• Standing Rules

  • Stipends, Mini Grants & Fund Requests Policy & Procedure

  • Conflict of Interest Policy

  • Social Media Policy

  • Tracked changes, revision history, and final document versions

Standing Rules

Approved by the membership 5/16/2024

1.         NAME AND IDENTITY

The name of this unit shall be Wedgwood PTA local unit number 6.15.355 of the WSPTA.  Its National PTA number is 00023222. It was chartered in 1978.

2.         PTA PURPOSE AND COMMUNITY

This PTA serves the children in the Wedgwood Elementary school community in Seattle, Washington, which includes the residences and businesses in the Wedgwood Elementary school enrollment area.

3.         INCORPORATION

This unit is a non-profit corporation recognized by the State of Washington.  This PTA was incorporated on November 6, 1978, and assigned Unified Business Identifier (UBI) 601629167.  It is the responsibility of this unit to renew the Articles of Incorporation annually, prior to March 1.  The incorporation number of 2-283740-5.  The Treasurer is responsible for filing the annual corporation report.  This unit’s Employer Identification Number is 91-1260518.  The EIN is kept in the legal document notebooks in the custody of the President and Secretary.

4.         CHARITIES PROGRAM

This PTA is registered with the Washington Secretary of State Charities program, registration number 1105196.  The Treasurer is responsible for filing the annual renewal by May 31 to avoid penalties.

5.         TAX-EXEMPT STATUS

This unit is recognized by the Internal Revenue Service as a non-profit, tax exempt organization under Section 501(c)3 of the Washington State tax code.  A copy of the letter of determination is filed in the legal document notebooks maintained by the President and Secretary. [WSPTA Uniform Bylaws, Article 1, Section 3]

6.         IRS FILING

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 Secretary.

7.         REGISTERED AGENT

This 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 document notebooks maintained by the President and Secretary.

8.         WASHINGTON STATE PTA STANDARDS OF AFFILIATION

The Standards of Affiliation (SOA) agreement is in place to ensure this PTA aligns with WSPTA’s ethics, policies, and principles; maintains good business practices; and complies with applicable federal and state laws. [WSPTA Policy Manual, Section 3.1] This PTA will annually complete the WSPTA 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. SOA Agreement requirements are outlined in the WSPTA Policy Manual, Section 3.1.1.

9.         MEMBERSHIP

A.        WEDGWOOD PTA MEMBERSHIP

Membership in this PTA shall be open to all people without discrimination. [WSPTA Uniform Bylaws, Article 4, Section 1] All paid members may make motions, participate in debate, and vote at PTA membership meetings. [WSPTA Uniform Bylaws, Article 4, Section 6]. The students of Wedgwood Elementary shall be considered honorary members of this unit without voice, vote or privilege of holding office.

B.        DUES

The membership fee of this organization shall be at least $5.00 above the combined national, state and Seattle Council PTA fees.  [WSPTA Uniform Bylaws Article 4, Section 4] [WSPTA Policy Manual Section 3.3].  This PTA may use scholarship funds for full or partial membership subsidy upon request.

C.       MEETINGS

Membership meetings of this unit shall be held a minimum of two times during the school year.  Additional meetings shall be held at the direction of the Board of Directors. A quorum shall consist of 10 or more PTA members [WSPTA Uniform Bylaws, Article 5, Section 10] Membership meetings shall be open to all; however, only dues-paying PTA members may vote at the meetings.  The first membership meeting shall be held for purposes of but not limited to adoption of the standing rules, review of policies, and election of the nominating committee and the last membership meeting for election of officers and adoption of the next year’s budget.  Parliamentary authority shall be Robert’s Rules of Order, Newly Revised.

10.   BOARD OF DIRECTORS

A.        WEDGWOOD PTA BOARD OF DIRECTORS

The Board of Directors, hereafter referred to as the Board, shall consist of the elected officers and standing director positions as designated below:

  • Specialist Liaison

  • Communication

  • Diversity, Equity, & Inclusion (DEI)

  • Events and Volunteers

  • Fundraising

  • Garden and Playground

  • Legislative Liaison

  • Membership and Staff Appreciation

  • Scholarship

  • Special Education Liaison

  • Classroom Teacher (Must be a teacher at Wedgwood Elementary at 1.0FTE).   

