures shall be required on each check over $1000.00. Authorized signers shall be one authorized bank signer (i.e., Treasurer) and one authorized co-signer; either Co-Treasurer, President, or Vice President. All reimbursements and payments (including but not limited to debit card purchases, venmo, and bank institution bill payment) shall be tracked and documents uploaded for review in the Shared PTO Files.
Section 5 Annual Audit:
The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Financial Review Committee and the Executive Board before the end of August.
Section 6 Dissolution:
Upon the dissolution of the organization, any remaining funds after paying outstanding bills shall be donated to the Mountlake Terrace Elementary General Fund or another nonprofit parent teacher group with similar purpose within the community.
Section 7 Fiscal Year:
The fiscal year shall coordinate with the tax year and shall begin August 1st and end July 31st.
Section 8 Donations:
Are accepted by the PTO and used to fund the existing budget line items. A donation may be designated by the donor at the time of the donation for an existing budget line item or they may submit a written request to designate the funds towards student enrichment of their choosing. In the event of the latter, the donor will submit the requested designated spending in writing to the executive board. The general Community needs to approve whether or not the donation meets the mission statement and approve a line item added to the budget for the request.
Section 9. Prudent Reserve:
We shall have a prudent reserve of $7,000.00 that will cover our operating expenses plus start up for the first quarter of PTO events of the year.
Section 10 Filings:
a. It is the responsibility of the treasurer to annually file a Non-Profit Annual Report with the Secretary of State of WA (www.sos.wa.gov/corps) and pay the fee prior to January 31st. The incorporation number can be found in both sets of the legal documents both online and hard copy. Directions for this responsibility are in the budget folder of Mountlake Terrace Elementary shared google drive.
b. Charitable Solicitations Optional filing prior to May. Directions for this responsibility are in the budget folder of Mountlake Terrace Elementary shared google drive.
c. AIM insurance renewal must be renewed in June by the Treasurer. Directions for this responsibility are in the budget folder of Mountlake Terrace Elementary shared google drive.
Section 11 Receipts:
When an item is purchased from the PTO the buyer will receive a receipt from the PTO when requested. Tickets are exempt from the requirement. I.e., Autumn Festival.
Section 12 Deposits:
All cash monies collected must be counted by 2 PTO members.
Section 13 NSF Check:
Any bank penalties the PTO may accrue will be passed on to the maker of the check. If the NSF check or checks are not paid for by June 1st, then the PTO will not accept any checks from this individual.
Section 14 Property:
All items purchased, i.e.. paid for or reimbursement is made by the PTO for the expenditure, are property of Mountlake Terrace Elementary PTO.
Section 15 Reimbursements:
All monetary reimbursements made must be accompanied by receipts or proof of purchase made.
Section 16 Bank Statements:
Monthly bank statements must be reviewed and by a non-signer on the checking account as a fulfillment of our AIM insurance. A signature log will be provided on the drive, to confirm review of the monthly statement was completed and must be signed.
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The initial bylaws of a corporation shall be adopted by its board of directors. The power to alter, amend or repeal the bylaws or adopt new bylaws shall be vested in the board of directors (RCW24.06.095) Any amendments must be made in accordance with Article XII of these bylaws.
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Bylaws and standing rules must be made available to members of the organization or to the public upon request. This can be through direct request or via public digital posting.
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The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.
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These bylaws may be amended at any General Community or Special Meetings, providing that notice was provided to the community of the proposed change and posted publicly for 10 days prior to the meeting.
Notice may be given through whatever communication medium is used by the organization. Amendments will be approved by a General Community quorum.
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