The director positions are appointed by the Executive Officers Directors may be represented by more than one individual in a co-position, where each is entitled to make motions, participate in debate, and vote at Board of Directormeetings.  A director may hold a position no more than three consecutive school years.  All PTA Board members must be members in good standing.

B.        MEETINGS

Board of Director meetings of this unit shall be held monthly during the school year by the President hereafter referred to as Board meetings. The Executive Committee shall set a calendar of regular Board meeting dates and times. Special meetings of the Board may be called by the President or upon written request of the majority of members of the Board. Board meetings may be held in person or by remote communications. Notification of place, date, time, and purpose of the meeting shall be delivered to each member of the Board via email at least five (5) days prior to the meeting.  A majority of those on the Board shall constitute a quorum [WSPTA Uniform Bylaws, Article 5, Section 9].  All invited to attend the board meeting.  The right to make motions, participate in debate, and vote at Board meetings shall be limited to members of the Board, unless a motion to suspend the rules is approved by a two-thirds vote.  Business of the Board which occurs between Board meetings may be conducted by email following regular approval procedure.  This business shall be captured by the Secretary as an addendum to the previous month’s minutes for approval at the next board meeting.  Parliamentary authority shall be Robert’s Rules of Order, Newly Revised.

11.   ELECTED OFFICERS

A.        WEDGWOOD PTA ELECTED OFFICERS

The elected officers of this unit shall be President, Vice President, Secretary, Treasurer, and Past Executive Committee Member [WSPTA Uniform Bylaws, Article 5, Section 6].  Any elected position may be held jointly by two people. Each co-position holder shall be entitled to make motions, participate in debate, and vote at a meeting of the Executive Committee or Board of Directors.  Officer duties shall align with WSPTA Uniform Bylaws Article 5, Section 7.

B.        WEDGWOOD PTA EXECUTIVE COMMITTEE

These elected officers shall constitute the Executive Committee.  This PTA will ensure that each Executive Committeemember attends a minimum of one WSPTA-approved training during the fiscal year. At least one member of the Executive Committee will attend PTA and the Law during the fiscal year. [WSPTA Policy Manual 3.1.1]  

C.       NOMINATING COMMITTEE

This PTA shall elect a nominating committee to recruit candidates for elected officer positions at the first membership meeting of the school year.  The President and Principal may not be members of the nominating committee.  Before the election, the nominating committee shall submit a report naming one or more candidates for each office to be elected.  Co-officers must declare their intent to be co-officers before the election.  A position may be listed as “open” if the committee is unable to find a qualified candidate. 

D.       ELECTION PROCESS

Voting may be by mail or electronic transmission.  If only one candidate is nominated, the election may be by voice.  Only paid PTA members may vote.  [WSPTA Nominating Committee & Elections Handbook] The elected officers shall be elected during the second half of the school year, prior to the last day of school.   The secretary shall record the election outcome in the minutes.

E.        OFFICER REQUIREMENTS

Officers shall assume their duties on July 1 in the year elected.  An officer may hold a position no more than two consecutive school years [WSPTA Uniform Bylaws, Article 5, Section 6].  The nominating committee shall be elected according to the Bylaws [WSPTA Uniform Bylaws Article 5 Section 5].  An office shall be declared vacant if that person misses three (3) consecutive meetings, unless excused by the President.  For resignation of an officer, see WSPTA Policy Manual, Section 3.6.3.  For removal of an officer, see WSPTA Uniform Bylaws Article 5, Section 6.

F.         MEETINGS

The Executive Committee shall meet once per month.  Additional meetings may be called by a majority of the Executive Committee.  These meeting dates and times shall be set by the Executive Committee. A majority of those on the Executive Committee shall constitute a quorum. Parliamentary authority shall be Robert’s Rules of Order, Newly Revised.

12.   COMMITTEES

The Executive Committee shall establish committees, which includes events and programming, led by directors. Directors shall be appointed by the President and approved by the Executive Committee. All directors must be current members of this PTA.  Directors shall be appointed annually for a one-year term.  A director may be removed from their position by a vote of the Board.

13.   AWARDS

Golden Acorn Award, Outstanding Educator Award and Honorary Lifetime Memberships may be given annually.  Multiple awards may be given. Executive members are not eligible to receive the award.

14.   FINANCE

A.        BUDGET

This PTA shall approve its annual operating budget prior to July 1 each year.  The Board may reallocate funds as needed up to a limit of $5,000 annually by majority vote of the Board. PTA Scholarship funds will be used to create equity and accessibility for students and families in need of assistance.  School classroom supplies funds will be used for books, binders, give-a-ways or consumables such as pencils or snacks or materials that benefit student learning.  The annual PTA budget will include Equity, Diversity, Inclusion & Anti-racist training and programming.  This amount should be relevant as to show this as a priority.  This PTA may provide Mini Grants to school staff available via application to the PTA. Any PTA funds provided for school staff shall be given as a staffing grant with funds distributed through the district.  This PTA shall not earmark funds within the school’s self-help account.

B.        FINANCIAL REVIEW

An annual audit of financial records shall be performed as outlined in the Uniform Bylaws annually [WSPTA Uniform Bylaws, Article 5, Section 9.F.2].  The financial review report will be presented at the next following membership meeting by the Treasurer.  The Treasurer shall present a monthly financial report to the Board.

C.       BANK ACCOUNTS

This PTA will utilize one account as the operating cash account and a separate account as the reserves. The reserves should be kept at a level to fund all liabilities in a year. These liabilities are defined as Fees, Licenses, School Operations and Staff. The Treasurer(s) shall have the authority to disburse funds, from the PTA reserves, prior to the first Membership meeting in fall;these funds shall be used to meet PTA financial obligations which occur during the summer and at start of school events;he total amount of the funds shall not exceed $10,000.    This PTA shall require the approval of at least two elected officers to make a withdrawal. The President and Treasurer shall have signing authority on the PTA bank account. 

D.       NON-SUFFICIENT FUND (NSF) CHECKS

Should the PTA receive an NSF check, any fees imposed by the PTA’s bank may be charged to the individual. If more than three NSF checks are received from the same individual during the fiscal year, the PTA will not accept further checks from the individual responsible.  

E.        PAYMENTS & REIMBURSEMENTS

All payment and reimbursement requests shall require an invoice or receipt to justify payment and should be submitted to the Treasurer within the fiscal year. All outgoing payments shall be reviewed by at least two members of the executive committee, neither of whom may be a recipient of the payment.  PTA funding for staff shall be given as a Staffing Grant with funds distributed through the district.  Any items purchased with Mini Grant or stipend funds are considered property of Wedgwood Elementary or Wedgwood PTA.

15.   LEGAL DOCUMENTS

This PTA shall keep at least two (2) copies of each of its legal documents.  These include items such as evidence of corporate status, charitable solicitations act compliance, tax exempt status, governance, insurance and other finance or federal tax related documents.  All elected officers shall have access to the contents of online legal document storage.

16.   VOTING DELEGATES

Voting delegates to the State PTA/PTSA Council shall be the President, and authorized delegates as necessary [WSPTA Uniform Bylaws, Article 5, Section 3].

17.   POLICY REVIEW

This PTA shall maintain policies.  These policies shall be reviewed and approved yearly by the Board of Directors. These policies shall reside with the Secretary.  Policies may be approved, amended, or revoked by a majority vote of the Board. 

18.   ACCOUNTS

A list of all active online accounts and programs is kept with the Executive Committee. The Treasurer will maintain control of all Web passwords including Bank of America, QuickBooks, WA Sec of State Corp & Charities Filing System, Dept Revenue WA State.

19.   COLLABORATION WITH OTHER ORGANIZATIONS

This PTA may collaborate with non-PTA organizations. This PTA will handle only PTA funds and will have in place a signed contract with the other organization to clearly establish whether it is a PTA activity or the other organization’s activity. 

20.   CODE OF CONDUCT

Elected officers of this PTA shall follow a Board code of conduct. Officers, directors, and volunteers shall adhere to the Seattle Public Schools Volunteer Handbook policies.  This PTA shall have a social media policy. 

21.   STANDING RULES

These standing rules are supplemental to the Uniform Bylaws of the Washington State PTA, or Bylaws.  The standing rules shall be adopted annually by a majority vote at the first membership meeting of the school year.  The standing rules may be amended at any regular membership meeting by two-thirds (2/3) vote, or if previous notice has been given, by majority vote.

Stipends, Mini Grants & Fund Requests Policy & Procedure

APPROVED BY THE BOARD 5/16/2024

BACKGROUND

The Wedgwood PTA has established a process to make funds available to staff at Wedgwood Elementary via stipends and grants.  These funds will support activities and projects that align with the PTA’s mission and vision.  

PURPOSE

Funds are intended to be used for classroom supplies and short-term projects designed to positively impact the students and families at Wedgwood Elementary.

STIPENDS POLICY

  1. Who is eligible?  Teachers and certain staff at Wedgwood Elementary have a PTA stipend. Funds are available automatically.  Receipts will be used to justify payment.

  2. How does this work?  Teachers and staff may draw on their stipend up to the allotted amount via reimbursement.   To ensure reimbursement, staff are encouraged to review this document or contact the PTA prior to purchasing. 

  3. How are recipients reimbursed?  Submit the PTA Reimbursement Form along with receipts, available on the website. 

  4. How much money is available?  The budget is available online.  For an updated budget, contact the PTA treasurer.

  5. When are stipends available?  Anytime between the first and last day of school for the current school year.

MINI GRANTS & FUND REQUESTS POLICY

  1. Who is eligible?  All Wedgwood Elementary staff.  Applicants are encouraged to engage with the PTA and school leadership in project development. Applications may be submitted by individuals or as collaborations between multiple staff. All staff who will be using mini grant funds should be listed as co-applicants.

  2. What can these funds be used for?  Mini Grant funds are intended to provide new opportunities for staff and students that may involve supplementing existing programs or adding new programs, subscriptions or materials, supplies or new technology. For an example of previous awards, please see the PTA website or discuss with members of the PTA executive board.  

  3. How are applications reviewed? (a) Applicant: Applications are submitted to the principal for review. Website applications are automatically sent to the Principal. (b) Principal Review: The principal will answer if they recommend funding, if there’s any alternative funding, and may add comments.  The principal will then send applications to the Executive Board (exec@wedgwoodpta.org). (c) Executive Committee Review: The Executive Board will score applications (see rubric below), determine if application should be funded as a mini grant or other line item in the budget worksheet, and then present it to the Board.  (d) Board Review: The Board will review the application and vote whether to approve or deny the application.  Optional: Applicants are encouraged to attend the PTA Board meeting where their application will be discussed.

  4. The PTA suggests that funding aligns within these bands: For 1-35 (~1 class), suggested funding is less than $249; For 36-89 (~1 grade), suggested funding is up to $749; For 90-179 (~2 grades), suggested funding is up to $1499; For 180 or more students (>3 grades), suggested funding is up to $2500

  5. When will the PTA review applications?  At the next regularly scheduled executive committee and PTA Board meetings.

  6. How is funding awarded?  Partial funding may be offered unless full funding is required.  Up to one-half of the “Mini Grants” funding will be awarded through 12/31.  Prior to 12/31, any application not fully funded, may reapply after 12/31.  From February thru June, the PTA will award grants as long as money remains in the fund.

  7. How much money is available?  The PTA budget is available for review online.  For an updated budget, contact the PTA treasurer.  Grants are limited to $2500; applications over $2500 will not be considered.  For requests over $2500, contact the Executive Committee (exec@wedgwoodpta.org).

  8. How do awardees access funds?  Mini Grant funds will be reimbursed based on receipts. Mini Grants may not carry over funds to the next school year. All purchases must be completed (receipts submitted) by the last day of school. 

  9. How do staff apply?  Complete the online application.  All questions required, unless otherwise stated. Incomplete applications will be returned.  Incomplete applications may be resubmitted.

  10. Staff who would like to make other funding requests may be directed to complete a Mini Grant Application by the PTA.  The PTA may use the Mini Grant Application to facilitate review of funding requests.

All funding recipients agree to the following:

  • Funds will not be used for the following: to replace emergency funds, scholarships, professional development, facilities modifications, or staff salaries. 

  • Keep receipts for related purchases for reimbursement; or arrange for direct payment prior to purchasing.

  • A brief description of stipends and awarded grants will be posted to the PTA website. 

  • All items purchased via classroom stipend or grant funds remain property of Wedgwood Elementary. 

  • All purchases must be completed by the last day of school. 

  • For Grant Awardees Only: Notification of Building Leadership Team by the PTA that the award was granted. 

  • Upon request, submit a report to the PTA with updates of project results, outcomes, and photos.

Email exec@wedgwoodpta.org with questions.

Conflict of Interest Policy

APPROVED BY THE BOARD 5/16/2024

Purpose

The purpose of this policy is to protect the Wedgwood PTA’s interest when decisions are made that might benefit the private interests of an officer, member of the board or other person authorized to make purchases on behalf of the PTA. This policy is in addition to any applicable state and federal laws governing conflict of interest.

Policy

  1. This policy applies to all officers or members of the Wedgwood PTA’s board of directors and to other persons who have been authorized to make purchases on behalf of the PTA.

  2. Any person covered by paragraph one who has a direct or indirect interest in a business with which the PTA is doing or may do business has a duty to disclose such interest to the board of directors.  Any COI or potential COI shall be disclosed as soon as known by sending an email to the Executive Committee.  The Executive Committee shall present the COI or potential COI to the Board, and the person making the disclosure shall be invited, though their attendance is optional. 

  3. After disclosure of the financial interest and making any statement that he or she desires, such person should leave the meeting while the remaining board members discuss the circumstances and determine whether in fact a conflict of interest exists.

  4. The remaining board members will decide if a conflict of interest exists, if a management plan is warranted, and what that plan is by a majority vote that will be recorded in the minutes of the meeting.  If the interested member is an employee of Wedgwood Elementary, the management plan may include recusal of voting on budget matters as a board member.

  5. If the board determines that a conflict of interest exists, the board will then determine whether the PTA may obtain a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

  6. If a more advantageous transaction is not reasonably possible, the board shall determine by a majority vote of its disinterested members whether the proposed transaction is in the PTA’s best interest and whether the terms are reasonable and fair. If so, the PTA may proceed with the transaction.

  7. Any member of the board who believes that a person covered by paragraph one has failed to disclose an actual or possible conflict of interest shall inform that person of the basis for such belief and give her or him an opportunity to respond. If that response does not eliminate the potential conflict of interest, the board member may bring a motion to have the board determine how to proceed, following the process outlined in paragraphs four through seven above.

  8. The minutes of meetings of the board of directors shall include a summary of all discussions of potential or actual conflicts of interest, including the names of persons making a disclosure as required by paragraph three, or making a motion under paragraph eight, the nature of the potential, alleged or actual conflicts, and records of the actions taken by the board, including vote totals on any motions.

  9. A voting member of the board who receives compensation from funds provided by PTA is prohibited from voting on matters pertaining to such funding. This does not apply to reimbursement of allowable expenses.

  10. If the board of directors has reason to believe that a person covered in paragraph one has violated this conflict of interest policy, he or she shall be notified and given an opportunity to respond to the allegation. After reviewing the response, the board shall determine whether a violation occurred and shall take appropriate corrective action.

  11. At the beginning of each fiscal year, all members of the board shall confirm in writing (wet ink or electronic via email or online form i.e. google form) or verbally as noted in the meeting minutes that they: Have received a copy of the conflict of interest policy; Have read and understood the policy; Agree to comply with the policy; Understand that Wedgwood PTA is a tax-exempt association and therefore must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

  12. To ensure that Wedgwood PTA does not engage in activities that could jeopardize its tax-exempt status, the PTA’s annual financial review will include a review of business arrangements to determine whether the terms, including the price paid for goods and services, were reasonable.

Social Media Policy

APPROVED BY THE BOARD 5/16/2024

Purpose

Wedgwood PTA recognizes social media as a communication tool to encourage participation and membership; promote events organized or sponsored by the PTA; provide accurate, relevant up-to-date information regarding the PTA; and share district, community, and school information that impacts Wedgwood families. 

Policy

  1. 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 Wedgwood Elementary.

  2. The COMMUNICATIONS director shall maintain the login and password information for all Wedgwood PTA social media accounts.  They may share login information or add administrators with the delegation of duties. The COMMUNICATIONS director may delegate management of Wedgwood PTA social media accounts to the SOCIAL MEDIA LEAD, as needed, while maintaining administrative access.

  3. Social media account passwords shall be changed annually.

  4. The COMMUNICATIONS director shall review who has administrative access to all social media accounts at least annually.

  5. All social media posts represent the person posting, unless otherwise specified.

  6. Wedgwood PTA social media accounts may only be used for PTA and school-related business.

  7. Photos on public Wedgwood PTA social media posts shall not be personally identifiable, unless permission has been given by the parent/family.